ARMED INTRUDER RESPONSE/FACILITY SAFETY & SECURITY

ARMED INTRUDER RESPONSE/FACILITY SAFETY & SECURITY POLICY A successful safety and security program goes beyond compliance with regulatory requirements and strives to manage risk and to protect individuals served, employees and visitors. The physical environment of our organization shows evidence of ongoing attention to cleanliness/sanitation, organized equipment/supplies, safe practices, reduction of risks and an overall concern for building safety and security for all individuals serviced and personnel. The Superintendent shall develop procedures to implement this policy. This is a new policy. Reference: ORC or ARC 5123:2-1-02, Administration and Operations of County Board of Developmental Disabilities, (N) Safety, (O) Health CARF, (H) Health and Safety Standard OPSR Provider Compliance Agency Review Tool, Section 11-Physical Environment. MC Safety Manual Montgomery County Sheriff Office, ALICE training protocol Approved by Legal Counsel: First Reading: October 13, 2015 Date Approved: December 8, 2015 Effective Date: January 8, 2016

PROCEDURES ARMED INTRUDER RESPONSE/FACILITY SAFETY& SECURITY I. A.L.I.C.E. (ARMED INTRUDER RESPONSE) In the event of an intruder, visitor, or staff become violent, communication is essential allowing decisions to be made based upon the situation as it unfolds. The following ALICE procedures shall be applied using one s personal judgment in an effort to make decisions that would maximize the potential for their own safety as well as that of our individuals and staff. These steps are not meant to be completed in sequential order, but based upon the uniqueness of each situation that ensures the safety of all individuals. If you are caught in an open or an exposed area and cannot get into a room or office, you must decide upon the most appropriate course of action. A. ALERT. Be on alert for any suspicious individuals or activity. When anyone feels threatened or has a valid suspicion of danger, alert the authorities by calling #911, providing specific address, cross street, layout of the building, location/description of the violent intruder, etc. Be prepared to provide an accurate description of the person(s). Note height, weight, gender, hair color, ethic appearance, type and color of clothing and any other characteristic of physical items that are unique to the individual(s). Report the type of weapon (if known) and direction of travel or building entered. If possible, stay on-line and provide information as the situation unfolds. B. LOCKDOWN. If staff and individuals are unable to evacuate, lock and barricade within classroom or office using whatever may be available to include doors stops, straps around door hinges, tables/cabinets/heavy desks/equipment. Black out windows and once in place, remain calm and quiet. Stay hidden until you can make contact with the emergency personnel or until you can safely evacuate the area. C. INFORM. Inform others within your building and organization, using all- call page, intercom, text, phone calls, group emails, social media, etc. Provide specific information of the location and action of the shooter to allow others to make informed and sound decisions. D. COUNTER. If you are caught in the open and are in close proximity of the intruder, the best option may be to fight back. This response may be dangerous; however, it could be your best option in a life or death situation. With an armed intruder, do not attempt to negotiate and do not hesitate. Yell/scream and fight back using any/all objects to provide a distraction, defense, and to alert emergency officials of your location. As a last resort, communicate with coworkers and smarm the intruder, place weapon in trash can, and give to authorities.

