1 Position Checklists Emergency Operations Plan Arkansas State University Jonesboro Campus Effective May 1, 2013
3 Table of Contents Animal Care Unit Leader Checklist Campus Emergency Services Coordinator Checklist Chancellor Checklist Check In Status Recorder Checklist Communications Unit Leader Checklist Compensation Claims Unit Leader Checklist Cost Unit Leader Checklist Demobilization Unit Leader Checklist Documentation Unit Leader Checklist Donations Unit Leader Checklist Engineering Services Officer Checklist EOC Manager Checklist Executive Group Checklist Facilities Unit Leader Checklist Finance Administration Section Chief Checklist Food Unit Leader Checklist Ground Support Unit Leader Checklist Hazardous Materials Officer Checklist Health and Medical Group Director Checklist Incident Commander Checklist Law Enforcement Group Director Checklist Liaison Officer Checklist Logistics Section Chief Position Checklist Operations Branch Director Checklist
4 Table of Contents - continued Operations Section Chief Position Checklist Planning Section Chief Position Checklist Procurement Unit Leader Position Checklist Public Information Officer Checklist Resources Unit Leader Position Checklist Safety Officer Position Checklist Service Branch Director Position Checklist Shelter and Evacuation Unit Leader Checklist Situation Unit Leader Position Checklist Special Needs Populations Unit Leader Position Checklist Staging Area Manager Position Checklist Strike Team Force Leader Position Checklist Supply Unit Leader Position Checklist Support Branch Director Position Checklist Technical Specialists Position Checklist Template for Position Checklist Time Unit Leader Position Checklist University Agency Representative Checklist Volunteer Unit Leader Checklist
5 Animal Care Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Coordinates efforts for the care and disposal of all animals on campus including pets, lab animals, and livestock per Animal Care and Use Program Emergency Operations Plan for Research Animals and ASU Farm Emergency Operations Plan.
6 Campus Emergency Services Coordinator Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Alert key campus officials and EOC staff 2. Prepare to activate the campus EOC. 3. Notify the Craighead County Office of Emergency Management and other appropriate agencies when planning to activate the EOC. 4. Alert private and volunteer agencies that could assist if emergency/disaster occurs. 5. Prepare for 24-hour operational capability of campus EOC, if required. 6. If the situation warrants, activate the EOC. 7. Activate the Emergency Response Call Down list. 8. Ensure detailed activity log of campus EOC Operations is maintained. 9. Notify the County Office of Emergency Management when additional resources are needed. 10. Terminate 24-hour operation of campus EOC, when appropriate. 11. Establish a campus disaster information center, if applicable. 12. Provide follow-up campus reports to the County and State Offices of Emergency Management as required. 13. Critique operations and revise/update campus Emergency Operations Plan. 14. Advise County Office of Emergency Management when all campus activity terminates. 15. Finalize campus damage assessments, using required documentation standards. 16. Rescind campus emergency controls. 17. Review and evaluate all campus disaster operations reports. 18. Critique campus operations and conduct hazard mitigation study. 19. Enact campus directive, which would mitigate hazard(s).
7 Chancellor Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Remain calm. 2. Evacuate if incident affects your building or office. If your office or building is not affected, stay in your office. Do not go to the incident site. 3. Turn on your cellular phone. 4. Assess situation; obtain information through the Incident Commander. 5. Consult with the Incident Commander to consider declaring a State of Emergency. If warranted, sign the Declaration of Campus Emergency. Notify vice chancellors and Public Information Officer. 6. Consult with the Incident Commander to consider closure of the University. If warranted, sign the Declaration of Campus Closure. Notify vice chancellors and Public Information Officer. If the incident requires campus closure, how long will the campus be closed? What information will students and employees need? 7. Activate the Emergency Plan on recommendation of the Incident Commander or ranking University Police officer on duty. 8. Activate the Executive Group. 9. Inform and brief the Executive Group on the emergency situation and status as it affects their areas. 10. Through the Incident Commander, monitor the campus condition. What is the extent of causalities, injuries, and damage? What is the extent of the damage to the surrounding local community? 11. Issue any necessary public statements through the Public Information Officer. 12. Confer as needed with local and state officials. 13. Authorize the Incident Commander to announce the end of the State of Emergency when appropriate. 14. Keep informed. Obtain periodic situation updates from the Incident Commander. 15. Share information. Review and approve media releases. 16. State of Emergency over. When appropriate, authorize the Incident Commander to announce the end of the State of Emergency. 17. Recovery expectations. When will the academic process resume?
8 Check In/Status Recorder Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Obtain required work materials, including Check-in Lists, Resource Status Cards, and status display boards. 2. Establish communications with the Communications Center and Ground Support Unit. 3. Post signs so that arriving resources can easily find incident check-in locations. 4. Record Check-in information on Check-in lists. 5. Transmit Check-in Information to the Resources Unit on a pre-arranged schedule as needed. 6. Forward completed Check-in Lists and Status Change Cards to the Resources Unit. 7. Receive, record, and maintain resource status information on Resources Status Cards for incident-assigned single resources and personnel. 8. Maintain files of Check-In Lists. 9. Maintain Unit/Activity Log.
