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Emergency Management Plan - UCI Police Department - University

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					 Emergency
Management
      Plan




         Revised April 2009



 PROPRIETARY AND CONFIDENTIAL
     TO THE UNIVERSITY OF
      CALIFORNIA, IRVINE

  Contact EH&S at Lbogue@uci.edu or
 call 949.824.7147 regarding the use or
      reproduction of this document
University of California, Irvine
                                                                                                                      TABLE OF CONTENTS

SECTION I: Plan Summary
  Campus Zone Map .....................................................................................................................................................8
SECTION II: EOC Activation & Deactivation ...........................................................................
  EOC Activation Guidelines......................................................................................................................................13
  EOC Organization Chart ..........................................................................................................................................15
  EOC Deactivation ....................................................................................................................................................16
SECTION III: Campus Executives...............................................................................................
  Exec-1 Chancellor/Vice Chancellor – A&BS ..........................................................................................................17
  Exec-2 Chancellor’s Executive Policy Group ..........................................................................................................19
SECTION IV: EOC Management ................................................................................................
  M-1 EOC Manager...................................................................................................................................................20
  M-2 Public Information Officer ...............................................................................................................................24
  M-3 Student Affairs Officer .....................................................................................................................................27
  M-4 Liaison Officer .................................................................................................................................................29
  M-5 Safety Officer ...................................................................................................................................................31
  M-6 EOC Coordinator..............................................................................................................................................33
SECTION V: Operations Section .................................................................................................
  O-1 Operations Section Chief ..................................................................................................................................36
  O-2 Operations Section Chief – Assistant................................................................................................................39
  O-3 Police Branch – DOC Unit................................................................................................................................41
  O-4 Police Branch – IC Unit ....................................................................................................................................43
  O-5 Environment, Health and Safety Branch...........................................................................................................45
  O-6 Medical, Health Services ..................................................................................................................................47
  O-7 Care & Shelter...................................................................................................................................................49
  O-8 Communications, Information Systems & Technology Branch........................................................................51
  O-9 Facilities Management Branch..........................................................................................................................53
SECTION VI: Planning & Intelligence Section ..........................................................................
  P-1 Planning & Intelligence Section Chief...............................................................................................................56
  P-2 Situation Status Unit ..........................................................................................................................................58
  P-3 Resource Unit ....................................................................................................................................................60
  P-4 Subject Matter Experts Unit...............................................................................................................................62
  P-5 Damage Assessment Unit ..................................................................................................................................63
  P-6 Zone Coordinator...............................................................................................................................................65
  P-7 Zone Captains ....................................................................................................................................................67
SECTION VII: Logistics Section ..................................................................................................
  L-1 Logistics Section Chief......................................................................................................................................69
  L-2 Food and Water Branch.....................................................................................................................................71
  L-3 Contracts, Equipment & Supplies Branch .........................................................................................................73
  L-4 HR/Personnel/Volunteers Branch......................................................................................................................75
  L-5 Transportation/Vehicles Branch ........................................................................................................................77
SECTION VIII: Finance & Administration Section...................................................................
  F-1 Finance & Administration Section Chief...........................................................................................................79
  F-2 Accounting & Audit Branch ..............................................................................................................................81
  F-3 Planning & Budget Branch ................................................................................................................................83
  F-4 FEMA Documentation & Recovery Branch ......................................................................................................85
APPENDICES
  Communications Plan (without attachments)
  Hazardous Material Shelter-In-Place
  Secure Campus - Shelter in Place for Police Activity




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                               I.      INTRODUCTION
A. PURPOSE

The purpose of the University of California, Irvine (UCI) Emergency Management Plan (EMP)
is to establish policies, procedures, and an organizational structure for response to a major
emergency. The Plan incorporates operating procedures from the Incident Command System
(ICS) for handling emergencies resulting from fires, floods, storms, earthquakes, hazardous
materials, incidents, and other potential disasters.

The UCI Emergency Management Plan utilizes the Standardized Emergency Management
System (SEMS), as described by Government Code 8607(a), for managing response to multi-
agency and multi-jurisdiction emergencies in California. SEMS, adopted by California in 1995,
incorporates the use of the Incident Command System (ICS), the Master Mutual Aid agreement,
existing mutual aid systems, and the County operational area concept and inter-agency
coordination. This system, by promoting the use of common terminology and command structure,
facilitates better flow of information and coordination between responding agencies. After each
major emergency, the plan calls for an analysis of actions taken during the emergency incident.
SEMS is certified as being compliant with the National Incident Management System (NIMS), a
nationwide standardized approach to incident management and response. Developed by the
Department of Homeland Security and announced in March 2004, NIMS establishes a uniform set
of processes and procedures that emergency responders at all levels of government will use to
conduct response operations.

B. SCOPE

This Emergency Management Plan is a campus-level plan that guides the emergency response of
UCI personnel and resources during a major disaster. It is the official Emergency Management
Plan for UCI and supersedes previous plans and precludes employee actions not in concert with the
intent of this plan or the emergency organization created by it. Nothing in this plan shall be
construed in a manner that limits the use of good judgment and common sense in matters not
foreseen or covered by the elements of the plan or any appendices hereto.

The Plan and organization shall be subordinate to State or Federal plans during a disaster
declaration by those authorities.

C. AUTHORITY

This Plan is promulgated under the authority of the Chancellor of UCI and Vice Chancellor for
Administrative and Business Services.




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D. MISSION

It shall be the mission of UCI to respond to an emergency situation in a safe, effective, and timely
manner. University personnel and resources will be utilized to accomplish the following priorities:

    •   Priority I:     Protection of Life Safety;
    •   Priority II:    Maintenance of Life Support and Assessment of Damages;
    •   Priority III:   Resumption of Research and Teaching; and
    •   Priority IV:    Restoration of General Campus Operations

It is anticipated that, as operations progress from Priority I through Priority II, III, and IV
responses, the administrative control of the campus will transition from the EMP structure back to
the normal UCI organizational structure. To the greatest extent possible, regulations regarding the
protection of the environment will be complied with during disaster response activities.


   II. MANAGEMENT OF EMERGENCY OPERATIONS
A. INCIDENT COMMAND SYSTEM

The Emergency Management Plan uses a management system known as the Incident Command
System (ICS). The ICS provides an organizational structure capable of responding to various
levels of emergencies ranging in complexity. It also provides the flexibility needed to respond to
an incident as it escalates in severity.

The purpose of the ICS is to:

        •   Provide an organizational structure that can grow rapidly in response to the
            requirements of an emergency;

        •   Provide management with the necessary control to direct and coordinate all operations
            and all agencies responding to emergency incidents;

        •   Assign employees with reasonable expertise and training to critical functions without
            loss of precious time;

        •   Allow the activation of only those positions needed to manage a particular incident or
            level of emergency; and

        •   Promote proper span of control and unity of command.

The organizational structure of the ICS may not resemble the day-to-day organization of the
University. Employees may report to other employees to whom they do not usually have a
reporting relationship. Furthermore, as the severity of the emergency increases, assignments may
change in the ICS organizational structure - meaning an employee’s position in the ICS may
change during the course of a single emergency.


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B. COMMAND AUTHORITY & REPORTING STRUCTURE

Upon determination that a state of emergency exists, the highest ranking police department
commander shall activate the EOC. This commander will continue to exercise EOC Management
authority and will activate elements of the EMP as necessary.

C. ORGANIZATION

The Responsibilities summarized below are elaborated upon in the Emergency Management
Plan. Communication flows both up and down the command structure. The EMP consists of three
major elements:

        •   The Chancellor’s Executive Policy Group;

        •   The Emergency Operations Center (EOC); and

        •   The Department Operations Centers (DOCs)

The Chancellor or the designated Chair of the Chancellor’s Executive Policy Group has ultimate
responsibility for activation, oversight, and termination of the Emergency Operations Center
(EOC). The Chancellor’s Executive Policy Group (CEPG, or “Policy Group”), is an
assemblage of University officials selected by the Chancellor to advise and assist in making major
emergency-related policy decisions. The Chancellor or the designated Chair may declare a state of
emergency throughout the whole campus or a portion of the campus, and he or she can officially
downgrade the state of emergency to a business-as-usual state.

        1. EOC Management:

        There are five teams, or Sections, within the EOC. The five EOC Sections are:

            a) Management: The EOC Manager has overall responsibility for the management
               of all emergency activities including development, implementation, and review of
               strategic decisions as well as post event assessment. He or she also designates a
               leader for each of the other Sections, depending on the character and scale of the
               emergency. The Public Information, Student Affairs, Liaison, and Safety Officers,
               as well as the EOC Coordinator, report to and directly assist the EOC Manager.

                1) Public Information Officer: Is the liaison to the news media and provides
                   news releases and other information as approved by the EOC Manager, assuring
                   that official statements are issued only by those administrators authorized to
                   issue such statements. Provides information for the response to inquiries from
                   the public relative to the disaster. Accredits bona fide members of the news
                   media operating on campus. Coordinates the Public Affairs DOC and ensures
                   that a multi-agency Joint Information Center (JIC) is staffed as required.

                2) Student Affairs Officer: Monitors and evaluates the status of all students,
                   coordinating both the emergency student/family message center and the short
                   and long term recovery of class and related activities concerning students.
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                    Responsible for coordination of student volunteers, care and shelter, and
                    emergency financial aid services for students. Also responsible for coordination
                    with Student Housing activities.

                3) Liaison Officer: Initiates and maintains contact with assisting public or private
                   agencies (e.g. American Red Cross, FEMA, OES), utilizes Memoranda of
                   Understanding when possible, and helps coordinate mutual aid support and
                   assistance. May be used to establish a UCI position at the City of Irvine, City of
                   Newport Beach, and/or Orange County EOC’s.

                4) Safety Officer: Monitors and evaluates all operations for hazards and unsafe
                   conditions and develops measures for assuring personnel safety during
                   emergency response.

                5) EOC Coordinator: Sets up facility, provides available supplies,
                   communications and other equipment, and monitors communications flow
                   through FAX and email. Establishes and manages a system of EOC and field
                   runners, and manages the check-in area for EOC staff. Provides assistance to
                   the EOC Manager as necessary.

            b) Operations Section: Represents the campus emergency services units—the actual
               on-scene emergency responders. They are responsible for the assessment and
               implementation of field operations.

            c) Planning and Intelligence Section: Responsible for receiving, evaluating, and
               analyzing all disaster information and providing updated status reports to EOC
               Management and field operations. They are also responsible for damage assessment
               and developing specialized technical assessments of the event.

            d) Logistics Section: Responsible for procuring supplies, personnel, and material
               support necessary to conduct the emergency response (e.g. personnel call-out,
               equipment acquisition, lodging, transportation, food, etc.).

            e) Finance and Administration Section: Responsible for cost accountability and risk
               assessment. They document expenditures, purchase authorizations, damage to
               property, equipment usage, vendor contracting, and develop FEMA documentation.

Each EOC Section is comprised of specific functions, called Units and Branches, and is overseen
by the EOC Section Chief who reports directly to the EOC Manager. It is essential that each ICS
participant understands the reporting procedures and follows them throughout the course of an
emergency incident:

      •   Units report to and take direction from their Branch Coordinators, and work with their
          Department Operations Center when applicable, and other Units within their Branch.

      •   Branch Coordinators report to and take direction from their EOC Section Chief.
          Members work with their staff, their Department Operations Center when applicable, and
          other Branches within their Section.
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      •    EOC Section Chiefs report to and take direction from the EOC Manager and work with
           their Units and other EOC Section Chiefs.

      •    The EOC Manager reports to and takes direction from the Chair of the Policy Group and
           oversees the EOC Section Chiefs and Officers, and the EOC Coordinator.

      •    The Chancellor or Chair of the Policy Group oversees the disaster response operation
           in consultation with the EOC Manager and the Policy Group.

This reporting structure can be seen below. Please also refer to the EOC Organizational Chart in
Section II of the EMP binder for more detailed information.

  Policy Group

           EOC Manager

                   EOC Section Chief

                            EOC Branch Coordinator


                                       EOC Unit Leader

Training is key to the success of this plan and an essential part of the ICS. All ICS participants
and alternates will receive training in the ICS (including appropriate SEMS and NIMS training), in
the functioning of the EOC, and in their primary role in the EOC. They will also receive an
overview of the other EOC roles. This training includes an orientation to the EOC checklists and
participation in exercises and drills.

                        III. CENTERS OF OPERATIONS
A.        THE EMERGENCY OPERATIONS CENTER (EOC)

The EOC, located in Rooms 122a and 122b of the Environmental Health and Safety Department
(Building 41 on the UC Irvine campus map), is maintained in a state of readiness for conversion
and activation. The facility is used for training and is a designated, but not a dedicated, EOC
facility. The EOC serves as the centralized, well-supported location in which EOC staff will
gather, check in, and assume their roles in the EOC. Response activities and work assignments will
be planned, coordinated, and delegated from the EOC.
During the course of an emergency, designated personnel should report directly to the EOC. If an
EOC member is unsure of whether to report, he or she should first contact the UCI Police Dispatch
Center at 824.5223 or the EH&S Front Desk at 824.6200 to determine when and where to report.
In the event the campus is secured and access is limited, EOC staff are to enter the campus at Bison
Avenue and California Avenue. Appropriate campus identification will be necessary to proceed to
the EOC. If necessary, EOC staff will be notified of alternate campus entrances to be used.

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In the event that the primary EOC in EH&S cannot be used, personnel should report to the alternate
EOC located at the Stewart Room in the Bren Events Center. In the event the campus is secured
and access is limited, EOC staff are to enter the campus at University Drive and Mesa Road.

B.      DEPARTMENT OPERATIONS CENTERS (DOCs)

Essential response departments have Department Operations Centers (DOC’s) and DOC Plans to
coordinate the actions of their personnel and to facilitate communication to and from the EOC.
DOC plans shall include standard operating procedures (SOP’s) for emergency responses. Campus
DOCs include:

                            •   Police Department
                            •   Facilities Management
                            •   Environmental Health & Safety (Emergency Response Team ERT)
                            •   Residential Student Services
                            •   Student Affairs
                            •   University Health Services, Medical
                            •   Information Systems & Technology, Communications
                            •   Human Resources

DOCs may activate independently in response to localized events that require extraordinary
attention (e.g. power failure, Internet failure or attack, civil disturbance, etc.) Upon independent
DOC activation, the DOC Director shall contact the senior campus police commander to apprise
her/him of the situation. DOCs may also be directed by the EOC to activate during an emergency.

The EOC will provide interdepartmental coordination of activities and will establish operational
priorities for the DOCs. The DOCs will automatically work to restore their critical business
functions and will take action on pre-determined high priority response activities. Resources
requested to restore critical functions will be cleared through the EOC Manager and Operations
Section Chief.

