FACULTY OF INDUSTRIAL SCIENCES AND TECHNOLOGY

BPS2133: EMERGENCY PREPAREDNESS AND RESPONSE PLANNING

TITLE PROJECT: EMERGENCY RESPONSE PREPAREDNESS AT BLOCK X BUILDING

UMPSA GAMBANG

GROUP: ABBASI

LECTURER: TS. DR. AZIZAN BIN RAMLI

DATE OF SUBMISSION: 14 JUNE 2024

NAME MATRIC ID

IMAN ANUGERAH BIN ISMAIL PA22022

WAN ABDUL HADI BIN WAN ABDUL AZIZ PA23100

NUR’AIN SUMAYYAH BINTI CHE MOHD SAYUTI PA22016

INTAN NUR SYAHIRA BINTI NOOR AZMAN PA22025

NORHIKMA HIJAH BINTI ALIAS PA22023

NURJANNATUL HAJAR BINTI BAHTIAR PA22013

AISYAH NABILAH BINTI AZAM PA22026

 TABLE OF CONTENTS

SECTION 1 Pages
1.1 Introduction 1
1.2 Objective 1
1.3 Scope 2
1.4 Philosophies and Priorities 3-4
1.5 Background and facility information 5 - 10
SECTION 2
2.1 ERT Functional Structure 11 - 13
2.2 EMT Functional Structure 14 - 16
2.3 Duty Manager roles and responsibilities 17
2.4 Linkage to Business Continuity Management Team (BCMT) 18
2.5 Unified command with authorities 19 - 21
SECTION 3
3.1 Notification and communication 22 - 23
3.2 Activation and operation 24 - 25
3.3 Emergency Facilities 26
3.4 Evacuation/shelter in place 27 - 31
3.5 Public and Media Information 32
3.6 Demobilization 33 - 34
3.7 Declaration of Stand Down/All Clear 35
SECTION 4
4.1 Re-entry Precautions 36
4.2 Evidence Management 37
SECTION 5
5.1 Training Programs 38 - 39
5.2 Drill and Exercise Requirement 40
5.3 Drill and Exercise Evaluation 41
5.4 Compliance Assessment and Assurances 42
SECTION 6
LIST OF EMERGENCY CONTACT
6.1 Police 43
6.2 BOMBA/JPA3 43
6.3 Ambulance /Hospital/PBSM/St.John 43
6.4 MPK 43
6.5 JAS/JKKP/LPTA 43
SECTION 1

1.1 Introduction

This document is reviewed as an emergency response plan for students and staff on what to
do during an emergency at the Block X building, UMPSA Gambang Campus. The
emergency response plan is to ensure that staff actions are aligned with the plan's objectives
and the established emergency organisation.

The goal of this mini-project document is to outline the existing measures for the campus
community to prevent, prepare for, respond to, and recover from various crises,
emergencies, or disasters that could threaten lives, property, or the entire organisation. By
documenting this plan, we aim to protect public health and safety within this building and
help the community centralise and define the protocols to follow in the event of a crisis.

1.2 Objective

The primary objective is to ensure the safety and well-being of everyone on campus,
including visitors, staff, lecturers, and students, in case of an emergency by implementing
procedures and action plans for an efficient response at Block X, UMPSA. The goals of the
Emergency Response Plans (ERP) include:

● To ensure the safety of the occupants of the Block X Building.

● To reduce property damage at the Block X Building.
● To guarantee that buildings conform with the regulations.
● To improve communication and collaboration within the Block X Building.

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1.3 Scope

This Emergency Response Plan (ERP) document is covered

1. The formation of the Emergency Response Preparedness team at the specific

location, which is Block X Gambang campus of University Malaysia Pahang Al-Sultan
Abdullah.
2. Step-by-step procedures that the emergency response preparedness team at Block
X and other building occupants, including students, staff, and lecturers, must take in
the event of an emergency.
3. The evacuation layout for building occupants to safely evacuate during any
emergency events that occur in Block X.
4. How Block X will systematically respond in an emergency to ensure the safety of
building occupants.
5. The emergency response team's work description in order to identify risks that might
harm both the building and its occupants and to safeguard the safety of anyone
inside Block X.