9 Communications Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Ensure that warning and communication systems at the ASU campus are fully and properly utilized, and remain ready for use at all times. 2. Ensure that names and contact information are current. 3. Ensure communications and warning personnel have been trained and the system is periodically exercised. 4. Periodically review requirements for warning and communications systems. Work with the Campus Emergency Services Coordinator to secure funding and make required changes to the system as necessary. 5. Determine Unit personnel needs. 6. Prepare and implement the Incident Communications Plan. 7. Establish appropriate communications distribution/maintenance locations within the Incident Base and Camps. 8. Ensure that communications systems are installed and tests. 9. Ensure an equipment accountability system is established. 10. Ensure personal portable radio equipment from cache is distributed per the Incident Communications Plan. 11. Provide Technical information as required for: 12. Adequacy of communications systems currently in operation. Adequacy of communications systems currently in operation. Geographic limitation on communications systems. Equipment capabilities/limitations. Amount and types of equipment as appropriate. Anticipated problems in the use of communications equipment. 13. Supervise Communications Unit activities. 14. Maintain records on all communications equipment as appropriate. 15. Ensure equipment is tested and repaired. 16. Recover equipment from Units being demobilized. 17. Maintain Unit Activity Log.
10 Compensation/Claims Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Obtain a briefing from the Finance/Administration Section Chief. 2. Establish contact with the incident Safety Officer and Liaison Officer or Agency Representative if no Liaison Officer is assigned. 3. Determine the need for Compensation or Injury and Claims Specialists and order personnel as needed. 4. Establish a Compensation for Injury work area within or as close as possible to the Medical Unit. 5. Review Incident Medical Plan. 6. Ensure that Compensation/Claims Specialists have adequate workspace and supplies. 7. Review and coordinate procedures for handling claims with the Procurement Unit. 8. Brief the Compensations/Claims Specialists on incident activity. 9. Periodically review logs and forms produced by the Compensations/Claims Specialists to ensure that they are complete, entries are timely and accurate, and that they are in compliance with agency requirements and policies. 10. Ensure that all Compensation for Injury and Claims logs and forms are complete and routed to the appropriate agency for post-incident processing prior to demobilization. 11. Keep the Finance/Administration Section Chief briefed on Unit status and activity. 12. Demobilize Unit in accordance with the Incident Demobilization Plan. 13. Maintain Unit Activity Log.
11 Cost Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Obtain a briefing from the Finance/Administration Section Chief. 2. Coordinate with agency headquarters on cost reporting procedures. 3. Collect and record all cost data. 4. Develop incident cost summaries. 5. Prepare resource-use cost estimates for the Planning Section. 6. Make cost-saving recommendations to the Finance/Administration Section Chief. 7. Ensure all cost documents are accurately prepared. 8. Maintain cumulative incident cost records. 9. Complete all records prior to demobilization. 10. Provide reports to the Finance/Administration Section Chief. 11. Maintain Unit Activity Log.
12 Demobilization Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Participate in planning meetings as required. 2. Review incident resource records to determine the likely size and extent of demobilization effort. 3. Based on the above analysis, add additional personnel, work space, and supplies as needed. 4. Coordinate demobilization with Agency Representatives. 5. Monitor the ongoing Operations Section resource needs. 6. Identify surplus resources and probable release time. 7. Develop incident check-out function for all units. 8. Evaluate logistics and transportation capabilities to support demobilization. 9. Establish communications with off-incident facilities as necessary. 10. Develop an Incident Demobilization Plan detailing specific responsibilities and release priorities and procedures. 11. Distribute demobilization plan. 12. Provide status reports to appropriate requestors. 13. Ensure that all Sections/Units understand their specific demobilization responsibilities. 14. Supervise execution of the Incident Demobilization Plan. 15. Brief the Planning Section Chief on demobilization progress. 16. Maintain Unit Activity Log.
13 Documentation Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Set up work area; begin organization of incident files. 2. Provide Scribes for all necessary areas. 3. Establish duplication service; response to requests. 4. File all official forms and reports. 5. Review records for accuracy and completeness; inform appropriate units of errors or omissions. 6. Provide incident documentation as requested. 7. Store files for post-incident use. 8. Maintain Unit Activity Log.
14 Donations Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Coordinate the efforts to receive, account for, and prepare for use, all donated materials to be used during response and support efforts.
