PART ONE--SAFETY AND EMERGENCY MANUAL

PREFACE

This manual is intended for use as a guide for procedures and actions to be taken for the welfare of the library's patrons and staff when there is a possible or actual threat to their safety. Copies have been distributed as follows:

• Reference Desk
• PA Cabinet in Administrative Office
• Administrative Secretary
• Library Director
• Director of Campus Police
• Director of Safety and Hazardous Waste

(Please do not remove copies from these locations)

(These copies are available for staff who which to examine the manual at their convenience)

Please report suggestions on improvement of this manual or notice of hazardous conditions to the Library Administrative Office.

SECTION ONE--TELEPHONE NUMBERS

EMERGENCY TELEPHONE NUMBERS

*NOTE: After dialing the 9, wait for a second dial tone, then dial the desired number.

PHYSICAL PLANT CONTACT LIST

Facility Emergencies

During Regular Work Hours: 7:00 a.m. to 4:00 p.m.

1166

After Regular Working Hours or Weekends

1584 (Campus Police)

If in the event of an emergency contact manager of area desired, if no contact is made start down area until contact is made:

Custodial Services

Dave Langkamp, Custodial Manager

Office: 1155

Home: 9-348-2700

Building Maintenance

Mike Udelhofen, Assistant Director, Physical Plant

Office: 1155

Home: 9-348-4260

Shop: 1166

Grounds Maintenance

Mike Udelhofen, Assistant Director, Physical Plant

Office: 1155

Shop: 1166

Home: 9-348-4620

SECTION TWO--FIRE

FIRE ALARMS ARE RINGING

SUMMARY

1. Go to fire alarm panel at the main entrance to determine area of fire.
2. Locate fire alarm zone.
3. After locating fire--call the library administrative office, 1688, or the fire department, 9-911, and clear building.
4. If a fire is not located--call the library administrative office, 1688, or campus police, 1584, (the police department will answer if campus police are not available), explain that a fire has not been located, make announcement, and clear the building.
5. Close doors to prevent spread of fire if time permits.
6. Know how to protect yourself against fire.

1. Go to fire alarm panel to determine area of fire
   1. Determine area of fire by lights on the Fire Alarm Panel at the main entrance.
   2. A floor plan of the building indicating location zone of fire alarm, fire alarm stations, fire extinguishers, heat detectors, and smoke detectors is posted directly above the Fire Alarm Panel, and located in the Fire Procedures Folder.
   3. Obtain Fire Procedures Folder from the Reference Desk.
2. Locate fire alarm zone

   Go to the area indicated on the Fire Alarm panel (excluding fourth floor).

3. After locating fire
   1. If small fire, use proper type of extinguisher. CAUTION:
      1. DO NOT use SILVER container extinguisher on ELECTRICAL fires.
      2. DO NOT try to FIGHT a fire LARGER than one in a WASTEBASKET unless you have had SPECIAL TRAINING.
   2. If fire is larger than wastebasket size:
      1. Call the Library Administrative Office or the Fire Department.
         1. Call the Library Administrative Office, 1688, during office hours UNLESS the fire is of such intensity that the Fire Department should be called immediately, 9-911.
         2. If not during office hours, call the Fire Department, 9-911, immediately.
      2. Clear the floors. Staff members on public desk duty on each floor are to see that all patrons vacate the floor as follows:
         1. Circulation/Reserve Department--Clear third and main floors.
         2. Periodicals/Interlibrary Loan--Clear first floor.
         3. IML--Clear lower level.
4. If a fire is not located
   1. Check manual fire alarm stations in the zone indicated on the Fire Alarm Panel.
   2. Call the Library Administrative Office, 1688, during office hours.
   3. At other times, call Campus Police, 1584. Indicate that:
      1. The fire alarms are ringing.
      2. Cause of fire alarm is not known.
      3. Fire Department has not been notified.
      4. Ask advice of Campus Police.
   4. Clear the floors. Staff members on public desk duty on each floor are to see that all patrons vacate the floor as follows:
      1. Circulation/Reserve Department--Clear third and main floors.
      2. Periodicals/Interlibrary Department--Clear first floor.
      3. IML--Clear lower level.
5. Close doors to prevent spread of fire if time permits
   1. the north doors of the main stairwell will close automatically.
   2. The side doors will need to be closed manually.
6. Know how to protect yourself against fire
   1. In every building, look for a way to get out besides the way you entered the building.
   2. Report any condition that may cause a fire.
   3. Before leaving a closed room in an burning building, feel the door with the palm of your hand. Never open a door that feels hot. The fire on the other side might be so fierce that the flames would kill you if you opened the door.
   4. If you must go through a smoky area, crawl on your hands and knees. Smoke is thinnest near the floor.
   5. Do not hastily jump out of windows above the first floor. Give the firemen a chance to arrive and rescue you.
   6. Do not run if your clothing catches fire. Running fans and spreads flames. Roll in a coat or blanket or on the ground to smother the fire.

SECTION THREE--FIRE ALARMS

SETTING OFF FIRE ALARM

Fire alarms are set off in two ways:

1. Pulling the alarm at the various fire alarm stations throughout the building.
2. Automatically by the smoke or heat detectors located in the ceiling.

STAIRWELL DOORS

When the alarms ring, the north doors of the main stairwell will automatically close. The east and west doors must be closed manually.

ALARMS SHUT OFF

When a fire alarm needs to be shut off, call Physical Plant Office, 1155, during the day. At other times, call Campus Police, 1584. The alarm cannot be silenced by personnel without special training and authorization.

FIRE ALARM PANEL

The location of the fire is indicated by lights on the Fire Alarm Panel next to the main entrance. The panel has been letter coded for visual identification purposes to correspond with the floor plans located above the panel and in the Fire Procedures Folder.

FIRE DOOR BELLS

Fire doors have individual alarm bells which ring when unauthorized exit is made from the building. If one of these bells is heard, locate the door immediately and notify the librarian or student supervisor in charge, who will notify the Physical Plant Office, 1155, during the day; at other times, call Campus Police, 1584, to reset and lock the door(s).