2
1.4 Philosophies and Priorities

Priorities
For it to ensure the security of students and staff in a lecture hall, a thorough emergency
response plan must be created and executed. A plan like this is made to deal with all kinds
of possible crises, from medical emergencies to natural disasters. The following should be
taken into account while creating an emergency response plan for Block X:

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1. Safety Measures in Block X
● Physical Safety: Ensure that Block X complies with safety regulations and
standards. This includes clear evacuation routes and signs, and plenty of
emergency exits.
● Facility MaintenanceMaintenance: Regular inspection and maintenance of
Block X to identify and evaluate any new potential hazards.
● Communication Alert Systems: Any alert systems should be implemented in
Block X in case of any emergency happening to alert occupants inside.
● Training and Awareness: Prepare and conduct safety training for students,
staff and communities around the area regularly to give them awareness
about the importance about the importance of following any emergency
protocols in the event of an emergency of an emergency.

2. Emergency Response for Block X

● Risk Assessment: Identify any potential dangers or threats that are relevant to
the surroundings of the building. This also includes the building’s structure
safety and as well as its capability to evacuate people safely in the event of
fire or other potential hazards.
● Emergency Contacts: Prepare a list of emergency contacts of campus
security, local emergency services, and relevant medical personnel and PIC
of the building in suitable places to ease students to reach in the event of
emergency.
● Evacuation Procedure: Provide a clear and precise evacuation procedure for
a variety of situations. Organise frequent drills to familiarise everyone with the
procedures.

3. Students and communities in Block X

● Student Preparedness: Design a training or any safety poster for students to
teach them about their duties and roles in emergencies. For example, how to
evacuate or what to do in case of emergency.
● Emergency Kit: Encourage the students to learn about emergency supplies.
By doing this, they become prepared to handle their first response in an
emergency.

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1.5 Background and facility information

1.5.1 Block X building

Block X is a huge building located between Block Y and the faculties buildings, at Universiti
Malaysia Pahang Al-Sultan Abdullah (UMPSA) Gambang Campus. This building acts as the
Centre for Modern Language. There are seven rooms with computers, with an average of 31
desktops per room and just 26 desktops for lab XBK1 with this. There are a total of 212
computers in Block X. Depending on how each room is intended to be used, different
software is installed on the computers in each room. The Modern Language Center
additionally has 1 mini theatre, 1 Block X administrative office, 7 lecture halls, and 7 lecture
rooms.

Figure 1: Block X building

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1.5.2 Layout and Emergency Route Plan of Block X Building

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Figure 3 Emergency Route Plan for Block X

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1.5.3 Emergency Facilities in Block X

Block X consists of thirty classrooms, one administrative office, one technical office, and a
small theatre. According to the site layout of the emergency system/alarms in (Figure 4), the
ground floor of Block X is equipped with 22 manual break glass alarm bells, 6 hose reels,
and 23 fire extinguishers. Every classroom has fire extinguishers and alarms close by so it
will not take long for the students or any competent person to use the extinguisher in the
event of a fire inside the building or to inform others by sounding the alarm.

On the first floor of Block X, there are 6 manual break glass alarm bells, 6 fire extinguishers,
and 6 hose reels, each located near the staircase. The purpose of the emergency exit is to
give those inside a safe route in the event of an emergency. The emergency evacuation door
glass must be broken open by the occupants inside in case the emergency door is locked.
The individuals inside should also sound the emergency alarm in the event of an emergency,
both within and outside the building, to warn others who may not be aware of the danger. If a
fire breaks out at Block X, there are additional heat and smoke detectors. They detect the
heat or smoke produced by the fire and sound the fire alarm to warn the building's
occupants. To save the building's residents and prevent any casualties, this emergency
system is essential.

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Figure 4: Site layout of emergency system/alarm of Block X

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1.5.4 Emergency assembly point for Block X

In an emergency, the students and staff should gather at a nearby assembly point after
evacuating themselves from the building. An assembly point is a designated area where
individuals are instructed to wait after leaving a building during an emergency such as a fire.
The purpose of the assembly point is to ensure occupants' safety and gather them safely.

Figure 1.5.4 Emergency Assembly Point of Block X

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SECTION 2

2.1 ERT Functional Structure

Figure 2.1 ERT Functional Structure for Block X

There is not an established Emergency Response Team (ERT) in the Block X building
because of its small workforce. As a guide, we have created a thorough ERT functional
structure based on recommendations from the Occupational Safety and Health Management
Organization (OSHMO), acknowledging the significance of preparedness.

By clearly defining roles and responsibilities, this structure seeks to improve coordination
and preparedness while ensuring safety and an efficient response during emergencies.
Block X will be better able to handle unforeseen incidents and guarantee the safety and
security of all residents if this guideline is followed, even with a reduced staffing level.