15 Engineering Services Officer Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Determine the location of critical campus equipment and supplies and availability of campus personnel. 2. Upon issuance of a severe weather warning or other hazard affecting the Jonesboro campus: Notify campus engineering personnel of impending threat. Coordinate the movement of critical equipment to a safe location. Secure and protect materials. 3. Upon the impact of a disaster, time permitting: Take protective actions and begin planning for the recovery phase. Dispatch needed personnel and equipment to the required sites. Allocate and dispatch repair and relief materials to damaged campus locations. Coordinate and establish work shifts and maintenance schedules for working equipment and manpower. 4. Ensure all critical campus facilities (especially the EOC) have utility services and are structurally safe. 5. Determine safety of evacuation routes in flood, severe weather, and post-earthquake environments. 6. Develop and maintain individual departmental emergency plans and procedures. 7. Develop and maintain inventory of individual departmental resources. 8. Accomplish both inter- and intra- MAAs/MOUs as needed. 9. Estimate needs versus resources to determine shortfalls. 10. Advise resource group of anticipated shortfalls. 11. *Contact counterpart in Craighead County and establish liaison procedures. 12. Advise resource group of existing inventories and advise if major changes occur. 13. During increased readiness or warning periods, alert all operational departments and put personnel on standby status. 14. Assemble key departmental personnel. 15. Determine potential magnitude, severity, and anticipated duration of hazard situation. 16. Coordinate with Campus Shelter and Evacuation Unit Leader on shelter facilities planned for use. 17. * Coordinate with Shelter and Evacuation Unit Leader to establish shelter upgrading priorities. 18. * Review specific procedures of shelter upgrading (including review of equipment needed versus available). 19. Determine availability of, quantity of, and procedures to obtain sandbags. 20. Pre-select dumping sights for debris and other material. 21. Determine current status of utilities.
16 22. Develop limited use policies for submission to campus official in the event need exceeds utility capabilities. 23. Establish liaison with local utilities. 24. Review existing service to designated mass care and shelter facilities to determine service needs. 25. Review emergency power generating capability fixed and mobile. 26. Implement mitigation actions commensurate with disaster situation. 27. Perform temporary emergency repairs on key buildings and facilities. 28. Establish detour routings. 29. Review techniques, procedures, and requirements for shelter upgrading and implement upgrade program when directed. 30. Coordinate with the Campus Resource Unit Leader on personnel requirements. 31. Coordinate with Campus Resource Unit Leader on lumber and hardware needs. 32. Coordinate with Campus Hazardous Material Officer to support decontamination activity for hazardous material accident/radiological incident. 33. Restore interrupted service. 34. Assist resource group in providing emergency power to critical facilities. 35. Monitor utility usage and access capabilities. 36. Install or restore service to facilities to be used if no service is available. 37. Recommend establishment of reduced service areas, if necessary. 38. Maintain administration records to support fiscal accounting. 39. Make temporary repairs to street or road structures or establish detour routes. 40. Assist in damage assessment. 41. Submit administrative report as directed by EOC. 42. Complete restoration of normal services. 43. Conduct safety inspections prior to restoration of normal service. 44. Replace damaged or destroyed utility service equipment. 45. Terminate services for vacant or unoccupied buildings which were used for mass care or shelter. 46. Identify available resources to transport potable water and provide sanitation services during a disaster/emergency. 47. Coordinate debris removal operations. 48. Activate regular and auxiliary personnel. 49. Provide emergency generators, fuel lighting, and sanitation to support the incident. 50. Assist in the evacuation of people at risk in and around the emergency scene. 51. Coordinate with utility companies and private contractors to restore power and services. 52. Review and maintain campus plans and maps. 53. Support the Operations and Planning Sections by providing blueprints and AutoCAD information, and when needed, structural analysis. 54. Coordinate with other campus officers in the functional areas to assemble a Damage Assessment Plan. 55. Coordinate with the Campus Emergency Services Coordinator and other campus officials to assemble information to support a request for a declaration of disaster. 56. Coordinate with insurance personnel to ensure all damage is surveyed for a disaster request. * Crisis Relocation Implemented 4/25/2013 2
17 EOC Manager Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Coordinate operation of the EOC. 2. Assist in the gathering of information necessary to deal with the current situation. 3. Assist in the development of the IAP for the current situation. 4. Provide updates to the campus PIO for release to the media. 5. Participate in Operations Section/Service Branch planning activities. 6. Prepare and submit necessary documentation. 7. Maintain Branch Activity Log.
18 Executive Group Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Review and approve all campus administration procedure supporting plans. 2. Direct all activities defined in the campus Emergency Operations Plan. 3. Authorize release of emergency information. 4. Issue campus emergency/disaster declarations, as applicable. 5. Direct all campus emergency response activities. 6. Implement mutual aid agreements if assistance is needed. 7. Determine curtailment requirements during emergencies to conserve power and resources. 8. Authorize release of emergency campus information.
19 Facilities Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Obtain a briefing from the Support Branch Director or the Logistics Section Chief. 2. Receive and review a copy of the IAP. 3. Participate in Logistics Section/Support Branch planning activities. 4. Determine requirements for each facility including the ICP. 5. Prepare layouts of incident facilities. 6. Notify Unit leaders of facility layout. 7. Activate incident facilities. 8. Provide Base and Camp Managers, and personnel to operate facilities. 9. Provide sleeping facilities. 10. Coordinate security services, 11. Coordinate facility maintenance services. 12. Demobilize Base and Camps facilities. 13. Maintain facility records. 14. Maintain Unit Activity Log.
