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Revised on 07/2023 (lithium-ion) FIRE DEPARTMENT CITY OF NEW YORK STUDY MATERIAL FOR THE EXAMINATION FOR CERTIFICATE OF FITNESS FOR F-80 Coordinator of Fire Safety and Alarm System in...
Revised on 07/2023 (lithium-ion) FIRE DEPARTMENT CITY OF NEW YORK STUDY MATERIAL FOR THE EXAMINATION FOR CERTIFICATE OF FITNESS FOR F-80 Coordinator of Fire Safety and Alarm System in Homeless Shelters (Premise Related) FDNY is posting this study material for public to use as “a reference guide” All applicants are required to attend the class and bring a certificate of completion from FDNY approved school to take FDNY F-80 certificate of Fitness written exam” Contents Exam Specific Information for F-80 Certificate of Fitness...........................................................................4 1. Introduction..............................................................................................................................................14 2. Definitions and Terminology...................................................................................................................17 3. Fires in Homeless Shelters.......................................................................................................................22 4. Coordinator of Fire Safety & Alarm Systems Responsibilities...............................................................26 4.1 Fire Guards.........................................................................................................................................27 5. Emergency Preparedness Plan.................................................................................................................28 5.1 Emergency Preparedness Plan Content..............................................................................................29 5.2 Periodic Inspection.............................................................................................................................30 6. Fire and Emergency Preparedness (FEP) Staff Training.........................................................................31 6.1 Staff Training Content.......................................................................................................................31 7. Emergency Drills.....................................................................................................................................33 7.1 Drill Procedure...................................................................................................................................34 7.2 Participation in Drills.........................................................................................................................36 7.3 Frequency of Drills............................................................................................................................38 8. People in Shelters Who Require Assistance............................................................................................39 8.1 Special Needs Occupants...................................................................................................................39 8.2 English as Second Language (ESL) Occupants.................................................................................39 9. Emergency Procedures.............................................................................................................................40 10. Fire Alarm Systems................................................................................................................................41 10.1 Components of the Fire Alarm System............................................................................................41 10.2 Fire Alarm System Power Supplies.................................................................................................43 10.3 Types of Fire Alarm Initiating Devices...........................................................................................44 10.4 Manual or pull station alarm-initiating devices:..............................................................................46 10.5 Carbon Monoxide Alarms................................................................................................................49 10.6 Carbon Monoxide Detectors............................................................................................................49 10.7 Sprinkler Water Flow Detector........................................................................................................49 10.8 Supervisory Devices........................................................................................................................50 10.9 Sub-System......................................................................................................................................51 10.10 Audio and Visual Notification Devices.........................................................................................51 10.11 Communication System.................................................................................................................53 10.12 Central Station Transmitter............................................................................................................53 11. Sprinkler Systems..................................................................................................................................54 12. Standpipe Systems.................................................................................................................................55 13. Test, Inspection and Repair Procedures for Fire Alarm Systems.........................................................56 13.1 Building Fire Protection Features Normally Activated By Fire Alarm Systems.............................56 14. Out of Service Situations.......................................................................................................................57 14.1 Planned Removal from Service........................................................................................................57 14.2 Unplanned Out of Service Condition...............................................................................................58 14.3 Fire Watch........................................................................................................................................58 14.4 Restoring systems to service............................................................................................................59 15. Portable Fire Extinguishers....................................................................................................................59 15.1 Different Types of Portable Fire Extinguishers...............................................................................60 15.2 Labeling............................................................................................................................................63 15.3 Portable Fire Extinguisher Inspections............................................................................................64 This study material is provided to the public for free by the FDNY. 2 15.4 Portable Fire Extinguisher Tags.......................................................................................................65 16. Recordkeeping........................................................................................................................................67 17. Safety in Shelters....................................................................................................................................68 17.1 Buildings Temporarily Occupied as Emergency Shelters...............................................................69 17.2 Elevators...........................................................................................................................................72 17.3 Medical Emergency.........................................................................................................................72 17.4 Bomb or other explosion threats......................................................................................................73 17.5 Chemical incident or release............................................................................................................73 18. Common Problems in Shelters...............................................................................................................74 19. Lithium-Ion Battery Safety....................................................................................................................77 Appendix A..................................................................................................................................................80 This study material is provided to the public for free by the FDNY. 3 Exam Specific Information for F-80 Certificate of Fitness Save time and submit application online! An appointment is highly recommended to take the F-80 Certificate of Fitness Exam. Applicants who submitted and paid online for an exam before arriving at the FDNY will not need to wait in line to enter the FDNY. It can take about 30 minutes to complete. Completing application and paying online will eliminate waiting outside in the long lines. Simplified instructions for online application and payment can be found here: http://www1.nyc.gov/assets/fdny/downloads/pdf/business/fdny-business-cof-individuals-short.pdf Create an Account and Log in to: https://fires.fdnycloud.org/CitizenAccess/SAML/NYCIDLogin.aspx REQUIREMENTS FOR CERTIFICATE OF FITNESS APPLICATION General requirements: Review the General Notice of Exam: http://www1.nyc.gov/assets/fdny/downloads/pdf/business/general-notice-of-exam-cof.pdf Special requirements for F-80 Certificate of Fitness: Candidates will not be allowed to take the exam without the requirements listed below. It is your responsibility to ensure you are qualified to take the F-80 exam before paying online and scheduling the appointment. When you apply for the F-80 exam online, you MUST upload the copies of all following required materials listed below. The FDNY also recommends that you should bring the original document(s) with you when you take the exam: (1) A valid unexpired School Graduation Diploma (required document) Prior to taking the FDNY computer based examination, all applicants shall satisfactorily complete an approved course for Coordinator of Fire Safety & Alarm Systems in Homeless Shelters from a FDNY accredited school. The complete list of FDNY accredited schools can be found in the following link: http://www1.nyc.gov/assets/fdny/downloads/pdf/business/approved-school-fire-safety-homeless.pdf This study material is provided to the public for free by the FDNY. 4 Applicants must attend all training classes to be eligible to take the training course’s final examination. School Graduation Diploma will be issued after the candidates obtain a passing score of 70% on the Graduation Test. Candidates shall be allowed two (2) opportunities to pass the Graduation Test. Candidates who fail the final examination on the second attempt