Kelvin Smith Library Disaster Plan

Emergency Procedures

EMERGENCY REPORTING

THIS IS WHAT YOU SHOULD DO:

• In order to facilitate emergency response, all emergency situations occurring within the University should be immediately reported to Case Security at 368-3333. You can just dial 3333 and get through also. If you can not reach Case Police, call 911.
• 9-1-1 may be called for Cleveland Police and for fires. It is not necessary to dial "9" first, but dialing "9" will still get the same result. Please call Case Police at extension 3333 immediately afterward so police officers can meet and coordinate with direct emergency officials for the incident.
• Tell the dispatcher the following information:
  • Who you are
  • Where you are
  • The nature of the emergency
  • If anyone needs medical attention
  • Any circumstances that may help or impede response personnel
  • What phone number at which you can be contacted, if any
• After contacting Security and taking necessary immediate action, report all emergencies to Library Administration x2992
• DO NOT ATTEMPT TO DIAL 911 from the outdoor campus phones as they are not connected to the 911 emergency system!
• Try to remain calm and inform others that help is coming and follow any directions given by dispatchers or emergency personnel.

THIS IS WHAT WILL HAPPEN:

• Security dispatcher will contact the appropriate emergency response agency and Security personnel will coordinate response.
• Emergency personnel will handle the situation and give further instructions to affected persons.

ACCIDENT OR ILLNESS

THIS IS WHAT YOU SHOULD DO:

• Call Case Police Dispatch at x3333
• Give the following information:
  • Your name
  • Location of injured/ill person(s)
  • Approximate age of victim(s)
  • Is the victim conscious?
  • Is the victim breathing?
  • Is the victim bleeding?
  • Any known medical condition of the victim(s)
  • Any details available regarding accident or illness
• Do not move sick or injured person(s)
• Do not attempt to give medical care unless you are trained to do so.
• Be careful to avoid personal contact with any body fluids such as blood, vomit, or saliva.
• Stay with the victim and reassure him/her that help is on the way.
• Report the incident to Library Administration (368-2992) as soon as you are able.

THIS IS WHAT WILL HAPPEN: 

• Security Personnel will respond, assess the situation and coordinate the necessary emergency response.
• If necessary, Emergency Medical Service will be notified.
• Police or Security officers will give medical care if needed, according to their training, until EMS arrives.
• Emergency response personnel will determine to which hospital the victim will be taken for treatment.
• If the person is ambulatory and does not need EMS, University Circle Police will transport to University Hospital.

BOMB / SUSPICIOUS PACKAGE FOUND IN LIBRARY

THIS IS WHAT YOU SHOULD DO: 

• DO NOT MOVE OR TOUCH anything suspicious found
• Be careful to notice any unusual package - DO NOT OPEN the following:
  • Packages with wires, foils, oily stains
  • Cut and paste labels
  • Makes a sloshing noise
  • Resistance when beginning to open
  • Has a strange odor
  • Unusual shapes or bulges in combination with the above
• Call the Security Department at x3333. Identify yourself and report the exact location and description of object/package.
• Tell the dispatcher why you think the package or object is suspicious
• After you have notified Security, notify Library Administration
• Wait for Security to arrive and give further instructions.

THIS IS WHAT WILL HAPPEN:

• The dispatcher will notify Case police and the University Circle Police.
• Responding officers will meet with the caller to gather information.
• Case Police and University Circle Police management will decide if further actions are needed after consulting with University officials. This may include evacuation, notification of case Safety Services, Cleveland Police Bomb Squad, or Cleveland fire Department.
• The Cleveland Police Explosive Unit will be notified by Case Western Reserve University Security.
• If necessary, Case Security and the Cleveland Police Explosive Unit will respond, determine if evacuation is necessary, and remove / disarm device.
• If it is determined that evacuation is required, wait at least 200 feet from the building. Re-entry will be permitted when the building has been declared officially safe

BOMB THREAT

THIS IS WHAT YOU SHOULD DO:

• If you receive a phone call bomb threat, listen carefully and write down everything that is said, starting with the exact time of the call
• Keep the caller talking as long as possible and ask the following:
  • Ask the caller to identify him/herself
  • Where is the bomb located?
  • When will the bomb go off?
  • What type of bomb is it?
  • What does the bomb look like?
  • Why was the bomb planted?
• Determine caller characteristics
  • Age
  • Male/Female
  • Accent
  • Voice characteristics (calm, nervous, excited, laughing)
• Listen for any background noises: other voices, traffic, airplanes, trains, machinery, music, etc.
• Call Police Dispatch at 368-3333 immediately after finishing the call.
• Give the dispatcher your name, phone extention and room number
• Tell the dispatcher that you received a bomb threat and gicve a basic description of the nature of the call.
• Call library administration and tell them about the call,368-2992.
• Stay in the area so that you can meet with the responding officers

THIS IS WHAT WILL HAPPEN:

• The dispatcher will notify Case Police and the University Circle Police
• The dispatcher will also notify the Cleveland Police Bomb Squad
• Case Police and University Circle Police will conduct a search of the building
• After speaking with the person who took the call, University officials and University Circle Police , in conjunction with the Cleveland Police will decide what further action should be taken, including possible evacuation.

BUILDING EVACUATION

WHEN TO EVACUATE:

• If you hear a fire alarm in the library
• If you smell smoke or know an actual fire is burning
• When instructed to do so by Library personnel, the Case Police dispatcher, Case Police or security officer, Case Safety Department representative or police, fire/EMS personnel.

WHEN NOT TO EVACUATE:

• When a tornado warning is sounded. (find shelter in library basement)
• During a hostile intruder situation.
• During a hostage/barricade situation.
• During a power failure.
• When instructed not to evacuate by Library personnel, the Case Police dispatcher, Case police or security officer, Case Safety Department representative or police, fire/EMS personnel.

THIS IS WHAT YOU SHOULD DO:

REMAIN CALM!

• Follow instructions of emergency response personnel
• Close the door as you leave if last one out of area.
• Leave quickly without trying to gather materials on the way out.
• Use the CLOSEST ACCESSIBLE stairwell (NOT elevators) for evacuation.
  • Maps of each floor's exits are provided. Please familiarize yourself with the location of all emergency and regular exits in your library.
  • An alarm will sound here and at Security when an emergency exit door is opened. (KSL only)
    Do not use emergency exits UNLESS there is an emergency situation.
  • Be alert for and careful of other people when using the stairwells.
  • Report to Security personnel the location of any diabled person(s) you noticed who was unable to descend the stairs or needs assistance.
  • A closed gate at the bottom of all emergency exit stairwells indicates you are at street level and should exit there. Do not go beyond this gate or you will go into the basement. (KSL only)
  • All stairwells and lighted exit signs at KSL are equipped with emergency lighting systems with generator backup and will remain lit for several hours in the event of a power failure. A delay of several seconds may occur before the emergency lights come on.
  • Once you have entered the exit hallway, do NOT re-enter the building. Continue to the street level and exit.
• Keep talking to a minimum, do not smoke.
• Use handrails.
• Once outside, wait at least 100 feet from the building. (200 feet in a bomb threat) Keep entrance-ways clear to facilitate access by emergency personnel.

*Wheelchair users should wait for assistance in the space at the top of the stairs of the nearest exit. Do not block stairways. Help will soon be provided!

NOTE: Volunteer staff members have been trained and assigned to do a quick search of each floor of KSL. They will assist patrons with evacuation if necessary.

THIS IS WHAT YOU SHOULD NOT DO:

• Do not smoke.
• Do not use the elevators.
• Once you have left your area, do not return for coats, purses, etc.
• Do not run or create panic.
• Do not return to the building until an "all clear" signal is given by Security.

CRIME REPORTING PROCEDURES

THIS IS WHAT YOU SHOULD DO:

• Report any crime in progress in the library or on campus to Case Police Dispatch (Security) at 368-3333.
• Report any crime in progress off campus or on public streets to UCPD at 368-2222, or call 9-1-1.
  • Tell the dispatcher your name and location.
  • Give a description of what is taking place.
  • Give a thorough description of any suspect(s); physical description, clothing, vehicle information and direction of travel.
  • Tell the dispatcher if there are any injuries and the extent of the injuries (if known)
  • Unless you feel you are in danger, stay on the phone until the dispatcher ends the conversation
  • Give the dispatcher a phone number where you can be reached if more information is needed.
• To file routine incident reports contact CWRU security at x3333
• Report any crime occurring at KSL to Library Administration after contacting Security.

