CHAPTER 11:

A. Introduction 

This section collects emergency response plans relevant to emergencies involving staff on Mauna Kea. Other emergency plans are contained in Chapter 2. Due to the remote nature of the telescopes, staff and visitors shall be well acquainted with the policies and procedures in this chapter.

1. Employee
1. Is aware of current occupant emergency plans and equipment locations.
2. Informs the Site Safety Advisor of use of emergency equipment as soon as possible so that supplies may be replenished.
 
2. Site Safety Advisor
1. Replenishes emergency supplies and equipment as necessary.
2. Restocks first aid supplies every two weeks.
3. Consults with the JAC medical advisor to verify suitability of emergency equipment and compliance with relevant legislation.
 
3. Supervisor
1. Ensures that their staff is aware of emergency equipment locations and safety procedures.

B. Emergency Phone Numbers

See the MKSS Mauna Kea Emergency Procedures booklet for full instructions, i.e. the red booklet located at JCMT and UKIRT with the controlled copies of the JAC Safety Manual.

Information to give the Dispatcher:

1. Type of emergency: Medical (give a brief description of what happened, i.e. person ill, and person injured)

2. Facility: Hale Pohaku (HP), JCMT or UKIRT

3. Location: Mauna Kea

4. Call back number: Telephone number you are calling from

5. Your name

6. If the medical emergency is serious enough,

•  you must explicitly request helicopter services or the Pohakuloa Training Area (PTA) services. DO NOT ASSUME that the dispatcher will send one of these services automatically, YOU MUST REQUEST IT.

• Agree a rendezvous to meet the emergency services 

1. Maps showing the agreed emergency evacuation sites are in section N . The dispatcher has copies of these maps.
   
   DO NOT HANG UP FIRST.

Always call 911 first

1. 961-8336, County of Hawaii Fire Department Dispatcher

2. 935-0031, County of Hawaii Civil Defense (0745-1630 Monday-Friday) or 935-3311 (after hours), 911 (for helicopter)
   

3. 969-2431 or 969-2433, Pohakuloa Training Area (PTA) Medical Clinic

4. 969-2447 or 969-2441, PTA Fire Department

5. 969-2401, PTA Post Headquarters (if no reply from clinic)

6. 1-800-222-1222, Poison Center (toll free)

7. 756-8457, Emergency Evacuation Vehicle

8. 1-800-424-9300, CHEMTREC

1. CFHT: 961-2630, 961-2639

2. CSO: 935-9853

3. Gemini: 974-2650

4.  IRTF: 974-4208

5.  JCMT: 935-0852

6.  Keck: 935-8643

7.  MKSS (Hale Pohaku): 935-7606

8.  SMA: 933-6990

9.  Subaru: 935-5861

10.  UH88 and UH24: 974-4200

11.  UKIRT: 961-6091

12.  VLBA: 935-6719

1. Emergency - Visitor Information Station (VIS) Priority Line (0900-2200):  934-9244
   

2. Cell phone #1: 960-2820 a.m./p.m. summit patrols

3. Cell phone #2: 960-3077 at VIS
   

4. Cell phone #3: 960-3289 base phone at VIS

1. Jay Tsutsumi, Safety Advisor
2. Simon Craig, Chief Engineer
3. Michele Mulkey, Human Resources Manager
4. Andrew Adamson, Associate Director UKIRT
5. Antonio Chrysostomou, Associate Director JCMT
6. Remo Tilanus, JCMT Head of Operations
   
7. Stuart Putland, Head of Administration
8. JAC Headquarters, 961-3756
9. Gary Davis, Director

C. Emergency Equipment Locations 

Supplies shall only be used when genuinely needed, in particular, emergency rations shall only be consumed in the case of a real emergency.

