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Fire Safety Policy and Procedures Residential and Commuter Life Longwood University Rationale One of the major concerns of Longwood University is safety of its residents. With a large number of residents in a confined area, it is important that all individuals, especially residence hall staff members, be especially attuned to safety concerns. Individual residents may not be aware that a particular behavior or action causes a safety concern. As staff members, it is our responsibility to raise their awareness of safety concerns. The concern for each individual's physical well being is important and is the basis for safety emphasis. Fire safety is of the utmost concerns in the residence halls. Careless smokers, open flame cooking equipment, candles, or overtaxed electrical systems, cause most residence hall fires. Toxic gases in smoke, usually caused by burning plastic, can render a person unconscious in a few seconds. Each resident has a responsibility to keep our residence halls safe. Resident Responsibility Resident students are responsible for all behavior that takes place in their rooms and suite areas. Equally, they are responsible for their own behavior in the common areas of the residence hall. They are responsible for the contents and policies outlined in the Student Handbook that govern behavior in the residence halls. This particularly applies to behaviors that affect the health and safety of themselves and other individuals. Staff Responsibility Residence Life Staff have the responsibility to inform residential students of the policies and procedures. This includes but is obviously not limited to policies and procedures related to fire safety. Specific responsibility to inform residents of policies and procedures includes: - Providing and/or posting appropriate written documentation of the policies and procedures governing fire safety in the residence halls (i.e., Student Handbook, Loft construction policy, fire evacuation procedures, etc.) - Providing examples of approved power strips and extension cords at check-in. - Providing fire safety information at appropriate floor meetings at the beginning of each semester and as needed throughout the year. - Conducting periodic fire drills to assess the operation of alarm systems and readiness of the residents to respond to a fire emergency (See Response to a Fire Alarm below). - Designating and posting the location of where residents will meet outside the building if there is a fire alarm. - Actively reporting and correcting fire safety hazards found within the residence halls.
Fire Safety Hazards Extension Cord Policies § Extension cords, of any type, are not permitted. § Multi plug “power strips” are permitted if equipped with circuit breakers. (Power strips should not be plugged one to another.) Appliances § Halogen lamps (specifically the bulbs) are not permitted. (Halogen bulbs burn hotter and are a fire risk.) § Residents should not use unauthorized light bulbs or make alteration to existing standard University property (dimmer switches, flood lights, colored light bulbs, higher wattage bulbs than issued with the room, etc.) § Exposed electrical coil appliances and electric grills (George Foreman grills, hotplates, toasters, toaster ovens, and space heaters, etc) are not permitted in residence hall rooms. § Refrigerators no larger than 4.0 cubic feet and/or 2.0 amperes are permitted. § Microwaves up to 1,000 watts maximum are permitted. § Appliances such as irons, curling irons, blow dryers, coffee makers, etc., should be unplugged after each use. § Air conditioners are not permitted in student rooms without proper authorization. (The Director for Disability Services will provide RCL with an updated list of approved installed AC units.) Ceiling fan are not permitted in main campus student rooms. Room Decorations § Combustible materials may not be placed on the surface of doors facing hallways, stairwells or other exits (resident room doors, bathroom doors, stairwell doors, exterior doors, etc.). Examples of combustible materials include but are not limited to paper of any kind, contact paper, and plastics. § Residents are permitted to post one small dry erase message board (8.5”x11’) on the exterior of the room door. § Resident names may be posted on the room door, using only one half of a sheet of paper (8.5”x11”) per room occupant. Room numbers should not be covered. § No other posting of combustible materials by residents on the hallway walls, exit doors, or in stairwells is permitted. Posting of flyers and other combustible materials is permitted only on general purpose bulletin boards, hall council and staff bulletin boards and authorized posting areas for residence hall staff. All posted materials must be flush with the mounting surface. § In student rooms, no materials of any kind may be hung from ceilings. No more than 10% of the total wall surfaces in a room may be covered with combustible decorative materials, including framed items. § Improper decorative hangings contribute to the rapid spread of fire. Curtains, draperies, wall hangings, blankets, flags, banners, and other decorative materials suspended from walls, closets, or other vertical surfaces must be flame resistant or noncombustible. Virginia statewide fire code does not permit any other combustible materials, such as posters, paper or cardboard to be on or hung