FIRE ALARM PANEL AND LOCATION CODES

The Fire Alarm Panel is located at the main entrance on the right hand wall (as you enter). When a fire alarm station is pulled, or a smoke or heat detector is activated, the fire alarm sounds in code and then rings on a continuous basis.

If either the "System Trouble" light or the "Supervisor Trouble" light are lit at any time (alarms may not be sounding), contact the Physical Plant Office, 1155, during day time hours or Campus Police, 1584, evenings and weekends.

FIRE ALARM STATIONS, HEAT AND SMOKE DETECTORS

Manual Fire Alarm "pull" stations are located throughout the building, particularly near the exits/stairwells on each floor. Heat and smoke detectors are located in the ceilings throughout the building.

SECTION FOUR--FIRE EXTINGUISHERS

TYPES OF FIRES AND EXTINGUISHERS

Class A--Water: The SILVER container fire extinguisher is filled with water under air pressure. DO NOT USE FOR ANYTHING EXCEPT CLASS A FIRES.

Class A fires involve flammable material such as wood, paper, fabric, and coal. Fire in these substances can be put out by being cooled or smothered with water. Generally, any material that leaves coal embers when it burns can be called a Class A fire.

Class B--Carbon Dioxide* or Dry Chemical** (YELLOW or RED container fire extinguisher).

Class B fires involve flammable liquids. Firemen fight them by covering the burning materials amd keeping out the oxygen, which the fire needs in order to burn. Flammable liquids or other materials that melt and run when heated enough will generally result in Class B fires. These include gasoline, oil, grease, and wax. Foam, carbon dioxide or other chemicals are used to put out such fires.

Class C--Carbon Dioxide* or Dry Chemical** (YELLOW or RED container fire extinguisher).

Class C fires are electrical fires that may occur in electrical motors or involve electrical wiring. To extinguish them, one must use carbon dioxide or some substance that does not conduct electricity.

DO NOT USE WATER ON ELECTRICAL FIRES

*Carbon Dioxide: Class A, B, C, Fires

It can be used on most types of fires, including those around electrical equipment. They spread a dry-snow like solid that changes to gas under atmospheric pressure.

**Dry Chemical: Some Class A, B, C Fires; some Class B and C Fires.

Bicarbonate Soda--Class B and C. Usually in RED container.

Potassium-Bicarbonate--Class B and C. In RED container.

Ammonium Phosphate--ALL CLASS FIRES. In WHITE or YELLOW container.

LOCATION OF FIRE EXTINGUISHERS

Fire extinguishers are located (see below) at either corner at the east end of the building, next to the fire exit on the west end, next to the main stairwell on the upper three floors, and in the corridor on the lower level. A floor plan of the building, indicating location zone of fire alarm, fire alarm stations, and fire extinguishers, is posted directly above the Fire Alarm Panel, and located in the fire procedures folder. Instructions for how to use are printed on the extinguishers.

Lower Level

1. Outside Computer Lab (1 class A; 1 class A, B, C)
2. Between Room B-1 and rest rooms (1 class A, B, C)
3. Shipping Room (1 class A, B, C)
4. Mechanical Equipment Room, B-25

First Floor

1. Opposite Stairwell--Between the stairwell and the rest rooms (1 class A; 1 class A, B, C)
2. Technical Services Area--Near the door to Bibliographic Area (2 class A)
3. Near individual wall study carrels at end of first periodicals range (2 class A)
4. Between auxiliary elevator and individual wall study carrels (2 class A)
5. Near library office 108 (2 class A)
6. Pillar next to microform reader-printers (1 class A, B, C)

Main Floor

1. Opposite Stairwell--Between the stairwell and the rest rooms (1 class A; 1 class A, B, C)
2. Fire exit door directly behind Reference Desk (2 class A)
3. Between Browsing Room and main entrance (2 class A)
4. Adjacent to the North East elevator (2 class A)
5. At end of Newspaper Area (2 class A)

Third Floor

1. Opposite Stairwell--Between the stairwell and the rest rooms (1 class A; 1 class A, B, C)
2. Fire exit door--Between indiviual study rooms (2 class A)
3. Between auxiliary elevator and the Map Collection (2 class A)
4. Between federal government publications ranges and Staff Lounge (2 class A)

Water--Class A fires only.

Dry Chemical--Class A, B, and C fires.

SECTION FIVE--EMERGENCIES

CAMPUS POLICE

Campus Police Office: 1584

Platteville Police Department: 9-348-2313

The Platteville Police Department provides a communication link with the campus police as well as the contact point for reporting fires and requesting ambulance service. If Campus Police are not available, the Police Department will answer the call and contact Campus Police.

HEALTH CENTER

The Health Center is located on the second floor of Royce Hall. It is availabe to university students only. Nurses and physicians are available for out-patient medical services as covered by the student health fee.

The telephone number is: 1891.

Health services are available the following hours:

Regular Session--7:45 a.m.-4:15 p.m., Monday through Friday.

Summer Session--7:30 a.m.-4:00 p.m., Monday through Friday.

EMERGENCIES

Serious Injuries

Call the Platteville Police Department, 9-911, for emergencies requiring city police, campus police, ambulance service, or firemen. Give pertinent information: location, nature of the injury, and condition of victim. If ambulance service is not available, seek advice from the Police Department or Campus Police as to alternate courses of action and secure the name of the official with whom to contact was made.

Minor Injuries

The University Safety/Security Committee recommends the following policy toward students in need of medical attention.

1. If a student becomes ill during working hours, and is ambulatory, someone should accompany the indisposed student to the Health Center, after calling ahead to alert the Health Center.
2. If a student is unable to walk to the Health Center, call for an ambulance. Untrained individuals should neither carry patients physically nor transport them in their private automobiles because of the possibility of aggravating a serious condition.
3. If the Health Center calls Campus Police with a request to transport an ambulatory patient to the hospital for tests or x-rays, it will usually be honored.
4. In general, health center personnel will not leave their building to provide medical attention to another site.

Emergencies Other Than Injuries

For serious emergencies, call the Platteville Police Department, 9-911, and also notify Mr. Krogman, 1688, or 9-348-6218 or 9-778-1296, as soon as possible.

