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UVA McIntire Department of Art



Ruffin Hall


The Office of Environmental Health and Safety (OEHS), in conjunction with members from your department, have developed an evacuation plan for employees to use during alarm/emergency situations. Each employee is requested to maintain an updated copy of the plan and be prepared to properly respond in the event of an emergency situation.

An alert and educated staff is the University's most valuable resource for fire protection. Fire hazards arise from unsafe conditions and practices. Every employee has a responsibility and vested interest in making a concerted effort to correct and improve their work conditions and practices. Fire hazards include, but are not limited to:

SMOKING: Smoking is not allowed inside any part of Ruffin Hall. This activity is permitted only in specifically designated areas.

STAIRWAYS: Never block stairway entrances, even temporarily. No obstructions should be left on steps or landings. Fire doors should always remain closed.

CORRIDORS: Corridors, hallways, and aisles must be kept clear of all obstructions (e.g., office furniture, bicycles, compressed gas cylinders, etc.), which might present a fire hazard and impede escape routes.

STORAGE AREAS: Areas used for storage should be kept clean and orderly. Accumulation of trash, rags, or debris of any type is a hazard and an unsafe condition.


    1. Electrical cords should be placed away from aisles or other pedestrian walkways.
    2. Never use electrical cords that are frayed or have exposed wiring.
    3. Do not overload electrical outlets by using multiple extension cords, etc.
    4. Perform regular maintenance on all equipment. Promptly remove/repair defective equipment.
    5. Understand and use all pertinent safety precautions when using electrical appliances and equipment.

LOADING DOCKS: In many facilities, exits are located near loading dock areas. These areas must be kept clear of all obstructions (e.g., pallets, trash, debris, etc.) that may present a fire hazard and impede escape routes.


The vast majority of University facilities are equipped with sprinkler systems and automated alarm devices. While extremely efficient, these systems do not ensure all emergency/fire situations will be suppressed. To ensure the safety of employees, Environmental Health & Safety (OEHS) encourages the complete evacuation of a facility during an alarm situation. Ruffin Hall is equipped with audible alarms and manual fire alarm pull stations. The fire alarm is a combination horn/strobe system that provides emergency notification by means of an audible alarm and flashing lights.

Failure to see fire or smell smoke does not mean a threat to your safety is not present. Alarm situations could be the result of:


Fire Gas leaks
Natural Disasters Hazardous Materials Incidents
Threats of Violence Etc.


In the event of an alarm/fire employees should practice the procedures associated with the acronym "RACE".


Remain calm, do not panic. Rescue persons in immediate danger.
Alarm… Activate the nearest MANUAL PULL STATION and notify the fire department by dialing 9-911 ("I want to report a fire at…"); inform other occupants.
Contain fire at point of origin by closing all doors and windows.
Evacuate the facility using established procedures. Extinguish fire by using a portable fire extinguisher. (Unless you have been properly trained, never attempt to use a fire extinguisher) Report fire/pull alarm first; extinguish after. Never attempt to extinguish a fire unless you can do so safely.




  1. Prepare and evacuate the building by way of the nearest emergency exit. Walk; do not run. Do not use elevators.
  2. Close but do not lock all doors as you leave.
  3. Before exiting through any closed door, check for heat and the presence of fire behind the door by feeling the door with the back of your hand. If the door feels very warm or hot to the touch, advise everyone to proceed to another exit.
  4. If the door is not hot, open it slowly. If the hallway is clear of smoke, walk to the nearest fire exit and evacuate via the nearest stairwell/door to the street level exit and on to assembly area.
  5. In the event you are unable to exit the building:
    1. Remain calm; do not panic.
    2. Remain low; crawl if necessary.
    3. Place a cloth or if necessary clothing over you mouth to serve as a filter.
    4. Signal for help from a window. Use a towel, clothing, sign etc.