1. JCMT

• First Aid Kit
• Outside of crew room
• Mechanical shop
• Infection Control Kit
• Outside of crew room in safety cabinet
• First Responder Kit
• Control room vestibule next to the AED unit (green and yellow backpack) and emergency blanket
  
• Emergency Burn Kit
• Outside of crew room in safety cabinet
• Emergency Oxygen
• Outside of crew room
• Control room vestibule next to the AED unit (green and yellow backpack)
• Emergency Oxygen (large cylinder/therapeutic type for use with variable flow regulator which is kept in the safety cabinet)
• Outside of crew room
• Eyewash Bottles
• In all first aid kits
• Heated Eyewash Drench Hose Unit
• Next to UPS batteries
• Stretcher and Spine Boards
• Outside of electronic shop
• Emergency Blankets
• Outside of crew room in safety cabinet
• Control room vestibule
• Emergency Rations
• Outside of crew room in safety cabinet
• Emergency Standby Telephone (uses GTE lines directly bypassing the local KSU system)
• By safety cabinet outside crew room (instructions for use in section O)
• Sleeping Bags
• Outside of crew room in safety cabinet
• Emergency Stove
• Outside of crew room in safety cabinet
• Spill Kit
• Outside of mechanical shop
• Splint Kit
• Outside of crew room in safety cabinet
• Fire Extinguishers
• Fire extinguishers are located at various locations
• Material Safety Data Sheets
• Outside of mechanical shop
• Lockout centres
• Outside of mechanical shop and in Control Room
• MK Emergency Evacuation Procedure Manual (includes EEV Operation Manual & MK Emergency Procedure plan)
• Control room
• EEV Key
• In key box outside of crew room
• Laser Eye Wear
• Outside of crew room in safety cabinet
• Safety Glasses
• Mechanical shop door
• Outside of electronic shop
• Receiver prep room
• Hard Hats and Bump Caps
• Outside of crew room on top of safety cabinet
• Ear Plugs
• Mechanical shop
• Respirators
• Mechanical shop
• Harnesses and Lanyards
• Outside of crew room in safety cabinet
• Membrane platform
• Back Supports
• Outside of crew room in safety cabinet
• Cryo-Gloves, Protective Goggles and Face Shields
• Left antenna nasmyth platform
• High Voltage Lineman's Gloves
• Outside of crew room in safety cabinet
• JAC Safety Manual
• Control room
• Wet Weather Gear
• Outside of crew room in safety cabinet
• Roll-down Ladder
• Outside rear doors of building
• Automated External Defibrillator (AED)
• Control room vestibule
• Emergency Battery Lantern
• Outside of crew room in safety cabinet
• Disposable Bag Mask Resuscitator
• Control room vestibule (in the emergency oxygen backpack)
• Sunglasses
• Outside of crew room in safety cabinet
  

2. UKIRT

• First Aid Kit
• Dome extension
• Dome floor
• Crew room
• Infection Control Kit
• Crew room
• First Responder Kit
• Control room on shelf under log-in book
  
• Major Injury Kit
• Crew room
• Emergency Oxygen
• Crew room
• Control room, next to the AED unit (green and yellow backpack)
• Emergency Oxygen (large cylinder/therapeutic type for use with variable flow regulator which is located in the first aid kit)
• Coude room
• Eyewash Bottles
• In all first aid kits
• Eyewash Station
• Crew room
• Eye and Skin Emergency Station
• Plant room
• Stretcher and Spine Boards
• Outside of instrument prep room
• Emergency Blanket
• Crew room locker
• Emergency Rations
• Crew room locker
• Sleeping Bags
• Crew room locker
• Emergency Stove
• Crew room locker
• Spill Kit
• Coude room
• Fire Extinguishers
• Fire extinguishers are located at various locations
• Material Safety Data Sheets
• Dome floor on vestibule wall
• Lockout centre
• Dome floor on vestibule wall
• MK Emergency Evacuation Procedure Manual (includes EEV Operation Manual & the MK Emergency Procedure Plan)
• Control room
• EEV Key
• In key box outside of control room door leading to hallway
• Laser Eye Wear
• Instrument prep room
• Safety Glasses
• Coude room
• Hard Hats and Bump Caps
• Dome extension
• Ear Plugs
• Coude room locker
• Respirators
• Coude room locker
• Harnesses and Lanyards
• Dome floor
• Cryo-Gloves, Goggles and Face Shields
• Dome floor
• High Voltage Lineman's Gloves
• Coude room locker
• JAC Safety Manual
• Control room
• Wet Weather Gear
• Coude room mirror wash locker
• Automated External Defibrillator (AED)
• Control room
• Emergency Battery Lantern
• Crew room locker
• Emergency Stand-by Telephone
• Computer room north wall
• Disposable Bag Mask Resuscitator
• Control Room