For minor emergencies such as: minor accidents, patron disturbances, opening doors, etc., call the Campus Police Office, 1584. If Campus Police are not available, the Platteville Police Department will answer the call and contact Campus Police.

REPORTING EMERGENCIES AND ACCIDENTS

For reporting a fire alarm reset, rest room malfunction, water leakage, power failure, minor accident, disturbance, locking and unlocking doors, etc. during normal day time hours (7:45 a.m.-4:15 p.m. or 7:30 a.m.-4:00 p.m. during summer hours), notify the Library Administrative Office. In an extreme emergency, call Campus Police (1584) immediately.

During evening hours (after 4:15 p.m. or 4:00 p.m. in summer) and weekends, the staff member in charge of the library should call Campus Police, 1584. Be sure to state nature of problem so the Police will know how to address the problem or who to contact. If Campus Police are not available, the Platteville Police Department will answer the call and notify Campus Police.

All accidents of patrons or staff members must be reported immediately to the Library Administrative Office. During the evening hours and on weekends, the librarian-on-duty or library supervisor should be notified or called to the scene of the accident immediately after which the Library Administrative Office should be notified as soon as possible.

The Employee Accident Report--Worker's Compensation AR-01 and Supervisor Accident Report--Worker's Compensation AR-01 (available in the back of the Safety and Emergency Manual at the Reference Desk, and in the Library Administrative Office) must be filled out in duplicate for ALL ACCIDENTS to students, faculty, patrons, and staff within 24 hours after accident occurs. Worker's compensation cannot be collected in case of subsequent disability if this form is not on file in the University Payroll Office.

FIRST AID SUPPLIES

Limited first aid supplies are available at the Reference Desk; in the Periodicals/Interlibrary Loan Department, first drawer to the right of the sink.

For information on how to administer first aid, refer to "Standard First Aid and Personal Safety" by the American National Red Cross which is kept in the bottom left hand drawer of the Reference Desk and in the Shelter Area.

EMERGENCY COMMUNICATIONS SYSTEM

The University has implemented an emergency communications system which allows the University administration to immediately notify buildings of situations which could be life threatening, cause bodily harm, or disrupt the normal course of events on campus. The Building Safety Coordinators in turn have the responsibility to adopt procedures which will immediately alert students, faculty and staff in the building of the emergency situations.

The system will be tested on a regular basis.

It is anticipated that the communications system will be used in the cases of potentially damaging weather alerts, electrical power failures, and similar disruptive emergencies.

If there are any questions about this procedure, contact the Library Building Safety Coordinator--John Krogman.

SECTION SIX--TORNADO WARNING

TORNADO WARNING

Tornado, Storm, or Civil Defense Emergency Siren--This is a three minute steady flow (------------), which is sounded when a tornado has been sighted in the area, or when potentially damaging winds may occur, or other local disasters. Persons should seek cover immediately. Warning notification may also be received through the Emergency Radio Paging System at the Circulation Desk.

Procedures to Direct Persons to the Lowest Level:

After about 20 minutes, if weather conditions appear non-threatening, people may leave the basement at their own discretion. If the area-wide warning is canceled, an announcement will be made over the Emergency Radio System; however, an "all clear" siren will not be sounded in Platteville.

SECTION SEVEN--PUBLIC ADDRESS SYSTEM

PUBLIC ADDRESS SYSTEM

The Public Address System is intended for extreme emergencies involving the safety of all library patrons and personnel, such as a tornado warning or a fire in the building. It may also be used for medical emergencies, such as a serious family illness or a death in the family.

It is not to be used for non emergencies such as to determine if an individual is studying in the library.

The microphone is located in the Library Administrative Office in the first closet. Instructions for operating the equipment are located on top of the amplifier.

INSTRUCTIONS

1. Turn amplifier on by turning the "OFF-ON" switch to the RIGHT.
2. Select appropriate announcement--announcements are given on the door of the closet, to the right. Announcements are also given throughout the manual.
3. When making announcements over the PA--make sure the radio is unplugged.
4. Pick up microphone.
5. Push down on switch to turn microphone on.
6. Speak clearly and in a normal voice tone.
7. Turn microphone off--push up on switch.
8. Turn amplifier off by turning the "OFF-ON" switch to the LEFT.
9. DO NOT ADJUST ANY OTHER KNOBS.
10. You may want to check with someone to make sure the announcement was heard.

SECTION EIGHT--MISCELLANEOUS

BOMBS THREATS

1. DO NOT HANG UP THE TELEPHONE, but write down as much information as you can obtain, such as:
   1. Exact location of bomb (building, floor, room, etc.)
   2. Time bomb is set to go off.
   3. Kind of bomb, timing device, etc.
   4. Any other information that would help locate the bomb or identify the caller.
2. DO NOT HANG UP THE PHONE as the phone call and be traced if the circuit is maintained.
3. Activate the building fire alarm.
4. Call the Platteville Police Department, 9-911, from another building, identify yourself, and describe the threat in detail.
   1. State time of explosion.
   2. Exact location of bomb.
   3. Building has been cleared.
   4. Phone number in which call was received.
   5. Phone was not hung up.
   6. Any other pertinent information.
   7. The Platteville Police Department will give instructions.
   8. After receiving instructions, make an announcement on the PA system.

EXIT BY WAY OF NEAREST EXIT

ATTENTION PLEASE--ATTENTION PLEASE Word has been received that an explosive device has been planted in the building. Please leave by way of the nearest exit. REPEAT ANNOUNCEMENT

POWER FAILURE

In the event of power failure, the building has an emergency power generator which should go on, but if for some reason it does not operate, large flashlights are available in the following locations:

1. Lower Level
   1. Shipping Room, B-22.
   2. Wisconsin Room, B-17.
2. First Floor
   1. Acquisitions, Room 118.
   2. Periodicals/Interlibrary Loan Desk, Room 119--on floor under check out counter, left side.
3. Main Floor
   1. Administrative Office, Room 208--on PA amplifier.
   2. Circulation Desk, Room 203--below check out counter in cupboard.
   3. Reference Desk, Room 215.
4. Third Floor
   1. Government Publications, Room 305.

