Emergency Procedures for Students, Faculty, Staff and Visitors with Disabilities

Applicability

The University of Georgia is committed to providing equal access to emergency procedures (alerting, evacuation and sheltering) for students, faculty, staff and visitors with disabilities. This document is intended to outline departmental responsibilities, emergency procedures, and resources available to the University community.

The University recognizes that individuals with disabilities may require assistance with alerting, evacuating and sheltering in the event of an emergency. As a result, the University asks all individuals (students, faculty, staff and visitors) who may need assistance in an emergency to self-identify themselves to the University. Once an individual has self-identified, the University can work with the individual to develop a Personal Emergency Plan. Additionally, for those who do not wish to have a personal emergency plan, a representative from the Office of Emergency Preparedness can meet with an individual to discuss options and best practices for emergency response.

Personal Emergency Plans for students, faculty, staff, and visitors with disabilities do not replace nor create accommodations under the Americans with Disabilities Act (ADA). For more information about ADA applicability and accommodations, please visit these resources:

• UGA Human Resources Employee ADA Accommodations information page
• UGA Equal Opportunity Office ADA information page
• UGA Accessibility and Testing Student Accommodation Guidelines

Roles and Responsibilities

Office of Emergency Preparedness (OEP):

• Collects Emergency Assistance Referral Forms (EARF).
• Coordinates with:
  • Accessibility and Testing for students needing Personal Emergency Plans
  • Equal Opportunity Office (EOO) and or University Human Resources (UHR) for faculty, staff, and visitors needing plans
  • EOO & Accessibility and Testing to identify Volunteer Emergency Assistants if applicable
  • Building Safety and Security Representatives (BSSRs) to integrate plans into Building Emergency Action Plans (BEAPs)
• Provides training to BSSRs, Volunteer Assistants, and building staff as needed
• Works with local first responders to support individuals with disabilities across campus 

Equal Opportunity Office (EOO)

• Informs faculty, staff, and visitors about self-identification and emergency planning resources
• Partners with OEP to develop Personal Emergency Plans as needed 

Accessibility and Testing

• Informs students about self-identification and emergency planning resources
• Partners with OEP to develop Personal Emergency Plans
• Assists in identifying Volunteer Emergency Assistants if applicable

Building Safety and Security Representatives (BSSRs)

• Serve as 24/7 emergency contacts for their buildings
• Develop BEAPs in collaboration with OEP
• Ensure BEAPs include evacuation support for individuals with disabilities

Evacuation Guidance for Specific Disabilities

 General guidance that can be implemented to assist those with certain disabilities include:

• Visually Impaired: Verbally guide and offer physical assistance
• Hearing Impaired: Use lights, gestures, or written notes
• Mobility Aids (crutches, canes, walkers): Assist or transport using a chair
• Wheelchair Users: Follow individual’s preferences, use evacuation chairs, notify first responders

Self-Identification and Personal Emergency Plans (PEPs)

UGA encourages individuals with disabilities to proactively plan for emergencies by self-identifying and, if desired, developing a Personal Emergency Plan (PEP). The Office of Emergency Preparedness can assist any students, faculty, and staff in the development of personal emergency plans. Steps to engage OEP in the development of a PEP include:

Step 1: Self-Identification

• Complete an Emergency Assistance Referral Form (EARF):
  • Students – PDF or Online Form
  • Faculty, Staff, Visitors – PDF or Online Form

Step 2: Developing a Personal Emergency Plan (PEP)

• A plan is optional, based on individual preference
• Developed by OEP in consultation with:
  • Accessibility and Testing (students)
  • EOO (faculty, staff, visitors)
  • UHR (faculty and staff)
• May include:
  • Identifying best ways to assist during an emergency
  • Emergency alert methods (UGA Alert, desktop alerts)
  • Safe Wait Areas within buildings
  • Notification procedures for emergency responders
  • Identification of Volunteer Emergency Assistants
  • Location of backup medical/assistive equipment
  • Practice/drill opportunities
  • Participation in the UGA Yellow Dot Program

PEPs are securely stored by OEP and shared only upon the individual’s request to share with relevant groups on campus (e.g., BSSRs, emergency responders, supervisors, University Housing).

Step 3: Volunteer Emergency Assistants

• Individuals with disabilities are encouraged to share emergency needs with trusted peers, professors, and/or supervisors in their classes, residence halls, or workspaces.
• Share details such as:
  • Schedule and type of assistance needed
  • Emergency contacts and supply locations
  • How to operate assistive devices
  • Safe Wait Area locations

OEP, with Accessibility and Testing, EOO, or UHR, helps identify Volunteer Emergency Assistants as part of the PEP process.

Emergency Alerting – Before An Emergency

• UGA Alert System: Automatically includes UGA email and phone numbers.
  • Update preferences and add contacts at www.ugaalert.uga.edu
  • Enable text messaging for fastest alerts.
• UGA Alert Desktop Software: Free download for scrolling and audible alerts on computers.
  • Available at EITS Software Page
• Additional building-level alerting tools may include:
  • Fire alarms, PA systems, NOAA radios, Microsoft Teams groups

These tools are considered when creating PEPs.

Emergency Alerting – During an Emergency

Support for Individuals with Communication Disabilities includes:

• Standard alerts (e.g., fire alarms, PA systems) may not be accessible to individuals with hearing or visual impairments.
• Volunteer Emergency Assistants, faculty, staff, or nearby students should:
  • Alert and guide visually impaired individuals.
  • Provide instructions to those with hearing limitations.

If Unable to Evacuate

• Call UGA Police at 911 to report your location and the type of assistance you need
• Ask others evacuating to notify police as well.
• Stay on the line with the dispatcher until help arrives.

Evacuation Chairs

• Available in several campus buildings to assist individuals with mobility challenges. Locations are noted in maps in the UGA Safe app.
• Training on chair use is provided by the Office of Emergency Preparedness (OEP).
  • To request training, email: [email protected]