1

Emergency Preparedness

and Disaster Planning for

Animal Facilities –

Principles and Large-scale Disasters

Bryan Ogden, DVM, DACLAM

Montip Gettayacamin, DVM, DACLAM

Bradford Goodwin Jr., DVM, DACLAM

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Topics

• Introduction

• Definitions

• Types of hazards, emergencies and disasters

• Hazard identification and risk analysis

• Prevention and preparedness

• Developing a disaster (emergency) plan – Emergency Operation Plans (EOPs)

– Who is in-charge?

– Disaster/Emergency response

• Useful checklists

• References

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“Common Deficiencies” found at

AAALAC International Site Visits

1. Disaster plan was not current.

2. Disaster plan did not take into account both

people and animals.

3. Disaster plan did not include all areas where

animals were housed.

4. Lack of emergency power backup in high

risk situations or contingency plans for

housing animals during extended power

failures were not in place.

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“One plan at one

Institution does not fit all other programs”

I prefer an effective plan.

How would I do this?

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What is in the Guide?

• Emergency:

– Chapter 2, Page 23: “..the use of bite and scratch

emergency care stations.”

– Chapter 4, Page 62: “Emergency Care”

• Disaster:

– Chapter 2, Page 35: “Disaster Planning and

Emergency Preparedness”

– Chapter 3, Animal Environment, Housing, and

Management, Pages 74 and 87 : “Emergency,

Weekend, and Holiday Care.”

What is in the Guide?

• Facilities must therefore have a disaster plan.

• The plan should define the actions necessary to

prevent animal pain, distress, and deaths due to

loss of systems such as those that control

ventilation, cooling, heating, or provision of

potable water.

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Page 35: Disaster Planning and Emergency Preparedness

What is in the Guide?

• A disaster plan that takes into account both

personnel and animals should be prepared as

part of the overall safety plan for the animal

facility.

• The colony manager or veterinarian

responsible for the animals should be a

member of the appropriate safety committee

at the institution. He or she should be an

“official responder” within the institution and

should participate in the response to a disaster. 7

Page 74: Emergency

What is in the Guide?

• If possible the plan should describe how the facility

will preserve animals that are necessary for critical

research activities or are irreplaceable.

• Disaster plans should be established in conjunction

with the responsible investigator(s), taking into

consideration both the priorities for triaging animal

populations and the institutional needs and

resources.

• Animals that cannot be relocated or protected from

the consequences of the disaster must be humanely

euthanized. 8

Page 35: Disaster Planning and Emergency Preparedness

What is in the Guide?

• In the event of emergency, institutional security personnel and fire or police officials should be able to reach people responsible for the animals.

• Notification can be enhanced by prominently posting emergency procedures, names, or phone numbers in animal facilities or by placing them in the security department or telephone center.

• Emergency procedures for handling special facilities or operations should be prominently posted and personnel trained in emergency procedures.

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Page 74: Emergency

What is in the Guide?

• The disaster plan should identify essential personnel

who should be trained in advance in its implementation.

• Efforts should be taken to ensure personnel safety and

provide access to essential personnel during or

immediately after a disaster.

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Page 35: Disaster Planning and Emergency Preparedness

What is in the Guide?

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Page 35: Disaster Planning and Emergency Preparedness

Local Area Disaster

Plan Institutional

Disaster and Emergency

Preparedness Plan

Animal Facility

Disaster and Emergency

Preparedness Plan

• Such plans should be

approved by the institution

and be part of the overall

institutional disaster

response plan that is

coordinated by the IO or

another senior-level

administrator.

• Law enforcement and

emergency personnel should

be provided with a copy of

the plan for comment and

integration into broader, area

wide planning.

IACUC

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What is in the Guide?

• Animal should be cared for by qualified personnel everyday, including weekends and holidays, both to safeguard their well-being and to satisfy research requirements.

• Emergency veterinary care should be available after work hours, on weekends, and on holidays.