If the power appears to be off only in the library and not in other buildings on campus, call the Physical Plant Office, 1155, during the day; at other times, call Campus Police, 1584.

NOTE: The Public Address (PA) amplifier and the radio are plugged into the same outlet as the PA amplifier, and will operate over the emergency power system.

SMOKING

Smoking is prohibited in the library and within 25 feet of any entrance.

ELEVATORS

If the elevator malfunctions, follow the procedures listed below:

1. Staff member, student assistant, or patron is in the elevator and the door will not open.
   1. Remain calm, do not panic. You are in no danger.
   2. Pick up the telephone receiver located in the telephone cabinet. No dialing is necessary, you will immediately be in contact with the Platteville Police Department. Tell the dispatcher your name and the building you are in. You are in: KARRMANN LIBRARY
   3. After calling the Police Department push the button on the control panel labeled "EMERGENCY BELL".
   4. Remain calm and await the arrival of university staff. They will instruct you about what to do.
2. Staff member or student assistant is outside the elevator and hears a bell ringing or a person calling for help.
   1. Investigate to find out if a staff member, student assistant, or patron may be trapped on the elevator or the elevator may be malfunctioning.
   2. Ask person on elevator if the Platteville Police Department answered call on telephone.
   3. If Police Department did not answer, advise person that you will call for help.
   4. Do not try to force the door open.
   5. Notify the Library Administrative Office, the librarian, or the student supervisor on duty at the Reference Desk who will call Campus Police, 1584.
3. Staff members are advised not to use the elevator when the building is closed--due to the remote possibility the elevator may become stuck.

BUILDING SAFETY COORDINATOR

Each major building and the outdoor campus has an appointed Safety Coordinator. The Library Director is the coordinator for the library building.

LIBRARY BUILDING SAFETY COORDINATOR

Responsibility

To provide a safe and accident free environment for the library staff and patrons.

Duties

1. To periodically review and recommend changes in the Library Safety and Emergency Manual.
2. To insure that present library personnel, especially those who staff the Reference Desk, are advised of the location of the Saftey and Emergency Manual and are informed of changes in the Manual.
3. To establish procedures orienting new library personnel regarding library emergency and safety procedures.
4. To inform all library personnel of portions of the safety procedures which affect them. The Coordinator should conduct at least one meeting a year with the entire staff to summarize and discuss safety problems. Specific instructions for staff in areas where there is more likelihood of problems are to be given as needed.
5. To coordinate library safety and emergency procedures with the Campus Safety and Security Committee, the University Director of Campus Police, and other appropriate university administrators.
6. To establish procedures to insure that safety and emergency devices, such as the first aid kit, flashlights, and the portable radio (used for tornado alerts) are checked periodically and are in goo working order.
7. To encourage the reporting of unsafe conditions by staff and patrons.

MAINTENANCE STAFF

Members of the Maintenance Staff are generally in the building from 5:00 a.m. to 1:00 p.m., Monday through Friday, including vacation periods and Summer School, although at times they may be working outside the building.

NETWORK COMPUTER PROBLEMS

On rare occasions the library's network connections may fail or a server supporting lab machines may go "down." If this should happen during normal working hours, it is important to report it to Theresa (1210) or the HelpDesk (1400).

If the library should lose network connections or lab computers during an evening or weekend, contact Campus Police (1584 or 9-911).

BLOOD BORNE PATHOGENS

If someone is injured or ill and blood, vomit, or other bodily fluids are present, the site should be roped off so that no one comes in contact with the area. Call Campus Police at 1584 immediately. Do not make any attempt at cleaning up the area. Custodians who are trained to clean up this type of situation and have the necessary equipment and supplies, will be contacted by Campus Police.

VOYAGER TROUBLESHOOTING

When the Voyager catalog is not available, the reference librarian or student supervisor on duty should:

First, check general Internet availability. If you cannot get off campus to any other site, it is not a Voyager problem. Contact the Help Desk.

Next, if the problem is not solved:

Contact Theresa Burns. If after hours, try to contact Thersa at home at 943-6126 or call her pager number (376-5308). You will be prompted to enter your phone # and Theresa will call you back.

If Theresa Burns is not available, check Windows client availability. Sometimes the web will be unavailable but the Windows OPAC will work, and this is helpful to DoIT when they are troubleshooting.

Finally, contact the Network Operations Center (NOC) at DoIt at: http://sun.doit.wisc. edu/sun/hub/calldoit.html.

Be sure to send e-mail or leave a voice mail for Theresa Burns explaining the situation.

PART TWO--DISASTER PLAN: PREPAREDNESS, ACTION, RECOVERY

PREFACE

"Disasters occur in libraries with alarming regularity. Some are caused by natural calamities such as floods, earthquakes, tornados, or storms and others are man-made calamities such as fires, burst water pipes, leaky roofs, and overflowing air-conditioning systems. A disaster does not have to involve huge quantities of materials to be disasterous. Whatever the cause or the extent of damage, disasters are almost always unexpected, frequently occur on weekends or during the night, and are seriously destructive to all types of library materials." (1)

This plan provides information on how to prepare for, and deal with disasters such as those caused by tornadoes, fires, floods, and water damage from broken pipes, leaky roofs, or a fire-fighting aftermath. The plan does not cover "quiet disasters" such as deterioration of library materials through use, misuse, abuse, poor storage, insect damage, and variable atmospheric conditions.

(1) "Conservation Correspondence," (Number 1, January 1982), Illinois Cooperative Conservation Program.

SECTION NINE--DISASTER PREPAREDNESS

GENERAL PREPAREDNESS PROVISIONS

Library Disaster Review Committee

1. A disaster prevention and recovery committee is necessary to annually review preparedness.
2. Committee Members
   1. Library Director/Archivist
   2. Circulation Coordinator
   3. Library Administrative Assistant

Review:

An annual review of the library facilities and Disaster Plan is made during the month of May by the Library Disaster Review Committee to identify problem areas and update plans. All staff are encouraged to notify the Library Administrative Office of errors and corrections to be made in the Plan.