The Police DOC is responsible for coordinating law enforcement and security activities when
campus emergencies occur. It is responsible for establishment of security perimeters and
controlling building access.

The Facilities Management DOC is responsible for coordinating the maintenance, emergency
repair and restoration of campus facilities and utilities services; and for coordinating emergency
debris clearance.

The Environmental Health & Safety DOC is responsible for coordinating hazardous materials
response activities in conjunction with first responders. It is responsible for planning and
coordinating clean-up and restoration to expedite reoccupancy and serving as a liaison with County
Health regarding reoccupancy plans.

The Residential Student Services DOC is responsible for coordinating activities to protect the life
safety of residents of graduate and undergraduate housing complexes. It is responsible for care and

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shelter of residents, relocation if necessary, and tracking the locations of displaced residents. It is
responsible for coordinating those activities necessary to restore safe living environments.

The Student Affairs DOC is responsible for coordinating activities to assist students in establishing
vital communications with family and loved ones when campus emergencies occur. It is
responsible for pre-emergency planning to ensure the campus is prepared to meet student needs
when emergencies occur as well as post-emergency activities to coordinate those activities needed
to establish normalcy to the lives of students.

The University Health Services, Medical DOC is responsible for assessing the extent of casualties
on campus and coordinating reports of the situation to local medical authorities, requesting disaster
medical assistance as needed, coordinating the activities of campus medical and health personnel to
assist local responders on campus, and providing liaison to County Health regarding disaster
medical operations.

The Information Systems & Technology, Communications DOC is responsible for coordinating
activities to restore robust function to the information systems (telephony, computer networks, etc.)
infrastructure of the campus and its external connections. It is responsible for coordinating the
reestablishment of functionality to mission critical applications.

The Human Resources DOC is responsible for coordinating human resources services to all
campus employees. It is responsible for providing guidance to faculty and staff groups regarding
work status, alternative working arrangements, and activities to restore normalcy to the workforce.
It is also responsible for coordinating convergent volunteer activities.

C.      COMMAND POSTS

The campus has been divided into emergency response zones (Zones) where field Command Posts
will be established in a campus-wide emergency. These Command Posts, staffed by Zone Captains
and Police, will provide a standardized process for site incident command of emergency operations
in the field. Command posts will also provide a contact point for teams and arriving resources,
radio communications with the EOC, a process for requesting resources, and the assistance of
people on site to emergency services (i.e., medical, care & shelter). This is also where Zone
Captains will be stationed to receive status reports and requests for assistance from Building
Coordinators.




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                            EMERGENCY ZONES




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      IV. OFF-CAMPUS ASSISTANCE AND MUTUAL AID
Neither UCI nor any municipality or jurisdiction has the resources to effectively handle all
potential emergencies. In certain circumstances, the campus may request outside assistance from a
variety of sources. These mutual aid providers may be generally divided into two categories:
Inter-campus and Non-University.

A. INTER-CAMPUS

Within the ten-campus University of California system, a variety of support resources exist that
generally mirror the resources available at each campus. These resources include Facilities
Management (Physical Plant), Police, Fire, EH&S, and other specialized personnel. Each campus
has designated an Emergency Preparedness Coordinator who may be requested to serve as a
contact person for requested resources.

B. NON-UNIVERSITY

The EOC Manager may request local, county, and state mutual aid resources. These specifically
include fire and police resources, although other specialized resources may be requested through
specific procedures. State-level resources may be requested through protocol established by the
State Office of Emergency Services. The University may call upon local mutual aid, requesting
City resources first and then assistance from the Orange County Operational Area to access state
resources. The Campus may also participate in disaster sheltering activities in conjunction with the
American Red Cross.

                              V.     COMMUNICATIONS
Relaying Building Information to the EOC: The Zone Crew members act as the “eyes and ears”
of the EOC, providing accurate up-to-date information about emergency incidents. Floor Wardens
and Building Coordinators should provide information concerning injuries, damage, evacuation,
and resources to their Zone Captains. The Zone Captain then compiles this information from all
departments/units and submits it to the Zone Coordinator who is equipped with a radio in the
Planning and Intelligence Section in the EOC. The Zone Coordinator relays status information and
requests for assistance to the Situation Status Unit Leader in the Planning & Intelligence Section of
the EOC. The Operations Section may also receive emergency information directly from
emergency personnel in the field. Together, this information provides the basis for initiating the
emergency response and mutual aid support.

Relaying Information from the EOC to Buildings: The Zone Coordinator will disseminate
information received over their radio or via runners from the EOC to Zone Captains in the field.
Zone Captains will further disseminate information to Zone Crew members who will communicate
with persons in the Assembly Areas. The campus Public Information Officer will prepare public
announcements regarding the status of the campus. These announcements will be recorded at the
campus emergency telephone number (1-866-IRV-NEWS), posted on the campus emergency web
site (http://today.uci.edu/news/preparedness/intro.asp), and broadcast on the campus radio station

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(KUCI, 88.9 FM). Announcements regarding the campus and surrounding area may be through the
mass media.

Alternative Campus notification systems: Depending on the scope of the disaster and the type of
information to be disseminated, the EOC may also use one or a combination of the following
methods to provide information: e-mail, text messaging, web sites, electronic bulletin boards,
campus marquee signs, e-messages to smart classrooms, voice mail, and phone trees implemented
by the schools and departments.


               VI. CAMPUS EVACUATION GUIDELINES

Should it become necessary to evacuate the entire campus, one area, or just one building the
campus has procedures in place. All members of the campus community are to be familiar with the
Emergency Procedures flip charts posted prominently throughout the campus. The flip charts
provide general guidance regarding response actions for many emergency situations including but
not limited to evacuations. In addition, floor plans with emergency procedures and evacuation
routes are posted in accordance with Title 19 of the California Code of Regulations near stairway
and elevator landings, and inside public entrances to the buildings. The following information is a
distillation of these procedures; please also refer to campus policy on the evacuation of disabled
persons.

A. CAMPUS-WIDE EVACUATIONS

    In a campus-wide emergency, the decision to implement evacuation procedures rests with the
    Police department or the EOC Manager if the EOC is activated. In situations requiring
    immediate action, public safety responders (Police, Fire, EH&S) can also order a local area
    evacuation. When evaluating possible evacuation, consideration will be given to the specific
    threat (bomb, fire, storm, earthquake, explosion, hazardous materials incident, etc.), its context
    (time of day, likelihood, etc.), and the recommendation of the public safety officials. In a
    major earthquake, individuals should “drop, cover, and hold”: take cover until the shaking
    stops, and then assess their surroundings for damage and injuries. If safe, remain in place. If
    unsafe, evacuate to their building’s predesignated assembly area and wait for information from
    campus emergency services personnel.

    The procedures for a campus-wide evacuation will vary, depending on the nature of the event.
    In all cases when the decision has been made to evacuate, the campus will likely be evacuated
    in stages, beginning with the areas that are in the immediate vicinity of the threat. Other areas
    may then be evacuated, depending on the nature of the threat. This graduated evacuation is
    preferable to a total, immediate evacuation as it triages the populations most in danger,
    minimizes the likelihood of gridlock and congestion, and provides for ingress of emergency
    vehicles and personnel. In all cases, evacuees would be directed away from the vicinity of the
    threat.




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B. BUILDING EVACUATIONS

    These emergencies may include a building fire or fire drill, localized hazardous materials spill,
    or bomb threat. In a building-specific incident, follow these evacuation guidelines: When a fire
    alarm sounds, everyone must evacuate in accordance with California state regulations. In the
    event of a bomb threat, the UC Police Department has sole authority to assess the credibility of
    the threat and to determine whether to evacuate the site. For incidents involving hazardous
    materials, established department protocols for notification and response should be followed.

    Zone Crew Members will ensure that all building occupants (including all students or visitors)
    proceed to the predesignated assembly area for their particular building. The Floor Wardens
    and other designated Zone Crew members will serve as liaisons with the Building
    Coordinators to assure that the building is appropriately secured and that all personnel are
    safely evacuated.

    Following a large scale event, the EOC may activate the Campus Search and Rescue (CSAR)
    team to assist responders. CSAR, based on the Citizen Corps Community Emergency
    Response Team (CERT) program, may be called upon to conduct search and rescue of lightly
    damaged buildings, provide assistance in medical aid triage areas, and perform other duties in
    accordance with their training and proficiency. Professional responders including but not
    limited to UCI Police Department, Orange County Fire Authority (OCFA) and additional
    mutual aid response organizations will lead all rescue and medical response duties.

                VII. CLOSING (SECURING) THE CAMPUS
When an event has occurred and the University of California Irvine Police Department has
stabilized and isolated the immediate area, if the Chief of Police believes the campus should be
closed (secured), the Chief will contact the Chancellor to obtain the Chancellor’s consent to close
the campus.

If the Chief is not available to make this request, the Chief’s designee will be:
        1. Assistant Chief of Police
        2. Lieutenant
        3. Watch Commander

If the Chancellor is not available to receive this request, calls will be made to the Chancellor’s
designee following the existing Campus Succession List.
        1. Executive Vice Chancellor and Provost
        2. Vice Chancellor, Administrative and Business Services
        3. Vice Chancellor, Student Affairs
        4. Vice Chancellor, Research
        5. Vice Chancellor, Planning and Budget
        6. Vice Chancellor, University Advancement

If the Chief or the Chief’s designee cannot reach the Chancellor or the Chancellor’s designee
within 5 minutes, the Chief or the Chief’s designee will make the decision to close (secure) the
campus.
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                            VIII. FUNCTIONAL ROLES
Every UCI employee and student can potentially play a role in the Campus Emergency
Management Plan. Perhaps the most critical aspect of the EMP is communication; accurate reports
from the scene of an incident are essential to providing adequate emergency services. Similarly,
the campus community must receive up-to-date instructions concerning disaster response
procedures and news of evolving incidents.

A. ROLE OF STUDENTS

Every student should familiarize themselves with the emergency procedures and evacuation routes
in buildings they live in or use frequently. Students should be prepared to assess situations quickly
but thoroughly, and use common sense in determining a course of action. They should evacuate to
assembly areas in an orderly manner when an alarm sounds or when directed to do so by
emergency personnel. Environmental Health and Safety provides information and training to help
students know what to do in emergencies and how they can prepare ahead of time.

B. ROLE OF FACULTY AND STAFF

Every member of the faculty and staff should read and understand both their Emergency
Procedures flip chart and localized department emergency plans and familiarize themselves with
campus emergency procedures and building evacuation routes. Employees should be prepared to
assess situations quickly and thoroughly, and use common sense in determining a course of action.
They should follow Emergency Procedures to report fire or other emergencies that require
immediate attention, establish contact with their Zone Crew members, and evacuate the building to
pre-designated assembly areas in an orderly manner. Faculty members are seen as leaders by
students and should be prepared to direct their students to assembly areas in the event of an
emergency.

C. ROLE OF THE FLOOR WARDEN, SUITE REPRESENTATIVE, OR LAB
   REPRESENTATIVE

The Floor Warden (et al) is responsible for assisting with notification and safe evacuation of
occupants from their offices, classrooms, or other work areas, assessing injuries and damage to
personnel and property, and providing status reports to their Building Coordinators. They account
for occupants at the pre-designated emergency assembly area. They may also be stationed at doors
to ensure that people do not re-enter an evacuated building. Building Coordinators assign Floor
Wardens.

D. ROLE OF THE BUILDING COORDINATOR (BC)

Each Building Coordinator is coordinating the actions of the Floor Wardens, et al, and serving as
a liaison to relay communications between the Assembly Areas and the Zone Captain. Building
Coordinators are responsible for ensuring that the Floor Wardens, et al, receive sufficient training
and orientation to fulfill their duties. In the event of an emergency, the Building Coordinator is
responsible for coordinating safe evacuation with the assistance of the Floor Wardens, et al.
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E. ROLE OF THE ZONE CAPTAIN

The Zone Captain serves as a liaison between the Building Coordinators and the EOC. He or she is
responsible for relaying area status information to the EOC and for disseminating information to
building occupants from the EOC. The Zone Captain also serves as a liaison with Emergency
Responders (Police, Fire, Hazmat) at the field command post during an emergency. Zone Captains
are responsible for maintaining a sufficient number of Zone Crew members for their zones and
ensuring that all Zone Crew members receive training and orientation to fulfill their duties.


                       VIII. EOC ACTIVATION AND
                        DEACTIVATION GUIDELINES
The majority of emergency conditions and situations that occur at the University will be addressed
via normal emergency response protocols. However, if the emergency situation requires a more
extensive response, the campus Emergency Operations Center may be partially or fully activated
under the following plan:

A. ACTIVATION AUTHORITY

The Emergency Operations Center (EOC) pre-activation process determines whether the EOC
should be activated. The ultimate decision for EOC activation rests with the Chancellor, Vice
Chancellor for Administrative and Business Services, or the senior Police commander on duty.
Any of these positions may convene an ad-hoc advisory group (Pre-Activation Team) to assist in
this determination.

B. EMERGENCY LEVEL CLASSIFICATIONS

Three levels of operation have been identified, relative to the magnitude of the emergency:

      •   Level 1 (“Standby/Alert”): The emergency includes incidents that can be managed using
          normal response operations. The EOC is not activated but appropriate EOC personnel are
          informed and placed on alert status.

      •   Level 2 (“Partial Activation”): The emergency can no longer be managed using normal
          procedures. The EOC is partially activated, i.e. some, but not all positions are filled, to
          coordinate and support the response to the incident. One or more DOCs may be
          activated, depending upon the nature of the incident. EOC staffing decisions are made by
          the EOC Manager and depend on the circumstances surrounding the event.

      •   Level 3 (“Full Activation”): A major emergency such as an earthquake or significant
          terrorist event. The EOC is activated in either its primary or secondary location. All or
          most EOC positions and DOCs are activated. All emergency personnel should report for
          duty. A campus proclamation of emergency is declared during a Level 3 emergency.


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  C. ACTIVATION OF THE EOC

  The decision to activate the EOC will be made by the Chancellor, the Vice Chancellor for
  Administrative and Business Services, or the senior Police commander on duty. Any of these
  positions may convene an ad-hoc advisory group (Pre-Activation Team) to assist in this
  determination.

  Upon declaration of the Level 2 or Level 3 emergency, the EOC Manager shall determine which
  positions to activate and direct their activities.

  Each Section Chief will oversee the mobilization of their respective units and be responsible for the
  activation of their Sections. The Section Chiefs may also work with the Public Information Officer
  to send announcements to the media notifying selected groups of employees that they are or are not
  to report to work.