20 Finance/Administration Section Chief Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. For this incident, identify the positions needed for the Finance/Administration Section. 2. Attend planning meetings are required. 3. Manage all financial aspects of an incident. 4. Provide financial and cost analysis information as requested. 5. Gather pertinent information from briefings with responsible agencies. 6. Develop an operating plan for the Finance/Administration Section; fill and support needs. 7. Determine the need to set up and operate an incident commissary. 8. Meet with assisting and cooperating Agency Representatives as needed. 9. Maintain daily contact with agency(s) administrative headquarters on finance/administration matters. 10. Ensure that all personnel time records are accurately completed and transmitted to home agencies, according to policy. 11. Provide financial input to demobilization planning. 12. Ensure that all obligation documents initiated at the incident are properly prepared and completed. 13. Brief agency administrative personnel on all incident related financial issues needing attention or follow-up prior to leaving incident. 14. Maintain Unity Activity Log.
21 Food Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Determine food and water requirements. 2. Determine the method of feeding to best fit each facility or situation. 3. Obtain necessary equipment and supplies and establish cooking facilities. 4. Ensure that well-balanced menus are provided. 5. Order sufficient food and potable water from contracted sources for an inventory of food and water. 6. Maintain food service areas, ensuring that all appropriate health and safety measures are being followed. 7. Supervise caterers, cooks, and other Food Unit personnel as appropriate. 8. Maintain Unit Activity Log.
22 Ground Support Unit Leader Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Support out-of-service resources. 2. Provide for transportation of personnel, supplies, food, and equipment. 3. Provide fueling, service, maintenance, and repair of vehicles and other ground support equipment. 4. Implement the Traffic Plan for the incident. 5. Participate in Support Branch/Logistics Section planning activities. 6. Notify the Resources Unit of all status changes on support and transportation vehicles. 7. Maintain Support Vehicle Inventory and transportation vehicles. 8. Provide transportation services, in accordance with requests from the Logistics Section Chief or Support Branch Director. 9. Collect information on rented equipment. 10. Requisition maintenance and repair supplies. 11. Maintain incident roads. 12. Submit reports to Support Branch Director. 13. Maintain Unit Activity Log.
23 Hazardous Materials Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Collect and analyze data and inform University officials of hazardous materials on campus. 2. Review and update hazardous material plans and procedures. 3. Coordinate hazardous materials protection with the City of Jonesboro and Craighead County. 4. Monitor and control hazardous materials. 5. Ensure that the Arkansas Department of Health (ADH) Emergency Communications Center (ECC) has been notified in the event of a radiological incident (The ECC provides 24 hourper-day, 7 days-per-week coverage). 6. Ensure that the Jonesboro Fire Department HAZMAT Team has been notified in the event of a serious hazardous materials incident. 7. Coordinate with the campus PIO to initiate appropriate release of information to the media.
24 Health and Medical Group Director Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Assess needed resources and personnel to treat health and medical needs of victims. 2. Ensure that emergency medical teams responding to a disaster site establish a medical staging area. 3. Coordinate with city and county health and medical organizations and with State and Federal officials on matters related to assistance. 4. Maintain a patient/casualty tracking system utilizing the regional triage tag system adopted by the NE Arkansas Regional Hospital Preparedness Force. 5. Screen and coordinate with incoming groups such as the Medical Reserve Corps as well as individual health and medical volunteers; ensuring that positive identification and proof of licensure is made for all volunteers. 6. Coordinate the location, procurement, screening, and allocation of health and medical supplies/resources, including human resources, required to support health and medical operations 7. Provide updates to the PIO for release to the media. 8. Participate in Operations Section/Service Branch planning activities. 9. Establish the Health and Medical Branch. 10. Prepare the Incident Medical Plan. 11. Prepare procedures for major medical emergency. 12. Declare major medical emergency as appropriate. 13. Respond to requests for medical aid, medical transportation, and medical supplies for victims. 14. Prepare and submit necessary documentation. 15. Maintain Branch Activity Log.
25 Incident Commander Position Checklist 1. Ensure welfare and safety of incident personnel. 2. Supervise Command and General Staff. 3. Obtain initial briefing from current Incident Commander and agency administrator. 4. Assess incident situation: Review the current situation status and initial incident objectives. Ensure that all local, State and Federal agencies impacted by the incident have been notified. 5. Determine need for, establish, and participate in Unified Command. 6. Authorize protective action statements, as necessary. 7. Activate appropriate Command and General Staff positions. Safety Officer must be appointed on hazardous materials incidents: Confirm dispatch and arrival times of activated resources. Confirm work assignments. 8. Brief staff: Identify incident objectives and any policy directives for the management of the incident. Provide a summary of current organization. Provide a review of current incident activities. Determine the time and location of first Planning Meeting. 9. Determine information needs and inform staff of requirements. 10. Determine status of disaster declaration and delegation of authority. 11. Establish parameters for resource requests and releases: Review requests for critical resources. Confirm who has ordering authority within the organization. Confirm those orders that require Command authorization. 12. Authorize release of information to the media: If operating within a Unified Command, ensure all Incident Commanders approve release. 13. Establish level of planning to be accomplished: Written Incident Action Plan (IAP). Contingency planning. Formal Planning Meeting.
