Purpose

The purpose of this course is to provide house directors and house managers an overview of the Center for Fraternity and Sorority Life (CFSL) Fraternity and Sorority Housing Policies & Procedures. All chapter presidents, house directors/managers, and housing corporation presidents will be educated on the CFSL Fraternity and Sorority Housing Policies and Procedures each long semester.

Prevention

By implementing simple safety measures, maintenance procedures, and security protocol within fraternity or sorority houses, we may be able to prevent emergencies. Carefully read through the following sections and implement these actions within the buildings you work or reside within.
Per the CFSL Housing Policies & Procedures, all chapter houses shall meet all state fire and health codes and standards. By meeting these standards, it is possible to prevent issues that—if left unaddressed—could lead to more serious emergencies.
Emergency Management & Safety Services’ Fire & Life Safety Office has developed an initial list of measures that can be taken to mitigate emergencies in the building. These actions will be covered in the following slides. All activities are strongly recommended, though several of these actions are required per the state fire marshal, UNT policy, or other requirements. For any questions regarding inspections and fire safety, please contact the UNT Fire & Life Safety Office at 940-369-6435 or 6436.

Fire Extinguishers

Fire extinguishers must be inspected annually by a qualified extinguisher company. Fire extinguishers must be mounted to walls and accessible at any time. The area surrounding the extinguisher must be kept clear at all times. Do not tamper (or allow others to tamper) with fire extinguishers. Those wishing to receive training on fire extinguisher use should contact FLS@unt.edu.

Sprinkler Systems

An automatic fire sprinkler system that complies with NFPA 13, NFPA 13R, NFPA 13D, as applicable, in addition to relevant UNT standards, shall be installed throughout the building.
Sprinkler systems must be inspected annually by a qualified fire sprinkler company. Nothing can hang from sprinkler heads or sprinkler pipes; this can cause a sprinkler to activate. Likewise, nothing can block the activation or operation of a sprinkler head.
Generally, there is a room where the sprinkler system riser is located. The area around this room must be kept clear and accessible. Additionally, there must be at least 3 feet of workable space around the riser at all times.

Fire Alarm Systems

A fire alarm system shall be installed, tested, and maintained in accordance with the applicable requirements of NFPA70 and NFPA72 as modified UNT amendments. All fire alarm systems must be inspected by a qualified fire alarm company every year.

Fire Inspections

All fraternity and sorority houses will be inspected by UNT’s Fire & Life Safety office annually, usually in the summer. Follow-up inspections are generally performed in the fall semester. UNT’s Fire & Life Safety office strives to schedule these inspections in advance. Please be on the lookout for information about your annual inspection and collaborate with Fire & Life Safety to schedule an appropriate time. Once the inspection is complete, a report will be sent to the Housing Corps, Housing Director, and UNT’s Center for Fraternity and Sorority Life. The inspection report will outline any specific areas for improvement. Abide by the recommendations/instructions provided by UNT following official inspections. Contact FLS@unt.edu with any questions you may have related to fire code and regulations.

Kitchen Hood System

The house’s kitchen hood system must be inspected annually by a kitchen company. Hood filters must be washed in the dishwasher when they appear dirty, but professionally cleared at least annually. In some instances, the fire marshal may direct the filters be cleaned every 6 months.

Exits

There are several exits to every house. Exits and exit signs CANNOT be obstructed by anything at any time; these routes must be accessible at all times in case of an emergency. Exits should have a minimum corridor width of 36 inches. Marked exit doors cannot have mirrors, paper, cloth, or other materials on them.
For buildings that are multi-story, stairwells are part of the exit route out of the building. All stairwells in the house must be kept clear. Doors to stairwells and other fire doors cannot be propped open at any time.
All bedrooms must have a floor plan, notating the nearest evacuation routes, posted on the back of the door. If any room in your house does not have an evacuation route posted, please notify Emergency.Management@unt.edu immediately.

Storage

In general, you should limit storing combustibles (cardboard, paper, Styrofoam) as much as possible. If you do, however, need to keep storage in the building, remember storage height cannot be within 18 inches of the bottom of the fire sprinkler. Additionally, keep in mind that the attic may never be used as storage.

Extension Cord Use

Extension cords can be handy tools, but they can present several, serious safety hazards if they are not utilized properly. When thinking about using an extension cord in the house, ensure you are following these guidelines:

• Extension cords CANNOT be run through walls or ceilings, or under doors or windows.
• Extension cords must be plugged directly into a wall outlet.
• Extension cords CANNOT be plugged into a surge protector.
• Surge protectors must be plugged directly into a wall outlet.
• Extension cords and surge protectors CANNOT be “daisy-chained”.
• Extension cords need appropriate length cords for safe use.
• Extension cords CANNOT be coiled or bound together.

Wall/Floor Coverings

Any cloth wall coverings must be constructed of flame retardant material and must be treated with a fire retardant chemical on a regular basis. There must be documentation on hand that shows the flame retardant ability of the fabric and the last time it was treated.
Wall coverings may not cover more than 50% of the wall space within each space. Paper cannot be used as a wall covering.
Cloth or paper material cannot be on floors or walkways. Only permanent, year-round used carpets or rugs may stay on the floor.