3. Hale Pohaku

• First Aid Kit
• JAC office - room 204
• Food and Lodging Manager's office (this one is owned by MKSS)
• Infection Control Kit
• JAC office - room 204
• Food and Lodging Manager's office (this one is owned by MKSS)
• First Responder Kit  (this is owned by MKSS)
• Food and Lodging Manager's office
• Emergency Oxygen
  
• JAC office - room 204
• JAC terminal room - downstairs
  
• Emergency Oxygen  (therapeutic type - owned by MKSS)
• Under the stairs
• Eyewash Bottles
• In all first aid kits
• Automated External Defibrillator (AED) (this is owned by MKSS)
• In entrance way lobby by the water cooler
• Emergency Red Phone
• In lobby by the door
  

D. Hurricane and Severe Storms 

1. Policy
The cornerstone of JAC's policy is to avoid having staff trapped on the summit by bad weather. We also avoid driving in dangerous conditions wherever possible. This means evacuating the summit sooner rather than later and the procedures below are designed to meet this goal.


2. Responsibilities


1. Telescope System Specialist (TSS)
1. The TSS, if present and in charge, is always responsible for the decision to evacuate. They will use the guidelines in Chapter 10 section D (JCMT) or Chapter 10 section E (UKIRT) to make this decision.
2. If evacuation is impossible the TSS is in charge of the facility.
3. Complies with MKSS evacuation orders.
 
2. Work Leader (WL)
1. The WL, if present and in charge, is always responsible for the decision to evacuate. They will use the guidelines in Chapter 10 section D (JCMT) or Chapter 10 section E (UKIRT) to make this decision.
2. If evacuation is impossible the WL is in charge of the facility.
3. Complies with MKSS evacuation orders.
 
3. Other Members of Staff and Visitors
1. Complies with the decisions of the TSS or the WL to evacuate the summit.
2. Complies with any other instructions given by the TSS or the WL if evacuation is not possible.
 
3. Procedures
1. The TSS/WL will monitor windspeed and other conditions and will make the decision to evacuate.
 
2. Vehicles: see additional information on driving vehicles under adverse conditions in Chapter 9 section K.
 
3. If trapped at the summit: If evacuation is not possible then the following procedures shall be followed to protect staff and visitors until a rescue can be mounted:
1. If at all possible, notify HP, JAC Headquarters, and JCMT and UKIRT Heads of Operations of the situation. Attempt to make contact with other summit telescopes to be appraised of their situation. See list of emergency phone numbers in section B above.
2. Take stock of emergency equipment and other relevant resources. Emergency equipment locations are listed in section C above.
3. Wait! Do not attempt to evacuate until you are sure it is safe to do so.
 
4. If, after a severe storm requiring evacuation of the building, damage to the building is suspected or entry appears hazardous, re-enter the building only as directed by the Designated Official.

E. Summit Fire

1. Policy
 
Due to the remote locations of the sites and the extra hazards associated with reduced atmospheric pressure, particular care is taken in the design of systems and procedures to avoid fires at the summit. Should a fire occur, the first concern must be for the safety of personnel. This is nearly always best ensured by evacuation. Staff shall only attempt to extinguish a fire where it is obviously safe to do so.
JAC's policy is that staff and visitors shall not attempt to rescue others, unless it is obviously safe to do so.This is due to experiences in the past in which the rescuers themselves have died in the attempt. Also, staff should not be tempted to save the telescope from fire on the basis that there is no local fire service.

Note that personnel staying at HP shall follow the MKSS HP policy that is posted in all dorm rooms.


2. Responsibilities


1. Persons discovering the fire:

1. sound the alarm by activating the nearest fire alarm pull station at UKIRT and JCMT.

2. if possible and safe, use available fire extinguishers to extinguish or contain the fire,evacuate the area, and meet at the assembly area. On arrival they will inform the TSS/WL of the outcome of their actions.
   

• JCMT - to the CSO parking area
• UKIRT - to the UH88 entrance 

3. as far as possible, check that all of the staff in the building are aware of the fire and are evacuating. DO NOT attempt to rescue other staff trapped by the fire, unless it is obviously safe to do so.

