Persons Requiring Assistance (PRA) – Guide

Section 1: Introduction

Purpose of this guide

This guide is intended to provide information on the response planning elements necessary to develop plans for Persons Requiring Assistance (PRAs) to evacuate a building or to take other appropriate action in the event of an emergency. This guide will help define the requirements regarding emergency planning and response strategies for PRAs in order to ensure their safety.

Whom is this guide intended for?

This guide contains general advice regarding emergency response planning for persons requiring assistance and may be useful to:

1. Lead senior managers for emergencies and evacuations (LSMEE)
2. Members of the Building Emergency and Evacuation Team (BEET), including monitors;
3. Managers and/or Supervisors; and
4. People who require assistance during an emergency.

Authorities and legislative requirements

The Canada Labour Code—Part II and Canada Occupational Health and Safety Regulations—Part XVII set out federal emergency response planning requirements in support of employee safety during emergencies.

In accordance with legislative requirements, the employer has a responsibility to ensure that proper planning is made regarding the safety of PRAs during an emergency. PRAs also have a responsibility to self-identify themselves, work with the employer in establishing the appropriate measures required to support their safety, and ensure that their needs are met during emergencies.

Who requires assistance during an emergency?

Any person who has reduced mobility, a hearing or visual impairment, or any other limitation, regardless of whether these conditions are temporary or permanent, may need assistance to evacuate a building or to take other appropriate action during an emergency. These limitations may have an impact on the individual's ability to react and respond to emergencies.

Impairment Categories

Mobility: Reduced mobility may make it difficult, if not impossible, for a person to use stairs or move quickly over long distances. For example, it could include a person who relies on mobility devices such as a wheelchair, scooter, walker, crutches or a walking cane; a pregnant woman who is having difficulty walking down stairs; or people with a heart condition or various respiratory difficulties.

Vision: Vision loss can include a wide variety of conditions ranging from low or partial loss of vision to complete blindness. A person's ability to read signs or move rapidly during an emergency may be challenging, creating a feeling of being lost and/or being dependent on others for guidance.

Hearing: Hearing loss can include a wide variety of conditions ranging from partial loss of hearing to complete deafness. A person's ability to hear alarms, verbal announcements, or instructions may be challenging during an emergency.

Other:

• Cognitive deficits, anxiety, post-traumatic stress disorder, mental health issues, and learning or intellectual disabilities.
• Environmental sensitivities, epilepsy, diabetes, multiple sclerosis, pulmonary or heart diseases, the need to rely on medical devices, or other conditions.
• Temporary medical conditions such as pregnancy, broken bones, recent trauma, or surgery can also affect a person's usual abilities.

It is important that all employees who require assistance discuss and establish a plan as soon as possible, prior to emergency drills and real events.

Section 2: Personal Emergency Plan

As part of the employer's obligations, specific emergency and evacuation procedures must be developed to provide clear expectations for PRAs and Manager. PRAs, Monitors and the Chief Emergency Warden (CEW) should work together to develop a suitable personal emergency plan to ensure that all parties concerned fully understand their responsibilities.

While individuals are not obligated to self-identify as requiring assistance, it is in their best interest to communicate their evacuation needs and abilities to avoid putting themselves and others at risk. Managers and PRAs should work together to plan the best, most suitable evacuation and assistance strategies.

Omitting to self-Identify as a PRA

In cases where individuals choose not to identify themselves as requiring assistance and are unable to evacuate the building during an emergency, procedures would default to the regular process of Floor Emergency Wardens (FEW) and Deputies Floor Emergency Wardens (DFEW) clearing their floors and/or areas of responsibility. They would report this to the CEW any building occupants that are remaining on the floor. This information would in turn be relayed to First Responders.

What should be included in the Personal Emergency Plan?

The plan should detail the expected actions of each party and the support provided, including the extent of the monitors' role during any type of emergency. Based on the local building realities and the PRA impairments, the plan should also include specific details on the emergency and evacuation strategies.

The following components are required:

• PRAs contact information;
• Description of the PRAs requirements (i.e., brief description of limitations, type of assistance, type of evacuation device, etc.);
• Procedures description (i.e., initial meeting location, area of refuge, specific emergency actions and alternate procedures/immediate danger);
• Monitor information; and
• Signatures (PRA and Manager/Supervisor).