Candle Use

Candles shall not be used in individual rooms. Candles may be used in common areas under controlled circumstances. Open flames may be used for ceremonies and functions of religious, cultural, social and honorary groups and events. The use of candles or open flame devices must adhere to the following guidelines:

• Liquid or solid-fueled lighting devices (e.g. Sterno® cans) must self-extinguish and not leak fuel if tipped over.
• Candles must be located away from combustible materials in a secure and sturdy candle holder.

Candles must be extinguished immediately after the ceremony or function is complete.

Smoking

Enforce the no smoking policy. UNT is a smoke-free campus. Use of cigarettes, cigars, electronic cigarettes, pipes, and other tobacco products are strictly prohibited on campus. Ashes from smoking products can easily ignite combustible materials and cause a fire.

Fire Watch

In the event of any impairment to a fire protection system, e.g., fire alarm system or fire sprinkler system, a fire watch will be immediately implemented in accordance with the UNT Fire Watch Standard Operating Procedure. During fire watches, an hourly sign-in log must be utilized. Upon determination that a required fire protection system is rendered inoperable or its continued operation is questionable, UNT Emergency Management & Safety Services Fire & Life Safety shall be notified immediately.
Contact Fire & Life Safety for a copy of fire watch logs.

General Maintenance

Ensuring appropriate building maintenance and upkeep may lessen the likelihood of accidents within the building. Utilize the following guidelines to ensure appropriate maintenance actions are being implemented within buildings.

• Schedule regular inspections. Thoroughly inspect the chapter house every three months with the chapter president, house manager, and specified alumnae/alumni corporation board member. Report any maintenance concerns. Additionally, comply with annual fire inspections conducted by UNT Emergency Management & Safety Services.
• Pay attention to high traffic areas. Pay careful attention to doorways, railings, stairways, carpets, floors, windows, and fire escapes to ensure they are in good condition and are clear of obstacles that may impact ingress/egress of the building.
• Keep the house clean. Avoid keeping flammable materials in the house. Extra clutter—such as paper, boxes, and clothing—provides fuel for a fire. Take out the trash frequently and do not allow accumulation of furniture, paper combustibles, or anything else that is subject to catching fire.
• Develop a written maintenance program. Develop and maintain a written schedule to replace or change furnace filters, light bulbs, exit lights, and other house equipment as needed.
• Keep halls and stairways clear. All halls, stairwells, and exits must be kept clear and well-lit at all times.
• Service heating and air conditioning equipment regularly. Schedule annual service and inspection of these and other major mechanical systems within the building.
• Service kitchen equipment regularly. Schedule regular cleaning, service, and inspections of all kitchen equipment, paying particular attention to stoves, deep fryers, exhaust hood filters, and fire extinguishing systems.
• Restrict access to dangerous areas. As appropriate, limit or prohibit access to certain areas of the house such as roofs, furnace rooms, fuse boxes, etc.

House Security

Keeping the home secure is important to ensure the safety and well-being of those who reside within the building. Utilize the following guidelines to ensure appropriate security actions are being implemented within the building.

• Prohibit conduct affecting health, safety, or welfare. This includes, but is not limited to, the unauthorized use or possession of ammunition, firearms, explosives, or other objects that are dangerous or flammable or that could cause damage by fire or explosion to persons or property.
• Keep the house locked. The minor inconvenience of maintaining a locked house is justified by the safety benefits to the members and physical structure. Give all members a key so they are able to enter and exit safely. Ensure keys are retrieved from individuals when they move out of the home.
• Install deadbolts on all doors and lock windows. Consider installing a timer that automatically sets deadbolts at night. Lock all ground access window during the same time.
• Require individuals to knock before allowing them inside. Do not open the door for strangers. Ensure all non-residents are escorted within the building.
• Designate someone to come check on the house during extended breaks. Give keys to alumnae/alumni, such as your advisor and corporation officers, who require access to the house. Whenever the house closes for holidays, term breaks, etc., establish a schedule of “Key Alumnae/Alumni” who will regularly check house security and make sure all mechanical systems function.
• Install outdoor lighting. Place floodlights in the front and security lights in the back. This is the best way to deter chapter house vandalism and arson.
• Greet unescorted guests. Do not let strangers roam the house. Confront them – student or not – and ask if you can help them. Call 911 if you feel unsafe.
• Obtain renter’s insurance. Individuals should purchase renter’s insurance to cover personal items. Without coverage, theft or damage could represent substantial financial loss.

Emergency Response

Shelter-in-Place

To shelter-in-place means to find personal protection within the building you are in, making minor adjustments to the environment if needed, and staying in that location until it is safe to return outside. Sheltering may be required during many different kinds of situations, but the most common will be for severe weather conditions.