                                    EOC ACTIVATION GUIDE

          Event/Situation                Activation               EOC                   DOCs
                                          Level                  Staffing              Activated
Severe Weather Advisory
Moderate incidents involving 2 or           One                EOC Manager            One or more DOCs may
more departments                       (Standby/ alert)        Planning Section       be activated.
Earthquake Advisory                                            Chief
Flood Watch
Localized power failures

Moderate Earthquake
Wildfire affecting campus                   Two                EOC Manager            Multiple DOCs activated.
Major wind or rain storm             (Partial activation)      All Section Chiefs
Large incidents involving 2 or                                 and Branches as
more DOCs                                                      appropriate to
Imminent Earthquake Alert                                      situation
Extended campus-wide power
Outages

Major campus or regional
emergency. Multiple DOCs                   Three              All EOC Positions.      All DOCs activated.
and all departments, with             (Full activation)
heavy resource involvement
Major earthquake
Significant Terrorist Event




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D.      DEACTIVATION AND DEMOBILIZATION OF THE EOC

The Chancellor or Chair of the Policy Group, advised by the EOC Manager, will determine when
to deactivate the EOC and transition to normal campus operations. There may be several levels of
transition prior to the eventual resumption of normal operations.

1. EOC Management will notify Sections when they are no longer required in the EOC.
2. Liaison Officer will notify UC Office of the President, OES Regional Emergency Operations,
   Operational Area EOC, and other appropriate organizations of the expected planned
   deactivation.
3. All Positions must ensure that any open actions not yet completed will be handled after the
   deactivation. EOC Branches should work through their respective Section Chiefs to ensure a
   smooth transition to normal operations.
4. Ensure that all required forms or reports are completed prior to deactivation. Verify that all
   FEMA documentation is provided to Section Chiefs/EOC Management.
5. Have copies made of all logs, reports, messages, and any other documents used and received in
   the EOC. Leave originals in the position folder, or however as requested by the Documentation
   Unit Leader, and keep copies for a period of one year or as directed.
6. Be prepared to provide input to the After-Action report. Participation in the State After-Action
   reporting process, typically conducted within 90 days after an event, is mandatory for agencies
   seeking State reimbursement for qualifying expenses.


                            IX. TRAINING AND EXERCISES
Building essential response capabilities requires a systematic program to train and exercise
individuals, teams and organizations to meet a common baseline of performance.

Training and exercises are designed and conducted to assess and validate required skills and
measurable proficiency. Training and exercises should utilize a standardized after action reporting
system collect, analyze, and disseminate lessons learned, best practices, and other information to
improve preparedness and response capabilities.

Training and exercises are conducted on a periodic basis, at least annually, to develop and maintain
the readiness of response procedures and personnel including but not limited to Emergency
Operations Center staff, Department Operations Center staff and Zone Crew members.

All staff and faculty shall be advised of their responsibilities under this plan whenever the
employee’s responsibilities or designated actions under the plan change, or whenever the plan is
changed through the on-line core safety training program, review of the Emergency Procedures
blue flip chart, or the Safety on Site (SOS) program.




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CHECKLIST EXEC-1

           CHANCELLOR/VICE CHANCELLOR – A&BS

Name:                                          Date:                         Time:
Primary Responsibilities:   •   Declare Campus State of Emergency
                            •   Authorize activation of Emergency Operations Center (EOC)
                            •   Executive authorization for funding of emergency projects
                                exceeding existing funding levels
                            •   Direct communication with:
                                     • Office of the President
                                     • UC Regents
                                     • Elected Representatives
                                     • UCI Academic Senate
                            •   Formal spokesperson for UCI
                                      • Formal requests for local State of Emergency and
                                       Governor’s Declaration of Disaster
Support Responsibilities:   •   Public Information statements and releases
PROCEDURES                                                                       DATE/TIME
     Establish communication with the Emergency Operations Center (EOC)
     management and/or the EOC Pre-activation team.

     Primary EOC Location: EH&S Rooms 122a and 122b
     Alternate EOC Location: Stewart Room, Bren Events Center
     Establish the Chancellor’s Executive Center (CEC) and notify the Policy
     Group members of the location:
               Primary CEC: Administration Building, Room 501
               Alternate #1 CEC: to be determined
     If requested by the Pre-activation Team and/or if events warrant, declare
     a State of Campus Emergency thereby notifying the State’s emergency
     command apparatus of the Campus’ possible need for support. (See
     sample Proclamation on next page)




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          PROCLAMATION OF A CAMPUS STATE OF EMERGENCY


WHEREAS, THE UNIVERSITY OF CALIFORNIA, IRVINE emergency policies and procedures
empower the Chancellor to proclaim a Campus State of Emergency when the campus has been
affected by emergency or disaster; and


WHEREAS, the Chancellor does hereby find:


That conditions of peril to the safety of persons and property have arisen within the campus caused
by                                                                           , commencing on or
about                                                                                , on the date of
                               , warranting the necessity for, and proclamation of, a Campus State
of Emergency;


NOW, THEREFORE, IT IS HEREBY PROCLAIMED AND ORDERED that said Campus State
of Emergency shall be deemed to continue to exist until its termination is proclaimed by the
Chancellor of the University of California, Irvine.


IT IS FURTHER ORDERED that a copy of this proclamation be forwarded to the County of
Orange and the University of California, Office of the President.




Chancellor                                                   Date




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                                       CHECKLIST EXEC-2

        CHANCELLOR’S EXECUTIVE POLICY GROUP
Name:                                          Date:                         Time:
Primary Responsibilities:              •   Policy level decisions
                                       •   Fiscal authorization
                                       •   Strategic policy and direction for recovery and
                                           resumption of normal operations
Support Responsibilities:      •   Communication with Office of the President, and:
                                   •   Other UC Campuses
                                   •   Elected Representatives
                                   •   UCI Academic Senate
                                   •   UC Regents
                                   •   Executive level authority
                                   •   Public Information statements and releases
                                   •   Field Public Information Teams
PROCEDURES                                                                          DATE/TIME
     Establish contact with the Chancellor and/or Vice Chancellor,
     Administration and Business Services. Report as directed to the
     Chancellor’s Emergency Center (CEC):
                Primary CEC: Aldrich Hall, Room 501
                Alternate #1 CEC: to be determined
     Check with the Public Information Officer (PIO) to determine the needs
     of spokespersons for UCI. The spokesperson may be the Chancellor, the
     Executive Vice Chancellor and Provost, or any member of the
     Chancellor’s Executive Policy Group or EOC
     Obtain a briefing on the emergency incident from the Emergency
     Operations Center (EOC) Manager and the Public Information Officer
     (PIO). Coordinate with the PIO on information that is cleared for
     release. Continue with regularly scheduled briefings and/or immediate
     updates as activities take place
     Follow procedures and practices outlined in the CEPG Guide (separate
     document)




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                                          CHECKLIST M-1

                                    EOC MANAGER
Name:                                          Date:                          Time:
Primary Responsibilities:             •    Activates Emergency Operations Center (EOC)
                                      •    Directs and Coordinates Emergency Operations Center
                                           (EOC)
                                      •    Coordinates with Student Affairs, PIO, Liaison and
                                           Safety Officers, and EOC Coordinator
                                      •    Directs Mutual Aid and liaison with outside agencies
                                      •    Issues status reports to Chancellor, Policy Group, and
                                           Recovery/FEMA Documentation team
                                      •    Issues status reports to City of Irvine, County of Orange,
                                           State of California, and UC Office of the President
                                      •    Deactivates EOC and transitions to recovery phase
                                •   UCI Campus State of Emergency Declaration
                                •   Executive Policy
                                •   Strategic plan for recovery and resumption of normal operations
Support Responsibilities:
                                •   Student Affairs
                                •   All Department Emergency Response and Recovery Plans,
                                    EOC positions and operations
Reports to:                 Chancellor or Chair of the Chancellor’s Executive Policy Group
PROCEDURES                                                                            DATE/TIME
      Notify Emergency Management Coordinator (EMC) of intended EOC
      activation, level of activation, location of EOC, and EOC personnel to be
      notified
      Begin Activity Log
      Coordinate with EOC Coordinator for physical setup of the EOC
      Ensure that the EOC has all utilities and communications necessary for an
      extended activation as well as a staff person to control EOC access
      Obtain a summary of responding staff from EMC and instruct arriving EOC
      Section Chiefs to follow up on EOC staff notification
      Contact the Chancellor and the Policy Group to request an official
      “Declaration of a State of Campus Emergency” if needed and establish a
      reporting frequency to update them on emergency response activities



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PROCEDURES CHECKLIST M-1 cont’d                                                        DATE/TIME
      Upon Declaration of a State of Campus Emergency, notify the following
      agencies: City of Irvine EOC, County of Orange EOC, State Warning
      Center (OES), and UC Office of the President (phone/fax numbers are listed
      in the addendum on the next page)
      Establish briefing schedules and give Section Chiefs advance notice to
      prepare summaries of Section activities. Direct the Planning and
      Intelligence Section Chief to prepare Incident Action Plan recommendations
      and ensure these are adopted and implemented routinely
      Assess the need to request or donate resources via Mutual Aid and contact
      all pertinent agencies (see addendum for detailed info about Mutual Aid)
      Maintain contact with the Chancellor and/or the Policy Group for
      establishing policy for major campus issues, as well as to brief them about
      EOC activities
      Work with the EOC Section Chiefs to ensure all EOC Branches have
      appropriate equipment, staffing, and information to work effectively
      Every two to four (2-4) hours, or after every major event, provide a general
      update and briefing to the entire EOC
      Assist the PIO with the release of all UCI emergency response information
      Monitor all requests for Mutual Aid
      Facilitate the change from disaster response activities to recovery activities
      as the emergency subsides
      Ensure that Section Chiefs have FEMA Documentation Forms prepared
      from their Branches and that the reports are forwarded to the Finance &
      Administration Section Chief
      Plan for an extended EOC activation and determine staffing needs. Upon
      arrival, brief your shift replacement about the current status of Action Plan
      De-activate the EOC as directed by the Chancellor or as the emergency
      subsides
      UCI may be required to submit an After Action Report as part of the
      Disaster Recovery and Hazard Mitigation process. Prepare an After Action
      Report (coordinate with EMC for forms/format) for the State and for
      general distribution
      Keep copies of all your logs, reports, messages, and any other documents
      you used and received while working in the EOC




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Addendum: EOC MANAGEMENT
                                                                       Phone                 Fax
City of Irvine Police Dispatch (to reach EOC)                   949-724-7000
                                                                  or 724-7204
County of Orange EOC (Control One)                              714-628-7008
State Warning Center Chief (Office of Emergency Services)       916-845-8911    916-845-8910
State Warning Center (Hazmat Spill Notification)                800-852-7550
State OES Public Information Office                             916-845-8400
Office of the President, UC                                     510-702-4057    510-987-9086
(see Liaison Officer file for additional phone lists)



If UCI is in need of Mutual Aid (upon receipt of Mutual Aid Requests from Section Chiefs),
make the appropriate official request directly with any UC Campus Police:
Campus or Laboratory              Police Phone    Police Fax      EOC Phone        EOC Fax
UC Davis                          530-752-1727   530-752-3216    530-754-5652 530-752-3216
UC Irvine                         949-824-5223   949-824-8567    949-824-3600 949-824-8534
UC Los Angeles                    310-825-1491   310-206-2058    310-825-9236 310-206-5400
UC Merced
UC Riverside                      951-827-5222   951-683-1639    951-827-7210    951-683-1639
UC San Diego                      858-534-4357   858-534-6192    858-534-3609    858-534-3514
UC San Francisco                  415-476-1414   415-476-8205    415-753-4384    415-753-4387
UC Santa Barbara                  805-893-3446   805-893-2823    805-893-3194    805-893-8659
UC Santa Cruz                     831-459-2231   831-458-5021    831-459-3473    831-459-7608
Lawrence Berkeley Nat’l Lab       510-486-5472       N/A         510-486-6666    510-486-7014
Lawrence Livermore Nat’l Lab      925-422-7222   925-423-6933    925-423-8401    925-424-3904

Agreements between the UCI Police Department and local and regional agencies provide for an
ongoing Mutual Aid sharing of resources. Pursuant to existing agreements, Mutual Aid requests
may be handled by the Police and the EH&S Branches. All other requests for Mutual Aid via the
Mutual Aid Worksheet are to be handled by EOC Management. EOC Management monitors ALL
requests for Mutual Aid by reviewing all Mutual Aid Worksheets.
Mutual Aid pertains to PUBLIC AGENCIES only. Public resources cannot be used for private
sector uses UNLESS directed by the GOVERNOR’S OFFICE for public health and safety. Mutual
Aid does not include receiving private sector resources UNLESS under contract with FEMA or
STATE Office of Emergency Services (OES) and provided under an existing Mutual Aid
agreements and disaster assistance programs. The private sector can CONTRACT with UCI or
may DONATE to UCI, but can only participate in Mutual Aid via FEMA or Office of Emergency
Services.

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To facilitate discussion and creation of the initial Incident Action Plan:
Typical response objectives:
Safety of Life and Health
Control the event (fire, flood, etc.)
Complete notifications
Establish internal and external communication flow
Secure/protect buildings or property
Secure/protect research
Document response
Manage staffing of response organization
Recover and restore to normal operations




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                                           CHECKLIST M-2

                     PUBLIC INFORMATION OFFICER
Name:                                           Date:                          Time:
Primary Responsibilities:              •    Media contact and coordination
                                       •    Public information statements and releases
                                       •    Coordinates media releases with City of Irvine, County of
                                            Orange, State Office of Emergency Services (OES), and
                                            the Office of the President (as directed by the Chancellor)
                                       •    Coordinates UCI activity in a Joint Information Center
                                            (JIC), if one is activated
                                       •    Fields Public Information Teams
                                       •    Controls and corrects misinformation and rumors
                                       •    Communication to campus community
                                •   Coordinates with EOC management
Support Responsibilities:       •   Provides updates to EOC management regarding outside
                                    operations
Reports to:                 EOC Manager
PROCEDURES                                                                               DATE/TIME
      Check in with the EOC Manager to determine if and where you are needed. If
      there are not enough people to staff all positions, you may be asked initially
      to fulfill a different function than your pre-designated one
      Sign in at the check-in table (near the front door to the EOC) and receive your
      position vest. If you do not have the checklist for your function, look in the
      Section Box on the section desks
      Check availability of communications for your position (land-based phones,
      cell phones, pagers, FAXes, radios, email, runners, etc.)
      Assess equipment needs for your position (copier, computer, projector,
      calculator, etc.)
      Obtain any office supplies necessary from the supplies bin(s) in the section
      areas
      Begin an Activity Log. Check the forms bin for other forms that might be
      useful
      Contact all necessary personnel: the person you report to, those reporting to
      you, and others whose assistance or cooperation you will need to do your job
      Establish a minimum of two (2) separate telephone lines: one for incoming
      media inquiry and one for secure internal communications
      Maintain Activity Log (be sure to record all contacts with media agencies). If
      activated, make contact with the Public Affairs Department Operations Center
      (DOC) and coordinate their actions. Responsible for the coordination of the

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      PA DOC
      If a Joint Information Center is established, ensure that it is adequately
      staffed. Coordinate EOC-JIC information flow
      Prepare media statements to be cleared for release by the Chancellor, Chair of
      the Policy Group, or EOC Management regarding UCI’s status, known
      damage assessment, and information to be broadcast as important public
      information. NOTE: All media releases MUST be cleared by the
      Chancellor, Chair of the Policy Group, or EOC Management
      Continually brief and update the UCI spokesperson with accurate and timely
      information that has been cleared by the Chancellor, Chair of the Policy
      Group, or EOC Management for release
      Manage field requests for media control and UCI spokespersons. Make sure
      the PA DOC maintains a log to record assignment of PIO field personnel
      Monitor any inaccuracies that appear in print, radio, or television stories about
      emergency operations at UCI and respond with a WRITTEN correction
      Working through the PA DOC, establish a means to communicate
      information regarding major incidents to UCI faculty and staff (e.g. email,
      radio)
      Plan for an extended EOC activation and determine staffing needs. Upon
      arrival, brief your shift replacement about the current status of your Branch.
      Keep copies of all your logs, reports, messages, and any other documents you
      used and received while working in the EOC
Addendum: PUBLIC INFORMATION OFFICER
Large scale or high profile incidents on the UCI campus may attract media personnel directly to the scene
rather than to a media contact at the EOC. Field personnel will request assistance with the media via the
EOC Operations Section. If needed, the PIO will dispatch field public information teams that should each
include a spokesperson and an assistant. If media control has become a serious field concern, the media
team will also include police escort.
California State Penal Code Unit 409.5b provides the right to access by the media to any incident with
public access (this does NOT include the EOC or other sensitive operational management areas). The only
restrictive authority to limit media access at an incident is for the protection of a crime scene or to safeguard
lives and limit further property damage. However, at a field incident, if an appropriate area has been
designated for the media, most media representatives will follow police guidelines and cooperate in order to
gain access to information and good camera scenes.

The following guidelines will assist field personnel and field public information teams in working with the
media at the scene of an incident:
      A. All employees and UCI representatives should be professional and polite at ALL times with ALL
         members of the media. There is no such thing as “OFF THE RECORD” and any observed or
         overheard communication or action may result in a media report.
      B. If contacted by the media, employees are to politely and firmly request that the media wait for the
         UCI spokesperson who should arrive at any minute. The employees should immediately contact
         supervisors or the EOC and request the field public information team.

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      C. If security is important, access to the incident should be marked and barricaded with yellow tape
         and posted guards. A special area for the media can be designated and signs posted indicating the
         media zone. The media will expect visual access for camera shots and personal contact with the
         UCI spokesperson at this location.
      D. Field Public Information teams will also need to maintain an Activity Log to record all contacts
         with the media including interviews and information releases to the media. They must also
         provide copies or summaries of all information released. All information given during interviews
         should have prior clearance for release by the EOC management or the PIO position. Field teams
         should be informed to refrain from speculation and not to release names of victims or affected
         parties unless advised to do so or if the information has already been contained in a written media
         release.
      E. See UC Irvine Communications Office, Emergency Response Communications Plan for
         additional information.




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                                          CHECKLIST M-3

                            STUDENT AFFAIRS OFFICER
Name:                                          Date:                        Time:
Primary Responsibilities:             •    Tracks status of all students
                                      •    Coordinates Emergency Student/Family Message
                                           Center
                                      •    Coordinates short term and long term recovery of UCI
                                           classes and related activities concerning students
                                •   Student volunteers
                                •   Emergency financial aid services for students
                                •   Public information/media releases regarding students
Support Responsibilities:       •   Strategic plan for recovery and resumption of normal
                                    operations
                                •   Care and shelter of students
                                •   Residential Housing coordination
Reports to:                   EOC Manager
PROCEDURES                                                                          DATE/TIME
      Check in with the EOC Manager to determine if and where you are needed.
      If there are not enough people to staff all positions, you may be asked
      initially to fulfill a different function than your pre-designated one
      Sign in at the check-in counter or table (near the front door to the EOC)
      and receive your position vest. If you do not have the checklist for your
      function, look in the Section Box on the section desks
      Check availability of communications for your position (land-based
      phones, cell phones, pagers, FAXes, radios, email, runners, etc.)
      Assess equipment needs for your position (copier, computer, projector,
      calculator, etc.)
      Obtain any office supplies necessary from the supplies bin(s) near the
      check-in area
      Begin an Activity Log. Check the forms bin for other forms that might be
      useful
      Contact all necessary personnel: the person you report to, those reporting
      to you, and others whose assistance or cooperation you will need to do
      your job
      Assess the status of all UCI Students regarding number on/off campus,
      number of casualties, and student residence status
      Coordinate with the PIO and Communications to activate the
      Student/Family Inquiry telephone system (“Student Hotline”)


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      Establish an on-campus student message and information center
      Maintain Activity Log
      Represent UCI student concerns to EOC Management
      Coordinate with the PIO to prepare information to be released to the media
      regarding students, the “Student Hotline” staff, the campus emergency
      information “800” number, web site, and radio station (KUCI), as well as
      the on-campus student information and message center
      Coordinate with EOC Management and Care & Shelter in the EOC to
      establish, implement, and manage the Student Sheltering activities

      Work with Finance & Administration to assist in the activation of an
      emergency loan or grant program for students, faculty, and staff as needed
      Coordinate with EOC Management for short and long-term recovery
      Plan for an extended EOC activation and determine staffing needs. Upon
      arrival, brief your shift replacement about the current status of your Branch
      Keep copies of all your logs, reports, messages, and any other documents
      you used and received while working in the EOC




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                                               CHECKLIST M-4

                                     LIAISON OFFICER
    Name:                                           Date:                         Time:
Primary Responsibilities:                  •    Communicates between Campus EOC and other agencies
                                           •    Posts status reports to Operational Area/State
                                           •    VIP and Visitor Orientations and Briefings
Support Responsibilities:           •   Volunteer Organization and Coordination
Reports to:                     EOC Manager
PROCEDURES                                                                                         DATE/TIME


     Check in with the EOC Manager to determine if and where you are needed. If there
     are not enough people to staff all positions, you may be asked initially to fulfill a
     different function than your pre-designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Establish contact with the City of Irvine and County of Orange EOC’s
               City of Irvine PD 949.724.4000 or 949.724.7204
               County of Orange EOC 714.628.7060 or 714.728.7085 (when activated)
     Establish and maintain a location for incoming agency representatives, providing EOC
     identification, workspace and support as needed
     Maintain Activity Log
     Oversee all liaison activities including coordinating outside agency representatives
     assigned to the UCI EOC, and handling requests from other EOCs for UCI
     representatives
     Ensure that County/State Status Reports are compiled and sent to Orange County and
     or State of California as required
     Coordinate updates to WebEOC for County EOC notifications.
     Conduct briefings for VIP’s and visitors, as directed by EOC Manager

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 Work with the HR/Personnel/Volunteer Branch and with the Red Cross representative
 (if available) to assist in the coordination and use of volunteers
 Plan for an extended EOC activation and determine staffing needs. Upon arrival, brief
 your shift replacement about the current status of your Branch
 Keep copies of all your logs, reports, messages, and any other documents you used
 and received while working in the EOC




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                                               CHECKLIST M-5

                                        SAFETY OFFICER
    Name:                                           Date:                          Time:
Primary Responsibilities:                  •    Monitors and evaluates all operations for hazards and unsafe
                                                conditions and develops measures for assuring personnel and
                                                work site safety
                                           •    Exercise emergency authority to stop or prevent unsafe acts
                                                when immediate action is required
                                           •    Develop site safety plan and include safety directives in each
                                                incident action plan
                                    •   Operations Section Coordination
Support Responsibilities:
                                    •   Field Incident Command
Reports to:                     EOC Manager
PROCEDURES                                                                                      DATE/TIME

     Check in with the EOC Manager to determine if and where you are needed. If there
     are not enough people to staff all positions, you may be asked initially to fulfill a
     different function than your pre-designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Contact all established Incident Command Posts; advise on safety procedures in the
     field. Via EH&S DOC, dispatch Field Safety Officers to Incident Command Posts
     Communicate with Facilities Management, EH&S, and Building Inspection personnel
     to secure and post non-entry signs around unsafe areas. Coordinate safety efforts of
     DOC and field teams to ensure they are working in a safe and coordinated manner
     with all safety procedures in place and all personnel advised of hazards
     Ensure that field teams identify and report any hazard and unsafe condition
     encountered in the performance of their duties
     Maintain Activity Log
     Advise the EOC Manager and Section Chiefs immediately of any unsafe or hazardous
     conditions and advise on practices and procedures to overcome obstacles

    Emergency Management Plan                                                                 Page 31
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                                                         SECTION IV: EOC MANAGEMENT

 Establish routine briefings with EOC Manager
 Establish routine briefings with EH&S Branch
 Monitor ongoing operations in EOC, DOC, and the field for signs of stress and
 inappropriate behavior. Report concerns to Medical Branch. Provide for staff rest
 periods and relief
 Plan for an extended EOC activation and determine staffing needs. Upon arrival, brief
 your shift replacement about the current status of your unit
 Keep copies of all your logs, reports, messages, and any other documents you used
 and received while working in the EOC




Emergency Management Plan                                                                Page 32
April 2009
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                                                               SECTION IV: EOC MANAGEMENT

                                               CHECKLIST M-6

                                   EOC COORDINATOR
    Name:                                           Date:                          Time:
Primary Responsibilities:                  •    Set up and administer the EOC facility
                                           •    Establish and oversee EOC communications flow
                                           •    Establish and oversee staff registration as they appear for
                                                work shift
                                    •   Provide assistance to EOC Manager
Support Responsibilities:           •   Provide assistance to EOC staff as they begin working at their
                                        positions
Reports to:                      EOC Manager
PROCEDURES                                                                                         DATE/TIME

     When notified of the EOC activation order, coordinate set up of the facility for
     operation
     Check in with the EOC Manager to determine if and where you are needed. If there
     are not enough people to staff all positions, you may be asked initially to fulfill a
     different function than your pre-designated one
     Check availability of communications for your position (land-based phones, cell
     phones, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Check availability of communications for EOC (land-based phones, cell phones,
     pagers, fax machine, radios, email, runners, etc.)
     Assess other equipment needs for EOC (copier, computers, projectors, etc.)
     Set up check-in desk, ensure that all EOC staff sign in, receive position vests and
     whatever instructions/supplies are needed for them to begin their tasks
     Set up EOC television(s), if available, and ensure they have DVD/VCR playback and
     recording ability
     In initial stages of activation, as directed by EOC Manager, assign staff to positions as
     necessary to ensure all required positions are covered
     Begin Activity Log, using either paper form or laptop. Note major activities of the
     EOC, tracking times and primary information. Act as recorder for the EOC Manager
     or assign this task to an assistant
     Activate and assign staff (you or someone else) to the EOC fax machine and laptop
     with email, and have them monitor throughout shift

    Emergency Management Plan                                                                    Page 33
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                                                          SECTION IV: EOC MANAGEMENT


 Assist Liaison Officer with WebEOC updates to County EOC if activated
 Provide message delivery: establish and oversee system of EOC runners/messengers

 Working with Logistics, ensure that refreshments are made available to EOC staff
 Plan for an extended EOC activation and determine staffing needs. Upon arrival, brief
 your shift replacement about the current status of your position
 Assist in deactivation of the EOC facility, replacing all equipment, maps, and supplies
 in storage and returning all furniture to original locations.
 Keep copies of all your logs, reports, messages, and any other documents you used
 and received while working in the EOC
 Forward the EOC activity log to the Director. If requested, provide information for the
 After-Action Report and recommendations for procedural changes to the EOC
 Manager




Emergency Management Plan                                                                  Page 34
April 2009
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                                                              SECTION IV: EOC MANAGEMENT

                                                CHECKLIST

                             EOC FACILITY SET-UP GUIDE

PROCEDURES
1.    Communications: Check availability of communications for EOC (land-based phones, cell
      phones, pagers, fax machine, radios, email, runners, etc.)
2.    Other equipment: Assess other equipment needs for EOC (copier, computers, projectors, etc.)
3.    Room set-up
     Primary EOC (EH&S Rooms 122a, 122b, 120): Follow EOC diagram to establish Section areas.
     Diagram and details of set-up can be found in Room 119, EOC Storage room.
     Secondary EOC (Stewart Room, Bren Events Center): Set up Section areas using available
     furniture. Get assistance from Bren Events Center staff to move furniture as needed. Telephones
     and other supplies can be found in the cabinets in the adjacent kitchenette. Some signs, supplies
     and maps may have to be brought from EH&S.
     (Note: Keys to Room 119 are kept by EH&S Administrative staff and by the Emergency
     Management Coordinator. Keys to cabinets adjacent to Stewart Room are kept by the Director of
     the Bren Events Center and by the Emergency Management Coordinator.)
4.    Maps/Supplies: Bring Section boxes, maps, signs, and supplies from EOC storage room (EH&S)
      or cabinets (Bren Events Center).
5.    Registration: Set up check-in station outside Room 122a (Ramazzini Room) or just inside door
      at Crawford Hall, ensure that all EOC staff sign in, receive position vests and whatever
      instructions/supplies are needed for them to begin their tasks.
6.    Refreshments: Set up refreshment table(s) just outside door to EOC and assign staff for its
      maintenance.




     Emergency Management Plan                                                               Page 35
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                                              CHECKLIST O-1

                            OPERATIONS SECTION CHIEF
   Name:                                           Date:                         Time:
Primary Responsibilities:                 •    All field operations
                                          •    EOC Operations Section
                                          •    Liaison with Planning & Intelligence, Logistics, and Finance
                                               & Administration EOC Sections
                                          •    Multi-department field response
                                          •    Operational Mutual Aid
                                          •    Multi-agency coordination
                                   •   EOC Management
Support Responsibilities:          •   Field Inspections
                                   •   Emergency construction & repairs
Reports to:                    EOC Manager
PROCEDURES                                                                                     DATE/TIME
     Check in with the EOC Manager to determine if and where you are needed. If there
     are not enough people to staff all positions, you may be asked initially to fulfill a
     different function than your pre-designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your Section (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your Section (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the section tables
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Coordinate with EOC Management to ensure that Operations Section staff have
     been notified to report to the EOC. Work with EOC Coordinator to assign
     temporary staff to fill those Branches where primary or alternate EOC staff are not
     yet available
     Ensure all Operations Section Branches have their necessary communications
     available and that they have established contact with their respective DOCs
     (coordinate with the Communications Branch if necessary)
     Check with the Zone Coordinator to see which Zones have reported to the EOC


   Emergency Management Plan                                                                  Page 36
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                                                               SECTION V: OPERATIONS

  Ensure that radio contact is established with each Zone Captain in each Zone
  Activate the Assistant to the Operations Section Chief position and have that person
  start the Operations Incident Log and Operations status board
  Obtain a list of field staff onsite and determine if you need more – if so, request
  more staff from your Section members, the Personnel/Volunteers Branch in the
  EOC or, as necessary, through EOC Management in the form of Mutual Aid
  Obtain an initial report about UCI operational status from EOC Management,
  Situation Status, and your Operations Section. Establish a briefing schedule with
  your Section members
  Maintain Activity Log
  Review information about incidents and incident response from your Operations
  Branches, the Planning & Intelligence Section Chief, and the Logistics Section
  Chief in order to assign each incident a response priority
  Work with the Operations Section to direct and support all field operations
  Exchange updates about the status of Incidents, Field Teams, Command Posts,
  DOCs, Medical Triage areas, and shelter operations with your Section Branches,
  other EOC Section Chiefs, and EOC Management
  Analyze all field operations for potential hazards in order to maintain the safest
  operations possible
  Confer with EOC Management regarding Operations Section requests for Mutual
  Aid as well as for executive-level policy decisions that must be made in order to
  proceed with field operations
  Implement Incident Action Plans as developed for the incident


  Work with the Logistics Section Chief to ensure that all resources necessary for field
  operations will be procured and delivered
  Work with the Finance & Administration Section Chief to ensure that requests for
  resources have adequate funding authorization
  Plan for an extended EOC activation and determine staffing needs. Upon arrival,
  brief your shift replacement about the current status of your Section
  Ensure that your Operations Section Chief Assistant collects all FEMA
  Documentation Forms and other required EOC documentation for forwarding to
  EOC Management at the conclusion of EOC activation
  Keep copies of all your logs, reports, messages, and any other documents you used
  and received while working in the EOC




Emergency Management Plan                                                                  Page 37
April 2009
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                                                 SECTION V: OPERATIONS

Addendum: Operations Section Chief
Priority Levels
        1: Life Safety/Rescue
        2: Securing Unsafe Areas and Buildings
        3: Urgent Field Operations
        4: Non-Urgent or Recovery Operations




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April 2009
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                                                                   SECTION V: OPERATIONS

                                              CHECKLIST O-2

              OPERATIONS SECTION CHIEF - ASSISTANT
   Name:                                           Date:                          Time:
Primary Responsibilities:                 •    Incident Log (or Automated Database on the PC)
                                          •    Report Incidents using Incident Report Forms
                                          •    All other EOC Forms/supplies used by the Operations
                                               Section
                                          •    Operations Section Chief administrative support
                                          •    Under direction from Operations Section Chief, inform
                                               Situation Status of significant information, updates, and
                                               changes in field incidents and/or incident response
                                          •    Capture reports from Zone Coordinator & circulate info
                                               within EOC
                                   •   Administrative support to Operations Section Branches
Support Responsibilities:
                                   •   Documentation and keeping of forms, reports, and logs
Reports to:                    Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area

     Begin an Activity Log. Check the forms bin for other forms that might be useful

     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job

     Using information gathered from the Zone Coordinator, Situation Status, Operations
     Section Branches, and Reports of Incidents generated by other EOC Branches, begin
     an Operations Incident Log. Work with Situation Unit Leader to post current
     information about major incidents and UCI emergency response on the status
     board(s) and display map(s)

   Emergency Management Plan                                                                  Page 39
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                                                               SECTION V: OPERATIONS

    Maintain Activity Log
PROCEDURES                      CHECKLIST O-2 cont’d                                      DATE/TIME

    Update the Operations Incident Log and Operations status board(s) as additional
    information becomes available

    Advise Situation Status of significant information, updates, and changes regarding
    field incidents and incident response

    Assist the Operations Section Chief in compiling and tracking incidents, Field
    Assignment Logs and FEMA Documentation Forms from Operations Section
    Branches, Shelter Reports from Care & Shelter, Zone Status Reports from the Zone
    Coordinator, and Mutual Aid Worksheets if Mutual Aid is requested
    Provide administrative assistance to the Operations Section Chief and Operations
    Branches
    Plan for an extended EOC activation and staffing needs. Upon arrival, brief your
    shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, and any other documents you used and
    received while working in the EOC




  Emergency Management Plan                                                              Page 40
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                                                                 SECTION V: OPERATIONS



                                              CHECKLIST O-3

                                         POLICE/DOC
   Name:                                            Date:                       Time:
Primary Responsibilities:                 •    Campus Patrol
                                          •    Traffic Control
                                          •    Perimeter Access Control
                                          •    Mutual Aid and Multi-Agency Response Coordination
                                   •   Emergency Transportation
Support Responsibilities:          •   Facility Inspections
                                   •   VIP Escort
Reports to:                    Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Obtain a briefing from the Operations Section Chief regarding the status of all
     incidents and UCI Field operations
     Make contact with Police dispatch or DOC Manager for status of on-duty personnel
     Advise your Section Chief and appropriate EOC staff of the status and availability
     of field personnel controlled by your Branch
     Maintain Activity Log
     Ensure that you or Police dispatch staff completes and updates Field Assignment
     Logs and FEMA Documentation Forms

     Notify the Operations Section Chief and Situation Status of any new incidents or
   Emergency Management Plan                                                                  Page 41
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   Version 6.0
                                                              SECTION V: OPERATIONS

  changes in major incidents using the Report of Incident Form
  Per established response priorities, or as needed, advise Police DOC to assign police
  officers to specific assignments or to specific ICs for support/assignment
  Coordinate with the Operations Section Chief to determine if Mutual Aid for
  operations will be needed. If so, submit a Mutual Aid request to the Operations
  Section Chief
  Ensure your field personnel will have adequate food and water. Coordinate with
  Logistics for meals and delivery
  Plan for an extended EOC activation and determine staffing needs both for field
  operations as well as in the EOC. Upon arrival, brief your EOC shift replacement
  about the current status of your Branch
  Keep copies of all your logs, reports, messages, and any other documents you used
  and received while working in the EOC




Emergency Management Plan                                                                 Page 42
April 2009
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                                                                 SECTION V: OPERATIONS

                                              CHECKLIST O-4

                                              POLICE/IC
   Name:                                           Date:                        Time:
Primary Responsibilities:                 •    Field Incident Command
                                          •    Zone Captain/Zone Crew Coordination
                                          •    Mutual Aid and Multi-Agency Response Coordination
Support Responsibilities:          •   Facility Inspections
Reports to:                    Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Obtain a briefing from the Operations Section Chief regarding the status of all
     incidents and UCI Field operations
     As officers announce their arrival at the Command Posts for each Zone, establish
     radio contact with them using the Command Post name as their call sign
     Assess equipment needs for field personnel and coordinate with Police/DOC
     position, the Operations Section Chief, and Logistics for equipment acquisition as
     needed
     Ensure that you or Police dispatch staff completes and updates Field Assignment
     Logs and FEMA Documentation Forms
     Notify the Operations Section Chief and Situation Status of any new incidents or
     changes in major incidents using the Report of Incident Form
     Coordinate requests from Incident Commanders for EH&S, Facilities Management,
     Medical First Responders, and Fire the Department with the Operations Section
     Chief and other Operations Section Branches


   Emergency Management Plan                                                                  Page 43
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                                                              SECTION V: OPERATIONS

PROCEDURES                       CHECKLIST O-4 cont’d                                    DATE/TIME
    Relay all information regarding operations within the Zones to the Incident
    Commander. Advise Incident Commanders when response personnel from other
    Operations Section Branches will be reporting to the Command Post
    Compare incident information received from Incident Commanders with Zone
    Coordinator and Zone Emergency Status Reports. Identify and attempt to correct
    any inaccuracies and inform Situation Status of changes
    Coordinate with the Operations Section Chief to determine if Mutual Aid for
    operations will be needed. If so, submit a Mutual Aid request to him/her
    Ensure your field personnel will have adequate food and water. Coordinate with
    Logistics for meals and delivery
    Assist the Incident Commanders with planning for continued operations, providing
    relief for Incident Commanders every four to six (4-6) hours for a rest period
    Plan for an extended EOC activation and determine staffing needs both for field
    operations and in the EOC. Upon arrival, brief your EOC shift replacement about
    the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




  Emergency Management Plan                                                             Page 44
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                                                                  SECTION V: OPERATIONS



                                              CHECKLIST O-5

                     ENVIRONMENT, HEALTH & SAFETY
   Name:                                           Date:                        Time:
Primary Responsibilities:                 •    Hazardous materials containment and response
                                          •    Hazardous conditions assessment and control
                                          •    Injury and death casualty reports and documentation
                                          •    Sanitation and potable water
                                   •   Facility inspections
                                   •   Evacuation control
                                   •   Medical operations
Support Responsibilities:          •   Search and rescue
                                   •   Fire fighting
                                   •   Mutual Aid and multi-agency response coordination
                                   •   Worker and work site safety (in support of Safety Officer)
Reports to:                    Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief or the EOC Manager to determine if and where
     you are needed. If there are not enough people to staff all positions, you may be
     asked initially to fulfill a different function than your pre-designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your Branch (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your Branch (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job. If an EOC
     Safety Officer is activated, coordinate as necessary with this position to ensure all
     activities are covered and synchronized
     Obtain a briefing from the Operations Section Chief regarding the status of all
     incidents and UCI Field operations



   Emergency Management Plan                                                                  Page 45
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                                                                   SECTION V: OPERATIONS


PROCEDURES                        CHECKLIST O-5 cont’d                                       DATE/TIME
    Establish contact with EH&S DOC (or ERT field command) and receive the status
    of all on-duty personnel
    Advise the Operations Section Chief and appropriate EOC staff of the status and
    availability of field personnel controlled by your Branch
    Assess equipment needs for field personnel and coordinate with the Operations
    Section Chief and Logistics Section for equipment acquisition as needed
    With your Section Chief, establish field response priorities
    Maintain your Activity Log
    Ensure that your DOC completes and updates Field Assignment Logs
    Notify the Operations Section Chief and Situation Status of any new incidents or
    changes in major incidents
    Give and receive updates about field assignments, resource availability, and incident
    status. Advise the EOC Police Branch when field teams controlled by you or your
    DOC will be reporting to Incident Commanders
    Coordinate with the Operations Section Chief to determine if Mutual Aid for
    operations will be needed. If so, submit a Mutual Aid request to the Operations
    Section Chief
    Ensure your field personnel will have adequate food and water. Coordinate with
    Logistics for meals and delivery
    Ensure that the public water system has potable water. Provide disinfecting services
    or emergency water supplies if necessary.
    Prepare a status report from your Branch every four (4) hours, or as directed. Be
    sure to include the status of every major incident in which your Branch is involved
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




  Emergency Management Plan                                                                 Page 46
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                                              CHECKLIST O-6

                  MEDICAL BRANCH/HEALTH SERVICES
   Name:                                           Date:                         Time:
Primary Responsibilities:                 •    Medical treatment
                                          •    Coordination of field triage
                                          •    First aid and triage screening
                                          •    Coroner liaison and casualty accounting
                                          •    Medical transfer and transportation
                                          •    Mental health and psychological services
                                   •   Care and shelter
                                   •   Environmental decontamination
Support Responsibilities:
                                   •   Liaison with local and regional medical facilities
                                   •   Student Affairs
Reports to:                    Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Obtain a briefing from the Operations Section Chief regarding the status of all
     incidents and UCI Field operations
     Coordinate with the Liaison officer and University Health Services, Medical DOC to
     receive information regarding the status of local and regional medical facilities




   Emergency Management Plan                                                                  Page 47
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                                                                 SECTION V: OPERATIONS

PROCEDURES                         CHECKLIST O-6 cont’d                                       DATE/TIME
    Establish contact with the University Health Services, Medical DOC (UHS) and
    receive the status of all available medical personnel
    Advise your Section Chief and appropriate EOC staff of the status and availability
    of personnel controlled by your Branch
    If needed, coordinate with the Operations Section Chief to establish hazard-free sites
    for First Aid and Triage Screening, the Coroner Staging Area, and the Medical
    Transportation Staging Area (default medical staging area is Gottschalk Medical
    Plaza)
    Assess equipment needs for medical personnel and coordinate with UHS, the
    Operations Section Chief and Logistics for equipment acquisition, as needed
    Maintain your Activity Log
    Direct UHSM DOC to maintain accurate records of patients’ names, addresses,
    injuries, supplies and treatments given, disposition, and attending medical staff
    Coordinate with the Liaison Officer to receive updates concerning the status of local
    and regional medical facilities
    Work with the EOC Transportation Branch to provide for medical transportation of
    injured to local medical facilities
    If your personnel report any new incidents or changes in major incidents, notify the
    Operations Section Chief and Situation Status using the Report of Incident Form
    Give and receive updates about field assignments, resource availability, casualty
    counts, and incident status. Advise the EOC Police Branch when medical teams
    controlled by you or UHSM DOC will be reporting to Incident Commanders
    Coordinate with the Operations Section Chief to determine if Mutual Aid for
    operations will be needed. If so, submit a Mutual Aid request to the Operations
    Section Chief
    Ensure all medical personnel will have adequate food and water. Coordinate with
    Logistics for meals and delivery
    Prepare status reports from your Branch every four (4) hours, or as directed
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




  Emergency Management Plan                                                                  Page 48
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                                              CHECKLIST O-7

                                    CARE & SHELTER
   Name:                                           Date:                         Time:
Primary Responsibilities:                 •    Large group care and identification of those sheltered
                                          •    Temporary sheltering (overnight or several days)
                                          •    Large group off-campus evacuation
                                          •    Large group food service
                                          •    Shelter information centers
                                          •    Student and employee assistance services
                                   •   Field medical treatment centers (when co-located with Care and
                                       Sheltering
Support Responsibilities:
                                   •   Field command centers (when co-located with Care and Sheltering)
                                   •   Field personnel support (primarily meals and rest areas)
Reports to:                    Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks.
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Obtain a briefing from the Operations Section Chief regarding the status of all
     incidents and UCI Field operations

     Check with Operations Section Chief and all Operations Branches to determine if
     care and sheltering sites need to be established




   Emergency Management Plan                                                                  Page 49
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PROCEDURES                    CHECKLIST O-7 cont’d                                          DATE/TIME
    Establish contact with Logistics Section, Food and Water Unit to discuss available
    on-campus Food Service facilities
    Advise your Section Chief and appropriate EOC staff of the status and availability
    of personnel controlled by your DOC
    Assess equipment needs for field personnel and coordinate with your DOC and the
    Operations and Logistics Sections for equipment acquisition, cost estimates, and
    funding authorization as needed
    If directed by the Operations Section Chief, establish one or more shelter sites on
    campus and advise Situation Status of their location. Assign a shelter manager and
    support staff for each shelter. Coordinate with the Medical EOC Branch to
    determine if shelters should include first aid and triage screening and medical
    transportation staging areas
    Coordinate with the Operations Section Chief to establish policies for UCI shelters
    regarding length of shelter’s operation, services provided, sign-in and sign-out
    procedures, persons to be allowed shelter, budgeting, media information release, and
    whether the shelters will be managed by UCI or the American Red Cross. Pre-
    designated Red Cross shelter locations: Bren Events Center, Anteater Recreation
    Center
    Maintain your Activity Log
    Ensure that your DOC completes and updates Care and Shelter Field Assignment
    Logs, Shelter Reports, and FEMA Documentation Forms
    Maintain communication with shelter managers and coordinate with the Operations
    Section Chief and Logistics to ensure that shelters have adequate supplies
    Give and receive updates about incidents resource availability and shelter status
    Coordinate with the Operations Section Chief to determine Mutual Aid needs
    (giving or receiving). If appropriate, submit a Mutual Aid request to the Operations
    Section Chief
    Ensure your field personnel will have adequate food and water. Coordinate with
    Logistics for meals and delivery
    Coordinate with the Operations Section Chief regarding information to be released
    regarding UCI shelters. Request assistance from the Public Information Officer if
    needed
    Prepare status reports from your Branch every four (4) hours or as directed
    Plan for an extended EOC activation and determine EOC and shelter staffing needs.
    Upon arrival, brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC



  Emergency Management Plan                                                                Page 50
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                                              CHECKLIST O-8

                                  COMMUNICATIONS
   Name:                                           Date:                        Time:
Primary Responsibilities:                 •    Communications support for EOC Operations
                                          •    Restoration of communications infrastructure
                                          •    Locate and secure alternative communications means
Support Responsibilities:          •   Situation Status
Reports to:                    Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Branch Coordinator, the EOC Coordinator, or the EOC Manager
     to determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area.
     Begin an Activity Log. Check the forms bin for other forms that might be useful.
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Obtain a briefing from the Operations Section Chief regarding the status of all
     incidents and UCI Field operations
     Establish contact with Information Systems and Technology (IST) DOC and receive
     the status of all on-duty personnel working on communications and computer
     infrastructure support
     Advise your Section Chief and appropriate EOC staff of the status and availability
     of field personnel controlled by your Branch
     Activate and test all UCI communications systems, identifying all major areas of
     communications system damage and/or non-service. Forward a report with this
     information to the Operations Section Chief, Situation Status, and Damage
     Assessment
     Assess equipment needs for field personnel and coordinate with IST DOC, the
     Operations Section Chief, and Logistics for equipment acquisition as needed
     Maintain your Activity Log


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PROCEDURES                    CHECKLIST O-8 cont’d                                           DATE/TIME
    Ensure that your DOC completes and updates Communications Field Assignment
    Logs and FEMA Documentation Forms
    Identify and provide alternative means for accomplishing critical communications
    tasks if normal equipment is not functioning. Provide the Operations Section Chief
    time and cost estimates for employing your identified alternatives
    Notify the Operations Section Chief and Situation Status of any new incidents or
    changes in major incidents using the Report of Incident form
    Give and receive updates about field assignments, resource availability, and incident
    status. Advise the EOC Police Branch when field teams controlled by you or your
    DOC will be reporting to Incident Commanders
    Coordinate with the Operations Section Chief to determine if Mutual Aid for
    operations will be needed. If so, submit a Mutual Aid request to the Operations
    Section Chief
    Ensure your field personnel will have adequate food and water. Coordinate with
    Logistics for meals and delivery
    Prepare status reports from your Branch every four (4) hours or as directed
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




  Emergency Management Plan                                                                 Page 52
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                                              CHECKLIST O-9

                               FACILITIES MANAGEMENT
   Name:                                          Date:                         Time:
Primary Responsibilities:                 •   Campus Utilities
                                          •   Emergency Generators
                                          •   Facility Inspections
                                          •   Restoration of Services
                                   •   Communications
                                   •   All field operations
Support Responsibilities:
                                   •   Recovery operations
                                   •   Transportation
Reports to:                     Operations Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Ensure that the EOC has all necessary utilities and is free from any utility hazards.
     Assist the EOC Communications Branch in establishing communications to and
     from the EOC, as able
     Obtain a briefing from the Operations Section Chief regarding the status of all
     incidents and UCI Field operations
     Establish contact with Facilities Management DOC and/or school facilities
     managers and receive the status of all on-duty personnel
     Advise your Section Chief and appropriate EOC staff of the status and availability
     of field personnel controlled by your Branch

   Emergency Management Plan                                                                  Page 53
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PROCEDURES                            CHECKLIST O-9 cont’d                                    DATE/TIME
    Assess equipment needs for field personnel and coordinate with the Facilities
    Management DOC, the Operations Section Chief, and Logistics for equipment
    acquisition as needed
    Identify all major areas of utility damage or non-service. Determine needs,
    estimated time for restoring services and estimated cost to repair, and forward this
    information to the Operations Section Chief and Plans Section Chief
    With the Operations Section Chief, establish field response priorities
    Maintain your Activity Log
    Provide technical support to all EOC and field operations to ensure essential lifeline
    support services including emergency power, water, and communications
    Ensure that your DOC completes and updates Physical Plant Field Assignment Logs
    and FEMA Documentation Forms
    Notify the Operations Section Chief and Situation Status of any new incidents or
    changes in major incidents
    Give and receive updates about field assignments, resource availability, and incident
    status. Advise the EOC Police Branch when field teams controlled by you or your
    DOC will be reporting to Incident Commanders
    Coordinate with the Operations Section Chief to determine if Mutual Aid for
    Operations will be needed. If so, complete the Mutual Aid Worksheet and forward
    to the Operations Section Chief
    Ensure your field personnel will have adequate food and water. Coordinate with
    Logistics for meals and delivery.
    Prepare status reports from your Branch every four (4) hours or as directed. Be sure
    to include the status of every major incident in which your Branch is involved
    Review Damage Assessment Forms and participate in developing repair and
    construction project proposals and requests for funding to EOC management.
    Coordinate with D&CS for large scale/big budget projects
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC

  Addendum: Repairs/Emergency Construction Proposals

      Coordinate with your Section Chief to develop a plan or a proposal for repair and construction
      projects for the campus. Provide the following detail for each project and estimate the total
      cost:
            Project
            Location
            Priority (Emergency, Urgent, Non-Urgent)
            Maintenance (Clean-up, non-structural)
            Small Construction (less than $25,000)
            Large Construction ($25,000 or more)
            UCI or Outside Contract
            Budget and Account
            Estimated Cost

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    Establish a project file for each project and include the following:

          Project name/Description
          Location
          UCI Project Number
          UCI Project Manager/Contact Information
          Account Number
          Date and Time
          Copy of the EMA Liaison Report
          Copy of the Preliminary Building Safety Report
          Description of Damage (if not included above)
          Cope of the Inspection Report
          Original Copies of Emergency Construction Work (shoring, debris removal, etc.)
          Original or copies of Repair/Construction Estimates, Bids, and other cost documents
          Photographs of damage and repairs
          Project Approval and UCI documentation




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                                                   SECTION VI: PLANNING & INTELLIGENCE

                                              CHECKLIST P-1

              PLANNING & INTELLIGENCE SECTION CHIEF
   Name:                                          Date:                         Time:
Primary Responsibilities:                 •   All field inspection status and damage assessment
                                              information
                                          •   Plan for short-term restoration
                                          •   EOC Planning and Intelligence Section
                                          •   Liaison with Operations, Logistics, and Finance &
                                              Administration EOC Sections
                                   •   EOC Management
Support Responsibilities:          •   Field operations
                                   •   FEMA documentation and recovery
Reports to:                    EOC Manager
PROCEDURES                                                                                     DATE/TIME
     Check in with the EOC Manager to determine if and where you are needed. If there
     are not enough people to staff all positions, you may be asked initially to fulfill a
     different function than your pre-designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Receive an update regarding Planning and Intelligence Section personnel contacted
     and en route to the EOC. Assign staff to temporarily fill Planning and Intelligence
     Branches not filled by primary or alternate EOC staff
     Request information regarding field incidents and priorities from the Operations
     Section Chief including the priority inspection list for buildings
     Maintain Activity Log
     Maintain contact with EOC management and the EOC Section Chiefs to give and
     receive updates about the UCI disaster response

     Work with Logistics and Finance & Administration to ensure your Section Branches
     have sufficient staffing and supplies to carry out their EOC functions
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PROCEDURES                           CHECKLIST P-1 cont’d                                    DATE/TIME

    Receive updates about field hazards, injuries, casualties, and the status of campus
    facilities from Operations Section Branches and the Zone Coordinator
    Coordinate with the Operations Section Chief to ensure that inspection teams and
    other personnel controlled by your team do not enter buildings or areas with
    chemical spills or other potential hazards as well to ensure repair operations do not
    conflict with or hamper ongoing emergency operations in the field
    As inspections are completed, make sure that the Inspections Branch gives
    continuing damage assessment updates to the Damage Assessment Branch
    Assist with identifying usable facilities and have the Inspections Branch to maintain
    a list of “usable buildings” for Situation Status and the Operations Status Board(s)
    Coordinate with Repair & Emergency Construction to develop a short-term plan for
    immediate repair projects. Provide for documentation of all projects completed and
    in progress
    Ensure all information necessary for complete and accurate FEMA Documentation
    Forms is available for the EOC Management form Inspections and Repair &
    Emergency Construction
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




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                                              CHECKLIST P-2

                                  SITUATION STATUS
   Name:                                           Date:                          Time:
Primary Responsibilities:                 •    Post Situation Status Information in EOC
                                          •    Keep records and documentation of all EOC activities
                                          •    Identify inaccuracies and conflicting reports
                                          •    Prepare EOC reports for EOC Management
                                          •    Monitor media reports and essential planning information
                                               including: weather, major incidents in the Orange County
                                               region, and other factors that may affect UCI operations
                                   •   Public information and rumor control
Support Responsibilities:
                                   •   Damage assessment
Reports to:                    Planning & Intelligence Section Chief
PROCEDURES                                                                                      DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks.
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Receive initial incident information from the Planning & Intelligence Section Chief,
     the Operations Section Chief, the EMA Liaison, and Operations Branches
     Maintain Activity Log
     On the Situation Status Board(s) and maps, post all information regarding major
     incidents, status of buildings and utilities, number of persons dead, injured and
     sheltered, weather reports and forecasts, and traffic conditions
     On the large UCI map, identify medical treatment centers, shelters, Mutual
     Aid/multi-agency staging areas, field command posts, and volunteer check-in sites



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PROCEDURES                          CHECKLIST P-2 cont’d                                   DATE/TIME
    Re-organize the status boards and maps to best display the information needed for
    EOC operations according to the nature of the emergency incident(s).
    Verify incoming status information. Identify, investigate, and clarify conflicting
    reports or information that cannot be verified
    Keep a chronology of events, if possible, for event reconstruction and after-action
    reporting purposes
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




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                                              CHECKLIST P-3

                               RESOURCE STATUS UNIT
   Name:                                           Date:                          Time:
Primary Responsibilities:                 •    Coordinate with Operations and Logistics to capture and
                                               centralize resource status information
                                          •    Prepare and maintain resource status boards, charts and lists
                                               to display current status and location of tactical resources
                                          •    Maintain files of check-in lists for resources and personnel
                                               assigned to the response.
                                   •   Public information and rumor control
Support Responsibilities:
                                   •   Damage assessment
Reports to:                    Planning & Intelligence Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Receive initial incident information from the Planning & Intelligence Section Chief,
     the Operations Section Chief, the Zone Coordinator, and Operations EOC Branches
     Maintain Activity Log
     Coordinate check-in functions for personnel and equipment at incident locations
     (field and EOC)
     Gather, post, and maintain incident resource status (ordered, available, assigned,
     out-of-service, demobilized). Coordinate with Logistics to maintain master list of
     resources – primary and support
     Coordinate with Logistics to identify field resource requests and eliminate
     redundancies.



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PROCEDURES                          CHECKLISTP-3 cont’d                                    DATE/TIME
    Develop and maintain organization assignment list or incident organization chart.
    At a minimum, include command and general staff, directors, supervisors, and unit
    leaders. Review and revise for each operational period. Collect organization charts
    from all activated DOC’s.
    Coordinate operational planning worksheets and other documents for EOC and all
    activated DOC’s. Review and revise for each planning cycle and operational period.
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other data you used and
    received while working in the EOC




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                                              CHECKLIST P-4

                               SUBJECT MATTER EXPERTS
   Name:                                           Date:                           Time:
Primary Responsibilities:          •   On an ad hoc basis, provide technical knowledge, skills, and
                                       abilities in specialized areas during the incident response as
                                       required.

                                          •    Specialists may serve as individual contributors or lead a
                                               team. Specialists who lead a team will coordinate the
                                               activities of the team and report status of activities to the
                                               Planning Section Chief.
                                          •    Prepare and continually update subject matter data for EOC
                                               Management planning and briefings
                                   •   Public information and rumor control
Support Responsibilities:
                                   •   Damage assessment
Reports to:                     Planning & Intelligence Section Chief
PROCEDURES                                                                                       DATE/TIME
     Receive initial incident information from the Planning & Intelligence Section Chief,
     the Operations Section Chief, the EMA Liaison, and Operations EOC Branches
     Maintain Activity Log
     Identify and post any technical information that could be helpful to emergency
     responders. Keep EOC Management informed to aid in planning efforts
     Organize data to best display the information needed for EOC operations according
     to the nature of the emergency incident.
     Keep a chronology of events, if possible, for event reconstruction and after-action
     reporting purposes
     Plan for an extended EOC activation and determine staffing needs. Upon arrival,
     brief your shift replacement about the current status of your Branch
     Keep copies of all your logs, reports, messages, and any other data you used and
     received while working in the EOC




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                                               CHECKLIST P-5

                                DAMAGE ASSESSMENT
   Name:                                            Date:                         Time:
Primary Responsibilities:                  •    Damage assessment report
                                           •    Preliminary (Rapid) Inspection Reports
                                           •    Building Inspections
                                       •        Situation Status
Support Responsibilities:              •        Repair and construction
                                       •        UCI recovery plan
Reports to:                     Planning & Intelligence Section Chief
PROCEDURES                                                                                       DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Check with the Planning & Intelligence Section Chief and EOC Inspections for
     initial reports of building damage and estimates of % damage of buildings and
     utilities
     Begin entry of damage assessment estimates in the Damage Assessment Spreadsheet
     Maintain Activity Log
     Anticipate changes in damage estimates when buildings are re-surveyed and update
     information as new inspections change original estimates
     Keep all Planning & Intelligence Section Branches and EOC Management informed
     of assessed damage to UCI
     Contact the qualified building inspectors and receive information about the status of
     the Field Inspection Office (FIC at D&CS). Advise your Section Chief when the
     FIC is established
     Check with EOC Situation Status and EOC Zone Coordinator to receive information
     about Zone status, initial reports of building damage, utility status, and field hazards
     Determine the number of fully equipped inspection teams available and forward this
     information to your Section Chief. Work with Logistics, if necessary, to ensure
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  inspection personnel have all required personal safety and field recording equipment
  As directed by your Section Chief, obtain from the Operations Section Chief the
  immediate building inspection priority list for preliminary building inspections
  Maintain contact with FIC and assign inspections according to the building
  inspection priority list established by the Operations Section Chief
  Work with the Operations Section Chief and Safety Officer to coordinate inspection
  teams entry into any buildings or areas with known chemical spills or other known
  major hazards inside
  Record inspections information to the Building Inspection Status Report and provide
  updates to Situation Status Unit.
  Determine food and water needs for Inspections staff and coordinate with Logistics
  for procurement and delivery
  Assess inspections staffing needs and coordinate with your Section Chief to
  determine if UCI will need additional inspectors via Mutual Aid. If Mutual Aid is
  needed, complete the Mutual Aid Worksheet
  Ensure that you and/or the FIC have completed and updated all FEMA
  Documentation forms and Field Assignment Logs (for inspection teams) for each
  day of operations
  Plan for an extended EOC activation and determine staffing needs. Upon arrival,
  brief your shift replacement about current status
  Keep copies of all logs, reports, messages and any other documents you used and
  received while working in the EOC


Addendum: Inspections

Inspections Branch Supplies:
 20 Hard Hats w/ratchets
 20 Orange Vests
 20 Gloves
 20 Goggles
100 Dust Masks
 20 Knee Pads
  5   Storage Boxes
  5   Flagging Tape
 10 Duct Tape (2”x30”)




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                                             CHECKLIST P-6

                                ZONE COORDINATOR
   Name:                                          Date:                         Time:
Primary Responsibilities:                •    Zone Status Reports
                                         •    Communication with Zone Captains
                                         •    Relaying information between Zones and the EOC units
                                   •   Facility Inspection Reports
                                   •   Evacuation Control information
Support Responsibilities:
                                   •   Medical information
                                   •   Search and Rescue information
Reports to:                    Planning & Intelligence Section Chief
PROCEDURES                                                                                    DATE/TIME
     Activate your radio and make contact with someone on your radio channel to verify
     that it is working. Secure headsets from EOC Coordinator or Police DOC
     Make the following announcement (twice): “This is the UC Irvine Zone
     Coordinator in the campus Emergency Operations Center. This is the Zone
     Coordinator emergency channel. This channel is to be used solely for zone captain
     communications with the emergency operations center. Attention all Zone Captains,
     please stand by for a zone roll call. When your zone number is called, please
     respond with your name and location of your command post. If you have
     emergency information, please advise. All other reports will wait until the roll call
     is completed.”
     Conduct your roll call and document the status of each Zone. Keep Zone Status
     Reports and reports of incidents that are reported by Zone Captains
     Maintain communication with Zone Captains and forward all messages between the
     EOC and Zone Captains to Situation Status and other EOC personnel, as
     appropriate. Notify your Section Chief and Situation Status if any Zones do not
     respond to your roll calls
      Maintain Activity Log
     Advise Zone Captains to deliver message to you by runners if their radio fails.
     Provide your location.
     Notify your Section Chief of any previously unreported incidents
     Keep Situation Status unit updated with information from Zones and assist in
     clarifying conflicting or incomplete reports received from other EOC units




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PROCEDURES                      CHECKLIST P-6 cont’d                                       DATE/TIME
    Do a Zone roll call and update Status Reports for each Zone no less than every four
    (4) hours
    Coordinate with your Section Chief to ensure Zone Captains and Building
    Coordinators remaining in the Zones will have meals and relief
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your unit
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




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                                              CHECKLIST P-7

                                       ZONE CAPTAIN(S)
   Name:                                           Date:                        Time:
Primary Responsibilities:                 •    Preliminary Zone Status Report
                                          •    Relay information between Building Coordinators and Zone
                                               Coordinator
                                          •    Support the Incident Commanders in the field
                                   •    Building Evacuation
Support Responsibilities:          •    Evacuation Control
                                   •    Inspection Team
Reports to:                    Zone Coordinator

PROCEDURES                                                                                     DATE/TIME
     Establish your Zone Command Post. (Near OCFA or other first responders if in your
     zone.) Should the primary location be hazardous or unsafe, establish command Post
     at an alternate location, in conjunction with the Field Incident Commander
     (generally OCFA or UCIPD). Report to, coordinate with, and support Field Incident
     Commander.
     Turn on your 800MhZ radio, switch channel selector to the pre-designated talk-
     group location and await roll call from the Zone Coordinator in the EOC. When
     contacted, advise of your location and initial status. If you are unable to
     communicate via radio, send a runner to the EOC (EH&S Building or the Bren
     Events Center) with the information
     Initiate and continue tracking all incidents and information (who, when, what,
     where). This may be delegated to someone else who can record information
     received, decisions made, and actions taken.
     Establish communication with each Building Coordinator. If a building does not
     have a coordinator, assign a building liaison and provide instructions

     Receive from Building Coordinators information about each building. Compile and
     forward your report to the Zone Coordinator via radio or runner
     Under EOC direction, distribute information received from the EOC to the Building
     Coordinators regarding: field response; locations of Care and Shelter facilities and
     medical assistance; campus-released directives/policies; status of Inspection Teams
     and building occupancy; and locations for Coroner staging areas
     Obtain ongoing updates from each Building Coordinator regarding hazards, injuries,
     and occupants




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                                                   SECTION VI: PLANNING & INTELLIGENCE

PROCEDURES                      CHECKLIST P-7 cont’d                                            DATE/TIME

    Keep apprised of the status of response operations and evacuations within the Zone
    from the Incident Commander. Provide update information to the Zone Coordinator
    and to the Building Coordinators
    Assist the Incident Commander in determining and identifying all available
    resources within your Zone. These may include volunteers who can assist ongoing
    operations as well as available equipment and supplies that may be needed in
    emergency response. Check with each Building Coordinator and update the Zone
    Coordinator or the Field Incident Commander in your Zone
    Maintain the Zone coordination function at an Incident Command Post if and when
    one is established in your Zone. Keep the Zone Post open until advised by Zone
    Coordinator to close down. If you need to leave the post, locate an alternate to
    maintain the position. If no alternate is available, alert the Zone Coordinator that the
    post will be closed. If requested, provide the Inspection Team with information on
    current conditions within the Zone. Provide Field Inspections teams with, or help in
    locating, Building Coordinators or Building Managers




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                                                                        SECTION VII: LOGISTICS

                                              CHECKLIST L-1

                               LOGISTICS SECTION CHIEF
   Name:                                           Date:                          Time:
Primary Responsibilities:                 •    Procurement and delivery of all resources to support EOC
                                               and field operations
                                          •    Emergency contracts for services
                                          •    Personnel and emergency hires
                                          •    Transportation management
                                          •    EOC Logistics Section
                                   •   EOC Management
                                   •   Field operations
Support Responsibilities:          •   Field inspections
                                   •   Emergency repair and construction
                                   •   FEMA documentation and recovery
Reports to:                     EOC Manager

PROCEDURES                                                                                    DATE/TIME
     Check in with the EOC Manager to determine if and where you are needed. If there
     are not enough people to staff all positions, you may be asked initially to fulfill a
     different function than your pre-designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your Section (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your Section (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area.
     Begin an Activity Log. Check the forms bin for other forms that might be useful.
     Contact all necessary personnel: those reporting to you, and others whose assistance
     or cooperation you will need to do your job.
     Receive an update regarding Logistics Section personnel contacted and en route to
     the EOC. Assign staff temporarily to Logistics units not yet staffed by primary or
     alternate EOC staff
     Check with EOC Section Chiefs and EOC Management for an overview of
     emergency incidents and UCI operational status
     Obtain from the Operations Section Chief and EOC Management the priorities for
     requests for resources

   Emergency Management Plan                                                                 Page 69
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PROCEDURES                         CHECKLIST L-1 cont’d                                        DATE/TIME
    Identify the status and availability of all on-campus resources including food, water,
    supplies, equipment, etc. Maintain an inventory of available resources and be
    prepared to procure supplies that may be needed by all EOC Sections
    Coordinate with EOC Personnel/Volunteers and EOC Management to identify the
    status and availability of all UCI employees who may be able to assist with
    emergency response data
    Maintain Activity Log
    Establish the disaster purchase order, contract, and invoice system for all
    procurements performed by your Section. Make sure all documents produced by
    your Section have accounting and other budget tracking numbers that are consistent
    with the Finance & Administration Section guidelines
    Activate or distribute emergency Procurement Cards for the EOC and DOCs as
    needed. Manage on-going use of cards. Adjust limits as necessary. Acquire cards
    from Finance & Administration Section Chief
    Work with the Operations and Planning & Intelligence Section Chiefs to identify
    requests for resources, ensure that all resources are being procured and delivered in
    the field, and project needs for the duration of the emergency
    If you received reports from field staff regarding major incidents in the field, report
    these to the Operations Section Chief and Situation Status
    Refer to and coordinate with EOC Management for resource needs that cannot be
    met with available resources and/or policy decisions that must be made in order to
    proceed with procurement, contracts, and emergency hires. EOC Management will
    coordinate with the Chancellor and the Policy Group for policy level decisions
    Verify funding authorization for large expenses or potentially extensive contracts
    with EOC Management. Ensure and verify funding authorization if total purchases
    and contracts are about to exceed disaster authorization limits
    Collect FEMA Documentation Forms from Logistics units, when applicable
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your unit
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




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                                                                        SECTION VII: LOGISTICS

                                              CHECKLIST L-2

                                       FOOD & WATER
   Name:                                          Date:                          Time:
Primary Responsibilities:                 •   Field personnel food and water service
                                          •   EOC staff food and water service
                                          •   Care and Shelter food service
                                   •   Planning and Budget Branch
Support Responsibilities:
                                   •   Accounting and Audit Branch
Reports to:                    Logistics Section Chief

PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area.
     Begin an Activity Log. Check the forms bin for other forms that might be useful.
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job.
     Check with Situation Status, the Operations Section Chief, and the Planning &
     Intelligence Section Chief to assess the number of field personnel who will need
     food and water

     Check with Care & Shelter to determine food and water needed by shelters

     Check with EOC Management to determine food and water needed by EOC staff

     Check with Facilities Management for status reports on power and water capabilities
     Assess available food and water supplies from UCI inventories, as well as
     availability of on-campus facilities for food preparation
     Coordinate with the Personnel/Volunteers Branch to assign food and water delivery
     and serving staff


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                                                                      SECTION VII: LOGISTICS

PROCEDURES                         CHECKLIST L-2 cont’d                                   DATE/TIME

    Maintain Activity Log
    Identify all available sources of food and water for UCI personnel (on and off
    campus)
    Develop a plan for procurement, delivery, and serving of food and water.
    Coordinate with the Contracts, Equipment & Supplies Branch to obtain a
    Procurement Card or purchase order and account number for all purchases and
    contracts, making sure to give a copy of purchase orders and contracts to the EOC
    Branch which ordered the supplies; as well as the Contracts, Equipment & Supplies,
    and Accounting/Audit Branches
    Make sure to document any employees or volunteers working for your unit in the
    field. Forward this Log to your Section Chief
    Prepare a FEMA Documentation Form for each day of EOC activation to log all
    expenses generated by your unit including Field Assignment Logs, procurements,
    contracts, and supplies - and forward to your Section Chief
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your unit
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




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                                                                        SECTION VII: LOGISTICS

                                              CHECKLIST L-3

                  CONTRACTS, EQUIPMENT & SUPPLIES
   Name:                                           Date:                        Time:
Primary Responsibilities:                 •    Emergency procurement
                                          •    Equipment delivery and set-up
                                          •    Supplies delivery
                                          •    Emergency contracts and purchase orders


                                   •   Food and Water unit
Support Responsibilities:          •   Planning and Budget unit
                                   •   Accounting and Audit unit
Reports to:                    Logistics Section Chief

PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Check with EOC Facilities Management to determine water and power availability

     Check with EOC Management to determine the requirements of the EOC
     Assign equipment delivery and setup staff with assistance from EOC Personnel &
     Volunteers Branch if necessary
     Develop a plan for procurement, delivery, and setup of equipment and supplies.
     Activate and use Procurement Cards as available




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                                                                     SECTION VII: LOGISTICS

PROCEDURES                        CHECKLIST L-3 cont’d                                   DATE/TIME
    Coordinate with your Section Chief to set up the process for preparing purchase
    orders and contracts documentation in the EOC (see addendum for more info)
    Maintain Activity Log
    When procuring equipment or services, assess on-campus supplies first
    Complete and update a Field Assignment Log to track personnel or volunteers
    working for your Branch
    Coordinate with the Finance & Administration Section and your Section Chief to
    ensure all necessary supplies and services have been acquired and appropriately
    documented
    For each day of EOC operations, prepare a FEMA Documentation Form for any
    expenses your unit may have generated, including procurements, contract
    documents, supplies, and Field Assignment Logs
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC

  Addendum: Contracts, Equipment & Supplies

      Other resources are:

             •   Rental Agencies
             •   Mutual Aid from Orange County or City of Irvine (must be requested through EOC
                 Management)
             •   Mutual Aid from other UC campuses
             •   Hardware Stores
             •   Industrial Supply Outlets
             •   Medical and Safety Supply Outlets
             •   Construction Support Supplies (Portable Toilets, etc)
             •   Hospitals, Medical Centers, and Doctors’ Offices
             •   School Districts




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                                                                         SECTION VII: LOGISTICS

                                              CHECKLIST L-4

                          HR/PERSONNEL/VOLUNTEERS
   Name:                                           Date:                          Time:
Primary Responsibilities:                 •    Personnel status
                                          •    Manage volunteers
                                          •    Maintain records of hours worked
                                          •    Maintain records of mutual aid (for personnel – related)
                                          •    Personnel operations
                                          •    Hire temporary workers
                                   •   Food services
                                   •   Equipment and supplies
Support Responsibilities:          •   Planning and Budget Unit
                                   •   FEMA Documentation Unit
                                   •   Account and Audit Unit
Reports to:                    Logistics Section Chief

PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area.
     Begin an Activity Log. Check the forms bin for other forms that might be useful.
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job.
     Establish contact with the Human Resources DOC and receive the status of all on-
     duty personnel
     Identify all UCI employees who are on campus and working during the disaster,
     working through DOCs or EOC positions as necessary



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                                                                      SECTION VII: LOGISTICS

PROCEDURES                        CHECKLIST L-4 cont’d                                      DATE/TIME
      Identify UCI employees who wish to work on disaster response, those who do not
      want to work, or those who cannot work on the disaster response
      Coordinate with EOC Management and the Operations Section Chief to establish the
      Volunteer Staging Area. Provide a coordinator for this site as well as a temporary
      assignment procedure (see addendum for policies regarding volunteers and/or UCI
      employees
      Maintain Activity Log
      Pre-Trained volunteers (CSAR Team members) will report to predesignated
      assembly areas as available. Reassign as needed for the response. Most CSAR
      Team volunteers have training in more than one area.
      Ensure the Volunteers Mutual Aid Staging Areas both have adequate staffing
      Obtain from all personnel working for UCI disaster response the following
      information:
              • UCI employee/non-employee volunteer/Mutual Aid worker?
              • Normal UCI work assignment & employee ID # (if UCI employee)
.
              • ID of agency (if Mutual Aid worker)
              • Driver’s License or Identification Card (for all non-UCI workers)
              • Address & phone number (for all non-UCI workers)
              • Social Security number
      Coordinate with the Contracts, Equipment & Supplies Branch to identify all
      contracted services working for UCI
      Coordinate with EOC Management for requests for UCI Mutual Aid labor and keep
      records of UCI employee names, SS#’s, Employee ID#’s, hours worked, and all
      contact info
      As directed by EOC management, develop a process for hiring temporary workers
      for specific jobs on campus; or contract the services of a temporary employment
      agency to perform this task
      As required by EOC Management, provide a list of UCI employees who worked on
      the campus to EOC Management, Accounting/Audit, and Medical (for workers’
      compensation and/or expenses calculation). This information should be recorded by
      the respective DOCs
      Complete a FEMA Documentation Form for all expenses your Branch generated and
      forward to your Section Chief
      Plan for an extended EOC activation and determine staffing needs. Upon arrival,
      brief your shift replacement about the current status of your Branch
      Keep copies of all your logs, reports, messages, and any other documents you used
      and received while working in the EOC




    Emergency Management Plan                                                              Page 76
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                                                                         SECTION VII: LOGISTICS

                                              CHECKLIST L-5

                            TRANSPORTATION/VEHICLES
   Name:                                           Date:                          Time:
Primary Responsibilities:                 •    Transportation on and off Campus
                                          •    Transportation support (fuel, drivers)
                                   •   Equipment delivery
                                   •   Supply delivery
Support Responsibilities:
                                   •   Evacuation
                                   •   Medical transportation
Reports to:                    Logistics Section Chief

PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, calculator, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Check with Facilities Management on the status of available UCI fuel supplies
     Coordinate with ASUCI regarding shuttle bus availability. Determine the number
     and types of usable vehicles on campus and their capabilities. Compile a vehicle
     inventory and list fuel assets
     Work with EOC Personnel/Volunteers to obtain drivers for UCI vehicles.
     Document personnel and assignment information for drivers and vehicles
     Based upon priorities established by the Logistics Section Chief, the Operations
     Section Chief, and EOC Management, make preliminary assignments and have
     vehicles available for operational needs
     Maintain Activity Log



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                                                                       SECTION VII: LOGISTICS

PROCEDURES                       CHECKLIST L-5 cont’d                                         DATE/TIME
    Coordinate with the Logistics Section Chief if Mutual Aid is needed for mass
    transportation
    Check with local gas stations for fuel supply and availability. Obtain emergency
    purchase orders or Procurement Cards from EOC Contracts, Equipment & Supplies
    Branch for fuel purchases
    Obtain information regarding the status of local and regional transportation routes
    (freeways, surface streets, OCTA, aviation, etc.). Plan for transportation to and from
    UCI for VIPs and essential UCI staff
    Prepare a FEMA Documentation Form to track all expenses generated by your
    Branch
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




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                                              SECTION VIII: FINANCE AND ADMINISTRATION

                                              CHECKLIST F-1

          FINANCE & ADMINISTRATION SECTION CHIEF
   Name:                                           Date:                         Time:
Primary Responsibilities:                 •    Accounting of all emergency expenses
                                          •    Fiscal analysis to determine total expenses, funding
                                               authorization, and funding sources
                                          •    Activation of emergency financial support to students,
                                               faculty, and staff
                                   •   EOC management
                                   •   Field operations
                                   •   Field inspections
Support Responsibilities:
                                   •   Repair and Emergency construction
                                   •   Procurement, contracts, and hires
                                   •   FEMA documentation and recovery
Reports to:                    EOC Manager

PROCEDURES                                                                                     DATE/TIME
     Check in with the EOC Manager to determine if and where you are needed. If there
     are not enough people to staff all positions, you may be asked initially to fulfill a
     different function than your pre-designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your Section (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your Section (copier, computer, projector, calculator,
     etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Check with EOC Management to ensure the Finance & Administration Section has
     been notified to report to the EOC. Assign staff to temporarily fill Branches where
     primary EOC staff are not available
     Obtain a briefing on the status of the emergency and current UCI response
     operations




   Emergency Management Plan                                                                  Page 79
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                                            SECTION VIII: FINANCE AND ADMINISTRATION


PROCEDURES                       CHECKLIST F-1 cont’d                                      DATE/TIME
    Establish the Disaster Accounting System for the EOC (see addendum). EOC
    Manager may distribute high-value emergency Procurement Cards to EOC/DOCs
    Establish a file for the maintenance of FEMA Documentation Forms
    Verify funding authorization for the disaster with EOC Management and coordinate
    authorization and spending thresholds
    Maintain Activity Log
    Project expenditures as requested by EOC Management and notify EOC
    Management when they approach authorized spending limits. Coordinate with EOC
    Management for policy decisions necessary for disaster expenditures
    Coordinate with the Logistics Section Chief to ensure that the EOC has an efficient
    and accurate system for the processing and accounting of all purchases and
    expenditures
    Assist the Student Affairs Officer with activation of an emergency loan/grant
    program for students, faculty, and/or staff. During an emergency, the UCI Financial
    Aid Office will operate this program and will need information from you concerning
    funding authorization, spending limits, and documentation requirements
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC
    Work with EOC Management and your Finance & Administration Section to
    compile the post-disaster FEMA Documentation Binder. UCI must submit a
    complete and timely application in order to receive reimbursement from FEMA (see
    addendum for FEMA info)




  Emergency Management Plan                                                               Page 80
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                                              SECTION VIII: FINANCE AND ADMINISTRATION

                                              CHECKLIST F-2

                               ACCOUNTING & AUDIT
   Name:                                           Date:                         Time:
Primary Responsibilities:                 •    Monitor all authorized expenses
                                          •    Account for documentation of all emergency expenses
                                               including labor, benefits, purchases, and contracts
                                          •    Audit all expenditures to verify budget account, invoices,
                                               and documentation
                                   •   EOC Manager’s Report
Support Responsibilities:          •   FEMA Documentation
                                   •   Planning & Budget Branch
Reports to:                    Finance & Administration Section Chief

PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, calculator, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Work with your Section Chief to establish the Disaster Accounting System. Set up
     the accounting and auditing process for the system including: a) itemization of all
     expenses and, b) documentation files containing originals or copies of expenditures.
     EOC May use special high-value Procurement Cards for emergency needs
     Maintain Activity Log
     Receive and file all forms, invoices, purchases orders, and other documentation
     related to disaster expenses
     Be prepared to provide estimates of disaster expenses to EOC Management



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                                           SECTION VIII: FINANCE AND ADMINISTRATION


PROCEDURES                       CHECKLIST F-2 cont’d                                    DATE/TIME
    For each day of EOC activation, forward to your Section Chief a daily summary of
    expenses and total accumulated disaster costs
    Meet with the Finance & Administration Section Chief to project expenses for
    emergency operations. Work with the EOC Planning & Budget Branch to continue
    to plan for future authorized expenses
    Maintain a central FEMA Documentation file comprised of FEMA Documentation
    Forms and supporting documents. Check to see FEMA Documentation Forms have
    all necessary information and source documents attached
    Continually update UCI account files with information from FEMA Documentation
    Forms
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




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                                              SECTION VIII: FINANCE AND ADMINISTRATION

                                              CHECKLIST F-3

                                PLANNING & BUDGET
   Name:                                           Date:                         Time:
Primary Responsibilities:                 •    Budget planning to identify existing sources of funding
                                          •    Recommend budget and funding plans for emergency and
                                               recovery expenses
                                   •   Accounting & Audit Branch
                                   •   Logistics Section
Support Responsibilities:
                                   •   EOC Management
                                   •   EOC Branches
Reports to:                    Finance & Administration Section Chief

PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, calculator, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Check with EOC Accounting & Audit Branch to determine current spending totals
     Review the existing UCI budget to identify available sources of funding for disaster
     expenditures. Note that emergency Procurement Cards are linked to a special
     account within the Office of the Chancellor
     Review authorized spending thresholds and determine remaining funds available
     Maintain Activity Log
     Work with the Accounting & Audit Branch to continue to plan for future authorized
     expenditures and for transition to normal accounting procedures at the conclusion of
     UCI emergency response
     Develop a plan with recommendations for continued authorization of expenses,
     funding accounts, and budget management for submission to EOC Management

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                                           SECTION VIII: FINANCE AND ADMINISTRATION


PROCEDURES                       CHECKLIST F-3 cont’d                                    DATE/TIME
    Plan for an extended EOC activation and determine staffing needs. Upon arrival,
    brief your shift replacement about the current status of your Branch
    Keep copies of all your logs, reports, messages, and any other documents you used
    and received while working in the EOC




  Emergency Management Plan                                                             Page 84
  April 2009
  Version 6.0
                                              SECTION VIII: FINANCE AND ADMINISTRATION

                                              CHECKLIST F-4

                 FEMA DOCUMENTATION & RECOVERY
   Name:                                           Date:                          Time:
Primary Responsibilities:                 •    Following declaration of Federal Disaster:
                                          •    FEMA Disaster Assistance Claims
                                          •    FEMA Application Process
                                          •    Source Documentation Files
Reports to:                     Finance & Administration Section Chief
PROCEDURES                                                                                     DATE/TIME
     Check in with your Section Chief, the EOC Coordinator, or the EOC Manager to
     determine if and where you are needed. If there are not enough people to staff all
     positions, you may be asked initially to fulfill a different function than your pre-
     designated one
     Sign in at the check-in counter or table (near the front door to the EOC) and receive
     your position vest. If you do not have the checklist for your function, look in the
     Section Box on the section desks
     Check availability of communications for your position (land-based phones, cell
     phones, pagers, FAXes, radios, email, runners, etc.)
     Assess equipment needs for your position (copier, computer, calculator, etc.)
     Obtain any office supplies necessary from the supplies bin(s) near the check-in area
     Begin an Activity Log. Check the forms bin for other forms that might be useful
     Contact all necessary personnel: the person you report to, those reporting to you, and
     others whose assistance or cooperation you will need to do your job
     Coordinate with the Finance & Administration Section Chief to obtain copies of the
     FEMA Report Forms prepared by EOC and DOC staff, and by field personnel.
     There should be a FEMA Form for most EOC positions and each field department
     for each day of emergency operation
     Contact each activated DOC to ensure they are instructed to capture and report all
     expenses and estimates necessary for the potential FEMA Claim




   Emergency Management Plan                                                                  Page 85
   April 2009
   Version 6.0
                                          SECTION VIII: FINANCE AND ADMINISTRATION


  Review the General Instructions and all examples in the FEMA Documentation
  Binder. You will need the information provided on the forms to prepare the
  required calculations for the FEMA application and documentation. Meet with the
  Finance & Administration Section Chief to review the FEMA Documentation
  Binder example and follow the instructions in the binder to begin the process
  As of 1999, FEMA requires costs to be accounted by site-specific activities. Each
  site is assigned a Disaster Survey Report Number (DSR) by FEMA. All costs are
  then documented to the DSR number. Therefore, you will need to review the
  FEMA Documentation Forms from each EOC position and identify the actual site
  for the expenditures. This may not be easy if costs were used for several sites. Use
  your judgement and estimate if the detail on sites is not available. Additionally,
  photographs are the best documentation of damage and response and re-construction
  costs. Coordinate with EOC Management to obtain photographs to support costs.
  Also, not all costs are eligible for reimbursement. You will need to check with
  FEMA for the guidelines after each disaster to determine which costs will be
  allowed in the application. Generally, expenses for physical damage and
  reconstruction are eligible. Furthermore, if it becomes too complicated to
  reconstruct UCI (force account) labor and benefit records, you may want to delete
  these costs from the application to streamline the review and approval process.
  Contracted and vended services will usually, at your request, provide detailed
  breakdown of costs with invoices that you can use as documentation

  Contact the County of Orange or State Office of Emergency Services (OES) to
  obtain information on the FEMA Post-Disaster Briefing meeting (usually within two
  weeks after a Federally declared disaster). Make arrangements for yourself and a
  representative from Accounting to attend the briefing. Be prepared to submit the
  Notice of Interest Form at the briefing. Remember that FEMA may change specific
  requirements or update forms and you must review whatever information is released
  by FEMA immediately after the disaster. Compare the application packet with the
  forms and information in the Binder available to you, and follow the latest rules in
  preparing UCI documentation. FEMA will hold public meetings to present current
  information and provide dates for the application process. You will want to attend
  all meetings and you should feel free to contact the FEMA Disaster Field Office for
  further information
  Continue to follow the guidelines in the General Instructions and in the FEMA
  materials you will be given at the FEMA Briefing. Update, as needed, if new forms
  are provided at the briefing
  Make sure that you have a valid source document on file to substantiate any and all
  expenses listed in your application
  Keep a duplicate of the FEMA Documentation Binder ready for inspection and
  review during the application and reimbursement process. Maintain the records for
  a minimum of seven years after the final payment




Emergency Management Plan                                                                Page 86
April 2009
Version 6.0

				
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