26 14. Ensure Planning Meetings are conducted as indicated: Agenda Item Sample Planning Meeting Agenda Responsible Party a. Briefing on situation/resource status. Planning/Operations Section Chiefs b. Discuss safety issues. Safety Officer c. Set/confirm incident objectives. Incident Commander d. Plot control lines & Division Operations Section Chief boundaries. e. Specify tactics for each Division/Group. Operations Section Chief f. Specify resources needed for each Division/Group. Operations/Planning Section Chiefs g. Specify facilities and reporting Operations/Planning/Logistics Section Chiefs locations. h. Develop resource order. Logistics Section Chief i. Consider communications/medical/ Logistics/Planning Section Chiefs transportation plans. j. Provide financial update. Finance/Administration Section Chief k. Discuss interagency liaison issues. Liaison Officer l. Discuss information issues. Public Information Officer m. Finalize/approve/implement plan. Incident Commander/All 15. Approve and authorize implementation of the IAP: Review IAP for completeness and accuracy. Verify that objectives are incorporated and prioritized. Sign ICS Form Ensure Command and General Staff coordination: Periodically check progress on assigned tasks of Command and General Staff personnel. Approve necessary changes to strategic goals and IAP. Ensure that Liaison Officer is making periodic contact with participating agencies. 17. Work with agency staff to declare state of emergency according to agency protocol. 18. Keep agency administrator informed on incident-related problems and progress. 4/25/2013 2
27 Law Enforcement Group Director Position Checklist s may be delegated to the appropriate <Insert position titles for the delegate(s)>. 1. Assess security and law enforcement needs for the situation. 2. Ensure the security for the ICP, EOC, and Staging Area. 3. Coordinate with city and county law enforcement agencies to provide for security needs. 4. Coordinate with state and federal law enforcement agencies in the event of a situation of statewide or national significance. 5. Provide updates to the campus PIO for release to the media. 6. Participate in Operations Section/Service Branch planning activities. 7. Establish the Law Enforcement Branch. 8. Prepare the Law Enforcement Plan. 9. Prepare and submit necessary documentation. 10. Maintain Branch Activity Log.
28 Liaison Officer Position Checklist 1. Obtain briefing from Incident Commander: Obtain summary of incident organization (ICS Forms 201 and 203). Determine companies/agencies/non-governmental organizations already involved in the incident, and whether they are assisting (have tactical equipment and/or personnel assigned to the organization), or cooperating (operating in a support mode "outside" the organization). 2. Obtain cooperating and assisting agency information, including: Contact person(s). Radio frequencies. Phone numbers. Cooperative agreements. Resource type. Number of personnel. Condition of personnel and equipment. Agency constraints/limitations. 3. Establish workspace for Liaison function and notify agency representatives of location. 4. Contact and brief assisting/cooperating agency representatives and mutual aid cooperators. 5. Interview agency representatives concerning resources and capabilities, and restrictions on use-provide this information at planning meetings. 6. Work with Public Information Officer and Incident Commander to coordinate media releases associated with inter-governmental cooperation issues. 7. Monitor incident operations to identify potential inter-organizational problems. Keep Command apprised of such issues: Bring complaints pertaining to logistical problems, inadequate communications, and strategic and tactical direction to the attention of Incident Management Team (IMT).
29 8. Participate in Planning Meetings: Agenda Item Sample Planning Meeting Agenda Responsible Party a. Briefing on situation/resource status. Planning/Operations Section Chiefs b. Discuss safety issues. Safety Officer c. Set/confirm incident objectives. Incident Commander d. Plot control lines & Division boundaries. Operations Section Chief e. Specify tactics for each Division/Group. Operations Section Chief f. Specify resources needed for each Division/Group. Operations/Planning Section Chiefs g. Specify facilities and reporting locations. Operations/Planning/Logistics Section Chiefs h. Develop resource order. Logistics Section Chief i. Consider communications/medical/ transportation plans. Logistics/Planning Section Chiefs j. Provide financial update. Finance/Administration Section Chief k. Discuss interagency liaison issues. Liaison Officer l. Discuss information issues. Public Information Officer m. Finalize/approve/implement plan. Incident Commander/All 9. Document all activity on Unit Log (ICS Form 214). 4/25/2013 2