& SECURITY PROCEDURES, PAGE 2 E. EVACUATE If you believe you can safely run and make it out of the area, then do so. Do not wait for instructions. If you decide to run, attempt to keep objects (columns, walls, trees, vehicles, trash cans, etc.) between you and the armed intruder. Evacuate through doors, windows, etc., running at an angle and reconvene at designated location. When away from the immediate area of danger, warn others and summon help. Once emergency personnel have arrived and taken over the situation, staff should obey all commands. Any statements to the news media shall be made only by the Superintendent or designee. Staff may be called upon to write proper and complete documentation of incidents, actions, reactions, and prevention measures as directed. Should a critical incident occur, the local Community Mental Health Centers and Montgomery County Work-Life Solutions may be consulted by the Director of Human Resources or designee within 24 hours of the incident to conduct a critical incident stress debriefing for staff and individuals. II. Staff/Employees Responsibilities Building safety and security begins with everyone in the building. Staff is expected to maintain facility safety/security and prevent all unwelcomed visitors to enter the building or be on grounds. All side doors must remain closed at all times, allowing visitors to enter in the front entrance only. All visitors must sign in, wear visitors badge, and wait in the front lobby until their party is available. Everyone in the building is also responsible for upholding standards that promote safety, cleanliness, and good maintenance. All staff are expected to follow and maintain safe work practices as instructed by Management and the Facility Safety Committee. Specific examples of staff responsibly, include, but are not limited to following: A. Secure ALL personal items, which may include but not limited to the following: prescription/non-prescription medications; legal drugs, personal care items; cleaning products; tobacco products; any product that may be toxic or contain harmful chemicals, food; kitchen/lunch utensils; or all personal items/objects/products in any facility, parking lot, vehicle or community site which could cause harm to the individuals we serve. B. Following directions for using supplies, materials and equipment in a safe manner; Correcting and/or promptly reporting any existing or potential hazards or safety risks and maintenance needs.

& SECURITY PROCEDURES, PAGE 3 C. Ascertaining that all power equipment, fixed or portable, have operating safeguards. D. Keeping hallways, entrances, ramps, and corridors clear and unobstructed at all times; Keeping own work areas neat; following the prescribed guidelines for health/safety procedures. E. Reading and reviewing all labels; Storing supplies, materials and equipment safely and appropriately; Storing combustible or flammable materials appropriately and separate from all work areas and rooms to inhibit the spread of fire. F. Disposing of wastes appropriately; using chemicals only for the use and purpose intended. G. Wear Identification Badges at all times; Keep exterior doors closed at all times. H. Reporting any unauthorized visitors and potential security issues. III. Facility Safety Committee/ Facility Manager Responsibilities The Facility Manager is responsible for overall operations in the building and the grounds. The Facility Manager must be informed and aware of any condition, in or around the building, which presents risk to people using the building or which deviates from the expected/usual functioning of building equipment and processes. The Facility Safety Committee consists of the Facility Manager and staff that work in the building on a daily basis. The Facility Safety Committee shall meet at least quarterly with meeting minutes maintained and posted on SharePoint. Responsibilities of this committee are as follows: A. Procedures: Create facility specific building safety and security written emergency procedures for individuals served and personnel on topics to include: fires; tornado/natural disasters; bomb threats; utility/power failures medical emergencies; violent or other threatening situations (ALICE); and other emergencies, as warranted. Procedures shall be posted and available to all Individuals Served, Personnel, Volunteers, Parent and Guardians. Procedures shall include: when evacuation is appropriate; complete or partial evacuation from the physical facility; when sheltering in place is appropriate; the safety of all persons involved to include the accounting for all persons involved; temporary shelter, when applicable;

& SECURITY PROCEDURES, PAGE 4 identification of essential services as well as the continuation of such services; emergency phone numbers; notification of the appropriate emergency authorities B. Postings: Post evacuation routes in a graphic and accessible manner and ensure they are understandable to individuals served, staff, and visitors, etc. Also insure that appropriate safety, health and accident prevention signage is posted correctly. This includes items such as hazardous communication, ADA, communicable diseases, asbestos, etc. C. Drills: Conduct unannounced Drills/Tests of emergency procedures, on each shift/location and at least annually, which includes complete actual or simulated physical evacuations on topics such as: fires; tornado/natural disasters; bomb threats; utility/power failures: medical emergencies; violent or other threatening situations (ALICE); and other emergencies, as warranted. Work should be completed to analyze post drills/tests to determine the following: areas needing improvements; actions to be taken; results of performance improvement plans; necessary education and training of personnel. Drills should be documented in writing to include the analysis. D. Self-Inspections: Conduct comprehensive self-inspections on each shift. The results should be documented in a written report that identifies: areas inspected; recommendation for areas needing improvement; action taken to respond to the recommendations. E. Education & Training: Provide facility specific education to individuals served and personnel designed to reduce identified physical risks. Provide facility specific competency based training, to personnel upon hire and annually, in the following areas: health and safety practices; identification of unsafe environmental factors; emergency procedures; evacuation procedures; identification of and reporting of critical incident (as it relates to this policy); medication management, if appropriate; reducing physical risks. F. Debriefings: Conduct timely debriefings of critical incidents or serious occurrences, of those not investigated by the Department of Investigative