4. alert the emergency services - 911 and the Designated Official who is defined in Addendum 1 and the MKSS representative at HP. Use a telephone in one of the vehicles or at another facility.

5. the use of the Emergency Evacuation Vehicle may be required - see section M in this chapter. 

2. Persons in the building:

1. know the fire alarm pull stations locations, exit routes, and evacuation procedures.

2. promptly evacuate the building via the nearest safe exit.

3. report to the assembly area. 

3. TSS/WL:

3.  Re-entry Procedures

No personnel will be allowed to re-enter the building without permission of the Site Safety Advisor, failing whom the Chief Engineer, failing whom the Facility Maintenance Manager, failing whom the Designated Official.

F. Cryogens 

---

        See emergency plan in Chapter 2 section G

G. Power Outage 

1. Policy

Power outage does not in itself constitute an emergency, however should a power outage occur while staff are trapped at the summit by bad weather they will need to be familiar with the emergency generator systems in order to maintain heat and light. 

2. Responsibilities

All staff at the telescopes shall be aware of the limitations of standby generators.  

3. Procedures

If the power outage occurs when staff are trapped at the summit then the standby generator shall be used as required. Take particular care in conserving fuel.

H. General Spills 

---

         See Chapter 2 section H.

 I. Automobile Accident

For general vehicle accident procedures refer to the Vehicle Information Booklet located in the glove compartment of all JAC vehicles.  This information is also located in the JAC password protected page.

The use of the emergency evacuation vehicle may also be required. See section M in this chapter.

J. Mountain Sickness 

---

        See Chapter 9 section J for symptoms of acute mountain sickness.

1. Policy

JAC policy is to err on the side of safety when dealing with actual or potential mountain sickness. All staff are issued with yellow and red pocket sized reference cards which briefly outline symptoms and actions to be taken.

2. Responsibilities

All staff who work above HP must be aware of the symptoms and actions to be taken.

3. Procedures

In all cases where staff are feeling unwell the primary concern must be for their safety rather than for possible loss of telescope time.WHENEVER EMERGENCY OXYGEN IS ADMINISTERED TO ANYONE AT THE SUMMIT, THE PATIENT MUST IN ALL CASES BE IMMEDIATELY TRANSPORTED TO HALE POHAKU. Refer to the lists below for further required actions.  

1. Minor Emergency

1. Rest

2. Administer Oxygen (using fixed flow type emergency oxygen) 

3. Descend to lower altitude (Hale Pohaku)

4.  If the telescope is to be closed, notify the TSS of the other JAC telescope.

5.  When feasible, notify Head of Operations / Associate Director of your telescope.

6.  If conditions require the patient to be taken to Hilo, they must be taken to the Hilo Medical Center Emergency room, and the Designated Official and Support Astronomer must be informed.

7. When patients are taken to the Hilo Medical Center Emergency Room, the JAC's medical advisor/high altitude physician (Dr. Djon Indra Lim) must be contacted (telephone number: 969-3884).  He will consult with the Medical Center staff and will make a determination on the individual's fitness to return to HP/summit.

8. Individuals cannot return to HP or the summit unless written clearance has been given by Dr. Lim or his  nominated representative. It will be the responsibility of the Support Astronomer to ensure clearance has been obtained.

2. Major Emergency (Follow the Mauna Kea Emergency Procedure plan - copies are available as specified in this Chapter section B.)

1. Examine the victim.

2. Call 911 with the following information:

•  your location
• describe how the illness occurred
• describe the victim's symptoms
• indicate the urgency needed for treatment
• describe the weather condition
• establish the primary meeting place (Saddle Road)
• describe the vehicle used to transport victim

3. Inform Site Safety Advisor and Designated Official.

3. Emergency Oxygen

1. There are two kinds of medical oxygen. One kind is intended for use in emergencies only and is fitted with a fixed flow regulator. It may be administered without EMS advice. The tanks are not particularly large and will not last for very long (up to 30 minutes). The second kind is intended for therapeutic use and is fitted with a variable flow regulator - this will last a long time but can only be used under the guidance of a medical professional such as the EMS staff. At HP, JCMT and UKIRT there are both types; the Emergency Evacuation Vehicle (EEV) has only the variable flow kind. Portable supplemental oxygen (Helios, Oxymatic) units are classified as therapeutic oxygen, thus not allowed at JAC facilities with the following caveat: Individuals from other facilities that have been certified by a suitably qualified physician that they are safe to switch from supplemental oxygen to the high altitude atmosphere of Mauna Kea will be allowed to use such unit at JAC facilities.