30 Logistics Section Chief Position Checklist s may be delegated to the appropriate Branch Director or Unit Leader. 1. Obtain briefing from Incident Commander: Review situation and resource status for number of personnel assigned to incident. Review current organization. Determine which incident facilities have been/should be activated. 2. Ensure Incident Command Post and other incident facilities are physically activated, as appropriate. 3. Confirm resource ordering process. 4. Assess adequacy of current Incident Communications Plan (ICS Form 205). 5. Organize and staff Logistics Section, as appropriate, and consider the need for facility security, and Communication and Supply Units. 6. Assemble, brief, and assign work locations and preliminary work tasks to Section personnel: Provide summary of emergency situation. Provide summary of the kind and extent of Logistics support the Section may be asked to provide. 7. Notify Resources Unit of other Units activated, including names and location of assigned personnel. 8. Attend Planning Meetings: Sample Planning Meeting Agenda Agenda Item Responsible Party a. Briefing on situation/resource status. Planning/Operations Section Chiefs b. Discuss safety issues. Safety Officer c. Set/confirm incident objectives. Incident Commander d. Plot control lines & Division boundaries. Operations Section Chief e. Specify tactics for each Division/Group. Operations Section Chief f. Specify resources needed for each Division/Group. Operations/Planning Section Chiefs g. Specify facilities and reporting locations. Operations/Planning/Logistics Section Chiefs h. Develop resource order. Logistics Section Chief i. Consider communications/medical/ transportation plans. Logistics/Planning Section Chiefs j. Provide financial update. Finance/Administration Section Chief k. Discuss interagency liaison issues. Liaison Officer l. Discuss information issues. Public Information Officer m. Finalize/approve/implement plan. Incident Commander/All
31 9. Participate in preparation of Incident Action Plan (IAP): Provide input on resource availability, support needs, identified shortages, and response time-lines for key resources. Identify future operational needs (both current and contingency), in order to anticipate logistical requirements. Ensure Incident Communications Plan (ICS Form 205) is prepared. Ensure Medical Plan (ICS Form 206) is prepared. Assist in the preparation of Transportation Plan. 10. Review IAP and estimate section needs for next operational period; order relief personnel if necessary. 11. Research availability of additional resources. 12. Hold Section meetings, as necessary, to ensure communication and coordination among Logistics Branches and Units. 13. Ensure coordination between Logistics and other Command and General Staff. 14. Ensure general welfare and safety of Section personnel. 15. Provide briefing to relief on current activities and unusual situations. 16. Ensure that all personnel observe established level of operational security. 17. Ensure all Logistics functions are documenting actions on Unit Log (ICS Form 214). 18. Submit all Section documentation to Documentation Unit. 19. Review mutual aid agreements. 20. Review and update emergency staff assignments. 21. Coordinate activities with the Campus Emergency Services Coordinator. 22. Coordinate communication requirements with the Communications Leader. 23. Check readiness of all campus equipment. 24. Prepare for possible shortages of water, electricity, chemicals, etc. 25. Accomplish inspections of campus shelter/emergency lodging facilities for fire safety. 26. Develop plans for utilizing campus volunteers. 27. Alert all personnel to be on standby status. All non-command post essential personnel report to Facilities Management Meeting Room. broadcast on FM radio frequency use FM paging system cell phone directory 4/25/2013 2
32 Operations Branch Director Position Checklist 1. Obtain briefing from Operations Section Chief or Incident Commander: Determine resources assigned to the Branch, current location, and activities. Review assignments for Divisions and/or Groups within Branch and modify based on effectiveness of current operations. If modification requires re-assignment or changes of status of resources, provide resource information to the Operations Section Chief or Incident Commander. Determine general organizational structure, including identification of other Branches, Divisions, and Groups operating on the incident. 2. Attend Operations Briefing. 3. Develop tactical assignments, with subordinates, for Branch control operations. 4. Assign specific work tasks to Division/Group Supervisors. 5. Resolve logistical problems reported by subordinates: Monitor radio transmissions and cell phone use to assess communications needs. Ensure resources receive adequate food, liquids, and rehabilitation. Request additional resources through approved ordering channels. 6. Report to Operations Section Chief whenever: Incident Action Plan (IAP) is to be modified. Additional resources are needed. Surplus resources are available. Hazardous situations or significant events occur. 7. Coordinate activities with other Branch Directors. 8. Attend Planning Meetings at the request of the Operations Section Chief. 9. Debrief on shift activities, prior to leaving shift, with Operations Section Chief and Planning Section Chief or Situation Unit Leader. 10. Ensure Branch fiscal record-keeping. 11. Document all activity on Unit Log (ICS Form 214).
33 Operations Section Chief Position Checklist 1. Obtain briefing from Incident Commander: Determine incident objectives and recommended strategies. Determine status of current tactical assignments. Identify current organization, location of resources, and assignments. Confirm resource ordering process. Determine location of current Staging Areas and resources assigned there. 2. Organize Operations Section to ensure operational efficiency, personnel safety and adequate span of control. 3. Establish operational period. 4. Establish and demobilize Staging Areas. 5. Attend Operations Briefing and assign Operations personnel in accordance with Incident Action Plan (IAP): Brief Staging Area Manager on types and numbers of resources to be maintained in Staging. Brief tactical elements (Branches, Divisions/Groups, Force/Strike-Team Leaders) on assignments, ordering process, protective equipment, and tactical assignments. 6. Develop and manage tactical operations to meet incident objectives.