Page 74: Emergency, Weekend, and Holiday Care

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“Real Situation”

Small or Large Scales?

Disasters

Hazards Emergencies

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Hazard Definition

• A hazard – a source of danger that

may or may not develop a level that

will put people, property, or the

environment at risk

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Hazard Categories

1. Natural hazards

– Weather

– Seismic events

– Ocean-related

events

2. Technological hazards

– Structural failures

– Fires

– Chemical spills

– Biocontainment failures

– Computer and safety

system failures, etc.

3. Civil hazards

- Bomb Treat

- Terrorist Attack

- Protest/Demonstration

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Emergency Definition

• Emergency – a sudden, generally

unexpected occurrence or set of

circumstances demanding

immediate action

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Disaster Definition

• Disaster – a great or sudden misfortune

that results in loss of life, property, etc. or

that is ruinous to an undertaking

–Natural disasters vary geographically

and temporally.

–Technological disasters are invariably

linked.

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Natural Disasters – Series of Events?

• Primary events

• Secondary events

– Fires and explosions

– Landslides

– Under staffed facilities

– Supplies shortages

– Contaminated water supply systems

• Tertiary events

– Power outages

– Road closing

Technological Hazards

Technological Hazards

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Large Scale Disasters

– Earthquake

– Hurricane, Typhoon, Tropical Storm

– Floods

– Heat wave

– Tornadoes

– Blizzards and winter storms

– Animal right activists break-ins

For any unexpected event that occurs too quickly, this

could be no chance or no time to respond!!!

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“Historical Disasters” that impacted Research Facilities in U.S.A.

• 1994 Northridge California Earthquake

• 1995 Hurricane Opal, Alabama (Cat. 4)

• 1996 Red River, Minnesota, Floods

• 1997 New York Heat Wave

• 1998 Bowling Green, Kentucky, Tornadoes

• 1999 West Central Indiana Blizzards

• 1999 A break-in by Animal Rights Activists in Puyallup,

Washington

• 2002 Tropical storm Allison, Houston, Texas

• 2005 Hurricane Katrina, Louisiana and Mississippi (Cat. 5)

• 2012 Hurricane Sandy, eastern U.S.A. (Cat. 3)

Natural Disasters in SE Asia

• 2004 Asian Tsunami

• 2008 Cyclone Nargis, Myanmar

• 2011 Tsunami, Japan

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www.jossefordart.com/.../01/collection_of_t.html

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Thresholds or Critical Time

“Response Windows”

• If it is short (12 to 48 hours), unexpected and very

severe, there may be no chance to respond.

500 years Tropical Storm, “Allison” in Texas, 2002

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Why were we unable to respond?

• Could not prevail against the enormous amount of

rain dumped in such a short period of time.

• No current technology exists that could have

provided adequate warning of what was coming.

500 years Tropical Storm, “Allison” in Texas, 2002

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Tropical Storm, “Allison”, Texas 2002

Animal Facility “after” the 500 years Tropical Storm, “Allison”

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500 years Tropical Storm, “Allison” in Texas, 2002

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Impacts of the 500 years Tropical Storm, “Allison” in Texas, 2002

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http://grants.nih.gov/grants/olaw/IACUCConf2006_stokes.pdf

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ARE WE PREPARED?

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Hazard Identification

and Vulnerability

Assessment

The FIRST STEP in seeking an

emergency/disaster plan

development.

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Hazard Assessment

• List most likely emergencies

• Ranking of the hazards

–Local emergencies or major disasters

–Simple or comprehensive

–Local or trans-campus

–Facility strength or weakness

• Assess human and animal impact • Assess property impact

• Business continuity plan!

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“All Hazards” Approach

• Consider all common impacts and

effects: power failures (black-out),

HVAC failure, insufficient staff, security

breaches, and animal escapes

• Prevent likely and common effects from

any type of disaster

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Vulnerability Assessment

1. Identify hazards and other causes of disruptions

to humans, animals and research data

2. Identify resources that minimize disruptions

3. Quantify potential losses

4. Use the information gathered in the previous

steps to create a risk index

Inspection is performed by fire marshals, safety officers and architects,….