2. The initial reaction to a medical emergency as outlined above will involve use of the fixed flow emergency oxygen. This may be administered at staff discretion without reference to any additional medical advice and may be taken with the patient.

3. Variable flow oxygen supplies are available at HP, JCMT, UKIRT and the EEV. It is mandatory to consult the EMS (911) before use.

4. Whenever any oxygen supplies are used, inform the Site Safety Advisor so that supplies can be replenished.

 K. Medical Emergencies 

See the MKSS medical emergency procedure. Copies are kept as addendum 3 to the controlled hardcopy of this document at JCMT and UKIRT.

As a reminder, establish a rendezvous area as described in section B above, when calling 911.

The use of the emergency evacuation vehicle may also be required. See section M in this chapter.

L. Bomb Threat 

        See Chapter 2 section J.

In the event evacuation is required, follow the building emergency escape plan in Section P of this chapter.

M. Emergency Evacuation Vehicle (EEV) 

1. Policy

The EEV is available for use with injured personnel. It shall only be used when it is the quickest way to transport the injured person to a rendezvous with the emergency services. This rendezvous will have been arranged as part of the 911 call.

 
2. Responsibilities

Mauna Kea staff shall be aware of the location of the EEV and the operating procedures.

 
3. Procedures

1. For full details refer to the MKSS Emergency EvacuationVehicle documentation which is noted in addendum 4 to the controlled hard copies of this document at JCMT and UKIRT. Additional copies are in the JCMT and UKIRT first aid cabinets.

2. Before using the EEV, establish whether its use will be beneficial in terms of time saved and the possibility of further injury in transferring the injured person to and from the EEV.

3. The EEV operation manual is available at all sites and shall be consulted as needed.

4. Report EEV usage to Mauna Kea Support Services for refueling , cleaning and replacing first aid supplies.

N. Maps 

Note that the precise helicopter landing positions are not completely defined and will vary according to circumstances. This is especially true at summit (site 5) and HP (site 2). Therefore, you should maintain close liaison with the emergency services in order to pin down as closely as possible an agreed landing site for your particular situation.
.
Mauna Kea Observatories Emergency Evacuation Map:

.
.

Map of the summit of Mauna Kea:

O. Use of Emergency Telephones 

1. JCMT and UKIRT Emergency standby telephone
   

These are to be used with the telephone company lines if the local system has failed. They can be plugged directly into the telephone company line, they cannot be used with the installed system.

At JCMT the telephone is located in the safety cabinet outside the crew room. Take it to the distribution panel on the left of the main exit (between the exit and the electronics shop), plug it into the jack labelled 935-0852 and use as a normal phone.

At UKIRT the telephone is located in the computer room, north wall. Plug it into the jack labelled emergency phone line, computer room north wall.
 

2. JAC Vehicles satellite phones
   

In an emergency, use the telephone in the vehicle.

P. Building Emergency Escape Plan

1.  Policy

This section covers the emergency escape plan relevant to emergencies that require the evacuation of staff/visitors from the JCMT and UKIRT observatories.

2.  Responsibilities

1. Employee
1. Knows the sound of the observatories' fire alarm.
2. Knows the location of two exits closest to their work area.
3. Knows the evacuation plans and emergency assembly areas (noted below).
4. Knows how to use observatories' telephone paging system to alert staff/visitors.


2. Telescope System Specialist/Work Leader
1. Checks that all personnel are evacuated from observatory.
2. Reports whether the observatory has/has not been evacuated to the Site Safety Advisor, failing whom the Chief Engineer, failing whom the Facility Maintenance Manager, failing whom the Designated Official .

3.  Procedures

At the sound of the fire alarm or telephone paging system alert, immediately evacuate from JCMT/UKIRT as noted below and go to the respective emergency assembly areas:
          - JCMT: CSO parking area
          - UKIRT: UH88 entrance
 
1. JCMT Basement

Exit the area through the main entrance/exit or through the carousel apron exit by going up the carousel stairs to the carousel floor then climb down the emergency escape chain ladder.
 