34 Planning Section Chief Position Checklist s may be delegated to the appropriate Unit Leader 1. Obtain briefing from Incident Commander: Determine current resource status (ICS Form 201). Determine current situation status/intelligence (ICS Form 201). Determine current incident objectives and strategy. Determine whether Incident Commander requires a written Incident Action Plan (IAP). Determine time and location of first Planning Meeting. Determine desired contingency plans. 2. Activate Planning Section positions, as necessary, and notify Resources Unit of positions activated. 3. Establish and maintain resource tracking system. 4. Complete ICS Form 201, if not previously completed, and provide copies to Command, Command Staff, and General Staff. 5. Advise Incident Command Post (ICP) staff of any significant changes in incident status. 6. Compile and display incident status summary information. Document on ICS Form 209, Incident Status Summary (or other approved agency forms): Forward incident status summaries to Agency Administrator and/or other designated staff once per operational period, or as required. Provide copy to Public Information Officer. 7. Obtain/develop incident maps. 8. Establish information requirements and reporting schedules for ICP and field staff. 9. Prepare contingency plans: Review current and projected incident and resource status. Develop alternative strategies. Identify resources required to implement contingency plan. Document alternatives for presentation to Incident Commander and Operations, and for inclusion in the written IAP. 10. Meet with Operations Section Chief and/or Command, prior to Planning Meetings, to discuss proposed strategy and tactics and diagram incident organization and resource location.
35 11. Conduct Planning Meetings according to following agenda: Agenda Item Sample Planning Meeting Agenda Responsible Party a. Briefing on situation/resource status. Planning/Operations Section Chiefs b. Discuss safety issues. Safety Officer c. Set/confirm incident objectives. Incident Commander d. Plot control lines & Division boundaries. Operations Section Chief e. Specify tactics for each Division/Group. Operations Section Chief f. Specify resources needed for each Division/Group. Operations/Planning Section Chiefs g. Specify facilities and reporting locations. Operations/Planning/Logistics Section Chiefs h. Develop resource order. Logistics Section Chief i. Consider communications/medical/ transportation plans. Logistics/Planning Section Chiefs j. Provide financial update. Finance/Administration Section Chief k. Discuss interagency liaison issues. Liaison Officer l. Discuss information issues. Public Information Officer m. Finalize/approve/implement plan. Incident Commander/All 12. Supervise preparation and distribution of the written IAP, if indicated. Minimum distribution is to all Command, Command Staff, General Staff, and Operations personnel to the Division/Group Supervisor level: Establish information requirements and reporting schedules for use in preparing the IAP. Ensure that detailed contingency plan information is available for consideration by Operations and Command. Verify that all support and resource needs are coordinated with Logistics Section prior to release of the IAP. Include fiscal documentation forms in written IAP as requested by the Finance/Administration Section. Coordinate IAP changes with General Staff personnel and distribute written changes, as appropriate. 13. Coordinate development of Incident Traffic Plan with Operations and the Ground Support Unit Leader. 14. Coordinate preparation of the Safety Message with Safety Officer. 15. Coordinate preparation of the Incident Communications Plan and Medical Plan with Logistics. 16. Instruct Planning Section Units in distribution of incident information. 17. Provide periodic predictions on incident potential. 18. Establish a weather data collection system, when necessary. 4/25/2013 2
36 19. Identify need for specialized resources; discuss need with Operations and Command; facilitate resource requests with Logistics. 20. Ensure Section has adequate coverage and relief. 21. Hold Section meetings as necessary to ensure communication and coordination among Planning Section Units. 22. Ensure preparation of demobilization plan, if appropriate. 23. Ensure preparation of final incident package and route to Agency Administrator for archiving or follow-up after Incident Management Team (IMT) demobilization. 24. Provide briefing to relief on current and unusual situations. 25. Ensure that all staff observes established level of operational security. 26. Ensure all Planning functions are documenting actions on Unit Log (ICS Form 214). 27. Submit all Section documentation to Documentation Unit. 4/25/2013 3
37 Procurement Unit Leader Position Checklist 1. Obtain briefing from Finance/Administration Section Chief: Determine charge code, and delegation of authority to commit agency funds. If the agency cannot delegate procurement authority to the Procurement Unit Leader, they will need to assign one of their procurement people to the incident. Determine whether a buying team has been assigned to purchase all equipment, supplies, etc. for the incident. The Procurement Unit Leader will coordinate closely with this group. Determine status of bid process. Determine current vendor list. Determine current blanket Purchase Order (PO) list. Determine time-lines established for reporting cost information. 2. Contact Supply Unit on incident needs and any special procedures or requirements. 3. Prepare and sign offers for rental, as necessary. 4. Develop Incident Procurement Plan. This plan should address/include: Spending caps. Necessary Forms. Identify who has purchasing authority. Process for obtaining approval to exceed caps. Coordination process with Supply Unit. Supply of emergency purchase orders. 5. Review equipment rental agreement and use statements for terms and conditions of use within 24 hours after equipment arrival at incident. Provide hourly rates and associated costs to Cost Unit. 6. Prepare and sign contracts, land-use agreements, and cost-share agreements, as necessary. 7. Draft Memorandums of Understanding as needed (obtain legal review and Incident Commander's signature prior to implementation). 8. Establish contact with supply vendors, as needed. 9. Determine whether additional vendor-service agreements will be necessary. 10. Interpret contracts/agreements, and resolve claims or disputes within delegated authority. 11. Provide cost data from rental agreements, contracts, etc. to Cost Unit Leader according to reporting time frames established for operational period. 12. Verify all invoices. 13. It is imperative that all contractors are accounted for and their time documented: Coordinate with all Sections.
