Emergency Operations Center Manual

Levels of Response - Staffing

The level of activation and staffing of the EOC is driven by the magnitude of the event and the demands placed on first responders in the ReadyChurch or ReadyCity. Some incidents might require a minimal activation and staffing pattern, while other incidents might require a complete activation and staffing pattern. The EOC Administrator is responsible for deciding at what level the EOC will be activated and what positions will be staffed. The EOC Administrator bases the level of activation on the reports coming in from local emergency responders. Chart below contains an EOC staffing guide:

Staffing Descriptions:

EOC Administrator has the overall responsibility for the management of all emergency activities, including development, implementation, and review of strategic decisions, as well as post event assessment. They also serve as the “Watch Commander” to determine the scope of the incident and the level of response needed.

Section Chiefs include the Operations Officer, Safety and Security Officer and Logistics Officer.

Unit Leaders include the Section Chiefs and the Public Information Officer, Finance Officer, Emergency Prayer Coordinator Officer, Emergency Care Coordinator Officer, and Emergency Share Coordinator Officer.

Liaison Officer is a liaison that is embedded within the local City or State EOC. This position is dependent upon a prior agreement or Memo of Understanding (MOU) with the local and/or State EOC.

Staffing is driven by the nature and scope of the emergency. Each Emergency Response Team Leader is responsible to train personnel to facilitate staffing of the facility for 24-hour operations, over prolonged periods. CEN recommends two shifts and daily debriefings between shift changes.

Objectives:

Overall objective in managing emergency operations is to ensure effective direction, control and support of emergency forces involved in preparing for and responding to situations associated with natural disaster, technological incidents or national defense emergencies. Specific purpose of the Emergency Operation Center (EOC) is to:

• Maintain and sensitively share our Christian faith (Pray, Care and Share)
• Overall management and coordination of emergency operations (ready, response, recovery).
• Assessment or collection of resources or services, evaluation and dissemination of information (facility damage or volunteer information) and other essential data.
• Coordination and liaison with appropriate organizations (ReadyChurch, ReadyCity, State and federal Emergency Management)
• Establishment of priorities and response such as the allocation of resources
• Protection of life, then property, is the priority of emergency response and recovery operations.
• EOC operations will concentrate on strategic, not tactical, issues.
• Coordination with local, state, and federal government agencies, and private sector resources.
• Efficient management of mutual aid resources.
• Establishment and completion of EOC Action Plans.
• Collection and collation of damage assessment information.
• Timely, accurate preparation and dissemination of press releases and emergency public information.

Concept of Operations

The structure within the EOC is commonly known as the Incident Command System (ICS). The principles and concepts within the ICS are:

• The ICS will manage most incidents locally.
• It uses a standard set of procedures.
• It establishes common terminology, standards, and procedures that enable diverse organizations to work together effectively.
• It incorporates measurable objectives.
• It is user friendly and is applicable across a wide spectrum of emergency response and incident management disciplines.

EOC operations will be conducted consistent with the following:

• Normal CEN ReadyChurch and ReadyCity policies and procedures will be in effect unless superseded by Administrative Role.
• On-duty personnel are expected to remain on-duty until properly relieved. Off duty personnel may be placed on standby, or called to duty.
• Operational periods will be 12 hours unless modified by executive decision.

Organization Structure

The EOC will be organized and function in accordance with National Incident Management System (NIMS):

The major components of this structure are:

• Management
• Communications
• Safety & Security
• Operations
• Prayer (unique to CEN)
• Care (unique to CEN)
• Share (unique to CEN)
• Logistics
• Finance

These components are described in detail in the following sections.

**Note: Under the National Incident Management System, there is a position for Planning Officer. For CEN’s purposes we have rolled this function into the overall Administrative Officer role. Under NIMS, the Planning Role is responsible for working with the other Officers to coordinate, maintain and update an overall response plan for the incident.