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Emergency Management Plan Goals*

1. To minimize the losses of animals that would occur

during an emergency or a disaster.

2. To provide appropriate veterinary care and humane

euthanasia at all times

3. To enhance ability of the center to restore and sustain

its operation during an emergency

4. To mitigate economic impact of disruption of our

operations

5. To enable our facilities to obtain outside assistance

during declared disasters.

*Laboratory Animal Resource Center of the Indiana University School of Medicine.

Contemporary Topics. Catherine M. Vogelweid. 1998. 37(5): 54.

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Emergency

Prevention

Selecting appropriate safeguards to prevent the risks

Building a Culture of Preparedness

• The institution supports preparedness by

developing policies, ensuring adequate plans are

in place and are validated, defining necessary

capabilities required to address threats, providing

resources and technical assistance to state, local,

tribal and territorial partners, and integrating and

synchronizing preparedness efforts throughout

the Nation.

http://www.dhs.gov/topic/plan-and-prepare-disasters

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Emergency

Preparedness

Allows prompt and effective responding

Defining the Preparedness Cycle

• Preparedness is defined by DHS/FEMA as "a

continuous cycle of planning, organizing, training,

equipping, exercising, evaluating, and taking

corrective action in an effort to ensure effective

coordination during incident response." This

cycle is one element of a broader National

Preparedness System to prevent, respond to, and

recover from natural disasters, acts of terrorism,

and other disasters

http://www.dhs.gov/topic/plan-and-prepare-disasters

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Effective Preparedness

1. Personnel preparedness

• Personal safety

• Preparedness at home

• Ability to come to work

2. Worksite preparedness

• Continuity of animal care and research

• Meeting the environmental and health safety and

OSHA standard

3. Culminates in community preparedness

Increase the level of resistance to disasters

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Plan = Connecting All Information

List

Peoples Resources

Responses

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Plan Components

1. Develop potential disaster scenarios

2. Conduct vulnerability assessment

3. Identify operations (a collaborative effort)

• Problem

• Need

• Task

• Resource

Simple to read and understand

Developing the Plan

Make the plan location

specific

Identify leadership roles

Identify responders

Define how response will

occur

Contact methods

Communication plan

Mitigation efforts – some

problems are common to

all events

Lack of power, HVAC,

water, access

Evacuation

Priority List

Euthanasia

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Disaster Planning – OLAW webinar

http://grants.nih.gov/grants/olaw/educational_resources.htm#a_03072013

Creating a Leadership

Team

This team organizes, writes and

directs the emergency/disaster

response effort.

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Other advisors and technical experts to be

included later in the developing process.

Disaster Planning Animal Lab News 2007; 6 (3):21-24, Disaster Planning

Designating a Command Center (CC)

Location

• The CC should be centrally located and allow

ready access to the area, or areas.

– A large facility may have several locations identified

• It should be located close to where the response

efforts will be focused.

• An area in the CC should be devoted to storing

items that will be used by responding staff.

– i.e., food, water, flashlights, batteries, first aid supplies

• Ideally, the CC should be immune from loss of

function and have back-up power.

46 Disaster Planning Animal Lab News 2007; 6 (3):21-24, Disaster Planning

Designating Key Contacts Information

• These ‘key contacts’ are individuals whose

contact information should be updated and kept

on file routinely, ‘Phone Tree’.

• Multiple means of contacting these people should

be gathered, as normal means may not be

available (contact their family members).

• They should be discussed, informed and updated

• Regular review of this list will allow to include

personnel changes

47 Disaster Planning Animal Lab News 2007; 6 (3):21-24, Disaster Planning

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Communication Tools and Backups

• With or without power!