38 It may be helpful to hire one person (or more) to simply travel the incident and document everything they see being used. Ensure that all equipment rental documents and inspections are complete (coordinate inspection information with Ground Support Unit and/or Operations) before signing. 14. Complete final processing and send documents for payment. 15. Maintain final incident receiving documents: Obtain copies of all vendor invoices. Verify that all equipment time records are complete. Maintain comprehensive audit trail for all procurement documents. Check completeness of all data entries on vendor invoices. Compare invoices against procurement documents. Assure that only authorized personnel initiate orders. 16. Provide briefing to relief on current activities and unusual events. 17. Document all activity on Unit Log (ICS Form 214). 4/25/2013 2
39 Public Information Officer Checklist 1. Obtain briefing from Incident Commander: Determine current status of Incident (ICS Form 209 or equivalent). Identify current organization (ICS Forms 201 and 203, resource lists, etc.). Determine point of contact for media (scene or Command Post). Determine current media presence. 2. Participate in Administrative Officer s briefing: Determine constraints on information process. Determine pre-existing agreements for information centers, Joint Information Centers (JICs), etc. 3. Assess need for special alert and warning efforts, including the hearing impaired, non- English speaking populations, and industries especially at risk for a specific hazard, or which may need advance notice in order to shut down processes. 4. Coordinate the development of door-to-door protective action statements with Operations. 5. Prepare initial information summary as soon as possible after activation. If no other information is available, consider the use of the following general statement: Sample Initial Information Summary We are aware that an [accident/incident] involving [type of incident] occurred at approximately [time], in the vicinity of [general location]. [Agency personnel] are responding, and we will have additional information available as we are able to confirm it. We will hold a briefing at [location], and will notify the press at least ½ hour prior to the briefing. At this time, this briefing is the only place where officials authorized to speak about the incident and confirmed information will be available. Thank you for your assistance. 6. Arrange for necessary work space, materials, telephones, and staff. Consider assigning Assistant Public Information Officers to: Joint Information Center (JIC). Field (scene) Information. Internal Information. 7. Establish contact with local and national media representatives, as appropriate. 8. Establish location of Information Center for media and public away from Command Post. 9. Establish schedule for news briefings. 10. Coordinate, with Logistics, the activation and staffing of message center "rumor control" lines to receive requests and answer questions from the public. Provide statement to operators. 11. Obtain current incident status reports from Planning Section; coordinate a schedule for updates.
40 4/25/ Observe constraints on the release of information imposed by the Incident Commander and according to agency guidance. 13. Obtain approval for information release from Incident Commander: Confirm details to ensure no conflicting information is released. Identify site and time for press briefings, and confirm participation by other Incident Management Team (IMT) members. 14. Release news to media, and post information in Command Post and other appropriate locations. 15. Record all interviews and copy all news releases: Contact media to correct erroneous or misleading information being provided to the public via the media. 16. Update off-incident agency personnel on a regular basis: Utilize electronic mail for agency updates. Establish phone line in the Command Post dedicated to internal communications to update agency personnel. Provide standard statement which can be given to general requests for information. 17. Coordinate information releases with information staff from other impacted agencies and jurisdictions: Ensure that information provided to the public is consistent across jurisdictional boundaries, when appropriate. 18. Attend Planning Meetings: Sample Planning Meeting Agenda Agenda Item Responsible Party a. Briefing on situation/resource status. Planning/Operations Section Chiefs b. Discuss safety issues. Safety Officer c. Set/confirm incident objectives. Incident Commander d. Plot control lines & Division boundaries. Operations Section Chief e. Specify tactics for each Division/Group. Operations Section Chief f. Specify resources needed for each Division/Group. Operations/Planning Section Chiefs g. Specify facilities and reporting locations. Operations/Planning/Logistics Section Chiefs h. Develop resource order. Logistics Section Chief i. Consider communications/medical/ transportation plans. Logistics/Planning Section Chiefs j. Provide financial update. Finance/Administration Section Chief k. Discuss interagency liaison issues. Liaison Officer l. Discuss information issues. Public Information Officer m. Finalize/approve/implement plan. Incident Commander/All 19. Respond to special requests for information. 20. Provide all news releases, bulletins, and summaries to Documentation Unit to be included in the final incident package.
41 21. Confirm the process for the release of information concerning incident-related injuries or deaths. 22. Document all activity on Unit Log (ICS Form 214). 4/25/2013 3
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