& SECURITY PROCEDURES, PAGE 5 Services, which may include the following: medication errors, use of seclusion, use of restraints, incidents involving injury communicable disease, infection control, aggression or violence, use and unauthorized possession of weapons, wandering, elopement, vehicular accidents, biohazardous accidents, unauthorized use and possession of legal or illegal substances, abuse, neglect, suicide or attempt suicide, sexual assault, and other sentinel events. Briefings shall include the reporting, documenting, and remedial action. G. Written Analysis: Complete an annual written analysis of the above critical incidents, due by February 15 th of each year, which addresses the following: causes, trends, actions for improvement, results of performance improvement plans, necessary education and training of personnel, prevention of recurrence, internal reporting requirements, and external reporting requirements. The Department of Safety and Protection shall manage the major unusual incident process in accordance with the requirements set forth in O.R.C. 5123:2-17-02 and Board Policy IX.13 Incidents Adversely Affecting Health and Safety. Review all accident/incident reports for staff/individuals served (including PERRP No. 300P) to determine trends and make recommendation(s) to prevent future similar problems. IV. Board Safety Committee/Manager Responsibilities The Board Safety Committee provides a peer review of Board-Wide safety practices by reviewing procedures and practices affecting safety relative to education, recreation, and work in all facilities and programs under the auspices of the Board. Each Facility Safety Committee shall have a representative on this committee. The responsibilities of the Board Safety Committee are to: meet at least quarterly and review reports received from facilities for trends and patterns, and to make recommendations; review required record keeping (e.g., in-services, drills, inspections) for trends and patterns; review safety procedures at least every three (3) years or as laws change and recommend updates as needed to meet standards, law, etc.; submit a report to the superintendent by March 15 th of each year. This report shall be a written analysis from a Board perspective of all critical incidents or serious occurrences that addresses the following: causes, trends, actions for improvement, results of performance improvement plans, necessary education/training of personnel, prevention of reoccurrence, and internal /external reporting requirements. This report may also contain recommendations which may include revision of building inspection forms,

ARMED INTRUDER RESPONSE/FACILITY SAFETY & SECURITY PROCEDURES, PAGE 6 safety inservice content, equipment need or building modification, revision of committee process, analysis of trends and patterns including OSHA log information. V. Building & Grounds Manager Responsibilities The Building & Grounds Manager shall ensure that the Board conducts comprehensive building safety and security inspections, specific to each building needs: fire department, fire alarms, fire extinguishers, security, water inspection, sewer inspection, HVAC, back flow, boiler, food service, etc. These inspections should be conducted annually by the appropriate qualified authority. A written report should be completed that identifies the areas Inspected, recommendation for areas needing improvement and actions to respond to the recommendations. The Building & Grounds Manager shall also ensure that facility security is maintained and does so through the following efforts. A. Prevention: Prevention is emphasized by the Board to reduce risk and opportunities for violence. The following proactive actions shall be taken: 1. All buildings have an access control and security monitoring system, and fire and burglar alarm protection installed and monitored. a. All entry and exit doors and bus loading areas have 24-hour digital camera monitoring and recording capability. b. All lobby reception areas have panic buttons installed that dial directly to local 9-1-1-dispatch center. c. All main entrances and exits are electronically locked on a designated schedule through the security system when not in use or as prescribed elsewhere in these procedures. 2. Control of building I.D. access badges and keys shall be as follows: a. Keys and access badges shall be issued only to those persons authorized by the supervisor. b. Keys and access badges are the responsibility of the person to whom the key has been issued. Keys and access badges are not to be loaned to anyone at any time. c. Keys and access badges for interior or exterior doors shall not be duplicated by anyone other than the Superintendent, Buildings and Grounds Manager or their designees. d. A key or access badge may be reclaimed by the issuer at any time. e. Lost or missing keys and access badges must be reported verbally or in writing within 24 hours to the building and grounds supervisor.