  6. Upon exiting the building and proceeding to the assembly area, remain at least 20 feet away from the building walls and overhangs. Do not block any driveways, as Fire Department personnel will need access to these areas. Employees are requested to report to their assigned assembly areas as defined by your Fire Monitor/Evacuation Plan.
  7. The cessation of an alarm/departure of the fire department is not an "all clear" to re-enter the building as corrective measures may still be in progress. Stay clear of the building until your appointed fire monitor has advised you to re-enter the building/area.
  8. Assist visitors during alarm/emergency situations. Visitors may not be aware of exits/alternative exits and the procedures that should be taken during alarm situations. Employees should calmly inform visitors of the proper actions to be taken and assist them with the evacuation.

Fire Monitor

  1. Collects information or verbal reports for occupants as to the cause of the emergency. Proceeds to the predetermined assembly area to meet the fire department.
  2. Meets the Fire Department personnel. Inform fire personnel of any known facts pertaining to the alarm situation. If requested, assists fire department personnel with a walk-through of the facility.
  3. Informs Assistant Fire Monitor if further measures are needed and/or other pertinent facts.

Assistant Fire Monitor

    1. Ensures the safe and orderly evacuation of the building. If applicable, ensure handicapped evacuation plan is properly implemented. Make quick assessments during evacuation.
    2. As you are evacuating, note any individuals who do not evacuate and report them to the Fire Monitor. If a problem arises when an area is evacuated, contact the Fire Department responders and advise them of the situation. Evacuate the area and hold all persons out the facility until a representative from the Fire Department/OEHS has given the all clear to reenter the building. (NOTE: In teaching facilities, faculty members should be assigned to exit areas to ensure individuals do not reenter the facility until the appropriate officials have given the all clear to reenter the facility. Individuals assigned to monitor the exit areas should remain at a safe distance from the facility.

Discovering a Fire

At all times, when following any fire procedures, ensure that you are out of danger before trying to complete any emergency tasks. Fire monitors and building occupants are requested to put life safety before any other goal during fire emergencies.

If a fire or other emergency is identified:

  1. Pull the nearest fire alarm immediately.
  2. Move to a phone away from any fire, smoke, or emergency.
  3. From a University Phone: Dial 9-911 or 4-2012 (University Operator) - advise the operator that there is a fire/emergency (of approximate) size and location; building, floor, room #, etc.
  4. Or Use a Ruffin Emergency Phone

Location of Ruffin Hall Emergency Phones: One each floor across from women's restroom. A fourth phone is located near the elevator on the 3rd floor across from the gallery.

  • Ruffin Emergency Phone operation:
    • Press button
    • Phone will automatically dial UVA police Department
    • You will be transfered to the 911 office
      • When operator answers, state:
        • Location (Ruffin Hall)
        • Nature of emergency
        • Physical location (room #, which studio, or area)
  1. Exercise the appropriate evacuation plan.
  2. Individual on fire:
  1. Rescuer should have the victim:

STOP ---- DROP ---- ROLL

  1. Fire Blankets should not be used to extinguish flames.
  2. Call Rescue Squad and Fire Department (9-911).

Personal Safety Precautions

  • Never reach over the fire.
  • Never allow the fire to get between you and the exit from the room.
  • Never enter an unknown area to fight a fire.
  • Always notify the proper fire officials.

Fire Extinguishers

Fire extinguishers are not designed or intended to extinguish large fires, but if used properly, can control or extinguish a small fire. A small fire is defined as trashcan sized or smaller, contained (not spreading). Employees may use fire extinguishers if and only if these three conditions exist:

  1. If your facility is equipped with extinguishers:

If these conditions exist, then:

  1. Call to the nearest office neighbor to retrieve the nearest charged fire extinguisher. Do not leave the fire unattended. If the size of the fire grows beyond containment, follow the appropriate evacuation procedure.
  2. Upon receiving the fire extinguisher, use the procedures associated with acronym "PASS".

PULL pin from extinguisher and hold extinguisher 6 to 8 feet from the fire.

AIM the nozzle at the base of the fire.