• Radio (battery operated)

• Media (news, TV, radio)

• Develop back-up methods for

contacting response personnel

• Text messaging may be effective

• Phone lines are jammed!

• Cell phones may not be reliable!

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Readily Available Information!

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Important Contact Information

• Maintain an update personnel contact list

– Telephone Roster (Phone Tree)

– Regular updating

– To be readily available in a location well-known by all

staff and emergency responding team

– Training and regular drill

• Having alternate means of communication

Developing the

Written plan

Plan

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Draft!!!

Well-practiced

Rehearsed

Revised

Regularly

Updated Plan

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Develop a disaster plan

Prepare for potential emergencies

Planning for All Potential Crises

• Planning makes it possible to manage the entire

life cycle of a potential crisis.

• Strategic and operational planning establishes

priorities, identifies expected levels of

performance and capability requirements,

provides the standard for assessing capabilities,

and helps stakeholders learn their roles.

http://www.dhs.gov/topic/plan-and-prepare-disasters

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Emergency and Disaster Response

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Simple System Emergency and Response Chart or Table!!

Systems Problems Who

to contact Responses

Computer System down Computer

Section

Ext xxxx

Use back-up recording system

Electrical Power failure Engineer

Ext xxxx Check whether

emergency power is on

Freezers Raise in Temperature

Engineer

Ext xxxx

Lab Supervisor

Ext xxxx

Monitor freezer

Temperature

closely. Relocate all specimens….

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Who will respond?

• Who?? Who??

– Remain at the vivarium to care for the animals

(check animals, feed/water animals, change cages)

• Determine the minimum number of people needed

• Determine the shift length

– Contact researchers

– “Ride out” Teams

– Coordinators and Cooperation Partners

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The Response System

• Identify “Chain of

Command” for

Emergency Response

Community Disaster Center

First Responder (Alternates)

Incident Commander (Alternates)

Administrative/Logistical

Support Coordinator (Alternates)

Veterinary Care Team

Coordinator (Alternates)

Husbandry Team

Coordinator (Alternates)

Husbandry Care

Team

Veterinary Care

Team Logistical Team

Logistics Chief

Finance Chief (Alternates)

A safety Officer

A Public Information Officer (Alternates)

Disasters Common Issues

• Can staff get to facility? Roadblocks?

– Responders who are within walking distance become

a key asset in these situations

– Individual with four-wheel drive vehicles can be

identified to shuttle staff

• Are the buildings safe for staff to enter?

• Is there power?

• Is food/water available?

– Maximum time frames! Back-up supplies

• How long can animals be maintained?

– Priority animals and list, euthanasia list and supplies 58

Disaster Planning Animal Lab News 2007; 6 (3):21-24, Disaster Planning

Impacts to Animals – Response

Facility Emergencies

• HVAC Failure

• Short-circuited

electrical system

• Flooding

Responses

• Environmental Monitoring

and report to AV

• Animal relocation plan

– Moving animals out of

basement facilities if flood

occurs

– Animal health and welfare

evaluation and monitoring

• Bolstered food and water

• Prioritized animal

euthanasia list if relocation

cannot be done 59

Animals Priority List is critical!

• Without power, animals may need to be moved

and normal procedures and means of

communication may not function.

• Having priority lists in place ahead of time allows

personnel in the field ability to make decisions

and proceed.

• Euthanasia of animals, initially based on the

priority lists, may become necessary if condition

deteriorate to unacceptable levels.

60 Disaster Planning Animal Lab News 2007; 6 (3):21-24, Disaster Planning

Preparing for an Animal Right-Related Crisis

• Implementing an integrated, preventive security

program that includes damage control measures.

– A crisis task force committee

– An intimate relationship with local police

– A facility survey for security weakness and

determining vulnerable areas to theft or destruction

– Policy development regarding humane animal care

and use; public and media relations, proactive public

outreach efforts

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Emergency

Operation Plan

(EOP) Activation

Set up criteria to alert the emergency responses

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Alert Process!!!