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 ROLE RESPONSIBILITIES

1. Activate the Emergency Response Team (ERT)

2. Provide emergency action instructions to the
ERT
INCIDENT COMMANDER 3. Declare and end the emergency/disaster
operations
4. Determine whether the building is safe for
occupants to re-enter after consulting with
Emergency Coordinator

1. Provide advice and recommendations to the

Incident Commander
2. Inform the Building Marshal from time to time
EMERGENCY COORDINATOR about any changes in emergency/disaster plan
3. Collect and record headcount data from the
Building Marshal

1. Act as emergency secretary

HISTORIAN 2. Record the times and incident information for
records/reference

1. Ensure all building occupants exit when

evacuation is declared and proceed to the
BUILDING MARSHAL designated assembly point
2. Conduct a headcount at the assembly point and
inform the Emergency Coordinator

1. Stay outside the building to control traffic flow

and ensure no vehicles move around the
TRAFFIC CONTROLLER incident area
2. Show the exact location of assembly point to the
building occupants

1. Provide initial treatment to victims before the

FIRST AIDER arrival of medical teams

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 2. Be ready to receive instructions from the Incident
Commander/Emergency Coordinator if needed

1. Extinguish small and non-dangerous fires using

the available firefighting equipment
2. Control the existing fire (if possible) until the fire
FIRE FIGHTER department (BOMBA) arrives as the scene
3. Act as a search and rescue team for victim
trapped inside the building before the fire
department (BOMBA) arrives

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2.2 EMT Functional Structure

Figure 2.2 EMT Functional Structure for Block X

Similar to the ERT, Block X does not have an established Emergency Management Team
(EMT). As a reference, we developed a comprehensive EMT functional structure based on
guidelines from the Occupational Safety and Health Management Organisation (OSHMO),
which recognises the importance of preparation.

ROLE RESPONSIBILITIES

INCIDENT COMMANDER 1. Activate the Emergency Response

Team (ERT).
2. Give emergency action instructions to
the ERT.
3. Declare and end emergency/disaster

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 operations
4. Decide whether the building is safe for
occupants to enter after receiving
advice from the Emergency
Coordinator.

HISTORIAN 1. Act as the emergency secretary.

2. Record all times and incident
information for reference/record.

HEALTH, SAFETY, SECURITY AND 1. Ensure people's health and safety,

ENVIRONMENT (HSSE) preserve security, and manage
environmental problems during an
emergency.
2. This function at Block X includes
establishing safety standards,
safeguarding the premises, and
handling any environmental damages
caused by the incident.

OPERATIONS 1. Develop and Manage Operations

Section. Operations are responsible for
carrying out emergency response plans
and organising on-site measures to
address incidents.
2. In Block X, the operations function
entails managing the actual supply of
medical care, assessing the situation,
and carrying out the response plan.

PLANNING 1. Create and update emergency

response plans, coordinate drills, and
guarantee preparedness.
2. In Block X, the planning job includes
developing and revising emergency
response plans, holding training
sessions, and preparing the team for

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 various circumstances.

LOGISTIC 1. Provide resources and services to

support the incident.
2. Develop parts of the IAP.
3. Contracts for products and services.
4. Logistics at Block X oversees medical
supplies, equipment maintenance, and
transportation for EMTs and patients.

FINANCE/ADMIN 1. Manage financial, administrative, and

documentation for the emergency
response.
2. Finance/Admin at Block X is responsible
for expense paperwork, financial
records, and incident-related
administrative activities.

BUSINESS CONTINUITY 1. Maintain key services during and after a

disaster.
2. At Block X, the position entails planning
for the continuation of lecture activities,
office services, and addressing any
long-term effects of the occurrence.

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2.3 Duty Manager Roles and Responsibilities

Well-planned emergency management is crucial for guaranteeing the safety of a facility's

structure and occupants at Block X. Based on the guidelines of OSHMO, we developed a
response plan at Block X to enhance preparedness through coordination during
emergencies. The response plan is headed by a Duty Manager (DM) on a rotational basis,
supported by on-duty team members (first responders). They are essential to this approach
because of their abilities and knowledge.

Roles and responsibilities of Duty Manager:

1. On-call and contactable at all times: To ensure 24/7 emergency response, a

rotational duty system of qualified DM takes turns being on call, guaranteeing a
skilled professional is always ready.