THIS IS WHAT WILL HAPPEN:

• Case and/or University Circle Police officer(s)and if needed, EMS will be dispatched immediately to assist you or the victim, take appropriate action, and gather report information.
• Other agencies or Case personnel will be notified as necessary.
• Be prepared to give a statement, both verbally and in writing, to police.

ELEVATOR EMERGENCY

THIS IS WHAT YOU SHOULD DO IF YOU ARE TRAPPED IN AN ELEVATOR:

REMAIN CALM!

• Press the "EMERGENCY" button or "BELL" button.
• Use the elevator phone. It will connect to Case Police dispatch (Security.) (If for any reason the phone does not work, continue ringing the bell until someone outside the elevator has heard you.
  • Tell the dispatcher your name and that you are stuck in an elevator.
  • Tell the dispatcher which building you are in and which elevator.
  • Tell the dispatcher if others are in the elevator with you and how many.
• KSL only: Under certain circumstances, such as too much weight in the elevator, the elevator may stop between floors for a few minutes and then return to the lowest level of the building and open. This is a safety feature. Please leave the elevator once it opens if this occurs and notify the Circulation staff, who will use their key to lock the elevator until it has been inspected by maintenance.

IF YOU OBSERVE A MALFUNCTION FROM OUTSIDE AN ELEVATOR:

• If you think someone may be trapped inside, notify the library staff to contact Case Security 368-3333.
• If they can hear you, try to assure the trapped person(s) that help is on the way.
• If the elevator is malfunctioning and you are certain that no one is trapped, have Circulation staff LOCK IT if it is open and call the Maintenance Department at x2580 between the hours of 8:30 A.M. to 4:30 P.M. (After these hours you can call Security at 368-3333 and they will report the problem to Maintenance the next working day.)

THIS IS WHAT WILL HAPPEN:

• Security will call for assistance.
• Maintenance personnel will respond as soon as possible and allow safe exit from the elevator. The fire department or elevator company wiill be called if further help is needed.

FIRE

If you see or smell smoke or fire, BEGIN EVACUATION BY PULLING THE FIRE ALARM. Pull-down alarms are located next to ALL EXITS.

• Call Police Dispatch (Security) at 368-3333. You may need to pull the alarm and evacuate the building first and call once you are out of danger. Provide the following information when you are safe:
  • Your name
  • Exact location of the fire (building and floor location)
  • Details of fire emergency-any other information you have about the fire
• Evacuate by using stairway or main exits only, DO NOT USE ELEVATORS
• Last one to exit a fire area: CLOSE THE DOOR TO THE ROOM.
• Do not attempt to open any closed door if the handle feels hot to the touch.
• Do not go towards heavy smoke: do not let heavy smoke come between you and an exit. Go to a different exit away from the smoke.
• If caught in heavy smoke, take short breaths. Breathe through your nose, stay low, crawl if necessary. There will be less smoke near the floor.
• If fire or smoke prevents you from exiting the building, go to a room far away from the fire, shut the door, open or break an outside window and signal for help.
• Assist disabled persons in evacuation if possible; report any handicapped person who was unable to exit to emergency personnel. Direct (and assist) wheelchair users to wait at the top of the stairs of the closest exit in the space that does not block the stairs. Assure them they will be helped to exit right away.
• Follow the instructions of emergency response personnel.
• Exit signs and stairwell lights will remain lit for hours even in the event of a power failure. It may take several seconds for the emergency lights to come on.
• All stairwell doors at KSL are alarmed and will sound if opened. Opening a stairwell door will also automatically sound an alarm at Security.
• Do not go back IN the library from an emergency exit hallway. Proceed to the street level and exit the building.