around windows. Curtains or drapes that are purchased or made of flame resistant materials must have a manufacturer's tag verifying such. Fabrics may be treated with a chemical to render them flame resistant, and a 2"x2" sample of the treated material must be furnished for a flammability test when requested by a representative of the university or State Fire Marshal’s Office. Wall hangings or beads cannot cover exit routes. § Only "cool" mini-lights (holiday style lights) are authorized for use in student rooms and must be strung together according to manufacturer's recommendation (usually 2-3 strings). Care shall be taken to ensure that lights do not come in contact with combustible material and the first or "lead" string must be plugged directly into the wall or university approved power strip with over current/breaker protection. The lights may be on only when the room is occupied. § Flammable items such as fuel (propane, lamp oil, solvents, gasoline, etc) may not be stored or used in any area of the residence hall. The possession of candles is not permitted. § Posters, pictures and other decorations must not be placed around sprinkler heads or smoke detectors. § Room decorations are subject to inspection by university and/or state officials to ensure compliance with these guidelines. Failure to follow the guidelines may result in the removal of decorations. § Sprinkler heads must have 18 inches of clearance. Sprinkler activation should not be impeded by decorations or room furnishings (including lofts). § The indiscriminate use of nails, tacks, or screws is not permitted. § Because of the importance of ceiling tiles in preventing the spread of fire, students are prohibited from removing or replacing ceiling tiles or storing items above the ceiling tiles. Room Furnishings § Storage of bicycles, chairs, desks, and other items are prohibited in all exit ways. § University owned furniture must be positioned as it was designed. § Flipping head and footboards or positioning the bed on blocks (wood or cinder blocks) is not permitted. § Trash is to be disposed of as soon as possible. (Dirty dishes cause pest control problems.) § The room should not possess too many mattresses, bed frames, and/or a waterbed Miscellaneous § Flammable liquids such as gasoline, ether, paint, glue, etc., may not to be stored in the residence halls. § Candles, incense, or any open flames are not allowed in the residential areas (including Stanley Park) § Room is to be clean (free of excess litter - including food, no excess mold or mildew in the bathroom, and no spills on the floor). § In rooms that have standard AC (heating/cooling) units are present, no objects should restrict the air flow in front of heating/cooling units § Doorways/entrance(s) should remain clear of obstruction(s) § Items should not be hanging from ceiling and/or pipes § Ceiling tiles should not be missing or ajar. (Missing tiles would allow the heat to escape during a fire and the thus not permit the sprinkler system to properly activate.) § The room/suite numbers and peephole should be present, properly mounted and not blocked by any decorations. Lofts § The structure must not restrict exit from the windows or doors of the room. § Lofts cannot to be enclosed in any way (including drapery, beads, etc.) § The structure is free standing and must not take up more than 25% of the usable floor space of the room. The loft shouldn't be taller than six feet. § The loft should not impede the sprinkler head operation. § The loft is to be made of fire resistant materials, or wood that is dipped/coated with Class A fire retardant finish. Timbernest lofts (wooden or metal) meet these safety standards. § A loft should not to be more than eighty inches long (80) and thirty-eight (38) inches wide (in other words, not larger than a twin extra long mattress). § The structure should be stable (bolts tight, wood not split, etc.) Reporting Fire Safety Hazards Please report any fire or life safety hazards to your REC immediately. Early reporting may prevent the occurrence of a real emergency Residence Hall Fire Alarm Systems The residence hall fire alarm systems consist of fire alarm panels, fire pull stations, fire extinguishes, fire doors, sprinkling systems, smoke detectors, and, most importantly, residential staff. Fire Alarm Panels The current fire alarm system is a campus system. This means that the alarm only rings within the residence hall where the alarm is located and on the computer monitor in Campus Police dispatch. There is a fire alarm panel in each building/complex that indicates where the alarm is located in the building. The fire department or Campus Police will reset when the panel when it is determined that there is no longer a threat to the residents. Evidence of tampering with these panels will result in appropriate judicial action. Fire Alarm Pull Stations and Fire Extinguishers Fire alarm pull stations and fire extinguisher are located in designated areas of the residence halls. These items are to be used ONLY in the event of a fire. Misuse of this equipment is a serious violation of community standards and will be treated appropriately. Tampering with fire safety equipment is threatening to the lives of other residents of the hall and is not to be tolerated. An empty fire extinguisher is of no use in the event of a fire. RAs should check the fire extinguisher in their floor during each set of rounds and