Activation Checklist

De-Activation Checklist

Management Structure and Responsibilities (ICS)

The Management Structure of an Emergency Operations Center (EOC) is responsible for overall emergency response and recovery policies and coordination. The EOC Administrative Officer has overall responsibility for response and recovery operations. The EOC has seven major components. They are: Management Section, Operations Section, Prayer Section, Care Section, Share Section, Logistics Section, and Finance Section.

The Management staff consists of:

• Administrative Officer
• Public Information Officer
• Safety & Security Officer
• Liaison Officer

The positions above, report directly to the EOC Administrative Officer and handle such matters as public information, safety, emergency management coordination, interagency liaison, and EOC security.

Administrative Officer

The EOC Administrative Officer heads the EOC with overall management responsibility for the incident. The Administrative Officer is a decision maker and is recommended to meet with their Emergency Response Team leaders hourly during the first days of incident. The Administrative Officer also handles the planning component of ICS. The Administrative Officer collects and analyzes all data regarding emergency operations, develops alternatives for tactical action plans, conducts planning meeting and prepares the Action Plan for emergencies requiring extended operations. Team can be sub-divided into several groups and augmented as deemed necessary by the Administrative.

Operations Officer

The Operations Officer shall be responsible for coordination and management of all Operations teams. In government this section includes Police, Fire/Rescue, Medial, Public Works, Utilities and Coroner. Normally field operations (incident command) and multipurpose staging areas for resources are also under the management of this section; although the staff responsibility for the establishment and provision of support of staging area lies with Logistic Section. This could include pastors and ministries as part of field operations.

Prayer Officer

The Prayer Officer is responsible for developing prayer networks within the church and working with the PIO to develop and communicate prayer prompts during crises. The Prayer Officer assists the care and share officers.

Care Officer

The Care Officer is responsible for developing the emergency related compassionate care activities of the EOP and helping to connect with the Share Officer for transformational opportunities.

Share Officer

The Share Officer is responsible for developing the outreach related activities of the EOP. Coordinates closely with the Prayer and Care Officer; ensures worship services have a Gospel-sharing component, assimilates seekers in crisis, and insures the overall mission is celebrated within the local church.

Logistics Officer

The Logistics Officer is responsible for assessing the logistical needs of the operations, to include the needs of supporting organizations and agencies and the acquisition and distribution of said resources. Include procuring equipment and supplies, providing food and medical support to incident assigned personnel, and meeting the transportation requirements of the field elements. Logistics Officer may be augmented by representatives of other sections when deemed appropriated.

Finances Officer

The Finance Officer is responsible for the financial needs of the emergency response elements and supporting organizations and agencies. Includes purchasing and billing, personnel accountability, time- keeping functions and claims management.

EOC Administrative Support

Administrative Supplies

Emergency Response Team Leaders shall be responsible for the provision of administrative and clerical supplies required for the operations of their respective sections. Such supplies procured in advance and pre-positioned in the EOC in containers appropriately marked with section designation. The Logistics Officer will provide containers and storage space for these supplies (paper, reference materials, checklists

Communications

Hardwired land line telephone lines with non-wireless phones need to be ready at the EOC facility. Cell phones often become overloaded during emergencies and/or power failures make wireless connections less reliable. Radio communications with handheld radios will reduce noise and confusion. Separate room should be set up for radio and message center (incoming calls/messages). All radios used in Situation Room and the Planning Room must be equipped with headsets. Ham Radios are also recommended.

Message Control Procedures

One of the primary functions of an EOC in any emergency is to collect, evaluate and disseminate information. Information will reach the EOC through different channels, e.g. telephones, emails, government radio, public radio and television, runners and walk-in sources. All incoming information should be analyzed to determine validity, significance and all important data dissemination to appropriate section within the EOC directing actions to be taken, establishing priorities, requesting and allocating resources, etc. must be recorded. Suggest using pre-established message form and track all messages. Standardized paper systems do not fail during power outages and are inexpensive to establish and operate compared to computerized systems.

Use Message forms provided

Basic guideline: Verify Facts and Document.

Reports, Charts, Maps and Documentation

Documentation, posting of status charts and maps and tracking of events during the emergency is essential to provide comprehensive overview of the situation will help EOC Staff make informed decisions and is essential to support financial assistance following the disasters.