2. Available on-site or at the ECC: Each DM should be available at all times. They are
expected to arrive on-site or at the Emergency Control Center (ECC) swiftly upon
notification of an emergency when required.

3. In charge of the EMT before IC Arrival: The primary responsibility of the DM is to

lead the Emergency Management Team (EMT) effectively before the arrival of the
Incident Commander (IC).

4. Support the OSC or IC: The DM supports the On-Scene Commander (OSC) or the
Incident Commander (IC), facilitating effective decision-making during emergencies.

5. Ensure emergency notification/information is disseminated in a timely manner:

Getting critical emergency notification or information out to the public quickly and
accurately is a vital responsibility of the DM.

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2.4 Linkages to Business Continuity Management Team (BCMT)

The Business Continuity Management Team (BCMT) works closely with the ERT and EMT to
ensure a coordinated response and resilience of the organisation. Besides, it also ensures
the capability of the building to operate smoothly during and after disruption, especially at
Block X building. Figure 2.4 shows why creating linkages to the Business Continuity
Management Team (BCMT) is important.

Figure 2.4 The Importance of Having Linkages with the BCMT

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2.5 Unified command with authorities

2.5.1 Unification of command (Internal)

Unification of Command within an emergency response team streamlines decision-making

and avoids confusion. By having a single leader, like a university ERT captain, everyone
reports to one person, eliminating conflicting orders and ensuring everyone's efforts are
coordinated. This clear chain of command allows the team to react more efficiently and
effectively in the critical initial stages of an emergency.

Figure 2.5.1 The Process Flowchart of the Unification of Command (Internal).

Within Block X's Emergency Response Team (ERT), a single captain leads both the (ERT)
(technical rescue) and the medical team (EMT). This ensures everyone reports to one
person and avoids confusion during the initial response.

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2.5.2 Unified command with authorities (External)

Unified Command with Authorities brings different agencies together under a single
leadership structure during complex emergencies. The situation is escalating beyond their
ERT's capabilities. Here, the multiple agencies would establish a unified command, with
representatives from each agency making joint decisions. This ensures clear
communication, avoids duplication of effort, and allows all resources to be used strategically
for a more effective response.

Figure 2.5.2 The Process Flowchart of Unified Command with Authorities (External)

When Block B's ERT can't handle the situation, a new unified command is formed. This
might involve the University Auxiliary Police Department (Polis Bantuan UMPSA)
representing the university and the District Fire Chief representing the fire department. This
ensures a coordinated response with clear decision-making even with multiple agencies
involved.

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In conclusion, Unity of command means that each individual involved in incident operations
will be assigned – and will report – to only one supervisor.

Unification of command focuses on clarity and avoiding confusion in leadership during

emergencies. It can be applied internally within a team (e.g., university ERT captain) or
externally when multiple agencies collaborate (e.g., university and fire department). Chain of
command and unity of command help to ensure clear reporting relationships exist and
eliminate the confusion caused by multiple, conflicting directives. The specific structure of
the unified command might vary depending on the situation and the size of the response
It is important not to confuse unity of command with Unified Command.

1. Key Principles
To manage the incident, agencies collaborate to create a single, all-inclusive incident
action plan that includes goals, plans, and techniques. The other one is having a
Common Operating Picture where all participating agencies will have the same
information as each other and have the same understanding of the incident.
2. Flexibility
Unified command structures can change and adapt to new situations with ease. The
command structure can be modified as the incident progresses to address new
issues or add more resources.

Agency Collaboration :
● Police (PDRM)
● Fire and rescue (BOMBA)
● Medical Team

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SECTION 3

3.1 Notification and communication

In any emergency that happens in Block X, effective notification and communication is

crucial. First, detect and confirm the emergency, and then notify the emergency response
team. The ERT activates the emergency plan, notifies everyone in the area, and contacts
outside agencies such as the fire department. They coordinate the evacuation and provide
regular updates to everyone involved. Following the incident, they notify families, handle
media relations, and conduct a review to improve future responses. This ensures a prompt
and organised response, minimising harm and confusion.

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Figure 3.1 Steps by Steps Guide on How to Deals with Emergency in Block X in Terms of
Notification and Communication

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3.2 Activation and Operation

In the event of an emergency, having a well-defined activation and operation plan is

critical to ensuring everyone's safety and security in Block X of the Universiti Malaysia
Pahang Al-Sultan Abdullah (UMPSA) Gambang Campus. The steps for various levels of
emergency activation and operation are outlined below, with a focus on preparedness and
clear procedures to reduce risks and save lives.