should report those needing service directly to their REC to be replaced / refilled through the work order process as a priority item. Fire Doors Fire doors exist for a specific reason - to keep fire and smoke localized should a fire occur. The doors, when closed, keep the fire and smoke from spreading. When the doors are propped open, their effectiveness is lost. Thus, consistent effort needs to be made to keep these doors unpropped. Report student / staff found to be propping doors to the REC. All broken or damaged doors should be reported to the REC. Smoke Detectors / Sprinklers All smoke detectors must be operational and have at least 18 inches of clearance (i.e., from shelves, drapes, etc.). If smoke detectors have been tampered with appropriate judicial action will be taken against the room's occupant(s). The sprinkler heads must also have 18 inches of clearance and cannot be used to hang things. Some smoke detectors in the residence halls are battery powered. They are not connected to the main system of the building. The occupant(s) of the room are responsible for the smoke detector. The detectors and their batteries should not be removed, as they are required for the protection of the occupants as well as other residents. Removing the battery from a smoke detector is considered to be tampering with fire safety equipment and will result in appropriate disciplinary action. Many of the halls have smoke detectors which are on direct-current and are connected to the building alarm. Tampering with any fire safety equipment and will result in appropriate disciplinary action. Role of the Residence Life Staff Residence Staff are expected to help maintain a safe environment for the residents. They are expected to: § Make sure fire doors in the halls and stairwells are clear of obstructions at all times. Fire doors close automatically when an alarm sounds to prevent a fire- from spreading. If fire doors do not operate properly, contact your REC and submit a work order to have them fixed immediately. § Make sure hallways are clear of obstructions at all times (i.e., bikes, boxes, bed frames, lumber, etc.) § Know the location of all fire exits, fire alarms, and extinguishes. Fire extinguisher levels should be checked regularly. Missing or empty extinguishes should be reported to the REC and a work order filed immediately. § Make it clear to residents that deactivating the fire alarms is a violation of the law and anyone found tampering with fire safety equipment will be subject to disciplinary action. This is a safety violation against all of the residents in the building. Fire Drills Fire evacuation rules and regular fire drill procedures are measures taken to assure the safety of hall residents. In accordance with residence hall policy, fire drills will be held each semester so you and the residents will become familiar with proper evacuation procedures. Evacuation procedures and routes are to be posted on every floor. Please familiarize yourself with these procedures. Your life and that of your residents may depend on it. Response to an Alarm The current fire alarm system is a campus system. This means that the alarm only rings within the residence hall where the alarm is located and at the Campus Police dispatch office. Take time to familiarize yourself with the locations of fire exits, fire extinguisher, and pull alarm stations in your residence hall. The nature of a campus alarm system places a special duty on the Desk Aids and residential staff. Although campus police will be able to monitor the alarm system, they should still be called to inform them of the need to respond to the alarm. Your response to an alarm should be the same if it is a drill or the real thing. The procedure below outlines the actions to be taken in the event of a suspect or actual fire: If you suspect a fire (smell smoke, see flames), you should: § Not attempt to fight the fire. Wait for the fire department. However, you may come upon a situation where students are already trying to extinguish a fire. Therefore, please note the following safety tips regarding extinguishing fires: o Do not use water on electrical fires or on fires involving grease or oil; use the C02 or ABC extinguishes. o If a grease fire develops in a container or on a stove, eliminate the source of heat by turning off the stove and covering the container by slipping a lid across the top from the side. o Wash extinguisher chemicals off the skin as soon as possible. § In the event that there is a fire and the alarm has not gone off: o Pull the alarm. o Notify 911 (or x-2091). o Report your name and the location of the fire. Tell the fire department (Campus Police) where to meet a staff member. § Evacuate the building. Resident Assistants should clear their floors and continue to clear people from the building as they proceed to the nearest exit. § The Desk Aid (DA) should gather the floor rosters, lock the desk, and meet staff members at a predetermined location to give the staff the rosters. The Duty RA should get the rosters if the desk is not covered by a DA. § The service desk staff or RA staff should provide the emergency personnel with the CONFIDENTIAL list of residents that have special evacuation needs. (This sealed envelope is kept at the service desk.) § Assemble all students at the predetermined evacuation area at least 50 feet away from the building. Using the rosters try to account for the