Recommend having a large map of local area with clear plastic covering, using washable markers to help identify incident, resources and other information clearly visible for most to see. Also the use of charts on walls and other summary information clearly posted for easy viewing by others.

Logistics Support of EOC Operations

Logistics Officer shall be responsible for the logistic support of the EOC, to include feeding team, provision of rest or sleeping arrangements for team, maintenance of facility, including janitorial (toilet paper-clean trash cans), acquisition and provision of additional supplies and equipment.

Management Position Descriptions

Administrative Officer

The EOC Director (also called the Incident Commander) has the overall responsibility for the management of all emergency activities, including development, implementation, and review of strategic decisions, as well as post event assessment.

Responsibilities of the Administrative Officer:

• Name the incident.
• Approve and implement the Incident Action Plan.
• Establish immediate priorities.
• Develop the level of incident command structure for the EOC appropriate for the incident and establish staffing levels.
• Determine the incident strategic objectives and goals.
• Evaluate and ensure that incident objectives are being accomplished.
• Manage and coordinate EOC operations in support of first responders and field forces.
• Coordinate response activities among responding groups.
• Coordinate and clear press releases and emergency public information messages.
• Demobilize resources as appropriate.
• Conduct and/or Review Damage Assessments.
• Develop a Situation Analysis.
• Assimilate records from all sections of the EOC
• Maintain accurate and complete incident files for legal analytical and historical purposes.
• Provide clerical support to all units in the EOC
• Plan and implement recovery effort by coordinating efforts with all EOC teams.

Secondary Responsibilities of the Administrative Officer:

• Brief command and general staff and give initial assignments, including specific delegation of authority.
• Set the time for the first planning meeting.
• Coordinate activity of all command and general staff.
• Direct staff to develop plans and staffing requirements; approve requests for additional resources and funding.
• Prepare and participate in planning meetings.
• Ensure that all necessary forms and documents have been provided to Planning, Logistics, and Finance sections.
• Begin preparation of after action report.

Finance Officer

The Finance Officer is responsible for ensuring funding and initiative alignment, models and leads in transformational giving and ensures all accounts are current. Finance Leader is responsible for the financial needs of the emergency response elements and supporting organizations and agencies. Includes purchasing and billing, personnel accountability, time-keeping functions and claims management.

Responsibilities of the Finance Officer:

• Coordinate the assimilation of claims for reimbursements.
• Disburse payments for material consumed.
• Maintain the payroll.
• Assemble all records necessary for a complete financial report.
• Work with Plans Section to develop a summary/recap on services, materials and resources provided to the community.

Finance Officer Start Up Checklist

• Check in at the Personnel Unit (Logistics Section) if established.
• Obtain briefing. Use the material gleaned from the briefings to formulate strategy and determine anticipated financial needs.

General Operations Checklist for Finance Officer

• Process claims and payments for supplies and services.
• Manage, process and control any claim that may be brought against the ReadyChurch or ReadyCity resulting from activities associated with the mitigation efforts during the emergency, including the period of recovery from the event.
• Validate and affect payment for essential supplies and services including food, fuel, health, office and safety items, leased equipment, contract services, etc.
• Coordinate the accountability for man-hours expended in response to disaster operations and activities, for all elements of the organization. Fiscal records must reflect the time expended in disaster operations, differential from normal duty functions.
• Document and deposit all funds; maintain all agreements, remain responsible and accountable adhering to any conditions of funding agreements.

Finance Officer Deactivation Checklist

• Compile financial summary of event and submit to Administrative Officer.
• Close out any unresolved activities, reports, or issues Logistics Officer
  

Logistics Officer

The Logistics Officer is responsible to acquire the human and material resources needed to accomplish the response and maintain relationships within the broader Christian and church community to connect them to resources. Support on-going response operations as well as preparation of long-term plans for support of recovery operations.