shall be required to re- attend the course in its entirety. The Graduation Diploma is valid for only one year in order to take the FDNY computer based exam (F-80). (2) Verification letter (required document) Applicants must present a verification letter from his/her employer, shelter director or the Department of Homeless Services (DHS). The letter must be notarized. The sample verification letter is provided on the following page and can be obtained via the following link: https://www1.nyc.gov/assets/fdny/downloads/pdf/business/f80-verification-letter.pdf (3) F-80 application form (required document) Applicants must present the F-80 application form compelted by his/her employer, shelter director or the Department of Homeless Services (DHS). The form must be notarized. The F-80 application form is provided on the following page and can be obtained via the following link: https://www1.nyc.gov/assets/fdny/downloads/pdf/business/f80-application-form.pdf Other special requirements related to F-80 Certificate of Fitness: Applicants have two opportunities to pass the F-80 Certificate of Fitness Examination. Applicants who fail the examination twice are required to re- take the approved course for Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. Applicants must submit proof of course completion to the FDNY in order to schedule an appointment to take the examination for a third time. Audit requirements The FDNY reserves the right to verify the contents of both the F-80 Verification Letter and the F-80 Application immediately after submission by performing an unannounced audit of the contents of the letter. This audit will occur at the shelter location(s) in which the F-80 applicant is employed. Two homeless shelters only F-80 Certificate of Fitness holders can only be certified in two homeless shelter locations at one time without applying for a variance. You must apply for a variance with the FDNY requesting permission to work at three or more locations. Both the F-80 Letter of Verification and the F-80 Application for each individual location are required. Exemption from S-95/F-53 Certificate of Fitness Individuals who are certified for the F-80 Certificate of Fitness will be exempt from having to obtain a separate S-95 or F-53 Certificate of Fitness for Supervision of Fire Alarm Systems and Other Related Systems. This exemption This study material is provided to the public for free by the FDNY. 5 is for Coordinator of Fire Safety & Alarm Systems in Homeless Shelters who work in shelters only. The applicants who pass the F-53 Certificate of Fitness test are allowed to obtain the S-95 Certification of Fitness for another premisese without taking the S-95 exam. However, employer recommendation letter (refer to the NOE of S-95) and payment ($25) are still required. Current F-24 Certificate of Fitness holders After July 31, 2014, the F-24 Certificate of Fitness will no longer be recognized. F-24 C of F holders must surrender their Certificate of Fitness for a premise related F-80 Certificate of Fitness for Coordinator of Fire Safety & Alarm Systems in Homeless Shelters prior to July 31, 2014. Application fee (Cash is NO LONGER ACCEPTED): Pay the $25 application fee online or in person by one of the following methods: Credit card (American Express, Discover, MasterCard, or Visa) Debit card (MasterCard or Visa) In person: Personal or company check or money order (made payable to the New York City Fire Department) A convenience fee of 2% will be applied to all credit card payments. For fee waivers submit: (Only government employees who will use their COF for their work- related responsibilities are eligible for fee waivers.) A letter requesting fee waiver on the Agency’s official letterhead stating applicant full name, exam type and address of premises; AND Copy of identification card issued by the agency REQUIREMENTS FOR ALTERNATIVE ISSUANCE PROCEDURE (AIP) No AIP available. This certificate of fitness can only be obtained by passing the computer exam at the FDNY Headquarters. EXAM INFORMATION The F-80 exam will consist of 50 multiple-choice questions, administered on a “touch screen” computer monitor. It is a time-limit exam. Based on the amount of the questions, you will have 75 minutes to complete the test. A passing score of at least 70% is required in order to secure a Certificate of Fitness. Call (718) 999-1988 for additional information and forms. Please always check for the latest revised booklet at FDNY website before you take the exam. http://www1.nyc.gov/assets/fdny/downloads/pdf/business/cof-f80-noe-study-materials.pdf This study material is provided to the public for free by the FDNY. 6 Exam site: FDNY Headquarters, 9 MetroTech Center, Brooklyn, NY. Enter through the Flatbush Avenue entrance (between Myrtle Avenue and Tech Place). RENEWAL REQUIREMENTS General renewal requirements: Review the General Notice of Exam: http://www1.nyc.gov/assets/fdny/downloads/pdf/business/general-notice-of-exam-cof.pdf Special renewal requirements for F-80 COF: None The FDNY strongly recommends the F-80 COF holders to renew the COF on-line. To learn the simplified on-line renewal: http://www1.nyc.gov/assets/fdny/downloads/pdf/business/cof-simplified-renewal-short.pdf QUESTIONS? FDNY Business Support Team: For questions, call 311 and ask for the FDNY Customer Service Center or send an email to [email protected] This study material is provided to the public for free by the FDNY. 7 Revised on 07/2023 (lithium-ion) F-80 Verification Letter Fire Department Date: ____________ Bureau of Fire Prevention 9 Metro Tech Center Brooklyn, NY 11201-3857 Dear Sir/Madam: I am pleased to recommend ________ ________ to apply for an F-80 Certificate of Fitness (Name of Applicant) for Fire Safety & Alarm Systems in Homeless Shelters. He/she has _____________(Years/Months) of relevant experience. After obtaining his/her F-80 Certificate of Fitness, this applicant will be employed at the following shelter: Shelter name: ______________________________________ Address of the shelter: _____________________________________ _____________ _____ ________ (Street Address) (City) (State) (Zip Code) during the following regular shifts (include days of the week and times): is of good character and is physically able to perform the functions (Name of Applicant) required by the F-80 Certificate of Fitness. By signing below, I acknowledge that all of the above statements are true to the best of my personal knowledge. Any intentional falsification of this letter can be grounds for the denial, non-renewal, suspension or revocation of the F-80 Certificate of Fitness as applies to both the applicant and the signee. _______________________________ ____________________ __ __ __-__ __ __-__ __ __ __ Printed Name of Employer Job Title Contact Phone number /DHS Representative /Shelter Director NOTARY PUBLIC: [Notary Seal] ____________________ ___________________ Signature of Notary Signature of Employer/ /DHS Representative/Shelter Director (Sign only before a Notary) ____________________ My commission expires: Printed name of Notary ___/___/____ FIRE DEPARTMENT – CITY OF NEW YORK BUREAU OF FIRE PREVENTION, PUBLIC CERTIFICATION AND EDUCATION UNIT 9 METROTECH CENTER, BROOKLYN, NY 11201-3857 F-80 APPLICATION Please print or type the information below. This form must be notarized. This form must be completed by the Employer, DHS Representative or the Shelter Director who witnessed that the applicant successfully performed the functions listed in this form. Section A - Premises Verification Does the shelter in which ____________________ is employed have a Fire Alarm System? (Name of Applicant) No (If “No” is marked, the shelter does NOT require a F-80 C of F holder) Yes (If “YES” is marked, the entire application form must be completed) Please select the type of Fire Alarm System installed in the shelter: Interior Fire Alarm (IFA) system without voice communication Interior Fire Alarm (IFA) system with one-way voice communication Interior Fire Alarm (IFA) system with two-way voice communication other, please specify: _______________________________________ Section B - Applicant Information Applicant’s name: ________________________, ____________________________________ (last name) (first name) Shelter Name: ___________________________________________________________________________ Address of the shelter: ___________________________________ ________________ _____ ________ (Street Address) (City) (State) (Zip Code) Public Phone Number: (__ __ __) __ __ __-__ __ __ __ Public E-mail: ____________________________ @___________________________ The applicant MUST satisfactorily COMPLETED the training course for coordinator of fire safety & alarm systems in homeless shelters from a FDNY accredited school. The complete list of FDNY accredited schools can be found in the following link: http://www1.nyc.gov/assets/fdny/downloads/pdf/business/approved-school-fire-safety-homeless.pdf Please attach the original and copy of the graduation certificate from the school. NAME OF THE SCHOOL Date of Completion This study material is provided to the public for free by the FDNY. 9 Section C - Fire alarm system and elevator operations Function Personally witnessed Initials Date All items must be marked “yes” or “N/A” to proceed Make a public address announcement throughout Yes the building, in the stairway(s), & on individual N/A, because: floors ⃝ there is no voice communication system. ⃝ other: ______________________________ (please specify) Acknowledge signals at the fire alarm control panel Yes N/A, because: ⃝ there is no indicator designed to be showed on the panel. ⃝ other: ______________________________ (please specify) Place the fire alarm system off line Yes N/A, because: ⃝ the system is NOT monitored by a central station. ⃝ other:_______________________________ ( please specify) Place the fire alarm system on line Yes N/A, because: ⃝ the system is NOT monitored by a central station. ⃝ other:______________________________ ( please specify) Communicate with FEP staff utilizing the method Yes designated for an emergency (radio, intercom, etc.) Silence the fire tones throughout the building Yes N/A, because: ⃝ the system cannot be silenced. ⃝ other:_______________________________ ( please specify) Reset the fire command center Yes Phase I elevator operation Yes N/A, because: ⃝ there is no elevator in the shelter. ⃝ other:_______________________________ ( please specify) Phase II elevator operation Yes N/A, because: ⃝ there is no elevator in the shelter. ⃝ other:_______________________________ ( please specify) This study material is provided to the public for free by the FDNY. 10 Section D - Affidavit I, ______________________________________, hereby swear that on ____________ I have personally (Name of Signee) (MM/DD/YY) witnessed the applicant demonstrated and performed all of the functions related to the Fire Alarm System and elevator operations of the shelter that the applicant will be employed. On this _________ day of __________________________, in the year __________, I have hereunto affixed my signature and I affirm that all statements made on this application (including any