residents of your floor (in the case of a real fire, report the names of missing residents to Campus Police or a fire department member). Be sure to account for all disabled students. § Assign a staff member to meet the fire department and give directions to the fire. Report any individuals possibly trapped. § Keep people away from the building, main sidewalk and entrance area and remain with them. § No one is to re-enter the building without the fire department or Campus Police permission. The fire department has legal control of the building whenever an alarm is turned in. Anyone who interferes with the fire fighters or who fails to cooperate in any way is subject to a disciplinary action and/or arrest. § Call the On-Duty REC who will notify other appropriate University personnel. § File an incident report with the building REC. § Within 24 hours after each fire drill or false alarm, the REC is to submit an incident report to the Director of Residential and Commuter Life. If the Fire Alarm Sounds, You Should: 1. The Desk Aide and the Duty RA should call the Police: 911 (or x-2091). 2. Knock on your resident's doors and tell them to leave the building. 3. On-Duty RA should go quickly to the reception desk if there is no DA and get rosters. 4. Leave the building. 5. Help residents move to designated area at least 50 feet away. Account for your residents. 6. Contact the On-Duty REC. 7. File General Incident Report with the building REC. Fire Evacuation Assessment and Escape: - Don't panic, stay as calm as possible - you will need to think clearly to make the right decisions. - Feel the doorknob with the back of your hand, never the palm. (If the door is electrically charged, the muscles in your hand will react and cause you to grab it.) - If the door is cool, lean yourself against it, and open it slowly. As you leave the room, make sure all the windows and doors are closed (not locked). - If there is smoke in the air, stay low and move quickly in a crouched position or crawl toward the nearest exit. (The most breathable air will always be near the floor.) If one exit is blocked, try the next closest exit. - Alert others by shouting or knocking as you make your way to the stairs. - Always escape via stairwells (never use elevators). As you leave, make sure all fire doors are closed. - Once you evacuate, stay clear of the building, follow directions of fire and police personnel, and never re-enter a burning building to save personal possessions. - For safety of all residents, do not interfere with staff members or emergency personnel while performing their duty. If you are trapped: Remain calm § If the door is hot to the touch and/or smoke is seeping in around it, don't open it. § Pack the crack under the door with wet towels, sheets or clothing to keep the smoke out. § If possible, open the window (if you are on the first floor, you may be able to drop to safety). § Let people know you are trapped. Wave a towel, sheet, etc. out your window. Yell or call 911 when possible. § Stay low on the floor, near the window. Placing a wet handkerchief or towel over your face and head is helpful in smoke-filled rooms. § Remember that few people are burned to death in fires. Most people die from inhaling smoke and poisonous gases, and from panic. Panic is usually the result of not knowing what to do. So plan ahead, have an escape route, and know what to do in an emergency. Assistance for Students with Disabilities during an Emergency You need to establish a "formal system" within your building to ensure that each student with a disability on your hall will receive assistance during an emergency (i.e., fire drill). Specific individuals should be selected to assist with these students during an emergency. This means that during an emergency, these individuals would first proceed to the room of the students with disabilities and assist them in evacuating their rooms. When you think of students on your hall with disabilities, do not forget those individuals who have poor eyesight, poor hearing, or a temporary disability (i.e., broken limbs). You may not have a student today with a disability, but next week it might be different. In addition, be sure to rehearse with these students the method that will be used to assist them. Don't wait until the emergency to determine the best way to assist them in exiting. Assist the student with the disability as best as you can. Do not put yourself in harms way. If you must leave a disabled student, note where they are and let responding emergency personnel have this information. Also note that the service desk staff or RA staff should provide the emergency personnel with the CONFIDENTIAL list of residents that have special evacuation needs. (This sealed envelope is kept at the service desk.) Failure to Evacuate Failure to evacuate during a fire alarm or hindering the evacuation of other occupants during a fire alarm is prohibited. Disciplinary action may be imposed for violation of these procedures. Additionally, criminal prosecution may be pursued for pulling fire alarms and for damage resulting from the unauthorized use of fire fighting equipment. Criminal prosecution may subject the violator to fines, imprisonment or both. Civil action to recover the costs associated with damage or expense resulting from the unauthorized use of fire fighting equipment may also be initiated.
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