NOTES FOR KELVIN SMITH LIBRARY:

• Kelvin Smith Library is fully equipped with smoke detectors and a state-of-the-art sprinkler system. The sprinklers are activated only in areas where extreme heat is sensed. The building was constructed using all fire-proof materials.
• The movable shelves will automatically open to an equal distance during a fire alarm to allow the sprinklers to work effectively in the stack areas. They must be manually reset after re-entry is permitted.
• Connections for fire department water hoses are located in each exit hallway at KSL.
• SEE BUILDING EVACUATION SECTION

THIS IS WHAT YOU SHOULD NOT DO:

• Do not attempt to fight the fire unless you have been trained and are confident you can handle the situation
• Do not use the elevators
• Do not panic

THIS IS WHAT WILL HAPPEN:

• The dispatcher will notify the appropriate fire department and Case Police/Security.

FLOOD OR WATER DAMAGE

INDOORS THIS IS WHAT YOU SHOULD DO:

• Never enter or walk into any area with standing water until it has been determined by Maintenance that there is no risk of electrical shock.
• Call Police Dispatch Security at 368-3333. Then notify library administration at 368-2992.
  • Tell the dispatcher your name.
  • Tell the dispatcher the exact location of the flooding, including all areas affected.
  • If possible, attempt to identify the source of the flooding.
  • Give the dispatcher a call back number if more information is needed.
• Stand by for Security and Maintenance assistance to assist in locating and correcting cause of leaks or flooding.
• Evacuate the area if your personal safety is at risk, especially if the flooding is near electrical equipment.
• If you know the source of the water and are confident you can stop it safely, do so. (i.e., turn off valve or unclog drain)

THIS IS WHAT WILL HAPPEN:

• The dispatcher will notify Case Police/Security and Maintenance.
• Responding personnel will identify the source and stop the flooding as soon as possible.
• If a risk is identified because of flooding, affected areas may be evacuated.
• Necessary repairs and clean-up will be initiated.
• The all clear to return will be given by responding personnel when approved.

OUTDOORS (INCLUDES KSL PARKING GARAGE) THIS IS WHAT YOU SHOULD DO:

• Report flood condition to Case police/Security at 368-3333 and avoid the flood area.
• Notify library staff if it has flooded right outside KSL or in attached parking garage

THIS IS WHAT WILL HAPPEN:

• Security and Maintenance personnel will respond.
• Necessary clean up and maintenance activities will be undertaken.

HAZARDOUS MATERIALS INCIDENT

THIS IS WHAT YOU SHOULD DO:

• Do not enter the area containing the spill, and keep others from entering the area.
• Call the Case Police/Security at 368-3333 and notify the library staff 368-2992
  • Tell the dispatcher your name.
  • If possible, identify the character, exact source, amount and extent of spilled/released materials.
  • Leave a call back phone number if further information is needed.
• Stay a safe distance from the material that has been spilled or released and wait for Police/Security officers or Safety personnel to respond and take the necessary steps.

THIS IS WHAT WILL HAPPEN:

• The Security officer will activate internal facility communication systems as necessary and notify all facility personnel involved.
• The responding police or security officer will contain the scene and tend to any injured persons.
• If required, responders will notify state or local emergency services for any injured personnel or containment and clean up of material.
• Evacuation, containment and clean up will be conducted as directed by the Safety Services representative or state/local agency incident commander.

MEDIA RELEASE

The University President and the Office of University Communications have primary responsibility for the release of information to the news media. It is of utmost importance that only accurate and factual information be released to the public. Incorrect or incomplete information could be detrimental to the University, its employees, and students. Refer all news media inquiries to the Office of University Communications, Adelbert Hall, at 368-4440. If University Communications can not be reached, call Police Dispatch at 368-3333.