attached papers) are true under the penalties of perjury. I understand that all statements made in connection with the application are subject to investigation and verification. I understand that any intentional falsification of this letter can be grounds for the denial, non-renewal, suspension or revocation of the F-80 Certificate of Fitness as applies to both the applicant and the signee. _______________________________ ____________________ __ __ __-__ __ __-__ __ __ __ Printed Name of Employer Job Title Contact Phone number /DHS Representative /Shelter Director _______________________________ Signature of Employer/ /DHS Representative/Shelter Director (Sign only before a Notary) NOTARY PUBLIC: [Notary Seal] _________________________ Signature of Notary ________________________ Printed name of Notary My commission expires: ___/___/____ This study material is provided to the public for free by the FDNY. 11 Revised on 07/2023 (lithium-ion) SAMPLE EXAM QUESTIONS Which of the following are allowed to be used while taking a Certificate of Fitness examination at 9 Metro Tech Center? I. cellular phone II. study material booklet III. reference material provided by the FDNY IV. mp3 player A. III only B. I, II, and III C. II and IV D. I only Only reference material provided by the FDNY is allowed to be used during Certificate of Fitness examinations. Therefore, the correct answer would be A. You would touch “A” on the computer terminal screen. If the screen on your computer terminal freezes during your examination, who should you ask for help? A. the person next to you B. the firefighters C. the examiner in the testing room D. the computer help desk If you have a computer related question, you should ask the examiner in the testing room. Therefore, the correct answer would be C. You would touch “C” on the computer terminal screen. If you do not know the answer to a question while taking an examination, who should you ask for help? A. the person next to you B. the firefighters C. the examiner in the testing room D. you should not ask about test questions since FDNY staff can not assist applicants You should not ask about examination questions or answers since FDNY staff cannot assist applicants with their tests. Therefore, the correct answer would be D. You would touch "D" on the computer terminal screen. Study Material and Test Description This study material contains information you will need to prepare for the examination for the F-80 Certificate of Fitness for Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. This study material will not be provided to you during the test. It is critical that you read and understand this booklet to help increase your chance of passing this examination. The study material does not contain all of the information you need to know to perform the duties of a Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. It is your responsibility to become familiar with all applicable rules and regulations of the New York City Fire Department, even if they are not covered in this study material. You need to be familiar with the New York City Fire Code, the New York City Building Code, National Fire Protection Association Standards (NFPA) 10, 25, 72 and the Rules of the Fire Department of the City of New York in order to adequately prepare for the examination. You are responsible for checking the Certificate of Fitness page on the FDNY website for the most current study materials prior to taking the examination as the study material is periodically updated. About the Test All questions on the Certificate of Fitness examination are of the multiple choice type with four alternative answers to each question. Only one answer is most correct for each question. If you do not answer a question or if you mark more than one alternative your answer will be scored as incorrect. Read each question carefully before marking your answer. There is no penalty for guessing. You will take the examination on a touch screen computer monitor. Applicants will receive their scores immediately at the conclusion of the test. A passing score of at least 70% is required in order to secure a Certificate of Fitness. There are 50 multiple choice questions on the examination. Call (718) 999-1988 or visit the FDNY website for additional information and forms. Additional Information For more detailed information regarding the test process, rules during testing, a downloadable version of the certificate of fitness application, certificate of fitness requirements, mail-in instructions, a schedule of fees, and any other information that may not be included in these study materials, please visit the link below. Certificate of Fitness Website: http://www1.nyc.gov/site/fdny/business/all-certifications/certificates-of-fitness.page This study material is provided to the public for free by the FDNY. 13 1. Introduction An approved fire alarm system might typically be found in assembly occupancies (e.g. theaters, school auditoriums), business occupancies, education occupancies, factories, malls, hotels, etc. Any approved fire alarm system must be supervised by a Certificate of Fitness holder depending upon the nature of the occupancy and/or the type of fire alarm system. See the table below for various examples. Fire alarm system and/or building occupancy C of F requirement Fire alarm system has two-way voice communication FLSD system with warden phone Fire alarm system installed in a commercial/mixed high FLSD rise building Fire alarm system with one and/or two way FLSD communication, installed in a hotel building contains 50 or more sleeping rooms above ground floor. Fire alarm system in a homeless shelter not requiring a F-80 FLSD Fire alarm system with one way communication system F-53 (public announcement system), not requiring an FLSD/F-80 Fire alarm system without voice communication system S-95 and not requiring an FLSD/F-80/F-53 F-80: Coordinator of Fire Safety and Alarm System in Homeless Shelters F-89/T-89: FLSD S-95: Supervision of Fire Alarm Systems A fire alarm system may include but not limit to one/some of the following systems: 1. Standpipe fire pump 2. Sprinkler booster fire pump 3. Standpipe(limited service fire pump) 4. Other (specify) 5. Emergency voice/alarm communication system 6. Fire Department communication system 7. Carbon monoxide alarms and detectors 8. Automatic sprinkler systems 9. Alternative automatic fire-extinguishing system 10. Automatic fire alarm systems 11. Manual fire alarm systems 12. Manual and automatic fire alarm systems This study material is provided to the public for free by the FDNY. 14 13. Emergency alarm systems (gas detection system) 14. Smoke control systems 15. Fire command center 16. Post-fire smoke purge systems 17. Sub-systems (Range hood, halon and FM200 etc) 18. Auxiliary Radio Communication System (ARCS) All Certificate of Fitness holders should ensure that their respective premises have fire alarm systems approved by the FDNY. For further questions, you can contact your Building owner or Property Manager. If there is no FLSD required on the premises, persons performing the duties of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must hold an F-80 Certificate of Fitness. Certificate of Fitness holders must maintain all qualifications and comply with all requirements applicable to such certificate holders throughout the term of their certificate. The F-80 Certificate of Fitness is premise-related. F-80 C of F holders should be trained and fully capable of operating the fire alarm control panel in the shelter in which they are employed. As part of the qualifications to take this examination, the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must provide the address of his/her place of employment to the FDNY. Individuals who are certified for the F-80 Certificate of Fitness will be exempt from having to obtain a separate S-95 Certificate of Fitness for Supervision of Fire Alarm Systems and Other Related Systems. This exemption is for Coordinator of Fire Safety & Alarm Systems in Homeless Shelters who work in shelters only. The F-80 Certificate of Fitness holder will be authorized to supervise Fire Alarm Systems in homeless shelters as outlined in this study material. F-80 Certificates of Fitness are valid for a period not to exceed three years from the date of issuance. At the end of this period, the certificate expires unless the commissioner approves its renewal. Please be advised that certificate renewals shall be at the discretion of the commissioner in the interest of public safety. The department may review the certificate holder’s qualifications and fitness and may require a certificate holder to complete a department-approved continuing education program and/or provide other proof of the holder’s continuing qualifications and fitness. Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must ensure that their original Certificate of Fitness card is available for inspection by the FDNY during their work shift. 1.1 In what types of buildings and occupancies are Coordinators of Fire Safety & Alarm Systems in Homeless Shelters Required? Coordinators of Fire Safety & Alarm Systems in Homeless Shelters are required in homeless shelters, including any building or occupancy required to have a one-way voice communication system, regardless of occupancy classification, and that is operated or occupied for more than fifteen persons for a period of more than 30 days, including emergency shelters. This study material is provided to the public for free by the FDNY. 15 The Certificate of Occupancy shall determine the number of occupants authorized to be in the shelter. If the Certificate of Occupancy establishes the lawful occupancy as being more than 15 persons, a Coordinator of Fire Safety & Alarm Systems in Homeless Shelters is required, even if there are actually less than 15 persons in the building at any particular time. Any building that is required to or voluntarily installs a fire alarm system with two way voice communication may require that the Coordinator of Fire Safety & Alarm Systems obtain an additional Certificate of Fitness for Fire and Life Safety Director. A Fire and Life Safety Director will be required in the building. 