Disaster Center

First Responder (Alternates)

Incident Commander (Alternates)

Administrative/Logistical

Support Coordinator (Alternates)

Veterinary Care Team

Coordinator (Alternates)

Husbandry Team

Coordinator (Alternates)

Husbandry Care

Team

Veterinary Care

Team Logistical Team

ALERT

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Alert Criteria

• By specific types of hazards-disasters

• By severity

• By period of effect

• By location/area of effect

Staff Trainings & Drills

Orientation

What will happen?

Walk through steps

Take action to ensure safety

of staff first and then animal

safety

Table-top exercises and Live

drills

Identify problem(s) and

revise the plan

Evacuate animals

follow priority list

Identify problems in evacuation efforts

Involve A series of

functional exercises and

improve on weak areas

Seek solution and

improvements

A progressive sequence

of exercise of increasing

complexity, which is

repeated every 2 to 4 years

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Practice – Practice and more Practices

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Emergency and Disaster Plan (SOP) Suggested Appendices

• Emergency/Disaster Command and Response

Structure (Names and alternates)

• System Failures and Response Table

• Important Telephone Numbers

• Emergency Conditions and Basic Responses

Table

• Disasters and Basic Response Table

• Telephone – Alert Roster

• Fire Exits and meeting Areas Floor plan

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Emergency/Disaster Management

4 Phases

Mitigation

Recovery &

Restoration

Response

Prevention and Preparedness

(How do we keep this from happening?)

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Disaster Management Phases

Mitigation

Recovery & Restoration

Response

Prevention and Preparedness (How do we keep this from

happening?)

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Periodical Analysis

The emergency planning team should

carry out periodical analysis, as well as

practice drills, to determine that the

emergency plan is relevant; compatible

with laboratory operations; and that

laboratory staff will follow the plan in case

of emergency.

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It will be our ultimate GOAL…..

• Pick one that make sense, develop a

plan that will work at your place and

would fit to your program.

• These will all come together only if our

IO shares the perspective and will

support.

PREVENTION + PREPAREDNESS = SAFETY + SAVING

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Useful Checklists

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Resources Checklist..

To minimize disruptions

Local laws, regulations and policies compliance

Humans

Animals

Facility systems

Facility back-up utility systems

Shelter for humans

Alternate sites for animals

Emergency supplies for humans

Emergency supplies for animals

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Support Services and Logistics

Redundant Power Systems

Stockpiling Supplies and Inventory System

Animals

Humans

Maps

Common Areas to Gather People

Food, Clothing, Medical supplies and Attention

On-site housing and day care Transportation Backup Communications

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Emergency Preparedness Checklist

Are chemical stored properly? Are all chemicals securely capped?

Are they returned to storage after used?

Are storage cabinet latched and secured against the wall?

Are they stored in containment trays?

Are heavy equipment or furniture secured?

Electrical failure: Is there a back-up power supply?

Are fire extinguishers, emergency stations, etc… kept in working conditions?

Are extra supplies (food, water,ect.) kept on hand?

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Emergency Preparedness Checklist

Post long-term plan in case of emergency Provisions for animals, research samples, cell lines,

experimental data….

Any duplicate storage, liquid nitrogen..??

Safe location??

Post emergency contacts and phone numbers

Create short-term evacuation checklist Check for fires, spills…

Check for injured personnel

Will animal remain or be relocated?

Bring emergency supplies to assembly point

Keep corridors and exits free of obstruction

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Building Evacuation Checklist

Humans Drill

Route

Predetermined Gathering points or

Emergency Shelters

Check for missing persons

Check for injury

First-Aide

Alternate Communication Methods

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Animal Facility Evacuation Checklist

Animals Priority Plan and Census

Euthanasia Plan – enough euthanasia agent

Relocation plan

Biohazard (BSL-1, 2 or 3??)