MOLD FOUND IN LIBRARY OR ON LIBRARY MATERIALS

THIS IS WHAT YOU SHOULD DO:

• Contact Environmental Affairs (216)368-1518 and the Preservation Department (216)368-3465
• Relay the location and extent of the mold present and report if there is any obvious water leakage in the area. Do not enter the area if there is standing water.
• Do not touch or handle anything that appears to have mold on the surface.
• Leave the area and close it off to patrons and staff until after it has been assessed by Environmental Affairs and/or the Preservation Department and has been cleaned up.
• If there is standing water or leaking water in the area, follow the directions for Flood/Water Damage
• For detailed information please visit the EPA website "Mold Remediation in schools and Commercial Buildings"

THIS IS WHAT WILL HAPPEN:

• Environmental Affairs will respond and coordinate the necessary response and clean-up.
• Environmental Affairs will take samples of the mold and send it to the EA Group to analyze (to insure it is not a toxic variety.)
• Environmental Affairs will interview staff members with any health symptoms associated with mold exposure and will evaluate whether they should seek medical attention.
• Environmental Affairs/safety Services will work with Plant Services to find and correct the cause of the moisture allowing mold to grow.
• The Preservation Department will evaluate any library materials affected by mold and make decisions on cleaning, replacement or treatment.
• The Preservation department will take necessary action to remove library materials which may be in danger of becoming moldy to a safer location.
• A thorough clean-up, sterilization and air-quality check will be done by Plant Services and Safety Services. If necessary an outside contractor will be called in.
• In rare cases, the building may need to be temporarily closed until the air is within acceptable levels for mold spores

PATRON PROBLEMS IN THE LIBRARY

THIS IS WHAT YOU SHOULD DO:

• Vandalism: If you observe a patron vandalizing the library building or material, DO NOT SPEAK TO HIM OR HER. Notify library staff.
• Food/Drink/Smoking in Library: If a patron is abusing food privleges, bringing in open drink containers or smoking in the library, please inform library staff.

Ill-behaved Patron: If a patron is irate, violent, irrational, threatening, appears mentally unstable, leave the area and notify library staff.

• Emergency call buttons are located in KSL at the Circulation Desk and in the men's and women's 3d floor bathrooms. These buttons notify Security of an EMERGENCY. They are to be used ONLY if you feel you are in immediate physical danger.
• If you are having a patron problem BUT DO NOT FEEL IMMEDIATELY PHYSICALLY THREATENED, do not use buttons. Notify staff / Call Security at 368-3333.

• Theft of Library Materials: KSL ONLY: An alarm will sound at the front exit gate will lock if a patron attempts to pass through with library materials that have not been discharged at Circulation. An alarm will also sound if a patron tries to exit through any other door except the front entrance.
  • The patron will be asked if they have any library materials that have not been checked out or if they have rented non-library videos, DVDs or other materials which could have set off the alarm.
  • If the patron possesses none of the above, they will be asked to try to pass through the gate a second time to see if the alarm will sound.
  • If the alarm sounds again, they will be asked to return to the Circulation area and staff may inspect their bags and materials. If anything is found from KSL that is not checked out they will be asked to show their ID and provide their name and social security number. A list of this information is kept at the Circulation desk.
  • If the patron is on the list or has a repeat incident at a later time, Security will be called. If they are a student, Security will turn the information over to the Office of Student Affairs and they will handle the situation through their Judicial Board.
  • If any patron refuses to comply with a requested inspection or tries to run away, security will be called.
  • If you become aware of a patron attempting to exit through an emergency exit or entering from an exit hallway, inform staff.

THIS IS WHAT WILL HAPPEN IF SECURITY IS CALLED:

• An officer(s) will be dispatched immediately to take action regarding the patron.

POWER FAILURE

THIS IS WHAT YOU SHOULD DO:

• Remain calm- stay where you are.
• Await instructions from Security and/or Maintenance personnel.
• If instructed to evacuate, use designated emergency exits ONLY. 
  

  NOTE:

  • Office phones and computers at KSL will not work during a power failure.
  • Flashlights and a fresh supply of batteries are available at the Circulation and Reference Desks at KSL and at the Circulation desks at Kulis Music Library and Astronomy Library.
  • Emergency exit signs and emergency exit hall lights at KSL will remain lit for hours in the event of a power failure. It will take several seconds for the emergency lights to come on.
  • Battery packs at the Circulation Desk can operate the stacks at KSL if necessary in the event of a power failure.

THIS IS WHAT YOU SHOULD NOT DO:

• Do not leave without instructions.
• Do not panic.
• Do not try to use elevators, they will not work.