Preparedness

• Know the difference between a Watch and a Warning. A Watch means conditions are favorable for hazardous weather conditions to form. A Warning means hazardous weather has been spotted or indicated via radar. There are various types of watches and warnings, though the most common in North Texas are Flash Flood Watches/Warnings, Severe Thunderstorm Watches/Warning, and Tornado Watches/Warnings.
• Identify all of your shelter areas. Shelter areas should be on the lowest level of the building away from windows and exterior walls/doors.
• Make sure your Eagle Alert information is updated. UNT students may update their contact information at my.unt.edu.
• Sign up for Alert Denton emergency notifications.

Response

When a Watch of any kind is issued:

• Review and discuss your emergency plan
• Ensure your phones and devices are charged
• Check that your shelter is accessible
• Be prepared to act quickly

 
When a Warning is issued, take the following actions as appropriate:

After Sheltering

Call 911 immediately if a storm causes any of the following issues:

• Injuries
• A threat to life
• Downed power lines
• Natural gas leaks (may be detected by the smell of sulfur or rotten eggs)

Evacuation   

Evacuate is called when there is a need to move students, staff, faculty, or visitors from one location to another. Evacuation from a campus building may become necessary during many different kinds of situations including, but most commonly, a fire alarm.
 

Preparedness

• Ensure you know your evacuation route.
• Identify all exits within the building.
• Know your evacuation assembly area.
• Evacuate every time you hear an alarm.

Response

When ordered to evacuate, initiate the following steps:

1. Quickly leave the building, taking the closest and safest way out.
2. Feel door handles as you are leaving – if the door or knob is hot, do not open it.
3. Close doors behind you as you leave.
4. Do not use elevators – those with access and functional needs should immediately go to the nearest fire refuge area (if one is available) and call 9-1-1. Be aware that the integrity of fire refuge areas is only possible when all doors to the area remain closed.
5. Help others evacuate, if safely possible.
6. Take note of any individuals who are trapped, injured, or have access and functional needs who may still be in the building – share this information with first responders.
7. As you are evacuating…
   • Stay low if confronted with smoke.
   • Check closed doors for heat with the back of your hand before opening.
   • Close doors behind yourself as you are leaving.
8. Go to the designated evacuation assembly area, unless directed to go elsewhere by first responders or an Eagle Alert.
9. Wait to re-enter the building until the UNT Police or City of Denton Fire Department have given the all-clear.

Fire Procedure

If a fire begins in your room, take the following actions:

1. Yell "Fire!" and then try to put it out only if you're sure you can handle it with a fire extinguisher. If you have any doubt, get out of your room and close the door behind you to keep smoke and flames out of the corridor.
2. Sound the alarm and notify other members.

If the fire starts in another part of the building, you probably will be notified by an alarm, yelling in the corridor, or the sound of fire engines outside. Here's what to do:

1. Make for the door. If there is smoke in the room, roll out of your bed, with your pillow over your mouth and crawl to the door. Don't stand - smoke and deadly gases rise. You can die from smoke inhalation.
2. Feel the door with the palm of your hand. If the door or knob is hot, don't open it. If the door is not hot, open it slowly and be ready to slam it shut if necessary.
3. Check the hall. If everything is clear, walk to the nearest exit. If there is any smoke in the corridor, crawl into the hallway. Close the door behind you. Stay close to the wall so you can count the doorways to the exit. If the nearest exit or stairway is blocked, use the alternate one.
4. Walk down to the ground level. Fires generate heat and smoke so hold onto the handrail for guidance and protection against falling.

If you cannot get out of your room because the room door is hot or smoke is dense in the hall, here are some things to do.

1. Open window to vent room if there is any smoke. If you are on the first or second floor, you may be able to drop to the ground safely. If you are up any higher, you usually are better off staying put. Although some people survive jumps from 35 feet or more, they are usually seriously injured.
2. Let someone know you are in the room. If the phone works, call for help. Hang a bed sheet out the window to signal fire fighters, but don't try to climb down.
3. Fill the sink with water and wet towels and sheets. You'll need them to put around doors and cracks if smoke seeps in. Turn on the bathroom fan if it helps to clear your room of smoke.
4. Get fresh air. Make a tent over your head with a blanket at a slightly opened window to get fresh air. If the windows do not open, break out one with a chair or drawer. If heat and flames are rising outside from a lower floor, don't breathe smoke-laden air.
5. As a last resort. If your room becomes untenable, you may be forced to make for the best exit, but remember to keep low.

Missing Person Procedure

If a person is suspected as missing, implement the following procedure:

1. Confirm that the resident is not in their room.
2. Attempt to contact the resident by phone.
3. Speak with individuals close to the missing person to see if they know where the person is (roommates, friends, significant others, etc.).
4. Contact the house manager, president, or designee to notify them of the situation.
5. Contact the Director of Fraternity and Sorority Life so appropriate campus representatives can be notified.
6. Contact the UNT Police at 940-565-3000 to report the missing person
7. Continue to assist UNT Police and UNT Center for Fraternity and Sorority Life as able and necessary