Figure 3.2 Levels of Emergency Activation and Operation

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 LEVELS EXPLANATION

FULL ACTIVATION Full activation takes place in the event of

major emergencies that pose an
immediate, widespread danger (e.g. fire).

PARTIAL ACTIVATION Partial activation applies to localised

emergencies affecting specific areas or
groups within Block X (e.g. small fire,
localised flooding).

ELEVATED ACTIVATION Elevated activation applies to potential

threats that require increased readiness but
do not pose an immediate danger (e.g.
severe weather warnings).

MONITORING Monitoring includes minor incidents that

require attention but pose a low risk (e.g.
minor technical problems).

DAILY OPERATIONS Daily operations include routine safety

measures to ensure readiness under
normal conditions.

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3.3 Emergencies Facilities

Figure 3.3 Emergencies Facilities for Block X

1. Pusat Kesihatan Universiti UMPSA (PKU)

The University Health Centre has ambulances staffed by paramedics and other
emergency personnel to respond quickly to medical emergencies and provide care
before transporting patients to hospitals.

2. First Aid Kit

First aid kits play a crucial role in providing immediate medical attention for minor
injuries and illnesses until professional medical help arrives from the University
Health Centre.

3. Fire Alarm Control Panel

If a fire were to occur at Block X, the fire alarm control panel would act as the central
nervous system of the university's fire alarm system during emergencies. The panel
can be linked to a monitoring service that will notify the fire department automatically
upon receiving an alarm signal.

4. Manual Break Glass

The manual break glass provides a backup method for manually triggering the alarm.
Breaking the glass activates a switch that sends a signal to the fire alarm system,
alerting occupants of the danger and initiating emergency protocols.

5. Emergency Hotlines
Calling the emergency hotline during a university emergency is the quickest way to
connect with trained professionals who can dispatch appropriate help.

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3.4 Evacuation/shelter in place

In its most basic form, evacuation is the systematic removal of individuals from danger. It is
an essential safety measure that's put into place in the event of a tragedy, fire, or other
dangerous circumstance. Its main objective is to ensure that people are moved from the
damaged area as quickly and safely as possible to safeguard lives and minimise damages.
The primary objective of an emergency evacuation plan at Block X is to equip a student,
lecturer, staff and the public with the necessary information and procedures to exit a building
swiftly and safely in the event of an emergency.

The assembly point for Block X is located at the car park outside the building. There is also
signage placed there to ensure people know where to evacuate in the event of an
emergency.

Figure 3.4 Shows the Emergency Assembly Point No. 12 for Block X

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Figure 3.4 The Emergency Route of Block X to Reach Assembly Point No. 12.

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3.4.1 Evacuation Flowchart

Figure 3.4.1 The Evacuation Flow Chart of Block X

When an accident occurs in Block X, the response depends on how it's detected. If
responders witness it, they can activate the fire alarm located anywhere around Block X or
directly contact the fire department. Otherwise, smoke or heat detectors will trigger the alarm
automatically. Note that, smoke or heat detectors are located throughout Block X

Nonetheless, everyone needs to evacuate the building using the closest exit or designated
route and proceed to the assembly point outside which is Assembly Point No. 12. There,
they should wait for further instructions from emergency personnel, and the EMT Team will
provide more information based on the specific situation.

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3.4.2 Shelter

Figure 3.4.2 The process Flowchart of Shelter

This study simulates patient movement during evacuations. After receiving first aid, patients
are prioritised at staging areas before being transported by suitable vehicles to designated
shelters. If a patient with a lower priority is waiting for a long time at a staging area and
cannot be transported to a shelter, then the patient’s priority can be changed to a higher
priority (Gong and Batta 2006). While transporting victims to shelters. consider factors like
shelter capacity, vehicle type, traffic conditions, and patient needs to optimise this process
and ensure efficient care for everyone.