Responsibilities of the Logistics Officer:

• Coordinate the continued operations of utilities required for operations of EOC through close coordination with Operations Section.
• Evaluate and survey the capabilities of churches and congregations to determine capacity for vehicles.
• Consider other communication methods including Ham Radios, runners, voice, etc.
• Consider emergency generators and fuel to operate for weeks not days.
• Identify, prepare, staff and administer shelter operations while coordinating with other groups without compromising Christian values.

Logistics Officer Start Up Checklist

• Check in at the Personnel Unit (Logistics Section) if established.
• Obtain briefing. Formulate logistics strategy and determine anticipated logistics needs, operational periods, and staffing levels.

General Operations Checklist for Logistics Officer

• Keep records of all logistics required, incoming/outgoing
• Coordinate Emergency Response Team with external EOC
• Manage ERT safety (facility - to include supplies, equipment, communications - and personnel)
• Manage volunteers
• Coordinate with other agencies and groups outside ERT
• Manage supplies and delivery of services
• Procure equipment and supplies
• Provide food, sleeping arrangements and medical support to incident assigned personnel
• Manage all transportation requirements
• Manage facility maintenance
• Maintain records of messages, staff logs, and any additional records pertinent
• Receive/Process requests for logistics needs from admin/operations

Logistics Officer Deactivation Checklist

• Compile financial summary of event and submit to Administrative Officer.
• Close out any unresolved activities, reports, or issues.
• Coordinate the return of any outsourced resources that need to be returned. Operations Officer

Operations Officer

The Operations Officer assists the Administrative Officer in preparation of “Action Plans” (short term and long term) which outline goals for response during the emergency situation. The Operations Officer closely coordinates activities with the Logistics Officer to ensure all necessary manpower, equipment and supplies are available to field units.

Responsibilities of the Operations Officer:

• Manage all operations directly applicable to the primary response mission.
• Make expedient changes to the Incident Action Plan.
• Develop the operations portion of the Incident Action Plan.
• Brief and assign Operations Section personnel in accordance with the Incident Action Plan.
• Supervise Operations Section ensuring safety and welfare of all personnel.
• Determine need and requests additional resources.
• Review suggested list of resources to be released and initiates recommendation for release of resources.

Operations Officer Start Up Checklist

• Report to EOC Administrative Officer.
• Check in with the Logistics Officer.
• Obtain briefings from EOC and other Section Chiefs.
• Monitor field operations, situation status boards, maps, and charts.
• Open and maintain a Significant Event Log. Address the following:
  • Time on duty and assignments.
  • Major or significant incidents.
  • Decisions made, actions taken, and justification.
  • Name and contact information of key contacts.
  • Request filled or denied.

General Operations Checklist for Operations Officer

• Maintain Message Center - Collect messages, (phone, fax, emails, consider flagged emails, other outside sources), complete message form based on information provided, track messages and distribute to appropriate Sections, groups and/or individuals. Copy other interested individuals and teams in EOC.
• Make, or approve, expedient changes to the Incident Action Plan during the operational period, as necessary.
• Approve suggested list of resources to be released from assigned status (not released from the incident).
• Assemble and disassemble team/task forces assigned to operations section.
• Report information about changes in the implementation of the IAP, special activities, events, and occurrences to Administrative Officer as well as to Information Officer.
• Maintain Unit/Activity Log (ICS 214).

Operations Officer Deactivation Checklist

• Complete ongoing projects.
• Complete and file all required forms and reports.
• Prepare an after action report and provide a copy to the Administrative Officer.
• Check out at Personnel Unit

Public Information Officer

The PIO is responsible for interfacing with the public and media and/or with other agencies that require incident-related information. The PIO will develop and release information to the media, incident personnel, and other agencies as appropriate and will monitor public’s reaction to information.

Responsibilities of the Public Information Officer:

• Determine from the Administrative Officer if there are any limits on information release.
• Develop material for use in media briefings.
• Obtain Administrative Officer’s approval of media release.
• Inform media and conduct media briefings.
• Arrange for interviews or briefings that may be required.
• Obtain media information that may be useful to incident planning.
• Maintain current information summaries and/or displays on the incident and provides information on the status of incident to assigned personnel.
• Act as Point of Contact (POC) for all media representatives.
• Coordinate establishment of a Joint Information Center (JIC) to interface with other PIO’s.

Public Information Officer Start Up Checklist

• Check in at the Personnel Unit (Logistics Section) if established.
• Obtain briefings from Section Chiefs.
• Create an online Response Group (or update if one has already been created)

General Operations Checklist for Public Information Officer

• Coordinate staffing of additional shifts if more than one shift is operating.
• Monitor field reports and EOC charts and status boards.
• Open and maintain a chronological Significant Event Log (ICS 214). Address the following at a minimum:
  • Time on duty and assignments.
  • Major or significant incidents.
  • Decisions made, actions taken, and justification.
  • Name and contact information of key contacts.
  • Request filled or denied.
• Obtain guidance from EOC Director regarding release of sensitive information.
• Clear all releases with EOC Director prior to release.
• Update Response Groups with pertinent information.
• Coordinate public information activities with field level Incident Commanders and other jurisdictions.
• Prepare initial information summary.
• Consider establishing a JIC.
• Establish a rumor control center.
• Arrange a meeting between key personnel and media representatives.
• Provide escort service to media and VIPs.
• Prepare a briefing sheet for each shift.
• Prepare file copies of each media release.
• Report key prayer, care and share stories and events.
• Create/Utilize/Communicate commentaries on disaster specific issues.
• Maintain records of messages, staff logs, and any additional pertinent records.

Public Information Officer Deactivation Checklist

• Complete and file all required forms.
• Prepare input for the after action report.
• Determine any follow up action that you need to complete.
• Close out logs, and file final copies of press releases.
• Arrange for closure of the media center.
• Arrange for closure of the JIC.
• Notify media outlets of deactivation.

Safety & Security Officer

The Safety & Security Officer monitors incident operations and advises the EOC Administrator on all matters relating to operational safety, including the health and safety of emergency responder personnel. The Safety & Security Officer provides 24-hour safety overview for the EOC, incident, and support facilities. Responsible to assess risks, mitigate risks, practice drills, establish security protocols, and conduct training of security team. They also work with the Administrative Officer to determine any security concerns and needs and work with the PIO to communicate as determined.

Responsibilities of the Safety & Security Officer:

• Assess and communicate hazardous and unsafe situations.
• Ensure a site safety and health plan is developed.
• Develop safety measures or communication to assure personnel safety.
• Correct unsafe acts or conditions.
• Maintain awareness of active and developing situations.
• Prepare and include safety messages in the Incident Action Plan.
• Work with Administrative Officer to determine any safety concerns.
• Work with PIO and Administrative Officer to determine best way to communicate regarding any safety concerns.

Safety & Security Officer Start Up Checklist

• Check in at the Personnel Unit (Logistics Section) if established.
• Obtain briefings from Section Chiefs.

General Operations Checklist for Safety & Security Officer

• Monitor field operations, situation status boards, maps, and charts.
• Open and maintain a Significant Event Log (ICS 214). Address the following:
• Time on duty and assignments.
  • Major or significant incidents.
  • Decisions made, actions taken, and justification.
  • Name and contact information of key contacts.
  • Request filled or denied.
• Participate in planning meetings.
• Identify hazards and situations.
• Review the Emergency Action Plan for safety implications.
• Stop unsafe acts (that are outside of the planned objectives/strategies).
• Investigate accidents.
• Develop a site safety plan for incidents involving hazardous materials.

Safety & Security Officer Deactivation Checklist

• Complete ongoing projects and file all required forms and reports.
• Prepare an after action report and provide a copy to the EOC Administrator.
• Check out at Personnel Unit (Logistics Section).

Emergency Prayer Officer

Responsible for developing prayer networks within the church and working with the PIO to develop and communicate prayer prompts during crises. The Prayer Officer assists the care and share coordinators.

Responsibilities of the Emergency Prayer Officer:

• Communicate prayer prompts throughout the incident to network.
• Collaborate with Care and Share Coordinators for a comprehensive PCS Response.
• Communicate with Church/Community regarding needed prayer capacity.
• Set up prayer stations as needed.

Emergency Prayer Officer Start Up Checklist

• Check in at the Personnel Unit (Logistics Section) if established.
• Obtain briefing. Use the material gleaned from the briefings to formulate strategy and determine activation level, operational periods, and staffing levels.

General Operations Checklist for Emergency Prayer Officer

• Set up prayer stations as needed.
• Stay in communication with prayer network to communicate prayer needs and activities
• Collaborate with Care and Share Officers for comprehensive PCS response.
• Add Prayer Response to Response Group Emergency Prayer Officer Deactivation Checklist
• Complete ongoing projects and file all required forms and reports.
• Prepare an after action report and provide a copy to the EOC Administrator.
• Check out at Personnel Unit (Logistics Section).

Emergency Care Officer

Responsible for developing the emergency related compassionate care activities of the EOP and helping to connect with the Share Coordinator for transformational opportunities.

Responsibilities of the Emergency Care Officer:

• Communicate care needs throughout the incident to network.
• Collaborate with Prayer and Share Coordinators for a comprehensive PCS Response.
• Communicate with Church/Community regarding needed care capacity.
• Set up care stations as needed.

Emergency Care Officer Start Up Checklist

• Check in at the Personnel Unit (Logistics Section) if established.
• Obtain briefing. Use the material gleaned from the briefings to formulate strategy and determine activation level, operational periods, and staffing levels.

General Operations Checklist for Emergency Care Officer

• Set up care stations as needed.
• Stay in communication with care network to communicate care needs and activities
• Collaborate with Prayer and Share Officers for comprehensive PCS response.
• Add Care Response to Response Group (to include link to Meet the Need resources) Emergency Care Officer Deactivation Checklist
• Complete ongoing projects and file all required forms and reports.
• Prepare an after action report and provide a copy to the EOC Administrator.
• Check out at Personnel Unit (Logistics Section).

Emergency Share Officer

Responsible for developing the outreach related activities of the EOP. Coordinates closely with the Prayer and Care Officers; insures worship services have a Gospel-sharing component, assimilates seekers in crisis, and insures the overall mission is celebrated within the local church.

Responsible for developing prayer networks within the church and working with the PIO to develop and communicate prayer prompts during crises. The Prayer Officers assists the care and share coordinators.

Responsibilities of the Emergency Share Officer:

• Communicate share needs throughout the incident to network.
• Collaborate with Care and Prayer Coordinators for a comprehensive PCS Response.
• Communicate with Church/Community regarding needed share capacity.
• Set up share stations/events as needed.

Emergency Share Officer Start Up Checklist

• Check in at the Personnel Unit (Logistics Section) if established.
• Obtain briefing. Use the material gleaned from the briefings to formulate strategy and determine activation level, operational periods, and staffing levels.

General Operations Checklist for Emergency Share Officer

• Set up share stations/events as needed.
• Stay in communication with share network to communicate share needs and activities.
• Collaborate with Care and Share Officers for comprehensive PCS response.
• Add Share Response to Response Group.

Emergency Share Officer Deactivation Checklist

• Complete ongoing projects and file all required forms and reports.
• Prepare an after action report and provide a copy to the EOC Administrator.
• Check out at Personnel Unit (Logistics Section).

Operations Procedures

Security and Sign-in: EOC Administrator may decide to implement special security measures for the EOC. A sign-in sheet will be maintained and all EOC teams will be required to present identification to gain access into the EOC.

Message Control Procedures one of the primary functions of EOC is to receive and disseminate information. Message coordinator is assigned to the Operations Officer. The CEN – General Message Form will be utilized to disseminate information into and/or out of the EOC. It will be used with the CEN – Message Control Log to track all messages.

INDIVIDUAL INITIALLY RECEIVING THE MESSAGE, i.e., ACS Operator, telephone operators, staff member or support staff, will:

• Identify Sender: name, position, location and contact number.
• Date and Time: entered of receipt of information (Use 24 hour clock).
• Priority: Assign priority to message:
  • Life Threatening (lives endangered, immediate response required
  • Urgent – timely operational response required
• Non-Urgent – routine data and logistics message.
• Translate Message: print all information received to new development, new or unreported incident, change in status at an incident, resources desired, arrival or departure information to be recorded in the message portion. Use ball point pen and not pencil.
• Method of Receipt – Use the blank space below the location line to record method of receipt of the message, the senders phone number, radio frequency, or other related contact information.
• Distribution/Assign Action: track message in Sections’ message log and distribute to primary single EOC Section. Keep copy for logging and documentation purpose only. Pass the message to the MESSAGE CENTER COORDINATOR for assignment of a Message Number and Incident Number (if appropriate), and verification of the "Action" or "Information" assignments. The MESSAGE CENTER COORDINATOR will then make proper message distribution to the EOC staff sections.
• Copies to Message Center Coordinator: Message Coordinator will:
  • Assign numbers to each message and track in message log
  • Verify “Action/Info” assignments: verify responsibility for taking action on message has been assigned to appropriate EOC staff section.
  • Message Control Log: capture the key information for future reference.

Sample Message Log

EOC Section Action to Assigned Message:

• TAKE ACTION, considering all other aspects, coordinate response with other EOC Staff Sections as appropriate. When action is completed and appropriate remarks are documented, forward message to Plans Section’s Documentation Unit.
• DISPLAY pertinent information on status charts and maps and complete reports as required.

Recommend removing item from Status Charts and Maps when action is completed.

FOLLOW-UP if message requires a response, prepare said response following procedures prescribe under Message Originator. Initiate and continue follow-up action until problem is resolved and no further action is necessary.

Shift Scheduling: As soon as possible following activation of EOC, in no case later than four hours following activation, 12-hour shift schedules will be prepared by each Team Leader and furnished to the Human Resources Unit. Relief shifts should arrive at least 30 minutes prior to start of their shift in order to

facilitate shift change briefings. Briefings should including “Action Plan”, actions pending, actions completed and problems which have not been resolved or addressed.

Briefing and Conference: EOC Manager should meet hourly with Team Leaders and the Incident Command Staff during the first four hours. After first four hours, briefings should be held no less than twice during each shift. Emergency or major significant events which occur will be reported to EOC Staff immediately in an “Emergency Briefing”. Briefing time will be clearly posted and held at posted time

Briefings include:

• Unresolved problems
• Major new problems since last briefing
• Assistance needed and/or requested from other agencies and status
• Information developed by Section that should be passed to other EOC Sections or to Public Information Officer (public press release).

Every 24 hours for first seven days the Action Plan will be reviewed and updated. Additional briefings may be scheduled by the EOC Administrator as well as EOC Personnel at any time to discuss and/or resolve major issues.

Clerical Support/Runners: Each Section Leader will be responsible to provide their own clerical support and personnel to serve as runners.

Status/Incident Board: if used, will be maintained by the Administrative Officer – Situations Status Unit; only current active incidents will be maintained on the incident boards.

Personnel Accountability: Each Section Leader will maintain accountability for all personnel assigned, both in the field and EOC.

Records Maintenance: Each Section Leader is responsible for all pertinent records and maintaining adequate supplies on hand to facilitate the process. Recommended each team establish individual folders for any forms used including: messages, staff logs or other records. Each team is responsible to assure all documents generated during its “tour of duty” are properly filed and cataloged before turning them over to the relief shift. When necessary, the out-going shift should remain in the EOC until a complete transition of information and files has been achieved.

Deactivate of the EOC: Under no circumstance will any Section cease operations without specific approval from the EOC Administrator. The EOC Administrator is responsible to ensure the EOC is capable of continued operations even as the activity wanes. EOC Administrator can phase-out specific functions as the need for their presence no longer exist.

Recovery Operations: Prior to de-activation of the EOC, at some point during the phase-down of operations, the EOC Administrator with the Section Leaders will designate an official Recovery Officer who will be responsible to develop priorities for both short and long term recovery activities to be undertaken by the Local CEN ReadyChurch with the local ReadyChristians.