Corrections:

Following the annual inspection, the Library Director arranges for improvements and corrections of dangerous situations.

Training:

A disaster and safety presentation is to be presented annually to the library staff.

General practices:

1. All staff are encouraged to help identify problems for correction before they become disasters.
2. Off site storage of duplicate records, such as computer files, is located in the vault of the University Registrar's Office.
3. Fire extinguishers and fire alarms are periodically checked and recharged by campus police.
4. Good housekeeping practices are continually promoted.

Water Leaks (see Part Three--Appendix: Water Leaks)

Because of the building design, water leaks present a continual problem--especially on the third floor and the lower level. To constantly be aware of the problems and to monitor corrective action, the appendix contains separate procedures on dealing with water leaks. Librarians, student supervisors and affected staff should be familiar with the procedures outlined.

In 1990 the library roof was re-roofed--which should stop the leaking for a time.

CHECKLIST FOR PREPAREDNESS

Telephone Numbers

1. Emergency numbers

   (1)	Police, fire department	9-911
   (2)	University Police	1584

2. On campus numbers

   (1)	Library administration	1688
   (2)	Archivist	1688
   (3)	Physical Plant (Buildings and Grounds)	1155
   (4)	Public Relations	1194
   (5)	Risk Manager	1188

3. Off campus numbers

   (1)	Platteville Police Department, Business	9-348-2313
   (2)	Platteville Police Department, Emergency	9-911
   (3)	Platteville Fire Department, Business	9-348-9741
   (4)	Platteville Fire Department, Fire	9-911
   (5)	Grant County Sheriff	8-723-2157

4. Library staff numbers

   (1)	See Staff Directory

Equipment. Location and use of:

1. Public address speakers
2. Flashlights
3. Fire extinguishers
4. Smoke and heat detectors

Emergency Power

1. The system is automatically activated whenever power fails. The system is periodically checked by the campus maintenance staff.
2. Flashlights are checked semi-annually by Shipping.

Building Blueprints/Floor Plans

1. Brief floor plans are in the Safety and Emergency and Personnel manuals.

Areas of Special Concern (See Part Three--Appendix: Water Leaks)

1. Collections/Equipment
   1. Irreplaceable archives and manuscript collections are located in the Wisconsin room (B-15) and the archives vault Room (B-18).
   2. A variety of materials in audiovisual format and interactive video is located in the IML (lower level).
   3. Most microfilm is on the periodicals floor (first floor).
   4. Masters theses are on the third floor opposite the elevator.
   5. Microcomputer equipment is in the lower level laboratory and in the main floor reference area.
2. Building
   1. Third floor skylight areas leaked before re-roofing in 1990.
   2. Third floor ceilings under roof drains are prone to leak (example: opposite elevator).
   3. Collections under the patio (IML, Wisconsin collections, Computer Room, and B-1A) have had a history of leaking.
   4. Some leaks may not show up until a few days after a heavy rain or melting snow.

Location of copies of DISASTER PLAN

Multiple sets of current disaster plan are necessry for persons responsible for disaster prevention and recovery.

1. IML
2. Library Administrative Office
3. Reference Desk
4. Campus Police

Emergency Supplies/Equipment

1. Circulation Department
   1. Buckets/plastic bags
   2. Plastic sheeting
2. IML: Primary supply boxes and manuals.
   1. Large flashlight
   2. Terry towels
   3. Pad of lined paper and clipboard
   4. Sharpened pencils
   5. Roll of garbage bags
   6. Foldable plastic boxes
   7. Nylon rope
   8. Floor squeegee
   9. Articles and manuals on disaster preparedness and recovery (kept in a plastic wrapper)
   10. First aid kit
   11. Protective face/dust masks
   12. Wrapping tape (packing and duct tapes)
   13. Paper towel rolls
   14. Permanent marking felt tip markers
3. Additional supplies and equipment in other locations in addition to those noted above.
   1. Mops and other cleaning supplies in janitors' closets on each floor
   2. Portable radio with rechargeable battery. Library Administrative Office--PA system closet.
   3. Flashlights
   4. LAM's Office --Tools including hammers and screw drivers.
   5. Shipping Room Storage contains additional supplies
      1. Rubber gloves
      2. Cellulose sponges
      3. Boxes of freezer wrap
      4. Pressure sensitive labels
      5. Paper tags with strings
      6. Brown wrapping paper
      7. Materials for making signs
   6. Area Research Center, Room B-18
      1. Dehumidifier
      2. Folded Records Center boxes
   7. Wisconsin Collections, Room B-17
      1. Acid free file folders
      2. Camera and film
   8. Location of fans:
      1. Area Research Center, Room B-18
      2. Cataloging, Room 118
      3. Periodicals/ILL, Room 119
      4. Circulation Office, Room 203-1
      5. Conference Room, 203-2
      6. Administrative Office, Room 208
      7. Staff Lounge, Room 308
4. For off campus resources, see Section Twelve--Utilities and Resources, Item IV. Additional Resources for Disaster Stabilization and Recovery, B. Off Campus Resources.

Insurance

1. The University of Wisconsin System is self-insured and has a Risk Management Office on each campus responsible for insurance.
2. Telephone number of the Risk-Management Office. Tom Pritchett: office (1188) cell (608-778-7733)

SECTION TEN--ACTION - DISASTER ASSESSMENT AND STABILIZATION

IMMEDIATE NOTIFICATION OF DISASTER SITUATION

1. Depending on urgency of situation either call Campus Police or the Library Director first.
   1. Campus Police: office (1584) emergency (9-911)
   2. Library Director: library (1688) home (9-348-6218) cell (9-778-1296)
2. Indentify yourself.
3. State the nature and location of the emergency.
4. Depending on the nature of the disaster, the Library Director will confer with the Library Disaster Committee and may form a Disaster Recovery Team (DRT), appoint the Team Leader, and review responsibilities.