2. JCMT Carousel

Exit through the main entrance/exit by going down the carousel stairs to the basement or through the carousel apron exit, then climb down the emergency escape chain ladder.
 
3. UKIRT Downstairs Areas  (e.g., Plant Room, Coude Room, Staff Lounge)

The following options apply when evacuating UKIRT from the downstairs areas:
1. Exit through the downstairs rear exit door.
2. Walk up the north or south stairs and exit through any of the dome floor level exits.
 
4. UKIRT Dome Floor Level (e.g., Dome, Control Room, Computer Room, Dome Extension)

The following options apply when evacuating UKIRT from the dome floor level:
1. Exit through the door closest to your area.
2. Walk down the north or south stairs and exit through the downstairs rear exit.

Q. Earthquake

• Do not place heavy objects on high shelves.
• Leave cabinet doors closed.
• Secure wall-mounted items.
• Identify safe places in rooms away from windows, bookshelves, lockers.

1. Responsibilities

1. Employee

To be aware of the procedures listed below.

2. Administration

Inform staff of earthquake warnings and advise staff of any office closure.



2. Procedures

During an earthquake:
• Remain calm.
• Hit emergency stop button.
  
• Move away from loose objects, bookshelves and windows.
• Get next to something incompressible, e.g. full file cabinet.
  

 
Post Earthquake

There are several post earthquake responses to earthquakes based on severity at the site. In the event of an earthquake that is large enough to cause concern, e.g. the UKIRT shear pins break, obvious signs (or sounds) of damage, hazardous situations or any other source, the TSS/WL shall consult the Site Safety Advisor to agree the course of action based on an assessment of the severity. Following approval of the Site Safety Advisor, the TSS/WL shall only attempt those activities allowed and that they deem safe to perform, including building entry.

1. Immediate Response:

1. Minor-light:
   

If in doubt, treat earthquake as moderate until told otherwise. Contact the Site Safety Advisor and receive authorization to begin recovery. Recover from earthquake and report any damage to Designated Official/TSS/WL. The telescope post earthquake checklists shall be completed before recommencing operations.

2. Moderate: 
   

If in doubt, treat earthquake as serious until told otherwise. Follow appropriate building fire procedure, contact Site Safety Advisor and receive authorization to begin recovery. Follow instructions of Designated Official/TSS/WL.  The telescope post earthquake checklists shall be completed before recommencing operations.

3. Serious:
   

If in doubt, treat earthquake as major until told otherwise. Evacuate building in accordance with fire procedure. Do not re-enter building. Report any damage observed to Designated Official/TSS/WL.

4. Major:
   

Evacuate building in accordance with fire procedure. Do not re-enter building. Report any damage observed to Designated Official/TSS/WL.

Under no circumstances shall any employee or visitor re-enter the building without proper authorization following a moderate or worse earthquake.

2. Recovery after a serious or worse earthquake:
   

1. The facility shall not be accessed before an inspection by an engineering team.

2. An engineering team shall be mobilized as soon as practical. This shall be organized on similar lines to the snow clearance team.
   

Note: Island infrastructure damage may significantly delay this response.

3. The team leader shall be appointed. The team leader shall be in charge at all times and all staff and visitors, regardless of seniority, shall comply with his/her instructions.

4. The team leader shall inspect the external structure of the facility and determine the safety of re-entering the building.

5. If there is any doubt about the structural integrity entry shall be prohibited until it is deemed safe (external construction experts may be required.)

6. The team leader shall obtain approval of the Site Safety Advisor before entering the facility.
   

7. When the team leader are confident it is safe to re-enter, the team alone shall enter the building and make appropriate inspections and if necessary repairs.

8. If the team leader deems it safe for a clean up operation, the building shall be re-opened to authorized staff and visitors.

9. Once the team leader is satisfied that the building is suitable to begin operations, the team leader will inform the Designated Official and on-site responsibility will pass back to the TSS/WL.

10. The Designated Official/TSS/WL shall contact the Site Safety Advisor and receive authorization to begin recovery.

11. Telescope post-earthquake checklists shall be completed before recommencing operations.