& SECURITY PROCEDURES, PAGE 7 f. Keys and access badges must be returned to the issuer(s) when a staff person leaves the program before a final paycheck will be released to the staff. 3. Intrusion and Fire Alarm System. a. Alarm systems shall be maintained and inspected annually by the Buildings and Grounds Manager. b. Staff members having passwords for either system are responsible for the proper use of the system and for complying with the physical security procedures of the facility. c. Passwords shall not be loaned or shared with anyone. d. Passwords may be revoked at any time. 4. Specific procedures shall be developed by the Buildings and Grounds Manager and the Facility Manager for each facility and shall cover at least the following: a. Opening and closing procedures, including doors, windows and other exterior openings. b. Consideration of different facility needs and potential hazards and responses that may occur based on the time of day. c. Plan of response to a security threat that involves local police and fire departments, identifying the chain of command or line of authority, designation of a command center with communication capabilities, and the development of a bomb threat checklist to be placed under appropriate telephones 5. When the Board leases or utilizes space from another agency or organization, the procedures of the host agency shall be followed. B. Security: Security of the people who are served by the Board and personnel is of prime importance. 1. Visitors to sites where the Board operates programs or conducts business shall be required to sign in at the designated area and may be required to wear a visitor s badge. 2. Contractors or subcontractors working for the Board shall wear a company uniform to clearly identify them with the company they work for, wear a company I.D. badge, or wear a visitor's I.D. badge while in the building. 3. All Board staff are issued county photo I.D. cards and shall have the card with them while working. The card shall be shown upon request.

& SECURITY PROCEDURES, PAGE 8 C. Active Measures: Active measures shall be taken whenever needed to assure the safety of the people served and the staff. 1. The Superintendent may contract for or appoint a person or persons to act as security officers on behalf of the Board, on Board property or at any Board sanctioned activity. The contractor or appointed security officer/s shall have the full authority granted to such officers by the Ohio Revised Code. 2. Searches - Staff are hereby informed that space, furnishings and organizational equipment provided by the Board are subject to search at any time. This includes, but is not limited to, offices, desks, lockers, cabinets, computers, etc. There shall be no staff expectation of privacy concerning space, furnishings or other equipment, computers, vehicles, etc., provided by the Board. If there is reasonable cause to search a person s personal property (i.e., briefcase, book bag, purse, car, etc.), the staff person will be asked to consent to the search. Staff members who refuse to permit a search may be requested to leave the premises and will be subject to disciplinary action. Other Related Policies/Procedures: Board Policy VII.76 Work Place Violence/Sex Harassment/Professional Conduct Board Policy VII.30 Driving Vehicles Other Than School Bus. Board Policy VII.32 Safety and Prevention Board Policy VII.322 Hazardous Communication Board Policy VII.421 Contagious Diseases Board Policy VII.52 Smoke Free Workplace Board Policy VII.69 Operational Continuity. Board Policy IX.04 Medication Administration in Board Programs Board Policy IX.041 Medical and Health Emergencies Board Policy IX. 042 Do Not Resuscitate Board Policy IX.043 Delegated Nursing Tasks Board Policy IX.13 Incidents Adversely Affecting Health and Safety Submitted to the Board: December 8, 2015