DISASTER RECOVERY TEAM

1. Team leader's Responsibilities
   1. Responsible for quickly assembling the Disaster Recovery Team (DRT) and handling the immediate problems.
   2. Contact members of the team to assemble as soon as possible.
   3. Coordinate actions with Police, Fire and Civil Defense authorities.
   4. Get clipboard and other supplies necessary to inventory and assess the nature and scope of the damage as soon as the area/building is safe to enter.
2. Assess the damage
   1. Extent of the damage
      1. How much of the collection is affected? (One stack section contains roughly 200 books.)
      2. Is the damage confined to one area or is the whole collection damaged?
   2. Types of materials damaged
      1. Reference books, periodicals, rare books, microforms, audiovisual, computer software and equipment?
      2. Can the damaged material be replaced or is it irreplaceable?
   3. Nature of the damage
      1. Water damage? Clean water from burst pipes or muddy, sewage, or fire fighting water?
      2. Smoke or fire damage?
   4. Keep notes to help assess the damage and for a final report of disaster.
   5. Take pictures to document the damage for insurance purposes.
   6. Contact Risk Management Office and the Archivist.
3. Stabilize the environment/materials
   1. In order to prevent further damage, such as by the growth of mold which forms within 72 hours, steps should be taken to quickly stabilize environment prior to removal of the materials.
   2. Locate the following equipment if needed (contact and work with Physical Plant personnel as much as possible.)
      1. Portable generator if power has failed
      2. Portable de-humidifiers
      3. Electric fans
      4. Sump pump and mops to clean up smaller water quantities
   3. Reduce air temperature
      1. In winter, turn off all heat
      2. In summer, turn air conditioning to 65 degrees
   4. Reduce humidity
      1. Use de-humidifiers in a small space
      2. Do not raise temperature to reduce humidity. This promotes mold growth
   5. Circulate air
      1. Start portable fans to get air movement
      2. Try to expel damp air from building
   6. Pump out water to reduce risk or injury to workers and to see what is on the floor. Beware of electrical current from broken wires in water.
   7. Block broken windows or replace glass
   8. Note, however, that some materials, such as films and soaked books, may be better protected by keeping them in clean water until preparations are ready for salvage.
4. Establish removal/salvage priorities and provisions
   1. General instructions
      1. Warn all workers on the dangers of proceeding without authorized direction. Emphasize the seriousness of timing and the priorities of the operation.
      2. Use trained personnel where possible.
      3. Have Archivist instruct workers on ways of recognizing and dealing appropriately with water soluble materials, leather and vellum bindings, coated paper, and photographic materials.
   2. Create, in consultation with appropriate personnel, a schedule of priorities for removal and restoration of materials from disaster area.
      1. Criteria for priority consideration
         1. Replaceability
         2. Cost
         3. Current need by patrons or staff
      2. Categories of items for priority in rescue and restoration
         1. Records of library holdings and administrative/business activities. Place special emphasis on records not duplicated elsewhere.
         2. Irreplaceable items
         3. Items most vulnerable to damage
      3. Priorities for salvage
         1. Book and non-book collections
            1. Rare or valuable books
            2. Collections vulnerable to most damage
            3. Collections most difficult to replace
            4. Items in special formats which require immediate attention, i.e., film, leather bound books, coated paper journals, magnetic tapes, etc.
         2. Records of the collection
            1. Shelf lists
            2. Computer files not replaceable
               1. Acquisitions files and fiscal records
               2. Bibliographical data bases
               3. Circulation files
               4. Other computer files not replaceable
      4. If damage is extensive, make arrangements for obtaining freezer storage space, fork lift, trucks, etc.
         1. See also telephone numbers for off site resources
         2. Assemble materials for wrapping and packing items to be moved off site.
         3. Call for trucks to move materials
      5. Prepare work space to process damaged materials.
         1. Space should be large enough to house and process materials.
         2. Make sure space is secure 24 hours a day.
         3. Ensure that environment can be controlled.
         4. Arrange for clean tables to be covered with plastic.
5. Other tasks of the Disaster Recovery Team
   1. Maintain time sheets for all who work on the disaster, so reimbursement can be arranged under insurance coverage.
   2. Have cataloging staff maintain bibliographic control, as far as possible.
   3. Keep a journal and prepare a final report for insurance purposes for the campus administration, and as a historical record. (Such reports are extremely helpful for future disaster management planning.)
   4. Work with the Archivist to prepare, in a timely and economic manner, a recovery plan for damaged materials.
   5. Contact and work with insurance risk management personnel if not done earlier.
   6. Establish liaison with the news media (Information Services), 1194.
   7. Keep a photographic record as needed.
   8. Prepare a plan for the final recovery of damaged materials after initial recovery steps are taken.
   9. Send thank you letters to everyone involved.
   10. In consultation with the Library Disaster Committee, evaluate the disaster efforts and revise the Disaster Plan accordingly.

SECTION ELEVEN--RECOVERY

DISASTER RECOVERY: SALVAGE AND RESTORATION

1. SALVAGE TEAM

   After conditions in the library are stabilized, a Disaster Salvage Team may be appointed by the Library Director to take over the actual work of removing damaged materials. This team, which may or may not be the same as the Disaster Recovery Team, might be composed of:

   1. Archivist (team leader)
   2. Librarian or supervisor of affected collection (to identify priorities)
   3. Cataloger (record keeper)
   4. Shipping clerk (facilitate obtaining supplies)
   5. Others from staff (to move materials)
2. REMOVAL AND RELOCATION OF DAMAGED MATERIALS
   1. Order of removal, starting from the nearest point of access
      1. Wet materials lying in aisles between stacks and main passageways.
      2. Books on lower shelves, removed in horizontal sequence (be careful not to create top-heavy stack)
      3. Books on upper shelves that are very damp or partially wet.
   2. Method removal
      1. By a human chain
      2. In the exact condition in which they are found (for example, no attempt should be made to close an open book--or open a closed wet book).
      3. Materials flow
         1. ) To a team of RECORD KEEPERS from the cataloging department
         2. ) To a team of SORTERS who will separate the books according to type of damage and priority of material
         3. ) To a team of PACKERS
      4. If all or part of the shelf list or other bibliographic records have been lost, it may be necessary to make a chart of the disaster area and label each item as it is withdrawn to show its location. This procedure will assist later efforts to identify materials with lost call numbers.
   3. Packing the materials
      1. Wrapping materials for freezing
         1. Bound volumes should be wrapped in freezer paper or wax paper to prevent sticking together. In wrapping, only cover spine and covers to keep adjacent books from freezing to each other.
         2. Groups of sheet material such as manuscripts, records, unframed prints and drawings should be wrapped in packages not to exceed about two inches in thickness. Leave packages open on top to facilitate evaporation of water during freezing and vacuum drying.
         3. Each package should be marked to indicate what type of material, previous location, and priority.
      2. Boxing material (obtain from Shipping or Storage Room)
         1. Containers for packing
            1. Interlocking plastic milk creates make excellent containers for packing wet materials.
            2. Strong cardboard boxes similar to library book boxes can be used.
         2. Placing materials in either type of container
            1. Stand the books in the container so that they will not fall over or be further distorted.
            2. Stand books on lower edges or with spines down, not on fore edges, as the additional weight of the water will help to pull them out of their bindings.
            3. Do not pack too tightly, allow for air circulation.
            4. Every container should have some kind of identification marking.
         3. Transportation for freezing
            1. Move packed materials directly from library to freezing facility--do not let them sit around or mold will begin to form in less than 72 hours.
            2. Preferably transfer the packed materials by refrigerated trucks. If packed materials are being sent to another city, they must be frozen or packed in dry ice to retard mold development.
            3. If no refrigerated trucks are available, dry ice may be used to freeze the material.
3. PROCESSING OF DAMAGED MATERIALS

   NOTE: A number of options are available for treating damaged materials, depending upon the extent and type of damage, and the facilities, manpower and expertise available. The following indicates advantages and disadvantages of the various options.

   1. Stabilization of water and humidity damaged materials
      1. Freezing (placing items in an environment of low temperature [-20 degrees Fahrenheit]).
         1. Freezing is the best means of stabilizing large amounts of wet materials.
            1. It buys time in which to plan and organize a controlled, carefully coordinated drying operation.
            2. It effectively controls mold growth (but does not kill spores).
            3. It removes most smoke odor.
         2. But freezing requires a large amount of immediate freezer space for an indefinite length of time.
      2. Air drying
         1. This is sometimes the only alternative, but should only be used if no freezer space is available.
         2. This does not work for material printed on coated stock, magazines, and high quality books.
         3. It can often cause extensive mold growth if not treated for infestation.
   2. Drying previously frozen water and humidity damaged materials
      1. Vacuum and/or freeze drying.
         1. This is the least expensive and most successful.
         2. But, a sufficient number of units are often unavailable.
      2. Thawing and air drying
         1. If done correctly, this is highly effective.
         2. This process requires much time and manpower.
      3. Treatment for infestation is necessary in both cases.
   3. Thymol crystal treatment can be used to inhibit mold growth. Generally this should be done by professionals, although temporary chambers can be made. (See the articles in the storage area on thymol treatment methods and cautions.)
   4. After books have been dried and cleaned, they should be sorted for rebinding, pressing (done on premises), discarding, and those needing additional consultation to determine correct action.
   5. Materials with other types of damage should be evaluated by qualified persons to determine the type of cleaning and restoration work.
      1. In some cases, replacing the item is no more expensive than edge trimming and rebinding.
      2. For rare and valuable books, professional restoration will usually be necessary.

SECTION TWELVE--UTILITIES AND RESOURCES

ADDITIONAL RESOURCES FOR DISASTER STABILIZATION AND RECOVERY

Effective response to disaster requires a knowledge of on-site equipment, supplies, and material. It may also require the use of off site emergency equipment and supplies.

ON CAMPUS UTILITIES AND RESOURCES AND THEIR LOCATIONS

1. Main utilities
   1. Authority or office to call to turn on, turn off or repair lines and equipment:
      UW-P Heating Plant (1551)
   2. Main electrical cut-off switch:
      Library Mechanical Equipment Room, SW corner, lower level
   3. Water main shut-off switch:
      Library Mechanical Equipment Room, SW corner, lower level
   4. Main gas shut-off:
      None--Alliant Energy (1-800-862-6263)
   5. Telephone:
      CenturyTel. (24-hour answering service) (9-1-800-824-2877)
2. Library Extinguishers:
   Stairwells and corners of each floor of library (back area on doors painted red)
3. Library emergency power generator:
   Library Mechanical Equipment Room, SW corner, lower level
4. Cartons and boxes:
   Library B-1A, Shipping, Wisconsin Collections
5. Library Emergency Communications System:
   Circulation Department (1679); Campus Police (1584)
6. Portable sump pump:
   UW-P Central Receiving (1144); Platteville Fire Department (9-348-2313 or 9-911)
7. Mycologist (to advise on the treatment of mold and fungi):
   UW-P Biology Dept., 247 Gardner (1793)

SECTION THIRTEEN--TRAINING

PERSONNEL TRAINING

IN-SERVICE TRAINING

1. The Librarian's Council should meet to plan for staff in-service training sessions.
2. There should be in-service training sessions for all library staff, given often enough so all can attend and new staff be informed.
3. The sessions should be at least annual, and usually before the "tornado" season begins in the spring.

REVIEW OF PLANS

An annual review should be made by the Librarian's Council.

1. Responsibilities should be to schedule the annual in-service sessions, check phone numbers, verify major suppliers, inspect emergency supplies, and tour the facility to check on potential disaster or accident areas and see that prevention is continuing.
2. The Library Disaster Review Committee should review problems and suggestions needing discussion. Continuing education topics can be arranged. See Bohem, "h."
3. The Committee should tour the facility to check on potential disaster or accident areas and see that prevention is continuing.