THIS IS WHAT WILL HAPPEN:

• Information will be communicated as to the cause of the power failure and whether a decision to evacuate has been made.
• If the building is to be evacuated, Security personnel will make a floor by floor check for any remaining people and assist in the evacuation.

SHOOTER/HOSTILE INTRUDER

If an active shooter is outside your building:

• Go to a room that can be locked; if one cannot be found readily, try to determine if there is a nearby room that can be locked which you can reach safely.
• Once you are in a secure room, close and lock all the doors and windows.
• Turn off lights and get everyone down on the floor so nobody is visible from outside.
• Have someone in the room call campus police at 368-3333 and tell the dispatcher quietly:
• What you know
• Where you are
• How many people are with you
• What you are wearing
• If there are any injuries
• Any other information the dispatcher requests.
• When you are finished talking to the dispatcher, put the phone on silent/vibrate so the dispatcher can call you back, answer only if you are sure it is safe to do so.
• Remain in place until police gives you instruction.
• An unknown voice may be the shooter trying to lure you from safety, so do not respond to any voice commands unless you can verify it is a police officer.

If an active shooter is in the same building you are:

• Remain calm, and follow steps above.
• Additionally, if you cannot find a secure room, you may look for an exit you can reach safely, moving away from the shooter(s), following safe movement instructions below.
• If you see police officers, wait for them to interact with you. If they do not see you, stay put and identify yourself calmly and wait for their instructions.
• Do exactly what they instruct you to do.

If an active shooter enters your office/classroom space:

• If possible, call campus police dispatch 368-3333, or 911
• If you cannot speak, leave the line open so the dispatcher can hear what is going on.
• If there is no opportunity for escape or concealment, a possibility to negotiate may exist
• An attempt to overpower the shooter may also exist. (Attempts to negotiate or overpower the shooter may risk the lives of participants or others nearby. This decision will be made quickly based on what gives you the best chance at survival.)
• If you decide to flee, make sure you have an escape route and plan in mind.
• Do not carry anything so you can move quickly and not be mistaken for the shooter.
• Keep your hands visible for police and follow their instructions exactly.
• Do not stop to help any injured victims or try to remove them, leave them where they are and notify authorities of their location.
• Do not leave until you have been cleared to do so by police.

THIS IS WHAT WILL HAPPEN

• The dispatcher will notify Case Police, the University Circle Police, the Cleveland Police and EMS.
• The first responding officers will enter the building to locate the suspect. Police officers are trained respond directly to the area where shots were last heard. Their purpose is to stop the shooting as quickly as possible.
• Police officers may be dressed in regular patrol uniforms, or may be wearing tactical uniforms consisting of external bulletproof vests, helmets, boots and dark clothing.
• Police officers may be carrying a shield and be armed with rifles, shotguns and/or handguns. They may also use teargas or pepper spray.
• Regardless of how they appear, remain calm, do not be afraid of them and follow their instructions carefully.
• Put down anything you are carrying and keep your hands visible to the police at all times
• The first officers to arrive will not stop to aid injured persons. Rescue teams of other officers and medical personnel will follow the first officers into secured areas to treat and remove injured persons.
• Continue to follow instructions of police and university officials until you are released.

TORNADO/SEVERE STORM PROCEDURE

TORNADO WARNING

By definition, a tornado warning is an alert by the National Weather Service confirming a tornado sighting and location. The Weather Service will announce the approximate time of detection and direction of movement. Winds will be 75 mph or greater.

PUBLIC WARNING

Public warning will be received from the National Weather Service at the CWRU Security Dispatch Center. Appropriate information and directions will be transmitted to all departments via the "Emergency Phone/Fax Network"

THIS IS WHAT YOU SHOULD DO:

• Circulation Staff will announce to patrons and staff members via KSL's intercom located at the Circulation Desk, or loudly inform staff and patrons at Music and Astronomy Libraries, that a weather emergency is occurring and they must move to a safe area. DO NOT leave the building! Move away from the perimeter and exterior of the building and go quickly to the lower level using EMERGENCY EXIT stairwells ONLY at KSL and the regular or emergency stairwells at the Music and Astronomy Libraries.
• Vacate any exterior offices or study rooms and close the doors to those offices.
• USING EMERGENCY EXIT STAIRWELLS, go to the LOWEST LEVEL of the building. (KSL ONLY): There is a small unlocked gate at the bottom of the stairwells at the first floor street level. Open this metal gate (and leave it open) and go down to the basement
• Go to the designated shelter area for your building or to an interior corridor NOT under or near the glass atriums (KSL) or near exterior windows.
• DESIGNATED WEATHER SHELTER AREAS:
  • ASTRONOMY LIBRARY: Basement hall, Sears Building, go in locker if possible
  • KELVIN SMITH LIBRARY: Basement, KSL, Journal area- straight ahead through double doors at bottom of staircase
  • MUSIC LIBRARY: Basement, Haydn Hall, first room inside double doors

• Sit down and protect yourself by putting your head as close to your lap as possible, or kneel, protecting your head. Make every effort to remain calm and encourage those around you to do likewise.
• If you are cannot reach the shelter area, seek protection under a desk as far away from the windows as possible.

THIS IS WHAT YOU SHOULD NOT DO:

• Do not use the elevators
• Do not use the main stairwell under the glass atrium. (KSL)
• Do not remain near windows.
• Do not leave the building unless you are instructed to do so.

WINTER STORM

Kelvin Smith Library Weather Emergency Closing Policy and Procedures

Policy

It is the policy of Kelvin Smith Library (KSL) to be open for its scheduled hours when the university is open. In the case of a disaster or weather emergency declared by the university, the library will use the university's WARN system as the point of official contact. KSL staff are strongly encouraged to sign up for the WARN notifications, which are also posted on the university's web site (www.case.edu). Official university closings are also made through local television and radio stations. The library staff notification procedures detailed below will be used for such official closings as an addition means of communication.

In the very rare situation when the university has not officially closed but a weather situation—especially a heavy snowstorm—would endanger the safety of staff scheduled to be at work, the following procedure will be followed. Staff are expected to report to work except when the university is officially closed. Staff who, in their own judgment, determine that they cannot come to work because of weather conditions, but the university has not closed, will be expected to take vacation time for the absence. In the special and rare situation described in this policy when the library is closed on the decision of library administrators but the university itself is not closed, the library will work with individual staff on a case-by-case basis to determine the appropriate course of action for reporting the absence.

This policy will be a part of the KSL disaster plan.

Procedures

• If a staff member is scheduled to be at work and existing weather conditions (and public safety warnings on television, radio, etc.) indicate that good judgment dictates that it is unsafe to travel to the library, the staff member should first notify and consult immediately with his/her direct supervisor. Each staff will be supplied with his/her supervisor's contact phone number, as well as those of senior library administrators.
• The supervisor will confer with a senior library administrator (University Librarian, Deputy Director, Associate Director). Those senior administrator(s) may confer with others in the university administration and with Case Security for information about the university's status.
• A decision will then be made by one or more of the senior managers whether or not to close the library until conditions allow for the safe opening of KSL. Options may include opening late or keeping the library closed. Every effort will be made to open the library, while maintaining reasonable safety for the staff expected to work.
• The decision maker will notify Case Security (216-368-3333) immediately of the decision with the information that the entrances of KSL should remain secured until the re-opening of the building.
• If the weather situation occurs during a time that the library is open 24/7, the senior manager(s) will determine an appropriate course of action. Such actions may include clearing the library and closing early or having Security staff continue to keep the facility open with card-access only until a full re-opening can occur.

THIS IS WHAT WILL HAPPEN IF THE LIBRARY WILL BE CLOSED: After the decision to close has been made and Case Security notified, the following actions will be taken:

• The decision maker(s) will notify by telephone the Assistant Director/Chief Technology Officer, who will post an emergency message on the KSL web site home page.
• A calling tree will be put into motion so that all staff will be notified by telephone of the library's closing. All supervisors/department heads will be assigned staff to call. (If the closing occurs on a weekend when most staff are not expected at work, those affected by the closing will be notified first, with others notified later.)
• An all-staff email message (to ksl-allstaff@case.edu) will be sent.
• Optionally, one or more staff may post the closing on the library news blogs and/or their personal Case blogs.