DENVER PUBLIC SCHOOLS INTERDEPARTMENTAL COMMUNICATION. Michael Mayo, Safety Manager Stephen Finley, Director, Risk Management

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1 DENVER PUBLIC SCHOOLS INTERDEPARTMENTAL COMMUNICATION TO: FROM: Distribution Michael Mayo, Safety Manager Stephen Finley, Director, Risk Management DATE: July 1, 2008 SUBJECT: Procedure for Requesting Copies of School Emergency Evacuation Route Maps This procedure is effective on July 1, The school Emergency Evacuation Egress maps have been added to the DPS Facilities Autocad system. All requests for copies of or changes to the school room emergency evacuation maps will be submitted by using the DoTS Hotline Submission Form. This form is found on the Technology Services, DoTS, web page as well as on the Risk Management website. The estimated time for completion and delivery of the requests will be 14 working days. The charge for this service will be handled by the District. Fire and Building code require that each occupied room must have an emergency egress map posted at the primary exit door. This primary exit door may exit into the corridor or exit directly to the outside from the room. This egress map is required to show a Primary and a Secondary egress route from the room. Any changes to these routes must be approved by the Risk Management Department All questions regarding this procedure should be directed to the Risk Management Department,

2 Distribution: School Principals School Secretaries School Facility Managers Elbert Maxey, SE Area Facility Manager Supervisor Debra Rodriquez, SW Area Facility Manager Supervisor Kerry Berens, Combined Sites Facility Manager Supervisor Jerome Gethers, NE Area Facility Manager Supervisor Rich Archuletta, NW Area Facility Manager Supervisor Jan Box, Instructional Superintendent, Elementary Network #1 Robert Woodson, Instructional Superintendent, Elementary Network #2 Tracy Dorland, Instructional Superintendent, Elementary Network #3 John Simmons, Instructional Superintendent, Elementary Network #4 Janice Spearman, Instructional Superintendent, Elementary Network #5 Laurie Grosselfinger, Instructional Superintendent, K-8 Network Pat Slaughter, Instructional Superintendent, Middle School Network Antwan Wilson, Instructional Superintendent, High School Network Cc: Trena Deane Danny Reid Larry Williams Robin Myers Sharmane Reggans JoAnn Buck Stephen Finley Yolanda Encinias Allison Daniels Ed Ray Bob Swain Al Walls Loree Klinger Joseph Lawrence, IKON Francine Parrella, IKON

3 Procedure Requesting Copies of School Emergency Evacuation Route Maps Using the Hotline Submission Form This procedure is for schools to request replacement Emergency Evacuation Route Maps or to request Emergency Evacuation Route Map changes. These requests must be submitted on the DoTS Hotline Submission Form that is found online at the Technology Services, DoTS, home page. The button is named Submit a Hotline. The following pages show the Hotline Submission Form with the locations that must be completed as well as the step-by-step procedure that explains each step. Once the Hotline Submission Form is completed and submitted to DoTS, it will take an average of 14 working days for the copies to be sent to the requesting school. If the submission request is for a change to an existing map or the creation of a new map, Risk Management will be notified and will visit the school within 3 working days to verify the changes or the evacuation route choices for the new map. Requests for a full set of maps, for a specific school, will be handled on a case by case basis. If there are any procedural questions, please contact the DoTS Hotline,

4 Hotline Submission Form After you submit this form, a hotline technician will contact you for assistance First Name 1 Room Number 3 Last Name 2 Phone Number 4 Address 5 (Please use your DPS account if you have one) Choose call type Miscellaneous 6 If you are entering this ticket for another person, enter that person's name here 7 Select School or Department from Menu 8 Select a school/department Select Location from Menu (if you are from a department) 9 Select a location Problem Description - Please Provide as much detail as possible 10 Items in BOLD are required fields. Repair Request 11 Note: Use this form for audio visual equipment repairs ONLY. Equipment type: Manufacturer Model Serial Number Where is the equipment located? Submit Info Reset 12 Return to the DoTS Web Site

5 Hotline Submission Form Step by Step Procedure 1. First Name: This is the first name of the one submitting the request. 2. Last Name: This is the last name of the one submitting the request. 3. Room number is optional and not required. This is the room number of the one submitting the request. 4. Phone Number: This is the school phone number of the one submitting the request. 5. Address: This is the DPS account of the person submitting the request. 6. Choose call type: Always select, AUTOCAD All other available choice are incorrect. 7. If you are entering this ticket for another person, enter that person s name here - use if appropriate. 8. Select School or Department from Menu: School Name 9. Select Location from Menu (if you are from a department): Not required since the request is from a school.

6 10. Problem Description: There are only 2 requests that can be submitted on this procedure. The following are examples for the two types of requests. Requesting a copy of the Emergency Egress Maps for room (s) 101, 2A. The response/completion time to this request is 14 working days. Requesting a change to the Emergency Egress Map for room (s) 209. This request will be forwarded to Risk Management. Risk Management will verify the request and notify Autocad to proceed with the changes within 3 working days of original notification 11. Do not use the Repair Request Section 12. Click on Submit Info when the form is completed,