Detailed description of the PRAs requirement
(Required in the Personal Emergency Plan form)

Initial meeting location: identify a location where the PRA and monitors would meet immediately when an evacuation is triggered, as well as an alternate location in the event that the primary location is compromised or inaccessible.

Area of refuge: if the PRA is unable to evacuate the building with assistance, identify a gathering place where they can wait safely until help arrives or until the emergency is over. This can be the same as the initial meeting location. In buildings equipped with refuge areas, these are typically located near the stairwell. Once the main evacuation flow has passed, stairwells can provide an area to shelter and await assistance, as they are fire separated from the floor areas. Areas of refuge should have accessible signs and be identified in the emergency procedures so that all building occupants are familiar with the locations of these areas.

Specific emergency actions: include all details of expected actions and support from the monitors (i.e., escort the PRA to the area of refuge or a secure room, remain at the area of refuge with the person, assist the person down the stairs, move their assistive device, etc.).

Alternate procedure/Immediate danger: identify alternate emergency procedures if the threat/hazard becomes imminent or is in close proximity to the area of refuge, or if the monitors are unable to continue to support and remain with the PRA (i.e., assist the PRA to a different area/floor, guide the person inside the stairwell before they evacuate, etc.).

When should the plan be reviewed?

The review and validation of the individual emergency plans should be completed at least on a yearly basis (i.e., beginning of every new fiscal year—April), when the PRA no longer requires assistance, or if their situation changes that would require modifications to their plan.

Where can I find the Personal Emergency Plan?

The personal emergency plan can be found and completed at Person Requiring Assistance - Personal Emergency Plan

Section 3: Roles and Responsibilities

Persons Requiring Assistance:

• Identify themselves as a Person Requiring Assistance (PRA) to their manager or immediate supervisor.
• Identify monitors, typically at least two (2), as per the requirements and sufficient to account for planned absences, relocations, or departures.
• Disclose all abilities and limitations to their monitors and inform them of the assistance required.
• Notify their monitors of planned absences, relocation or departure.
• Review and update their individual emergency plan on a yearly basis, or if their situation changes and would require modifications to the plan.
• Inform manager/supervisor when plan is modified, including when new monitors are assigned.
• Advise manager/supervisor, monitors, CEW/DCEW and BEET when assistance is no longer required.
• Practice the established emergency plan with monitors, as deemed necessary.
• Participate in emergency and evacuation drills to the extent possible.
• Become familiar with the areas of refuge, exit routes, and emergency procedures for the building.
• Complete the Personal Emergency Plan in collaboration with their monitors to ensure all parties fully understand each other's expectations and responsibilities.
• Seek guidance from their manager/supervisor and BEET for the development of their plan and provide them with an electronic copy.

Monitors:

• Be physically and mentally capable of performing the task and have no limitations of their own (e.g., heart conditions, epilepsy, etc.). Work similar hours as the PRA to whom they provide assistance.
• Work in close proximity and on the same floor as the PRA so that they can respond quickly.
• Inform the BEET and the PRA of absences, relocation or departure.
• Discuss expectations with the PRA and become familiar with any required technique to be used with them as established in the individual emergency plan (for example, how to use and/or move an assistive device).
• Participate in emergency and evacuation drills.

Note: There is no requirement for monitors to remain with the PRAs in the building once they have fulfilled their responsibilities. This is dependent on the type of assistance required and should be discussed and agreed upon in the plan. All parties must be aware that monitors may evacuate the building at any time if they feel that their life is in danger.

Managers or Supervisors:

• Approach and encourage employees who may require assistance to self-identify.
• Inform the CEW/DCEW of all employees that identify themselves as a PRA to ensure they are registered with the BEET.
• Help PRAs select monitors that will assist them in the event of an emergency.
• Ensure that PRAs complete their personal emergency plan, even if assistance is only required temporarily.
• Seek emergency response guidance and advice from the CEW to support the development of the plans for PRAs.
• Keep a copy of the personal emergency plans for PRAs.
• Send an email confirmation to the CEW/DCEW when a PRA no longer requires assistance or when their situation changes and modifications are made to their plan.
• Ensure that personal emergency plans for PRAs are reviewed by the CEW/DCEW.
• Ensure that PRAs review their plans on a yearly basis.

