StaffGuide: User Services

Responsible Personnel in an Emergency

Nights/Weekends Contact list for building issues and off‐hours closings, and opening.
DO NOT GIVE OUT HOME / MOBILE NUMBERS. The following information is for official library use only. 

Direct questions to Kathleen. She will confer with Dean Allen and Lora on closures for nights and weekends and will communicate with the appropriate individuals, who in turn will communicate with employees in their areas. Below is office contact information only, the complete calling tree file is available below as well (password required).

Kathleen Lehman, User Services Librarian
Work: 479-575-7048

Lora Lennertz, Director for Academic and Research Services
Work: 479-575-5545

Carolyn Allen, Dean of Libraries
Work: 479-575-6702


Libraries Closing Procedures

If bad weather is occurring or imminent:
(User Experience Librarian and Administration will try to make a decision 2 hours before opening, if possible.)

  1. Contact Lora to confer on closing
  2. Contact Dean Allen; she will either confirm decision or contact Provost and return contact
  3. Contact Beth for information to be placed on the web
  4. Contact User Services Supervisor(s) scheduled for the day
  5. Log into WhentoWork; set impacted shifts to CLOSED and send message about closing to everyone
  6. Contact reference person: Rock or John
  7. Contact Department heads
  8. Contact Travis (UITS) and Charlotte (Class+)
  9. Contact Kelsey for other campus announcements
  10. Contact Marco

Send e-mail to listserv re: closing – this informs HR and any other staff /faculty who might be thinking of coming in



Call the University Police Department (2222) for any emergency. This includes fires, explosions, flooding, health related emergencies, thefts, and violent individuals. In cases of extreme emergencies 911 may also be called. The University Police Department should respond in 2-3 minutes. Be sure the Circulation Supervisor or User Services Coordinator, or User Services Librarian are informed of the situation.

Mullins Library Evacuation and Emergency Procedures

  • University Police                             575-2222
  • Environmental Health & Safety        575-5448


  1. Code Red Evacuation – Emergency is immediate and life threatening (fire, bomb threat, gas leak, etc.) that requires occupants to exit the building using the nearest exit. If the fire alarm sounds/flashes, all employees must exit the building.
  2. Weather Emergency – Emergency is immediate and life threatening (tornado, hurricane, earthquake, etc.) that requires occupants to seek shelter on Level One or in the center of the building away from doors and windows.


  • Evacuation Monitor (highest Circulation Desk Supervisor on duty) – responsible for making the evacuation announcement via library PA system and notifying the branch libraries, as needed, of the evacuation. 
  • User Services staff on duty — during a code red evacuation, without putting themselves in danger, User Services staff should stay outside the East and West entrances to stop people from entering the building until campus security officers arrive to take over the monitoring responsibility.
  • Building Executive: Debra Cheval, or Alternate Building Executive: Brian Curtis, Alternate 2: Marco De Prosperis are responsible for communicating as needed with emergency personnel. In their absence, the Evacuation Monitor is responsible.

  • You:  Arkansas law dictates that all personnel must exit a building if the fire alarm is activated. Familiarize yourself with fire exits in your work area.


Emergency is immediateCODE RED (Fire, bomb threat, gas leak, etc.)

Evacuation Destination – UNION PLAZA on the West side of Mullins Library

When the fire alarm is activated, evacuation is mandatory. Evacuations also may be required that do not involve the fire alarm. The Evacuation Monitor will make an evacuation announcement through the PA system (a pre-recorded announcement CD can be used and it will play the evacuation message repeatedly. If the announcement is made by using the PA system manually the following message should be repeated at least three times):

Attention, please.  An emergency situation is reported and all persons must exit the building.  DO NOT USE AN ELEVATOR. If you are unable to use the stairs, please go to the area of rescue assistance near the spiral staircase or to open areas near the elevators on each floor. 

  1. As you are leaving your area, look to see that others (employees and patrons) are aware of the evacuation. Inform library patrons of the emergency evacuation as you exit, but employees are not required to place themselves in danger in order to gain compliance from library patrons.
  2. Be familiar with evacuation routes for your area and use them.
  3. Go to the evacuation assembly area outside the west entrance mall area.
  4. After reaching the designated assembly area, Department/Unit heads should account for personnel in their unit and report to the Evacuation Monitor.
  5. If the Building Executives are not present, call them to notify them of the fire emergency evacuation. (Debra Cheval, or Alternate Building Executive: Brian Curtis, or Alternate 2: Marco De Prosperis. See University Libraries Emergency Notification Plan for contact info)
  6. Wait at the evacuation assembly area until you receive further instructions from the Building Executive or emergency response personnel.

