Sustainability & Risk / Emergency Preparedness / Background Data

Recording Employee Emergency Information

Most companies maintain emergency contact information for employees. If an emergency occurs and an employee becomes injured or is missing, members of the emergency response team can use the contact list to keep employee contacts apprised of the situation.

In addition to contact information, you can designate contingency locations for employees. A contingency location is a pre-defined location for employees to report to for work in the event of an emergency.

To record emergency information for employees:

  1. Select Emergency Preparedness / Background Data / Define Employee Emergency Contact Information .
  2. Either select an employee for whom you will add emergency information, or choose Add New to create a new employee.
  3. For an existing employee, review the basic fields of the Employees table (Employee Name, Building Code, Floor Code, Room Code, Division Code, Department Code) for accuracy. For a new employee, you must enter this information.
  4. Complete the following fields:
    Field Description
    Recovery Status The default is "No Status." Retain this default value. In the event of an emergency, staff can use this field to update the status of employees.

    Cellular Number

    Home Phone

    Emergency Contact Phone

    		Use these fields to record how to contact the employee during an emergency situation.
    Emergency Contact For this employee, enter a person to contact in the event of an emergency.
    Emergency Contact Relationship Enter the emergency contact’s relationship to the employee.
    At Contingency Facility? Use this field to indicate whether the employee has a designated location at a contingency facility. Select either Yes or No.
    Contingency Building Code/Floor Code/Room Code If you choose Yes for At Contingency Facility? above, from the validating Buildings, Floors, and Rooms tables, select a building, floor, and room for this employee to use at a contingency facility during an emergency situation.
    Contingency E-mail Enter a back-up email address, if available.
    Contingency Fax Enter the fax number for this employee at the contingency facility
    Contingency Phone Enter a telephone number for this employee at the contingency facility
  1. Save your changes.