30
This is a scenario of a heavy flood that might happen at Block X and using the shelter
flowchart as guidance.

1. First-Aid Treatment: EMTs or medical personnel might be present to provide basic

medical attention to injured students during evacuation or sheltering in place.
2. Information flow:
● Evacuation: If safe routes are available and water levels permit, students
evacuate to higher ground using designated flood evacuation routes. Rescue
boats or teams might be needed in extreme scenarios.
● Shelter in Place: If evacuation is too risky due to rapidly rising water,
compromised exits, or prioritised rescues elsewhere, students shelter within
the building.
3. Hospitalisation Process:
● This path is for students who suffer injuries during the flood and require
immediate medical attention beyond the capabilities of a temporary shelter.
● Ambulances, rescue boats, or helicopters might be used to transport them
directly to hospitals depending on the severity of the situation.

The flowchart provides a general framework for sheltering victims in disasters. In aN incident
of a flood at Block X UMPSA, the decision to evacuate or shelter in place depends on the
specific circumstances, with authorities prioritizing student safety. The flowchart highlights
the importance of information flow and decision-making to determine the most suitable
course of action for sheltering or transporting victims during a disaster.

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3.5 Public and Media Information

In the event of an emergency at the Block X building, it is crucial to disseminate information

quickly and efficiently to ensure the safety of all individuals on campus. Here are the
strategies that the management of UMPSA can use to spread information through public
and media channels.

1. Emergency Alert System

The university can use an emergency alert system that can send out notifications to
all university occupants via text messages, emails and automated phone calls. This
system is used to provide immediate alerts and updates about current situations.

2. University Website and Social Media

The management can post regular updates on the university’s official website and
social media platforms such as Instagram (@umpsamalaysia) and Telegram
(@hepumpcare) channels. These updates should include the nature of the
emergency, steps being taken to address it, and instructions for students, staff, and
faculty.

3. Public Address (PA) System

Use the university’s PA system from the Centre of Digital Technology to make
announcements and provide instructions, especially if the emergency is ongoing.

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3.6 Demobilization

Demobilization in emergency management involves systematically removing or releasing

emergency response assets, such as personnel and tools, once the immediate emergency
has been resolved. This process continues until normalcy is restored. Figure 3.6 outlines
crucial demobilization actions for the person in charge of the emergency at the Block X
building.

Figure 3.6 Action of Demobilization

1. Approval

The On-Scene Incident Commander should approve releasing or demobilising

response resources before starting the process.

2. Resource Identification
Personnel are assigned to identify resources that need to be cleaned up and when.

3. Demobilization Plan
A plan is established that prioritises based on the specific incident.

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4. Decontamination Procedures
It is crucial to verify and provide access to established decontamination procedures
and necessary resources.

5. Disposal Plan
If necessary, a plan for the disposal of hazardous materials or wastes is developed
and communicated.

6. Travel Arrangement
Identify and coordinate the travel needs of personnel as necessary.

7. Equipment Maintenance
Plans for equipment repair, decontamination, maintenance services, and inspections
are made as necessary.

8. Post-incident Review
Impact assessments and post-incident reviews have been started.

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3.7 Declaration of Stand Down/All Clear

Declaring a stand down after an emergency signal it is safe to move from emergency
response to recovery activities. Only the Incident Commander (IC) or designated leaders
can call a stand down, ensuring a smooth transition from response to recovery. A stand
down is called when the immediate danger is under control, the area is no longer a threat to
responders or the public, and critical emergency tasks like search and rescue are complete
at Block X. An example of the flowchart of a declaration of stand down/all clear is shown in
Figure 3.7.

Figure 3.7 The Flowchart for Declaration of Stand Down

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SECTION 4

4.1 Re-entry Precautions

Re-entry precautions are safety measures and procedures implemented for individuals or
personnel to return safely to an area or facility following evacuation or securing due to an
emergency. These precautions mitigate residual hazards or risks, ensuring the well-being of
those re-entering. Clear communication and adherence to protocols are vital, contributing to
systematic post-emergency recovery and restoration of normalcy.

This is an example of a safety measure and protocol flow chart of fire occurrence as shown
in Figure 4.1

Figure 4.1 ERP Procedure to Re-enter the Building

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4.2 Evidence Management

To begin with, emergency response plan evidence management is mainly involved with
handling evidence during and after emergencies occur. This management also includes
protocols for collecting, documenting, preserving and analysing evidence relevant to the
incident. The methods were used to collect the evidence by allowing only authorized
individuals to go inside the hazard site to ensure the integrity of any potential evidence. In
addition, the viewpoint and quick questions on the individuals inside the building are crucial
in obtaining proof. This implies that witness explanations are crucial to ensure a fruitful
investigation. Next, the collected evidence will be documented and included in the accident
investigation report for the mitigation plan. To sum up, evidence management not only aids
in determining the root causes of the hazard but also helps with the improvement of the
emergency response team in their procedures and preparedness if they were facing the
same situation in future.