Weather Emergency (tornado, hurricane, immediate danger)


  1. A weather emergency occurs when the campus emergency siren is activated or notification is received from the University Police. The Evacuation Monitor will make an evacuation announcement through the PA system (a pre-recorded announcement CD can be used and it will play the evacuation message repeatedly. If announcement is made by using the PA system the following message should be repeat at least three times):

Attention, please.  A weather emergency has been issued for Fayetteville. Please move to Level one of the building, stay away from windows.  Do not use elevators. Do not leave the building.”

  1. Take your departmental flashlights. User Services personnel should take walkie-talkies and weather radio.  As you are leaving your area, look to see that others (employees and patrons) are aware of the emergency. Inform library patrons of the emergency as you move to a place of safety, but employees are not required to place themselves in danger in order to gain compliance from library patrons.
  1. When the weather radio indicates the immediate threat is over, User Services personnel may issue an all clear announcement.

Additional Emergency Procedures


Should someone in the library appear to be choking or no longer breathing, a CPR-trained staff member should be summoned if available, and University Police Department should be called.


The library's evacuation plan makes provision for two types of evacuations, critical and non-critical. A critical situation is one involving imminent, life threatening dangers; the corresponding evacuation must be rapid and immediate using the nearest available exit. The building alarm is sounded in the event of a critical evacuation. In contrast, a non-critical situation presents enough time to have everyone exit through the front doors and, if the security gates go off, to have packs, etc. examined in the usual manner. Both kinds of evacuation follow the same basic plan, differing only in the announcements and the method of exiting. The User Services Department will be the control center for collecting information and disseminating instructions at the time of the evacuation.

In cases of fire, the fire doors will automatically close between the West and the East portions of the building. The fire annunciators (alarm panel) will also sound at the Circulation Desk and at the panel near the East Desk. The annunciator will indicate where a fire alarm has occurred within the East side of the building. (No annunciator exists for the West portion of the building).


Fire hose and extinguisher cabinets are located on each floor. On the West side of the building these cabinets are located near the elevators; there are two on each floor. 

Extinguisher cabinets are located in the center of the building near the faculty studies; there are two (each) on Level 3 and Level 4. They are also located on the East side of the building near the fire doors. The cabinets in the West and center of the building will require breaking the glass to obtain access to the extinguishers.

The fire hoses are for use by the fire department only. Use a fire extinguisher only if you know how to do so: if you have the slightest doubt about whether or not to fight the fire - DON'T! The red fire extinguishers are multi-purpose "ABC" fire extinguishers which can be used on electrical fires.

Directions for using Fire Extinguishers

1. Pull the pin.

2. Aim the extinguisher nozzle at the base of the fire.

3. Squeeze or press the handle. This releases the extinguishing agent.

4. Sweep from side to side at the base of the fire until it appears to be out. Shut off the extinguisher. Watch the fire area in case fire breaks out again, and repeat use of the extinguisher if necessary.


Sometimes the wiring in a ballast burns out. The first sign may be a clicking noise. Tar surrounding the wiring overheats and produces an odor (which smells like burnt marshmallows and possibly smoke sparks. Report all problems with lighting to the Facilities Manager who will monitor the situation.


Mullins Library has an emergency generator which will provide lighting of hallways, stairs, and exit signs should the building have a power failure. Flashlights are located in the Circulation Office cabinets and above the key box in the Circulation Office space. Circulation staff should assist patrons as needed, especially on L1 where lighting is minimal without the benefits of windows.

2nd Floor (Emergency exit alarms and Fire extinguishers)

Introduction to the Building Emergency Action Plan

The Mullins Library Building Emergency Action Plan (BEAP) can be found on the StaffWeb by clicking the Emergencies icon at the top right of the page and looking in the Library Resources section on the right panel.  Alternatively, you can go directly to the document by clicking here. (J. Banks)

This BEAP reflects the University's emergency response procedures and programs and satisfies state and federal requirements.  It is to be used in addition to other department specific plans.

Additional information can be found online: