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Steps to consider when providing emergency information

There is no one-size-fits-all solution to developing individual emergency response information. The law does not specify what accommodations employers must make or what information you must provide. It’s flexible so you can work with your staff to determine what they need in an emergency situation. Here are some ideas that may help you:

1. Review your emergency information

Look at evacuation plans, fire safety plans, emergency maps, alarm systems, fire exits, firefighter elevators, designated waiting areas and any other emergency information, systems or features you provide. Ask yourself, how do staff learn about an emergency and what are they expected to do?

2. Determine who needs help

Employees with disabilities may tell you about the information they need to respond to an emergency; but if they don’t think about it, you have to. If you know an employee has a disability, and you’re not sure if they would need help in an emergency, you should ask. If you are unaware that they have a disability, you aren’t expected to provide customized emergency information. However, it’s a good idea to ask everyone. You could send a memo, or ask during employee orientation. Every organization is different, so do what works best for everyone in your workplace.

[Appendix A is a sample memo to ask staff if they need individualized emergency information.]

What information might help employees to stay safe? For example, after eye surgery, an employee who has low vision may need help finding the exit in a blackout. Even though this disability is temporary, talk to them about it and see what help they may need before an emergency strikes.

Sometimes figuring out what help may be needed is easy:

• People with hearing loss may need someone to alert them during audible alarms or announcements.
• Individuals with vision loss may need help with written instructions, or finding escape routes and avoiding objects. They may need more time to evacuate.
• Someone with a mobility disability, such as a broken leg or permanent paralysis, may need help leaving the workplace, using stairs or opening doors.

Other times it may be more difficult:

• Someone with asthma may need help walking long distances or with stairs, especially if there is smoke, dust, fumes or chemicals in the air.
• A person with a speech disability may need different ways to communicate in an emergency.
• A person with a mental health disability may have trouble dealing with high anxiety, panic or stress in an emergency.

Example

Solmaz has a mental health disability and gets anxious in crowds. She works on the top floor and her evacuation route goes through narrow corridors and down several flights of stairs. Solmaz is worried that evacuating with a crowd could increase her anxiety. She could panic and put herself and other employees at risk.

After letting her employer know her concerns, Solmaz got new instructions that included waiting for most staff to exit before she evacuates. She also walked the evacuation route with her manager and they identified areas where she could safely step out of the flow of people if she feels anxious.

During their discussion, Solmaz said that she would feel better if she was with someone she knew. So another staff member was asked and agreed to walk with her.

3. Prepare and provide emergency information

Once you know who may need help, find out what kind of help they need. For example, you could meet with them or give them a questionnaire. Ask if they need information in an accessible format.

Appendix B is a sample worksheet to help you identify barriers and how to overcome them.

How you provide emergency information depends on how complex the information is, the employee’s needs and your organization’s resources. But whether you provide emergency information verbally, in a written format or in another way, do so as soon as you can.

If the employee needs help in an emergency, get their consent, then share the emergency information with the people who will help them. Don't share details of the employee's medical condition or disability, just what kind of help they need.

Appendix C is a sample employee emergency response information template.

Example

Beth is Deaf and works for a church that uses audible fire alarms. After reviewing the church’s fire safety plan, the priest realized that Beth would not be able to hear the alarm. The priest assigned two employees who work with Beth to let her know if the alarm goes off. He sent Beth an email and asked her to let him know if she had any concerns or needed other accommodations.

4. Follow up

Review the information if the employee moves to a different location, or whenever you review the employee’s accommodation needs or your emergency policies and procedures. For example, if you hold an emergency evacuation drill, you may want to check how well the information worked.

Example

Josef is an accountant who works on the sixth floor. Last month he broke his leg, so until it’s healed he uses a wheelchair and takes the elevator. But in an emergency, the elevators are not available and staff use the stairs. Josef hasn’t thought about it, but his employer has and knows he can’t take the stairs. His employer talks to Josef about developing individualized emergency response information.

Josef’s employer decides to purchase an evacuation chair to help him get down the six flights of stairs. With Josef’s consent, two colleagues are trained to use the chair and shown where it’s kept.