Figure 4.2: Evidence Management Procedure

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SECTION 5

5.1 Training Programs

Block X must guarantee that emergency team personnel and residents get training,
including drill and exercise programmes. It must also ensure that all emergency team
members maintain their competencies, such as skills and knowledge. The minimum training
programme should be focused on risk exposure and possible situations in the facility.

1. Basic Fire Fighting Training

● To equip participants with the core skills and knowledge needed to fight small
fires and understand fire behaviour.
● On-site training is provided by licensed fire safety trainers on the premises of
Block X.
● Practical activities, including live fire scenarios, provide realistic training
opportunities.

2. Orientation Training
● Provide a summary of the emergency response plan.
● Participants should be made aware of the assembly points, evacuation
routes, and emergency exits.
● Describe the many types of emergencies (fires, natural disasters, medical
emergencies, etc.) and the appropriate responses to them.

3. Medical Response and First Aid Training

● Staff and students should both get basic first-aid training.
● To train the necessary first aid skills to handle medical situations until
professional help comes.
● On-site training is provided by licensed first aid instructors, including practical
demonstrations and hands-on practice.
● Techniques for dealing with cuts, burns, and other common injuries.
● Managing serious medical crises including heart attacks, strokes, and allergic
reactions.

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5.1.1 Working Together with Local Authorities

● Arrange training drills with the local police, fire, and emergency medical
services departments.
● Encourage cooperation and ensure that everyone understands each other's
customs and practices.

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5.2 Drill and Exercise Requirement

Block X will carry out appropriate emergency exercises and drills. This will allow members of
the emergency team to be aware of the protocols, infrastructure, and systems in the event of
a real emergency. Exercises involving integration with the authorities will improve
responders' capacity for making decisions, improving both their individual and collective
skills in response operations. The overall budget for conducting drills and exercises at Block
X is around RM10000. This budget includes the frequency and spending associated with
each type of drill to enable successful emergency preparedness and response. The budget
will be provided by the Department of Student and Alumni Affairs (JHEPA).

Figure 5.2 Drill and Exercise Requirement

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5.3 Drill and Exercise Evaluation

Drill and Exercise Evaluation tests the effectiveness of the existing emergency response
procedures by simulating scenarios to ensure preparedness, identify gaps, reinforce
training, improve coordination, and gather feedback for improvement. It helps ensure
compliance with standards, builds confidence among participants, and enhances the overall
effectiveness of emergency response plans. The following are the guidelines for assessing
and recording drills and exercises in an emergency :

Figure 5.3 A guideline for assessing and recording drills and exercises in an emergency

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5.4 Compliance Assessment and Assurances

The compliance discussion will centre around the minimum requirements necessary during
emergencies and strategies to meet them. Assurance will focus on ensuring these
requirements are met.

Compliance will prioritise three pillars: people, process, and technology.

1. People: Emphasis will be on rescuing victims and those in proximity to Block X

during emergencies. The Emergency Response Team's primary responsibility will be
to save lives and minimise casualties.

2. Process: This involves the systematic approach to rescuing victims and mitigating
risks to bystanders. The Emergency Response Team, led by the Incident
Commander, will devise efficient strategies for rescue operations.

3. Technology: Utilisation of communication technology and emergency equipment to

streamline emergency response procedures.

In terms of assurance, regular compliance checks will assess areas around Block X for
improvement by the Emergency Response Team. Additionally, both external and internal
auditors will evaluate compliance to ensure adherence to regulations and enhance civilian
safety while minimising costs in case of emergencies.

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Section 6

List of Emergency Contact Numbers

Agencies / Authorities Contact Number

Police (PDRM) Balai Polis Gambang 09-5483222

Jabatan Bomba & Penyelamat Taman Tas 09-5393704

Tengku Ampuan Afzan Hospital 09-557 2222

Malaysia Red Crescent Society (PBSM) 09-516 5243

St. John Malaysia Pahang 09-568 3058

Kuantan City Council (MPK) 609-5121555

Department of Occupational Safety and 609-555 4014

Health (DOSH), Negeri Pahang

Department of Environment, Negeri 609-573 0636

Pahang
609-850 3360
Atomic Energy Licensing Board, East Zone

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APPENDICES

Figure 6 The Interview Session with the PIC of the Block X Building

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