1.2 Denial, Non-Renewal, Suspension and Revocation of Certificates Certificate of Fitness holders should be aware that they may be required to demonstrate their knowledge and proficiency in their duties related to their certificate at the time of original and renewal application, and at any time Fire Department representatives are conducting an inspection of the premises. The Fire Department can deny, not renew, suspend or revoke a certificate for misconduct, which would include the failure of the certificate holder to properly fulfill his or her duties for any reason. In addition to any other penalties provided by law, misconduct on the part of an applicant or holder of a certificate of fitness shall be grounds for denial, non-renewal, suspension or revocation of a certificate, and denial of an application for a certificate or the opportunity to take a certificate examination. Such misconduct includes, but is not limited to: the failure of certificate holders to properly fulfill their duties any false and fraudulent conduct in connection with an application for a certificate or the duties of a certificate holder, including: o false or fraudulent statements or submissions o unauthorized changes to or use of a certificate or possession of a fraudulent certificate o cheating on an examination o impersonating another person or allowing oneself to be impersonated the failure to promptly notify the Fire Department of any change in the applicant’s or certificate holder’s residence address, or work location any other conduct that decreases the integrity or reliability of an applicant or certificate holder compromising the integrity or confidentiality of a Fire Department examination This study material is provided to the public for free by the FDNY. 16 2. Definitions and Terminology Alarm Silence Switch- The alarm silence switch is used to silence the building audible and visual devices after evacuation is complete while the source of the alarm is being investigated. Depending on the configuration of the alarm system, this function will either silence the system's notification appliances completely, or will silence only the audible alarm, with strobe lights continuing to flash. The silence switch does not prevent a signal from being transmitted to an FDNY approved central station company. Building Occupants – All persons in the shelter, including employees, clients, staff and visitors. Carbon Monoxide Alarm - A single or multiple-station alarm responsive to carbon monoxide, containing a build-in initiation sensor, audible sounder (notification device), and power supply (battery or electric with battery backup) and is not connected to a system. Carbon Monoxide Detector – An automatic device that senses carbon monoxide and is connected to the fire alarm control panel. Central Station Company – A facility that receives alarm signals from a protected premise and retransmits or otherwise reports such alarm signals to the FDNY. Coordinator of Fire Safety & Alarm Systems in Homeless Shelters – F-80 Certificate of Fitness holders; also referred to as Coordinator of Fire Safety & Alarm Systems throughout this study material. Deputy Coordinator of Fire Safety & Alarm Systems in Homeless Shelters - When the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters is absent, a deputy Coordinator of Fire Safety & Alarm Systems in Homeless Shelters shall be present in the building and shall perform the duties of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. Deputy Coordinators of Fire Safety & Alarm Systems in Homeless Shelters must possess an F-80 Coordinator of Fire Safety & Alarm Systems in Homeless Shelters Certificate of Fitness issued by the Fire Department. Evacuation – the emptying of a building of all building occupants in response to a fire or other emergency. Emergency Preparedness Plan – The emergency preparedness plans required ensure that, in the event of a fire or a non-fire emergency, there are procedures in place that can be timely implemented to provide the information, guidance, direction and assistance needed to protect the safety of building occupants, including, if necessary, effecting their evacuation, relocation or sheltering in place. Such emergency preparedness plans shall assure that knowledgeable assistance is readily available on the premises to emergency response personnel responding to a fire or non-fire emergency at the premises. The emergency preparedness plan is also known as the fire safety and evacuation plan and/or emergency action plan. This study material is provided to the public for free by the FDNY. 17 Fire Alarm System – any system, including any interconnected fire alarm sub- system, of components and circuits arranged to monitor and annunciate the status of fire alarm or supervisory signal-initiating devices. Fire and Emergency Preparedness (FEP) Staff – The individuals identified in the emergency preparedness plan (also known as the fire safety and evacuation plan or emergency action plan) as responsible for the implementation of such plan. (In a shelter, this will include the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters, deputy Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and fire guards) Fire Drill – A training exercise by which building occupants are familiarized with and/or practice the procedures for the safe, orderly and expeditious sheltering in place, in-building relocation, partial evacuation, evacuation, or any combination thereof, in the event of a fire, in accordance with the emergency preparedness plan for the premises. Fire Guard – A person holding a certificate of fitness for such purpose, who is trained in and responsible for maintaining a fire watch and performing such fire safety duties as may be prescribed by the commissioner. Fire guards are responsible for the safety of all occupants, and to reduce the threat of fires and to help in the evacuation of occupants in case of a fire emergency. Fire guards report any fire safety violations to the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. Fire Protection System – Approved devices, equipment and systems or combinations of systems used to deter a fire, activate an alarm, extinguish or control a fire, control or manage smoke and products of a fire or any combination thereof, including fire extinguishing systems, fire alarm systems, sprinkler systems and standpipe systems. Fire Triangle – A fire requires fuel, oxygen and heat, which are the three parts of the fire triangle, to be sustained. If one is removed, the fire will extinguish. Free Burning Stage of a Fire – The fully developed stage of a fire. This is the second stage of the three stages of a fire. Generally during this stage the entire room and all of its contents are burning. The fire is still fuel regulated but is rapidly consuming the available fuel. If no efforts are made to extinguish the fire, it will continue to burn until the available fuel and/or oxygen in the area or room has been consumed. Incipient Stage of a Fire – The growth stage of a fire. This is the first stage of the three stages of a fire. This stage begins at the moment of ignition. During this stage, a fire increases in size from small flames to a full fire that involves an entire room or area. In-Building Relocation – the controlled movement of building occupants from an endangered area of a building to an in-building relocation area within the same building in response to a fire or non-fire emergency. This study material is provided to the public for free by the FDNY. 18 In-Building Relocation Area (IBRA) – a designated area in a building to which building occupants may be relocated to in accordance with the emergency preparedness plan for the premises. Manual Fire Alarm Box – A manually operated device used to initiate an alarm signal. Non-Fire Emergency – A biological, chemical or nuclear incident or release; declaration of emergency by a lawful authority; explosion; medical emergency; natural disaster; or other emergency affecting the premises or the safety of building occupants. Non-Fire Emergency Drill – A training exercise by which building occupants are familiarized with and/or practice the procedures for safe, orderly and expeditious sheltering in place, in-building relocation, partial evacuation or evacuation, or combination thereof, in the event of a non-fire emergency, in accordance with the emergency preparedness plan for the premises. Off-Line - Those periods of time when a Central Station Company will, at the request of a building owner, not transmit fire alarm signals received from a building to the Fire Department. Fire alarm systems can be taken "off-line" only for Fire Department approved purposes associated with the prevention of unnecessary and unwarranted alarms. One-way Voice Communication – enables the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters, fire guards, FEP Staff or Fire Department personnel to make announcements from the lobby to building occupants in their apartments, offices, classrooms, or in building stairwells. One way voice communication is a public address system that is capable of making announcements from the fire command center to all parts of the buildings. The one-way voice communication system can be used to warn and instruct building occupants in case of a fire or non-fire emergency. Out of service signage: Impairment coordinators shall notify their supervisor and put a placard (tag) over a defective device, indicating that it is out of service. Out of service system: A fire protection system that is not fully functional; or whose operation is impaired or is otherwise not in good working order. Owner – The owner of the freehold of any real property (as defined in section two of the Real Property Law), or of a lesser estate therein, a mortgage or vendee in possession, assignee of rents, received, executor, trustee, lessee, agent or any other person, firm or corporation, directly or indirectly in control of real property. Any reference in this code to the owner of any building, structure or premises shall be deemed to designate collectively any and all of the foregoing, including, but not limited to, the owner of the freehold or lesser estate therein and a managing agent designated by such owner pursuant to Section 27-2098 of the New York City Administrative Code. Owner/occupant responsibility – The owner shall be responsible at all times for the safe maintenance of a building, structure and premises in accordance with this code. Correction and abatement of violations of this code and the rules shall be the responsibility of the owner. If an occupant creates, or allows to be created, hazardous This study material is provided to the public for free by the FDNY. 19 conditions in violation of this code or the rules, the occupant shall also be responsible for the abatement of such hazardous conditions. Partial Evacuation – the emptying of a building of some but not all building occupants in response to a fire or an emergency. Phase I Emergency Elevator Recall (Phase I) – involves using a keyed switch to bring the elevators back to the lobby or sky lobby. This will cause the elevator car to return non-stop and without opening the doors to the lobby or sky lobby. The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must be able to perform phase I emergency recall. Phase II Emergency In-Service Elevator Operation (Phase II) – involves turning the elevator car switch to the “Firemen Service” position. This results in manual operation of the elevators and overrides any other keyed switch controls and elevator landing call buttons. Elevators on “Firemen Service” will only be operable by a person inside of the elevator car. The doors will only operate when the “door open” button is pressed. The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must be able to perform phase II emergency in-service operation. Public Address System – an electronic sound amplification and distribution system with a microphone, amplifier and loudspeakers, used to allow a person to address a large public. Public address systems enable voice communications from a central location, usually in the building lobby. Shall – The use of the word “shall” throughout these study materials generally refers to a requirement of the Fire Code or the FDNY. Shelter Clients – the population that lives in homeless shelters Shelter in Place – the precaution of directing building occupants to remain indoors, at their present location, in response to a fire or non-fire emergency. Should - The use of the word “should” throughout these study materials generally refers to policies, procedures and/or best practices recommended by the FDNY, and may not be a codified requirement. Smoke Alarm – A single or multiple-station alarm responsive to smoke, containing a built-in initiation sensor, audible sounder (notification device), and power supply (battery or electric with battery backup) and is not connected to a system. Smoke Detector -An automatic device that senses smoke and is connected to the fire alarm control panel. Smoldering Stage of a Fire – The decay stage of a fire. This is the third stage in the three stages of a fire. This occurs when the fire has an unlimited supply of fuel but limited oxygen. Visible flames will have diminished and the fire will smolder and continue to produce smoke and toxic gases, particularly carbon monoxide. S-97/S-98 – Certificate of Fitness for Fire Alarm Systems Inspection, Testing and Service Technician issued by the FDNY This study material is provided to the public for free by the FDNY. 20 Two-way Voice Communication – a form of transmission in which both parties involved have the ability to transmit information. This enables the F-80 C of F holder, staff, or Fire Department personnel to communicate with building occupants or each other throughout the building. This is useful during an emergency, and allows staff members to report the conditions of a fire emergency from the fire floor back to the Fire and Emergency Drill Conductor in the lobby at the fire command center. Two way voice communication uses warden phones that are placed at several locations throughout the building, usually near the exit stairways in the building. Unnecessary Alarm – An alarm signal transmitted by a fire alarm system which functioned as designed, but for which a department response proved unnecessary. An example of an unnecessary alarm is an alarm triggered by smoke from a lit cigarette in a non-smoking area, when the presence of such smoke does not implicate fire safety concerns. Unwarranted Alarm – An alarm signal transmitted by a fire alarm system which failed to function as designed as a result of improper installation, improper maintenance, malfunction, or other factor. Examples of unwarranted alarms are alarms resulting from improper smoke detector placement, improper detector setting for installed location, lack of system maintenance, and control panel malfunction. Voice Communication Capability – The ability to communicate to the occupants of a building or occupancy, whether by means of a fire alarm system with one-way or two- way voice communication or other approved means of communication. If the fire alarm system is not connected to a central station and meets the provision of Section 14.4.5.2, NFPA 72 (2010) recommends a visual inspection to be performed semi-annually (as a minimum) on all “Initiating Devices” (NFPA section 9 in 14.3.1), which includes the manual pull stations. Testing of such devices shall be performed on annual basis (NFPA table 14.4.5). The required visual inspections can be done by the S-95, F-25, F-58, F-59, F-80 and S-97 or S-98 Certificate of Fitness holders. Only certified technicians holding S-97 or S-98 Certificate of Fitness are authorized to perform service and testing on the fire alarm systems. Any testing requires entries to be entered into the logbook. Recording of entries must be performed by a person who physically performed the test or visual inspection. The S-95, F-25, F-58, F-59, and F-80 holders can maintain the log books. This study material is provided to the public for free by the FDNY. 21 3. Fires in Homeless Shelters Homelessness is a significant problem in New York City, and the number of men, women and children that need shelter continues to rise. In 2013, it was estimated that over 45,000 people spent the night in a New York City homeless shelter and approximately 19,000 of those people were children. In 2012, just 35% of families with children who applied to stay in city shelters were accepted, down from 52% in 2007. The number of people seeking housing in shelters in the city is increasing significantly, and with it comes new fire safety concerns. It is imperative that Coordinator of Fire Safety & Alarm Systems in Homeless Shelter ensure that shelters are maintained in a manner that provides for the safety of the residents and employees in the event of a fire or other emergency, to immediately correct any fire safety violations that arise, to be familiar with all aspects of the emergency preparedness plan, and to stay informed of current fire safety laws, rules and regulations. Unfortunately, in New York City and elsewhere, disastrous fires have occurred in homeless shelters. Fortunately, the lessons learned from these fires can be used to help prevent them from occurring in the future. Three significant fires that occurred in homeless shelters are listed below: Fire Summary: Location: Homeless shelter in Paris, Texas Date: 2009 A 42 bed shelter housing 28 men caught fire due to ignition of a table inside the shelter that was piled high with donated clothing. More than 20 residents evacuated the shelter as a result of smoke and flames after several men attempted to extinguish the flames with pans of water. There was a heavy smoke condition in the shelter, making it difficult to see and even more difficult to evacuate. Five men who lived on the second floor were killed in the blaze. An investigation of the fire determined that the building had no sprinkler system, fire alarms or smoke detectors. Records indicated that the shelter hadn’t been inspected for at least five years, even though inspections were required on an annual basis. The shelter was used as a drop-off point for paper products, rags, clothing, furniture and other material. This study material is provided to the public for free by the FDNY. 22 Lessons Learned: Periodic Fire Department inspections should be conducted as required Excess debris and improper storage is a fire hazard Lack of fire prevention devices in the shelter increases the probability of fatal fires A firefighter outside of the shelter after the Paris, Texas fire Fire Summary: Location: Homeless shelter in Bronx, NY Date: December 7, 2012 and December 9, 2012 At this Bronx, NY shelter, improperly stored mattresses were ignited in two separate incidents only two days apart. The first incident occurred when a child was playing with a match, and set a mattress on fire on the second floor of the building. This was a small fire that resulted in no injuries and was quickly extinguished. The second fire started when another child was playing with matches who also ignited a mattress that had been stored in the building’s lobby. Smoke and flames from the resulting fire spread into the stairwell and the upper floor hallways. There were no building wide alarms or hallway smoke detectors in the building to notify occupants of the fire. Two building occupants tried to use portable fire extinguishers to extinguish the fire but found them empty and inoperable. With the smoke and flames having filled the hallways, many occupants tried to escape by using the fire escapes. However, occupants reported that some of the fire escapes were broken, having missing steps and jammed ladders. The fire resulted in four adults and two children being seriously injured. It was determined that the mattresses that were involved in these fires had not been properly removed from the building. Instead, they were stacked in the lobby and propped against walls in common areas of the building. It was also determined that the fire escapes were not in good working order, many of the fire extinguishers were not operable, and that the building did not have a fire alarm or sprinkler system. All of these factors contributed to the devastation that resulted from this fire. This study material is provided to the public for free by the FDNY. 23 Pictures show the interior of the Bronx, NY shelter after the second mattress fire. There was severe smoke and fire damage in the hallways and stairwells. Lessons Learned: Excess debris and improper storage presents a fire hazard Lack of a building wide fire alarm system will cause significant delays in implementing a building evacuation Fire escapes must be inspected to ensure that they are in working order Fire extinguishers must be visually inspected monthly to ensure that they are in working order Fire Summary: Location: Homeless shelter in New York, NY Date: August 28, 2012 A homeless shelter in New York City caught fire and required complete evacuation. The fire started when a lit cigarette left unattended by a tenant ignited a mattress on the fourth floor. The fire was quickly extinguished by the building’s sprinkler system. One resident suffered from and was treated for smoke inhalation. Fortunately, the fire was confined to a single apartment. The shelter had recently been fined more than $45,000 by the Department of Buildings for safety violations, including a violation for failure to provide sprinkler protection. Records show that the building had seven active building violations at the time of the fire. Lessons Learned: Periodic Fire Department inspections should be conducted Ignition sources, such as lit cigarettes, should not be left unattended Fire safety education may be beneficial to homeless shelter residents This study material is provided to the public for free by the FDNY. 24 Picture shows firefighters in the street near the New York, NY shelter after the fire was extinguished. The fire was ignited by an unattended cigarette. All three shelter fires demonstrate how important it is for shelter staff to be proactive. Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and other safety staff should make it a priority to identify any potential fire safety violations and correct them before they are identified by the Fire Department or Buildings Department. If any violations are issued by the Fire Department that cannot be immediately corrected, Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should bring them to the attention of the shelter director. This study material is provided to the public for free by the FDNY. 25 4. Coordinator of Fire Safety & Alarm Systems Responsibilities The fire safety responsibilities delegated to the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters C of F holders makes them imperative to help ensure the safety of homeless shelter residents and employees. They are responsible for keeping everyone safe in the case of a fire or non-fire emergency. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters are also often the point of contact for shelter occupants, employees and first responders during an emergency. The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters is responsible for the following: 1. They must be present at the shelter at all times. When the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters is absent, a deputy Coordinator of Fire Safety & Alarm Systems in Homeless Shelters shall be present at the shelter and shall perform the duties of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. 2. Familiarity with the content of the emergency preparedness plan and ability to implement the plan in case of a fire or non-fire emergency 3. Report to and be fully competent in the operation of the fire alarm control panel. The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters shall be capable of demonstrating all of the following tasks. Tasks shall include but not be limited to the following, if applicable, depending on the type of fire alarm system*: making a public address announcement throughout the building, in the stairway(s), and individual floors acknowledging signals at the fire alarm control panel placing the fire alarm system on and off line communicating with FEP staff using the primary and secondary means of communication designated in the emergency preparedness plan for the building silencing the fire tones throughout the building after authorization by the FDNY resetting the fire command center *Every system may be different and therefore the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must evaluate what system exists and what features and components are available in their shelter. 4. The Coordinator of Fire Safety & Alarm Systems in Homeless Shelter must notify arriving emergency response personnel of the nature of the emergency and the response so far, and comply with the directions of the emergency response personnel and/or other lawful authority 5. Know the location of and how to personally operate all fire alarm systems in the shelter 6. Awareness of the inspection, maintenance, and testing schedule for fire alarm systems in the shelter and ensure that the schedules are adhered to This study material is provided to the public for free by the FDNY. 26 7. Conduct drills to familiarize building occupants with the fire safety features of the shelter, the exits available, and the proper procedures to follow in case of a fire or non-fire emergency 8. Conduct staff training and fire and non-fire emergency drills as required by the Fire Code 9. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters supervise and direct the performance of the duties and responsibilities of the deputy Coordinator of Fire Safety & Alarm Systems in Homeless Shelters, fire guards and other FEP staff in the shelter. It is the responsibility of the owner of the shelter to designate a competent person to be certified by the Fire Department to act as the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters Certificate of Fitness holder. The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and staff must possess the qualifications and/or hold certificates of fitness as required by the Fire Code. The shelter owner shall ensure that adequate staff is present on the premises at other times when the shelter is occupied, to perform the duties and responsibilities set forth in the emergency preparedness plan. 4.1 Fire Guards Buildings or portions of buildings occupied or operated to be occupied by homeless persons shall be continuously patrolled by a person holding a certificate of fitness as fire guard. Every area of the building shall be patrolled at least once every hour. Fire guards are responsible for the safety of all building occupants and employees by eliminating fire hazards and assisting in the evacuation of clients in case of a fire emergency. Generally, fire guards are responsible for making sure that fire safety regulations are being complied with in the shelter. They should be knowledgeable of the location and operation of all fire alarm systems in the shelter and should check their condition during their patrols. Fire guards must maintain records of their patrols. Fire guards must patrol the entire homeless shelter at least once an hour. Some shelters assign a fire guard to patrol each floor. For example, if there are four floors in a shelter, depending upon the floor area of each floor, there may be four fire guards on duty at all times, one patrolling each floor. During their patrol they must look for signs of fire and investigate any signs of smoke in the shelter. They must also be on the alert for any fire safety violations and upon discovery, report them immediately to the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. In many cases, the fire guard will be capable of correcting the fire safety violation during the course of conducting his/her fire guard duties. Ultimately, the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must ensure that the violation is corrected. This study material is provided to the public for free by the FDNY. 27 5. Emergency Preparedness Plan The Fire Code requires that homeless shelters have an updated emergency preparedness plan (also known as a Fire Safety and Evacuation Plan). Emergency preparedness plans serve to assure that, in the event of a fire or emergency there are procedures in place that can be implemented to provide the information, guidance, direction and assistance needed to protect the safety of building occupants, including effecting their evacuation, relocation or sheltering in place, if necessary. The plan is a tool intended to ensure that knowledgeable staff have been identified and designated, and that there is a plan in place for responding to a fire or other emergency at the premises. The owner of any building required to have an emergency preparedness plan shall initiate the preparation of the plan for the premises in a form prescribed by the commissioner, and oversee its periodic review and amendment, in accordance with the requirements set forth in the Fire Code and the Fire Department Rules. The procedures to follow in the event of an emergency will be set forth in the emergency preparedness plan and will vary depending on the type of occupancy, the height of the building and other requirements as may be set forth in the Fire Code or the rules. It is important that building owners refer to the most recent editions of the Fire Code and rules when creating or amending the emergency preparedness plan and determining the response to emergencies and the level of staffing that is required for their particular building or occupancy. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters must be knowledgeable about the emergency preparedness plan for the shelter. They should be provided with an orientation from the building owner or other on-site personnel familiar with and responsible for the emergency preparedness plan before starting to perform their duties. A copy of the emergency preparedness plan must be maintained on the premises in an approved location and it shall be made available at all times to Fire Department representatives immediately upon request. Emergency preparedness plans must be reviewed and updated as necessitated by changes in staff assignments, use or occupancy of the building or its spaces, or the design and arrangement of the premises, but at a minimum, once a year. An entry must be made in the required log book documenting the review of the plan and indicating the general nature of any updates that are required. Regardless of the person responsible for making the changes in the emergency preparedness plan, the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must be aware of when the changes are made and what they entail. The shelter owner and employees should cooperate in the development and coordination of the emergency preparedness plan. Shelters must have an emergency preparedness plan that is maintained on the premises. Shelters are required to submit the plan for acceptance as required by the This study material is provided to the public for free by the FDNY. 28 Fire Code, Rules, and Fire Department policy. An emergency preparedness plan shall be prepared and accepted prior to occupancy of the building. 5.1 Emergency Preparedness Plan Content The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters should be aware of the information included in the emergency preparedness plan. The content of the emergency preparedness plan for a homeless shelter should include, but is not necessarily limited to, the following: 1. The designation of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters, by name, certificate number and position at the premises, and other FEP staff, by name and/or position at the premises, and their certificate of fitness numbers 2. The name and address of the shelter, the floors that are normally occupied, the approximate number of employees, and the hours of operation 3. A site plan, floor plan, and riser diagram of the shelter 4. A building information card for high-rise buildings and occupancies 5. The location of all entrances and exits (including emergency exits and fire escapes) and where they exit to (which street or other location) 6. The procedure by which the building will be evacuated or an in-building relocation of occupants will be conducted during an emergency 7. Details regarding the voice communication capability and fire protection systems in the building and that servicing of these systems will be completed by a licensed company 8. The procedure by which a fire or other emergency is reported to the FDNY and the staff member(s) responsible for the reporting 9. The procedure for notifying building occupants of a fire or other emergency, and the staff member(s) responsible for the notification 10. The procedure for coordinating with firefighting, emergency medical service and other emergency response personnel, including notifying those personnel upon their arrival of the location of the emergency, and the staff member(s) responsible for the coordination 11. The means for receiving and the procedure for monitoring a public emergency notification system 12. The identity and location of CPR-Qualified staff (if CPR-Qualified Staff are available) on the premises, and how to contact them in case of an emergency This study material is provided to the public for free by the FDNY. 29 13. Procedures for identifying and assisting shelter occupants who require assistance because of an infirmity, disability or other special need and the staff member(s) responsible for assisting them during a drill or emergency 14. Since conditions regularly change in shelters and hazards may rapidly develop, the plan should include the procedure for the periodic inspection of the shelter to verify the following conditions, and the staff member(s) responsible for such inspection: a. access to means of egress is unobstructed and unimpeded b. combustible materials and combustible waste have been properly stored or removed from the premises c. decorative vegetation is regularly watered or otherwise maintained d. “no smoking” signs required by the Fire Code or Rules are posted 15. The procedure for the ongoing monitoring of the shelter to verify compliance of the following requirements, and the staff member(s) responsible for monitoring: a. that the premises do not become overcrowded b. that the allowable use of open flames and open flame devices is being conducted properly and safely c. that the prohibition against smoking, where required by the Fire Code or the FDNY rules, is being observed 5.2 Periodic Inspection Shelters shall be subject to periodic fire safety inspections by the Fire Department, including inspections to ensure that the emergency preparedness plan has been prepared and/or implemented in compliance with the requirements of the Fire Code. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters will be responsible for making the emergency preparedness plan immediately available for inspection upon request of any Department representative. This study material is provided to the public for free by the FDNY. 30 6. Fire and Emergency Preparedness (FEP) Staff Training The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and other FEP staff must be trained in the performance of their duties in accordance with the emergency preparedness plan. FEP staff must receive initial training in the content of the emergency preparedness plan upon commencement of their authority and duties in the building. FEP staff must participate in refresher training sessions designed to familiarize them with their duties pursuant to the plan at least for 1 hour quarterly on each work shift. A written record of such FEP staff training shall be maintained in a bound log book, which is referred to as the Fire Safety Plan log book, with consecutive numbered pages, or other form of approved recordkeeping, and maintained on the premises for a period of 3 years from the last entry. This record of training should be made immediately available for inspection by a Department representative upon request. Each training session must be noted in the log book. For more detailed information regarding Recordkeeping please reference page 62. 6.1 Staff Training Content Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should ensure that other FEP staff (which may include deputy Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and fire guards) are fully trained on what their responsibilities and duties are during a fire or non-fire emergency and during a fire drill. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should cover the following content with their staff: The appropriate actions to take in response to a fire or fire conditions The appropriate actions to take in response to a non-fire emergency The appropriate actions to take if a fire or non-fire emergency occurs DURING a drill The shelter’s fire-related features such as, but not limited to, sprinklers, exits, manual pull stations and fire alarm fail-safe devices How to activate the fire alarm throughout the building (if applicable) The procedure to follow upon the sounding of the fire alarm tone (if applicable) Locations of assembly areas and the evacuation procedures for building occupants to reach such areas Location of all exits and escape routes, especially those not in use on a regular basis This study material is provided to the public for free by the FDNY. 31 The importance of keeping fire doors closed and latched to prevent the spread of fire, heat and smoke Fire prevention measures appropriate for the occupancy, including daily housekeeping within the shelter The three components that make up the fire triangle, (oxygen, heat and fuel) The three stages of a fire (See Definitions and Terminology for more information) o Incipient stage o Free burning stage o Smoldering stage The location of portable fire extinguishers and how they work The typical types of fires that start in homeless shelters and fire safety measures that can be implemented to prevent them The locations of all egress stairs and their designation (i.e. Stair A, Stair B, Stair C) Location where each stair terminates (interior lobby, exterior of building, etc.) Operation of the fire alarm panel (activate, acknowledge, on/off line procedures) If the fire alarm system has voice communication capabilities, Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should demonstrate how to provide clear direction to building occupants Training may be modified based on a homeless shelter’s available fire protection systems. This study material is provided to the public for free by the FDNY. 32 7. Emergency Drills Drills and other forms of emergency preparedness education are required to be conducted in homeless shelters to enhance the fire and non-fire emergency preparedness of all building occupants, including clients and staff. Drills are intended to familiarize building occupants as to the proper actions to take in the event of a fire or other emergency and the primary and secondary evacuation and in-building relocation routes. Drills must be conducted in accordance with the standards, procedures and requirements of the Fire Code and the rules of the FDNY, and the emergency preparedness plan approved by the FDNY for the shelter. Drills should be in the form of live instruction, except as otherwise authorized by the FDNY. Procedures should be established to ensure that all persons in the building at the time the drill is conducted participate in the drill. Ideally, drills should be unscheduled, and shelter employees and clients should not know the time of day they are taking place. Drills shall be conducted at varying times of day. They shall be held with enough frequency to familiarize all building occupants with the drill procedure. If drills are continuously held in the same manner at the same time, participants may lose interest in the drills and be less prepared to respond safely to a variety of different emergencies. Actual fires and emergencies are always unexpected. Any fire alarm activation within a building that is not planned, or preceded by an announcement indicating that it is not an emergency, must be treated as an actual fire condition. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should be aware that if drills are allowed to be considered a routine exercise, there is the potential risk that in an actual emergency, an evacuation or relocation will not be successful. If drills are always held in the same way at the same time, they lose their credibility. Shelter employees and clients may panic if, in an actual emergency, it becomes dangerous to follow the exact circumstances presented by the routine drill. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should also have a plan in place for the rare situation in which an actual fire or non-fire emergency occurs during a drill. Drills should include a discussion of a variety of possible emergency situations. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters are encouraged to use fire and non-fire emergency scenarios since practicing these scenarios will help the FEP coordinator and FEP staff to apply important drill concepts. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should ensure that drills familiarize building occupants with the location and use of all building stairways and means of egress. Depending on the location of the fire within a building, certain stairwells may contain fire and/or smoke, thereby preventing their use when evacuating or relocating building occupants. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should also ensure that non-fire emergency drills are conducted. Discussions between the FEP staff should include procedures to follow during medical emergencies, bomb threats, and natural disasters. Drills should be designed to familiarize the occupants with all available means of egress, particularly exits that are not normally used during regular occupancy of the building. This study material is provided to the public for free by the FDNY. 33 Prior to conducting a drill in a homeless shelter, Coordinators of Fire Safety & Alarm Systems should ensure that they and FEP staff are familiar with all aspects of the building, and certain things that have recently occurred, or are currently ongoing, in a building that impact fire safety and the emergency preparedness plan. As part of their preparation for conducting a drill, they should be aware of the following*: 1. Vacant floors in the building, as vacant floors are often found to have improper storage and obstructed means of egress 2. Any modifications to the fire alarm system 3. The location and functionality of emergency lighting throughout the building 4. Complete familiarity and understanding of the emergency preparedness plan for the shelter 5. Hot work or any construction going on in the shelter *Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should always be aware of those things, but especially knowledgeable about those situations prior to conducting a drill. 7.1 Drill Procedure The purpose of conducting fire drills is to provide training exercises by which building occupants are familiarized with and/or practice the procedures to be followed in the event of fire. If the shelter’s emergency preparedness plan requires that the building be partially evacuated or fully evacuated in the event of a fire alarm, fire drills conducted to meet the requirements of the FDNY do not require that drill participants partially evacuate or fully evacuate the building. This is the case provided the drill conducted familiarizes the building occupants with the procedures to follow in the event of a fire. However, nothing precludes a building owner from conducting such partial evacuation or full evacuation as a component of the drill. The specific procedure Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should follow when conducting a fire drill will differ depending on the size of the homeless shelter and its specific emergency preparedness plan. It is the responsibility of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and the FEP staff to know the specific requirements for the shelter in which they are conducting the drill. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should, at a minimum, follow the steps below when conducting a drill in which the emergency preparedness plan calls for the total evacuation of building occupants in the event of a fire. The specific sequence and procedures to follow may differ depending on the fire alarm system in the shelter; however it is important for the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters to report to the FACP location whenever the alarm is activated. This study material is provided to the public for free by the FDNY. 34 It is important to note that steps 3-8 are similar steps to what a Coordinator of Fire Safety & Alarm Systems in Homeless Shelters should do in an actual fire or non-fire emergency. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should treat each drill as if it were an actual emergency. 1. Call Central Station Company and take the fire alarm system OFF-LINE to avoid an unnecessary alarm. 2. Upon confirmation of off-line status from the Central Station Company, a system off-line entry should be made in the log book. The entry must include all of the following information in the format shown below: a. time the system was taken off-line b. reason the system was taken off-line c. central station company name and telephone number d. time the system was restored Logbook Format Time Off-Line Reason Off-Line Central Station Name & Time Restored On-Line Telephone number 11:00 AM Fire Drill Fire Protection Services, 12:30 PM 999-999-9999 3. Report to the fire alarm control panel. 4. Activate the fire alarm and make an announcement from the fire alarm control panel (or otherwise notify building occupants and employees as outlined in the emergency preparedness plan) that an alarm has been activated and that everyone in the building should evacuate. 5. Communicate with the FEP staff as building occupants evacuate. Communication should be via the primary and secondary means of communication designated in the emergency preparedness plan for the shelter. Although two way radios are the most efficient way for the F-80 Certificate of Fitness holder and FEP staff to communicate back and forth with each other during a drill, they may not be available in all shelters. 6. Designated FEP staff should instruct and guide building occupants to evacuate via the stairwell designated in the emergency preparedness plan on each floor. FEP staff should ensure that everyone on the floor is participating in the drill. After evacuating everyone on the floor, FEP staff should search the floor (dormitories, restrooms, recreation rooms, etc.) and confirm with the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters that all building occupants are off the floor. Any difficulties encountered during this process should also be reported to the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters. 7. Building occupants should either leave the shelter and gather at an outdoor assembly area as designated in the emergency preparedness plan, or relocate to This study material is provided to the public for free by the FDNY. 35 an area within the shelter. Some shelters choose to use the cafeteria, recreation room, or auditorium if available and located on the first floor. 8. Determine if all building occupants have been successfully evacuated and accounted for at the assembly point. Each shelter may have a different way of accounting for such occupants. Some shelters use a daily updated list of who is authorized to be in their shelter for that day to track attendance. Other shelters use a “sign-in sheet” to determine who should be accounted for during the drill. If a person has signed themselves out during the time frame when the drill is conducted, FEP staff can assume that they are not in the building. It is important to account for building occupants after a full evacuation to ensure that there is not anyone who is still in the building. 9. Restore the fire alarm system to normal operation condition if altered for drill purposes. 10. Call Central Station Company and request that the Fire Alarm System be placed back “on-line.” Upon confirmation, document in the alarm log book the time that the fire alarm system is placed back on-line. 11. Allow building occupants back into the building. Shelters should use a procedure specific to their client population to ensure that only those clients that are authorized to be living in the shelter enter the building. 12. Make an entry in the Fire Safety Plan logbook detailing the drill. The “Recordkeeping” section on page 62 details exactly what should be included in the entry. The fire alarm system must be activated each time a fire drill is conducted to initiate the drill and familiarize building occupants with the alarm tones. However, if the fire alarm system in the building is connected to a central station, it is the responsibility of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters to notify the Central Station Company that a drill is being conducted and that on behalf of the building owner, they would like to request to take the fire alarm system off line. If the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters fails to do this, and the Fire Department responds to the premises unnecessarily, the building owner will be subject to violations and possible fines for unnecessary and unwarranted alarms. 7.2 Participation in Drills Procedures for drills should mimic as closely as possible the procedures that a Coordinator of Fire Safety & Alarm Systems in Homeless Shelters would follow during an actual emergency. All building occupants, including shelter residents and employees, shall participate in fire and non-fire emergency drills. A single drill should address both fire and non-fire emergency preparedness. The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters should inform participants that different instructions may be given depending upon whether there is a fire or other emergency, and the nature of the non-fire emergency. This study material is provided to the public for free by the FDNY. 36 Coordinators of Fire Safety & Alarm Systems in Homeless Shelters should ask for feedback from building occupants and FEP staff to identify issues that may have been encountered during the drill and the need to make changes in the implementation of the emergency preparedness plan. They should answer all drill related questions from building occupants to ensure that any confusion or necessary clarification is addressed. Throughout the drill, the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and FEP staff should pay particular attention to and address the following: Difficulties experienced in determining that all building occupants are accounted for Difficulties experienced by people with disabilities or other special needs Unnecessary delays or unsafe actions in implementing the emergency preparedness plan, such as building occupants stopping to collect personal items, attempting to hide in their rooms or attempting to use the elevators Ensuring that drills are conducted in a safe and orderly manner Identifying any problems with the fire alarm system Determining the amount of time it takes to implement the evacuation of the building (when evacuation is a part of the drill) Visually inspecting the building for any exit, stairway or hallway obstructions Ensuring that self-closing doors close on their own and are not propped open Ensuring that there are no locks, bolts or chains installed on exits Picture shows a chained exit door, which is unacceptable. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters are responsible for ensuring that all those required to participate in a drill do so. Shelters may have different ways of handling building occupants who refuse to participate in a drill. Some shelters may experience more resistance to participation than others. It is This study material is provided to the public for free by the FDNY. 37 expected that the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters may experience difficulties with client participation, especially when conducting fire drills on the overnight shift. Shelter residents may be sleeping, or taking medication which can make participation difficult. In these situations, the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters and FEP staff should emphasize that the drill is meant to replicate an actual emergency, and that emergencies can happen at any time. If lack of participation becomes a perpetual issue, the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters should inform the shelter director. 7.3 Frequency of Drills Drills in homeless shelters should be conducted monthly on each shift. All building occupants must participate. Drills must be held with sufficient frequency to familiarize occupants with the drill procedures and to establish the drill as a matter of routine. Nothing precludes a Coordinator of Fire Safety & Alarm Systems in Homeless Shelters from conducting drills more frequently than monthly on each shift. It is the responsibility of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters to understand and adhere to the specific fire drill requirements for homeless shelters. This study material is provided to the public for free by the FDNY. 38 8. People in Shelters Who Require Assistance 8.1 Special Needs Occupants In all shelters there may be building occupants who have special needs during a drill or an emergency. Coordinators of Fire Safety & Alarm Systems in Homeless Shelters must follow the procedures in the emergency preparedness plan for identifying in advance building occupants and employees who require assistance to participate in the plan because of an infirmity or disability or other special need, and the approved procedures for providing such assistance. All procedures should be in compliance with the Americans with Disabilities Act. It is the responsibility of the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters to be aware of any building occupant who may have special needs. 8.2 English as Second Language (ESL) Occupants Coordinators of Fire Safety & Alarm Systems may have ESL (English as a second language) residents in their homeless shelter. ESL occupants may have difficulty understanding what Public Address (PA) announcements mean and the proper actions to take when an alarm sounds. Clarifying the announcements and drill procedures with ESL occupants during drills can help alleviate any confusion. For example, if there is a large portion of ESL occupants in the building, Coordinators of Fire Safety & Alarm Systems in Homeless Shelters can use the fire alarm system’s voice communication system to make announcements during a drill in both English and other languages. If shelter occupants inform the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters that it is difficult for them to understand English, the Coordinator of Fire Safety & Alarm Systems in Homeless Shelters may use a translator or provide other non-verbal cues and forms of written communication to ensure that the person understands. Resources will vary depending on the shelter. This study material is provided to the public for free by the FDNY. 39 9. Emergency Procedures Any owner, occupant or other person who becomes aware of a fire or explosion or any other emergency should immediately report the emergency to the Fire Department. No owner or other person shall issue any directive or take any action to prevent or delay the reporting of a fire or other emergency to the department. A durable, legible sign setting forth the following information for reporting a fire or other emergency (including the text to be inserted based on the building’s location) shall be posted in a conspicuous location in the lobby of the main front entrance: Fire alarm box at __________ (name of street) and __________ (name of street) OR To report a fire by telephone dial “911” or, depending upon the borough in which the property is located, insert one of the following telephone numbers: Bronx properties 718-999-3333 Brooklyn properties 718-999-4444 Manhattan properties 212-999-2222 Queens properties 718-999-5555 Staten Island properties 718-999-6666 9.1 Emergency Preparation The Coordinator of Fire Safety & Alarm Systems in Homeless Shelters must always be knowledgeable about the location on the premises of the following: 1. Emergency preparedness plan for
