As per the EMS and the Emergency Management Response Plan Specifications, an integrated EMP must be developed to provide an overview of the key elements of emergency management.

The development of the EMP is led by the designated site emergency management champion. The EMP includes all aspects of emergency response and recovery planning. For each site-induced emergency that could have off-site impacts, a TARP (or detailed emergency response procedures in the absence of a TARP) is required, incorporated into the EMP. This should include recovery planning. 4D Tool 4 provides an example TARP.

No separate or additional EMP, TARP, or emergency response procedure is required for site-induced emergencies that could have off-site impacts. Rather, the EMP, TARP, and/or emergency response procedure required as per the EMS should include site-induced emergencies that could have off-site impacts, outline roles and responsibilities of internal and external stakeholders, measures taken to prevent or minimize off-site impacts, and include recovery planning efforts. This should be developed with input from/by the social performance team.

The EMP should reflect the outcomes of the consultation process with external stakeholders outlined in previous Tasks. It is best practice to develop an EMP and associated procedures that are signed off by site and key external stakeholders, including potentially affected communities and key government agencies. If permitted by public authorities, sites should disclose (a summary of) the EMP (including recovery elements), excluding confidential or proprietary information as appropriate. This can be done in the Stakeholder Accountability Report and/or in the Community Engagement Forum, or more broadly as appropriate.

Development of the EMP must recognise legal and regulatory requirements, roles and responsibilities of external stakeholders related to emergency response and recovery, and internal policies and procedures. Where internal policies and procedures are more stringent, these should be applied unless this may result in a breach of legal or regulatory requirements.

Even in cases where the site is not responsible for responding to the off-site impacts of a site-induced emergency and/or for recovery efforts, the site must understand and document in the EMP and associated procedures, which entities are responsible for such efforts, and be able to demonstrate that effective emergency management systems are in place.

Insurance requirements related to public liability must be understood and must not be in contradiction with the implementation of the EMP and its associated procedures.

For each site-induced emergency that could have off-site impacts, the EMP and its associated procedure should include:

• An overview of the off-site area that will be impacted by the site-induced emergency, including directly and indirectly affected communities and their vulnerability. The off-site impact area is to be informed by inundation area, dispersion modelling associated with the release of emissions, major hazardous installation risk assessment, etc. (see Task 1).
• Roles and responsibilities of internal and external stakeholders. This should consider:
  • A clear command structure between internal and external stakeholders, including communication channels and responsibility for communication with communities and other external stakeholders during the response and recovery phases. This should also be captured in written agreements (e.g. contract or MoU) with local authorities and other key external stakeholders such as NGOs, international organisations, etc.
  • Identification of areas where capacity development is needed to ensure the required financial, material, and human resource allocations during response and recovery efforts.
  • Roles and responsibilities for developing and providing training, capacity building, and simulations.
  • Establishing feedback loops and provide room for open discussions amongst stakeholders to identify gaps and build on processes that are effective.
  • Roles and responsibilities for recovery efforts, as these may be different from the roles and responsibilities for response efforts and they may involve different stakeholders.
• A contact roster of appointed individuals, with alternates, within local authorities, community leaders, nearby residents, and other external stakeholders that should be notified in case of an emergency. The contact roster should include the name, title/function, location, and contact details (telephone, email) for each individual, and be updated quarterly. Individuals on the contact roster are part of a key stakeholder group that should be actively engaged with so that work relationships become robust under stress. The engagement process should be incorporated in the sites’ Stakeholder Engagement Plans (see Section 3A).
• Emergency notification and communication systems in place to:
  • Alert and communicate with affected communities and vulnerable groups to inform them of the details and nature of the emergency, options for protection (such as evacuation, shelter, escape routes, etc.), and to ensure they keep receiving accurate and timely information throughout the duration of the emergency and recovery. Depending on jurisdiction and context, it may not be the responsibility of the site to alert and/or communicate with affected communities. In such cases, the EMP and associated procedures should include who is responsible for alerting and/or communicating with affected communities. Ways to effectively communicate and coordinate with the responsible entities should be included. Methods to alert and communicate with affected communities should be predetermined and agreed.
  • Alert and communicate with relevant local authorities, including emergency, health, and environmental authorities and other key external stakeholders. Relevant authorities may include those who need to be notified for legal or permitting reasons, as well as those who are involved in responding to the emergency. Some mandates may sit with local government whilst others may be the responsibility of national government private and/or international agencies and entities.
  • Triggers for alerting the relevant authorities and affected communities (as appropriate), should be included.
• Process for safeguarding potentially affected communities and vulnerable groups, including evacuation routes, emergency shelter, and assembly points. These are to be predetermined and agreed as part of the stakeholder engagement process (see Tasks 3 and 4).
• Procedure for notifying families of those injured, and key messages. These procedures are to be predetermined and agreed as part of the stakeholder engagement process (see Tasks 3 and 4).
• Processes to assist in off-site emergency response including:
  • Measures to deploy site emergency response teams to the off-site area to assist in emergency response, which could include search and rescue assistance. These must have been predetermined and agreed with key external stakeholders (see Tasks 3 and 4). Note that site assistance in off-site emergency response efforts may not be allowed in all jurisdictions.
  • Measures for providing other off-site emergency response support and clean up, which could include providing emergency shelter, utility supply, food provision, health assistance, environmental clean-up, etc.
• A reference to the displacement framework for emergencies, where applicable. This only applies to site-induced emergencies that could result in physical or economic displacement. See Section 4D Tool 4 for more information.

For more information about the contents of an EMP, please refer to the Emergency Management Standard and the Emergency Management Response Plan Specification.