Chief Emergency Warden (CEW) and Deputy Chief Emergency Warden (DCEW):

• Review all personal emergency plans and provide feedback and guidance as it relates to emergency response protocols.
• Ensure that Floor Wardens are aware of PRAs and monitors within their areas of responsibility.
• Ensure that PRAs participate in drills to the extent possible and, when deemed necessary, provide exemptions or notify them of upcoming drills.
• Send annual reminders to building occupants to self-identify as PRAs and conduct their annual review of their personal emergency plans.

Section 4: Emergency Evacuation Procedures

Once a plan is developed, it is important to practice it in order to provide all parties involved with the opportunity to validate the plan, identify challenges, and avoid uncertainty during an actual emergency.

General guidelines to be followed by PRAs and Monitors in the event of an evacuation

Note: Local building realities must be taken into consideration when establishing emergency procedures. Never use elevators during a fire or similar building emergency. Only the fire department is qualified to determine if using the elevators is safe for the evacuation of PRAs.

Section 5: Building Emergency Planning

Emergency planning and preparation are critical to employees' safety and must take into consideration the needs of all building occupants, including those who may require assistance to evacuate.

Emergency exercise participation and notifications

PRAs and monitors should participate in all emergency drills, like other occupants, unless circumstances surrounding the health condition of the individual would justify an exemption or would warrant an advanced notification so they can be prepared for the upcoming drill (for example, when the emergency drill may increase the risk of injury). These special circumstances must be discussed and approved by the Chief Emergency Warden (CEW).

Emergency Communications

In the event of an emergency, one of the responsibilities of the BEET is to ensure clear and efficient communication to support the safety of all occupants. In buildings that are equipped with emergency telephones (red phones), they may be used in the following instances, when possible:

• To report the location of the PRAs who cannot evacuate; and
• When an emergency suddenly arises on the floor that could affect the safety of the PRAs.

Note: Communication procedures may be different than above in some buildings; therefore the PRAs and monitors should always confirm with the BEET to determine the proper use of the equipment available.

Registry for Persons Requiring Assistance

A registry of all PRAs must be maintained up to date in every building. The registry contains Protected B information and must be handled in accordance with departmental Information Management policies.

First Responders

• Fire fighters, for example, have a dual responsibility; fight fires and ensure the safety of building occupants. In the event of an emergency, the first priority for them is the resolution of the fire or emergency.
• First Responders operate under the assumption that PRAs have a Personal Emergency Plan in place that they have practiced and are able to respond safely to most emergencies.

Personal liabilities

• Monitors, First Aid Attendants and other members of the Building Emergency Team are protected from any personal liability. This is in accord with subsection 126 (3) of the Canada Labour Code: "No employee is personally liable for anything done or omitted to be done in good faith by the employee when the employee is assisting the employer, as requested by the employer, in providing first aid or in carrying out any other emergency measures."

Section 6: Tips on helping PRAs

Any individual providing assistance to a PRA without any prior planning should remember the following:

• "Ask first" if the person needs or wants your help do not just assume they do.
• Allow the person to identify how best to assist them.
• Avoid attempts to lift, support or assist in moving someone without first discussing and agreeing on how this will be done.
• Do not touch the person, their service animal and/or their assistive device/equipment without their permission.
• Only provide first aid to the extent you are trained and capable.

Section 7: COVID-19 considerations for PRAs

• Maintain physical distancing when feasible, both PRA and Monitors should wear non-medical masks where possible.
• PRA and Monitors should discuss any physical distancing matters in advance of a possible evacuation.
• The use of gloves may be considered on a case-by-case basis depending on the degree of physical contact required.
• Due to the rotating workplace schedule, there may be a need for additional Monitors to support PRAs on site at all times.

Further information can be found in ESDC's Guide to Returning to the Workplace.

Note: In addition, you may consult the Planning for safety–Evacuating people who need assistance in an emergency.