PART III: BREAKOUT SESSIONS

G. Individualizing Emergency Plans

Using June Kailes’ Emergency Evacuation Preparedness: Taking Responsibility for Your Safety: A Guide for People with Disabilities and Other Activity Limitations (2002, Center for Disability Issues and the Health Professions, Western University of Health Sciences, Pomona, CA), the objectives of this session were to discuss factors and strategies for customizing emergency preparedness for people with disabilities. The session included strategies for ensuring that people with disabilities are involved in emergency preparedness planning; tips and tools for areas of specific consideration, and suggestions on how supervisors; and employees with disabilities can together develop individualized plans that incorporate the overall agency emergency plans and procedures.

Since September 11, 2001, the issue of emergency preparedness has come to the forefront. Workplace safety is of special importance, since it is where we, as a society, spend much of our time. And, for people with disabilities and activity limitations, barrier-free, as well as barrier-ridden, environments can be difficult to navigate in an emergency situation. Nevertheless, a 2001 National Organization on Disability (NOD)/Harris Poll concluded that 50% of employees with disabilities say no plans have been made to safely evacuate their workplace, compared to 44% of people without disabilities. Even more revealing is that 18% of people with disabilities feel extremely or very anxious about their safety in the event of a crisis, compared to 8% of people without disabilities.

Dr. Richard Horne, Supervisory Research Analyst in the Office of Disability Employment Policy (ODEP) at the Department of Labor (DOL), presented on the topic of individualizing emergency plans for employees with disabilities. He addressed such topics as the legal requirements of employers, determining whether an individual will require assistance, and developing an effective plan that can be integrated into the larger office or agency plan.

Richard Horne, ODEP Supervisory Research Analyst, responded to Seminar participants’ questions in the Individualizing Emergency Preparedness Plans breakout sessions.

He began by explaining that federal agencies and their contractors must comply with the Rehabilitation Act of 1973, as amended. The 1990 Americans with Disabilities Act (ADA) does not require private employers to develop emergency preparedness plans for people with disabilities. However, if an emergency preparedness plan is in place, it must include people with disabilities. Even if an employer chooses not to implement an emergency preparedness plan, they may still be required to address the issue of developing and implementing an emergency preparedness plan (as a ‘reasonable accommodation’) for a person with a disability, under Title I of the ADA or other laws and regulations.

For those employers who may be reluctant to broach the topic of emergency preparedness with their employees, Horne clarified that Equal Employment Opportunity Commission (EEOC) guidance and federal disability laws do not prohibit an employer from gathering information for the purposes of emergency preparedness planning. He added that the best time to collect such information is after an offer has been extended or during an annual performance review. Not everyone who may need assistance will self-identify or even consider themselves as falling into this category. As such, Horne suggested employees consider the following situations when determining whether or not to request assistance:

• Limitations that interfere with walking or using stairs;
• Reduced stamina, fatigue, or tire easily;
• Emotional, cognitive, thinking, or learning difficulties;
• Vision or hearing loss;
• Temporary limitations (surgery, accidents, pregnancy); or
• Use of technology or medications.

Participants discussed elements of emergency preparedness plans.

For those who had questions about employees who may be reluctant to self-identify, Horne reiterated that the information is confidential. As June Isaacson Kailes (2000, p. 6) explained in her handbook, “There is a universal human tendency to avoid thinking about possible emergencies. This avoidance has greater consequences for people with disabilities than for people without disabilities.” Horne stressed that if employees do not plan, then what they need will not be in place when necessary; do not assume anything. People with disabilities must take responsibility for engaging in emergency preparedness and not get caught up in the avoidance tendency. Some suggestions for encouraging individuals to make needs known include avoiding use of the term disability and conducting practice drills. Practice drills can be helpful in determining whether or not assistance is needed during an emergency.

Determining who may require assistance during an emergency is only part of process. Emergency preparedness planning falls into three phases: development, implementation, and maintenance. At both the agency and the individual level, it is important that individuals with disabilities be involved in the entire process. Horne highlighted key tasks in each phase, as discussed below:

• Development: This phase involves not only identifying who needs assistance, but also the possible hazards and accommodations. Aside from the obvious hazards, be sure to check for such things as obstructed exit routes, unclear signage, or inaudible alarms. In deciding on specific accommodations, it is best to talk to the individual. However, it may also be helpful to consult other agencies (e.g., Federal Emergency Management Agency (FEMA)), community-based organizations (e.g., the Red Cross, Centers for Independent Living (CILs)) or local emergency personnel.

  Horne reminded participants to make sure the plan addressed after-hours situations. Attendees wondered how to ensure the employee’s safety in such circumstances. It was suggested that employees inform security when they are working late. Another option would be to have security do routine checks.

  Participants had questions regarding the DOL’s emergency preparedness plan. Horne explained that from the very onset, the needs of the employees with disabilities were considered. Following the events of September 11, Secretary Chao established a working group, of which ODEP was a part.

• Implementation: An important part of this phase is committing the plan to writing. Include key personnel who will likely be involved during an emergency in this process. Be sure to conduct mock drills in order to determine where improvements are needed, and make necessary modifications. Make sure that all employees take part in any training that occurs. While an individual may not be able to perform certain tasks, it is important that he/she be able to relay the information to another individual in the event of emergency. Lastly, be sure to distribute the plan in an accessible format, and integrate the concepts or plans into the larger office or agency plan. Oftentimes, emergency preparedness accommodations made for employees with disabilities can benefit all employees.
• Maintenance: A plan—whether for an individual, office, or agency—should be updated regularly. It is beneficial to cultivate relationships with individuals and/or agencies both internally and externally. This can assist agencies in keeping abreast of new technology or protocol. For individuals, building relationships with co-workers increases the chances of finding/getting assistance in the event of an emergency. There was additional discussion regarding the pros and cons of the ‘buddy system.’ While the buddy system can be effective, it is important to recognize that alternative plans may be necessary if a co-worker is not available. The idea of a personal support network, where several people may be available to assist, is seen as a better approach.

  Implement procedures for reporting new safety concerns or hazards, as well as identifying the needs of new employees. Check with personal support networks quarterly to make sure the individuals are still willing and able to assist in an emergency; also, be sure to notify them of changes in work schedules. Finally, be sure that all the equipment is in good working order.

While employers undoubtedly bear some of the responsibility for emergency preparedness planning, Horne said employees with disabilities must also take the initiative to ensure their safety. It is important that employees with disabilities not assume plans have or will be put in place for them. Furthermore, employees should keep extra supplies, such as medication, at their desks. They should also be able to clearly explain their needs to another individual. This will make it easier to get the appropriate assistance from emergency personnel and others in the event of an emergency. If the individual has difficulty communicating, it may be beneficial to put instructions in writing.

The following additional resources were shared:

Job Accommodation Network:
www.jan.wvu.edu/media/emergency.html

Disability:
www.Disability.gov

Center for Disability Issues and Health Professionals:
www.cdihp.org

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