SECTION FOURTEEN--CONSULTANTS

STATE ASSISTANCE SOURCES

1. Coll. Pres./ Conservation
   8-608-263-5480
   Memorial Library
   University of Wisconsin-Madison
   728 State Street, Room B106C
   Madison, WI 53706
2. Milwaukee Area Research Center
   8-414-229-6980
   The Golda Meir Library
   University of Wisconsin-Milwaukee
   2311 East Hartford Ave, Room W250 Milwaukee, WI 53201
3. Area Research Center
   8-608-785-8511
   Eugene Murphy Library
   University of Wisconsin-La Crosse
   1631 Pine St
   La Crosse, WI 54601
4. Archives Reference 8-608-264-6460
   Wisconsin State Historical Society
   816 State Street
   Madison, WI 53706

PART THREE--APPENDIX

SECTION FIFTEEN--WATER LEAKS

The following procedures are detailed especially for third floor water leaks which are predominant and reoccurring. The procedures and responsibilities should be generally followed by all staff members and in all areas of the library--especially on the Lower Level.

Water leaks are a common occurrence on the third floor, due to skylights and roof drains, after rain storms and spring thaws. The lower level (IML, Wisconsin Collections, and B-1A) have also had a past history of water leaks from the patio. The results are often damage to library material and carpeting.

It is the responsibility of the Circulation Supervisor to monitor the third floor on a regular basis and report any water leaks and damage to the Library Administrative Office. Staff members on the lower level have a similar responsibility. The Administrative Office, in turn, notifies the Physical Plant of the water problems. During evenings and week-ends, the librarian or student supervisor on duty is responsible for handling those problems involving water leaks and damage.

The purpose of the following procedures is threefold:

1. To discover water leaks as quickly as possible to reduce possible damage to library material, etc.
2. To define staff responsibilities for monitoring and reporting water leaks, as well as, repairing and replacing damaged material.
3. To maintain a written record of reported water leaks and damage.

RESPONSIBILITIES

The following is an outline of staff responsibilities for monitoring and reporting water leakage and damage:

CIRCULATION SUPERVISOR

1. Monitor third floor on a regular basis.
2. Notify Administrative Office immediately of water leaks.
3. Take immediate steps to prevent further damage to material and carpeting.
4. Send damaged material to technical services for repair or replacement.

ADMINISTRATIVE OFFICE

1. Immediately notify the Physical Plant of water leaks.
2. Maintain a log of water problems received from circulation.
3. During the absence of the Circulation Supervisor, monitor third floor during rain storms and spring thaws.

REFERENCE LIBRARIAN/STUDENT SUPERVISOR

1. When a water leak is discovered, take immediate steps to prevent further damage to material and carpeting.
2. If necessary, notify Campus Police (1584) of severe water problems.
3. Update log of water problems and place it in Administrative Office.

BUILDING MAINTENANCE STAFF

1. Notify Circulation Supervisor of water leakage.
2. Assist in taking steps to prevent further damage to material and carpeting, especially before the library opens.

OTHER STAFF

1. Notify Circulation Supervisor of water leaks.
2. Assist in taking steps to prevent further damage to material and carpeting.

TECHNICAL SERVICES

1. Determine if damaged material can be repaired or salvaged.
2. Dry out those items which can be saved.
3. Replace or withdraw those items which can not be saved.
4. Set correct NOTIS status for damaged items.

PROCEDURES

MONITORING THIRD FLOOR

1. At least once a month the Circulation Supervisor should carefully check the third floor, looking for new water leaks and damage and inspecting areas of old leaks. Any special problems or conditions should be noted in the water log.
2. The monitoring of the third floor should be especially intense (even hourly) during and after rain storms and spring thaws. (Often there will be a delay of even a few days after a rain or thaw before a leak will develop.)
3. All circulation students who shelve or read stacks on the third floor should immediately report any water leaks to the Circulation Supervisor. During the evening or weekends, water leaks should be reported to the librarian or student supervisor on duty.

REPORTING LEAKS

(These procedures are detailed for third floor leaks. Staff in other areas should follow a similar procedure.)

Weekdays (7:30 a.m.-4:00 p.m.)

Circulation Supervisor

1. If the Circulation Supervisor discovers water leaks, the problem should be immediately reported to the staff in the Administrative Office.
2. Notify building maintenance staff so they are aware of the problem.

Administrative Office

The Administrative Office will notify the Physical Plant of the situatiion and ask that the Circulation Supervisor be notified when they inspect the problem.

Evenings and Weekends/Reference Librarian (Student Supervisor)

If the reference librarian (or student supervisor) discovers water leaks, they should do the following:

1. Take steps to protect library material and carpeting. It may be necessary to have periodicals/ILL student assist with protecting library material.
2. If the water problem is severe and damage cannot be controlled by using plastic sheets and buckets, report the problem immediately to Campus Police, 1584.
3. Notify the Administrative Office.

Administrative Office

The next working day the Administrative Office will notify the Physical Plant of the problem.

Note: If a university custodian was notified by Campus Police, it may not be necessary to re-notify the Physical Plant.

Circulation Supervisor

The next working day the Circulation Supervisor should do the following:

1. Reinspect the area of water leaks.
2. Notify building maintenance staff so they are aware of the problem.

PROTECTING MATERIAL AND CARPETING

In the event of water leaks, the following procedures should be followed to protect library material and carpeting from water damage.

Note: Supplies, including rolls of plastic, buckets, masking tape, and material for making signs, are stored on circulation shelving next to main floor time clock.

1. Place plastic buckets under leaks to collect water.
2. Place books which are susceptible to water damage on book trucks. Place trucks adjacent to shelving, but clear of water leaks.
3. Put up signs indicating that material has been temporarily reshelved because of water leaks.
4. If time allows, especially on weekdays, place books in call number order on book trucks.
5. If the water is leaking over a stack of shelving, it may be necessary to cover a portion of the range with plastic. Make sure that the plastic sheet does not compund the problem by spreading the water over a wider area. It may be necessary to remove all of the books from the top shelves of several sections (both sides) and place buckets on the shelves.

TREATING DAMAGED MATERIALS

It will be necessary to dry out damaged material and determine if it can be repaired or needs to be replaced.

1. Damaged material should be taken to technical services to be dried out.
2. The cataloging staff should do the following:
   1. Set the item status of all items to DAMAGED.
   2. Inspect material and determine which items could probably be saved by drying and which items can not be saved.
   3. Follow prescribed procedures for drying out selected items.
   4. Follow replacement procedures for those items identified as not being able to saved.