Food, water and records

Containers

Transportation

Animal Recapture Equipment

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Acute Facility Shutdown Checklist

Turn off equipment

Ensure all personnel are notified

Secure sensitive files

Turn off lights

Lock doors

Disaster Planning References

• Disaster Planning (PDF), Animal Lab News 2007; 6 (3):21-24:

Points to consider when developing a disaster plan for your animal

facility.

• Disaster Planning, U.S. Department of Agriculture (USDA):

Provides animal emergency and disaster planning information.

• NIH-OACU: Disaster Response, NIH Office of Animal Care and

Use (OACU) animal program disaster response resources.

Although specific to NIH facilities, these resources provide multiple

references and templates that may be useful to other research

animal facilities when developing contingency plans for natural

and other disasters.

• OLAW Webinar: Disaster Planning, March 7, 2013: Stephen

Durkee provides best practice insights into developing a disaster

plan compliant with the Guide.

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References

• Vogelweid C.M.. J. Hill, R. Shea and D. Johnson. Earthquakes and building Design: A primer for laboratory animal professional. Lab Animal 2005, 34(7): pp 35-42.

• Vogelweid C.M.. J. Hill, R. Shea, S. truby and L.Schantz. Using site assessment and risk analysis to plan and build disaster-resistant programs and facilities. Lab Animal 2003, 32(20): pp 40-44.

• Vogelweid C.M. Emergency Response and Management. In Management of laboratory Animal care and Use Program. Mark A. Suckow, F.A. Douglas and R.H.Weichbrod Editors, CRC Press. 2002. pp 325-337.

• Vogelweid C.M. Developing Emergency Management Plans for University Laboratory Animal Programs and Facilities. Contemporary Topics in Laboratory Animal Science. 1998, 37(5): pp 52-56.

• Sebastian E. Health. Disaster Planning for Research and Laboratory Animal

Facilities. Animal Welfare Information Center Bulletin. Summer 2000, Vol 11(1-

2), pp 1-8.

• Hazard Analysis: Preparation for natural Disasters. Sandra L. Anderson. Lab

Animal. 1998. 27(1). 24-35.

• Activists at the Gate: Preventing Animal Rights-Relating Media Disasters.

Jacquie Calnan. Lab Animal. 28(9). 35-39.

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Interesting Resource:

• OLAW website: http://grants.nih.gov/grants/olaw/disaster_planning.htm

• University of Michigan disaster plan: http://www.ucuca.umich.edu/forms/Disaster%20Guidelines.pdf

• Animal Welfare Information Center: http://www.nal.usda.gov/awic/newsletters/v11n1/11n1heat.htm

• Laboratory Animal Management Association (LAMA) disaster planning website: http://www.lama-online.org/OLAW-1.html

• LAMA article specifically on facility disaster planning: http://www.lama-online.org/chris.html

• www.animaldisaster.com provides guidelines for the development of a

“local community” animal care plan in emergencies, disasters and

evaluations

• The U.S. Disaster Center, http://www.disastercenter.com

• The latest Earthquakes in the World – past 7 days

http://earthquake.usgs.gov/eqcenter/recenteqsww/

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Interesting Resources for Emergency

Planning (U.S.A.)

• Federal Emergency Management Agency (FEMA) – http://www.fema.gov

• Weather – National Weather service:

– Flood: http://www.exnet.iastate.edu/Information/Flood

– Earthquake: http://www.comet.net/earthquake

– http://www.wunderground.com/global/SR.html

• Emergency Preparation – http://www.TheEpicenter.com

• Disaster Relief – http://www.drj.com

• Emergency Consultant Agencies – http://www.coastside.net

– http://www.bgcky.com

– http://www.magicnet.net

http://www.dhs.gov/topic/disasters

Federal Emergency Management Agency

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CDC – Natural Disaster Website

http://www.bt.cdc.gov/disasters/

USDA Website – Disaster Planning

http://awic.nal.usda.gov/research-animals/disaster-planning