SQUEEZE the trigger.

SWEEP the extinguisher hose back and forth until the spray puts the fire out completely, with no smoke left, or until the extinguisher is emptied. (extinguisher lasts approx. 8 seconds).

  1. If the fire fails to extinguish:
      1. Exercise the appropriate evacuation plan.
      2. If the fire is extinguished notify Floor Monitor to request Fire Department and the Office of Environmental Health and Safety to investigate the cause/extent of the situation. Remember you must report all fires!
Do not use water to extinguish any fires!!!

Emergency Blankets

Fire Monitor - Additional Responsibilities

Makes decision to call for an evacuation of the building by activating a manual pull station alarm when an emergency occurs and no other alarm is sounded. Requests Fire Department to respond and assess the situation if unsure of the nature of the emergency or the need for an evacuation. Reports all incidents to the Office of Environmental Health and Safety. (OEHS) Develops and implements a plan to effectively communicate the need to evacuate the facility during times the alarm systems are not in working order.

Coordinates appropriate education and training programs for all employees.

Orients temporary staff to evacuation procedures.

Ensures employees have a fire and emergency evacuation plan accessible to them and/or a plan is posted in an established and readily accessible area.

Establishes and notifies all employees of assembly areas to be used during evacuations.

Maintains a current listing of the names and contact numbers for all Fire Monitors, Assistant Fire Monitors, etc.

Maintains updated copies of the evacuation plan. Contacts OEHS if there are needed changes to the evacuation plan: building modifications, staff, etc.

Assists OEHS with yearly review of evacuation plan and safety inspections.

Ensures the evacuation plan is easily accessible to all employees, reviewed annually with all employees, reviewed annually, and amended as needed, and the plan provides for evacuation of handicapped occupants.

Informs and ensures each instructor, for both day and evening classes, will review the exit plan at the first meeting of every class each quarter, semester or session.

NOTE: The State Fire Marshall recommends that each facility appoints a safety director or establish a safety committee.


In the event of an emergency situation:

  1. Remain calm. Rescue persons in immediate danger.
  2. Alarm: Activate manual pull station and call 9-911 ("I want to report a fire at …")
  3. Contain the fire at point of origin. Close all doors and windows
  4. Evacuate the building using the established guidelines. Report to your designated assembly area

Pertinent Information

Fire Monitors

Name(s) Phone # Fax # E-Mail Address
Eric Schmidt 924-6135 982-4699

Assistant Fire Monitors

Name(s) Phone # Fax # E-Mail Address

Exits (Evacuation Routes)

It is the responsibility of each employee to be familiar with the location of each exit from the facility.

Ruffin Hall:

Assembly Area(s) in the Event of an evacuation:

Manual (Pull) Alarm Stations:

Manual pull stations are normally located near each exit. It is the responsibility of each employee to know the locations of each pull station.

Fire Extinguisher Locations:

It is the responsibility of each employee to know the locations of each fire extinguisher.


Approximate # of Employees:


Special Need (Handicapped) Individual(s):



Evacuation Plan

Manual Evacuation Plan (Applicable when alarm system(s) inactive)

Occupants are requested to verbally notify their neighbors during such instances. Many departments use "whistles" placed in strategic areas as a method of notifying occupants to evacuate. Departments are requested to develop a plan that ensures the timely and proper evacuation of their respective area(s).

OEHS Contact Information

Employees are encouraged to address any fire safety concerns/requests with members of the Fire Safety Team:

Name Phone # E-Mail Address
Erik Larson 243-5177
Gerald Drumheller 982-5479


Using will ensure each member of this group receives messages sent via E-mail.

Learn more about the services provided by the Office of Environmental Health & Safety by visiting our WebSite at:

Review Date(s)

Annual Review Date

January Date


January 2005

Date Revised edition reviewed/posted for employees

January 2005

___________________________ __________________________
Chair Person/Department Head Fire Monitor

Updated 1/10/05

Last modified January 12, 2009