EOC Management and Operations Activating and Deactivating the EOC Unit 7 Activating and Deactivating the EOC

Unit Objectives Determine when, how, and by whom the EOC is activated Define “time-phased” activation and determine when appropriate Analyze incident needs Determine when and how to deactivate the EOC This unit covers processes and procedures for activating and deactivating the EOC. Instructor Notes Go over unit objectives

Activating the EOC NIMS General Criteria SEMS Criteria Decision varies by jurisdiction Document the process Who decides to activate the EOC? Instructor Notes Ask – What is your policy for activating the EOC? Who makes the decision to activate the EOC? The decision maker for EOC activation varies by jurisdiction. In some jurisdictions, the Emergency Manager has the authority to activate the EOC. In others, the CEO must make the decision or the decision is specified in SOPs written and approved by the CEO. The EOC activation process should be documented in policy. All personnel should be clear on who makes the decision, the circumstances, the timeframe and level of activation. Refer to Managing Emergency Operations (add pages 7-8) This policy statement clearly identifies who has the authority to activate the EOC and under what circumstances

NIMS EOC Activation Criteria When a Unified Command or Area Command is established When more than one jurisdiction becomes involved in the response When the Incident Commander indicates that the incident could expand rapidly If similar incidents have required EOC activation When the CEO directs EOC activation When threshold events described in the EOP occur NIMS general criteria (per original 775 Course): When a Unified or Area Command is established When more than one jurisdiction is involved When the Incident Commander indicates the incident can rapidly expand or involve cascading events Similar past incidents required EOC activation When the Chief Executive Officer (CEO) directs the EOC be activated When threshold events described in EOP occur

SEMS EOC Activation Criteria GENERAL Criteria for Local EOCs: Resources required beyond local capabilities Emergency is of a long duration Major policy decisions are needed Local or state emergency proclaimed Activation of the EOC is advantageous SEMS general criteria for Local EOCs (in G-611 EOC Course guidance): Resources required beyond local capabilities Emergency is of a long duration Major policy decisions are needed Local or state emergency proclaimed Activation of the EOC is advantageous, etc.

SEMS EOC Activation Criteria- continued OA EOC Criteria: 7 guidelines per G-611 (e.g. Two or more cities activate their EOCs) REOC Criteria: 3 requirements per CCR Title 19 Regulations (When any OA EOC within region activates) SOC Criteria: 3 requirements per CCR Title19 Regulations (Governor proclaims state of emergency) OA EOC Criteria: 7 Guidelines in G-611 (e.g., two or more cities activate their EOCs) REOC Criteria: 3 requirements in CCR Title 19 regulations (e.g., when any OA EOC within the region activates) SOC Criteria: 3 requirements in CCR Title 19 regulations (e.g., when governor proclaims state of emergency)

Who Decides to Activate the EOC? The decision making process varies, but should be documented in policy, plans & SOPs. All personnel must understand: Who makes the call (with backups) Circumstances for activation Levels of activation Who calls EOC staff (and how) “Auto Activation” Policy Who is the “ESD” is by ordinance Instructor Notes Ask – Who makes the decision to activate the EOC? The decision maker for EOC activation varies by jurisdiction. In some jurisdictions, the Emergency Manager has the authority to activate the EOC. In others, the CEO must make the decision or the decision is specified in SOPs written and approved by the CEO. The EOC activation process should be documented in policy. All personnel should be clear on who makes the decision, the circumstances, the timeframe and level of activation. Refer to “Managing Emergency Operations” (add pages 7-8) This policy statement clearly identifies who has the authority to activate the EOC and under what circumstances

NIMS & SEMS Activation Levels Time-phased levels of activations NIMS & SEMS levels of activation Basis for levels of activation Check- IN steps Topic slide for “Activation” Processes & Procedures.

Time-Phased Activation Time-Phased or Activation Levels may be appropriate when: An incident occurs that is expected to build over time There is a warning period before the emergency In preparation for planned events Instructor Notes Ask – Do you activate your EOC all at one time? Time-phased activation may be appropriate when: An incident is expected to build over time (coastal storms, wildfires) A warning period before an emergency (hurricanes, coastal storms, river flooding, extreme temperatures, hazard weather warnings) In preparation for planned events

NIMS Activation Levels Note the 3 time-phase/levels Is this used in California? Level 3 (Monitor) Key personnel only Level 2 (Partial) Key personnel and personnel from responding agencies Level 1 (Full) All personnel Instructor Notes Go over the three phases

SEMS Activation Procedures Note the 3 time-phase/levels Is this used in California? Level 1 (Minimal): EOC Director & P/I Coordinator Level 2 (PARTIAL): EOC Director, Section Coordinators, Branches, & Units as needed Level 3(FULL): All EOC Positions Instructor Note Go over SEMS activation procedures. Facilitate a class discussion on differences between NIMS and SEMS. Ask – Do we SEMS or NIMS?

ICS Plain English Activation Levels FULL Instructor Note Facilitate a class discussion on using plain English instead of numbers to describe your EOC activation level: MINIMAL Activation – explain what minimal activation is PARTIAL Activation - explain what partial activation is FULL Activation - explain what full activation is California has four phases: Level 1: Executive Duty Officer and Duty Officer Level 2: Minimal – EOC Director and Planning/Intel Coordinator Level 3: Partial – EOC Director, Section Coordinators, Branches and Units as needed Level 4: Full – All EOC positions MINIMAL PARTIAL MONITOR

Basis for Activation Levels (Per NIMS) Activation levels should be based on the jurisdiction’s hazard analysis. The decision about the level of EOC activation should be based on: Established “triggers” General Guidance & Communication with the Incident Command Instructor Notes Ask – What constitutes key personnel? How do you determine the activation level required? Activation levels should be linked to the jurisdiction’s hazard analysis. This provides “general guidance” and specific “triggers” based on actual or anticipated damage levels. The decision should be based on established triggers and communication with the Incident Commander or Unified Command. Communication between the Incident Commander or Unified Command and the EOC is important. On-scene Command has the most up-to-date information on the situation, knows whether the situation is under control and is aware of incident needs. Refer to the job aid Time-Phased Activation (Add pages 7-16) Is all this in your Jurisdictions EOP or EOC SOP/G?

IN Check-IN Steps Formally check-in at the EOC with Personnel Unit in Logistics Check-in with your SEMS Supervisor Operations Coordinator Get a Briefing from your supervisor Review the Action Plan for the Op Period Review your Position Checklist Role, responsibilities & tasks Log in and Do Your Job Stress to EOC personnel when activated: Formally check-in with the Personnel Unit in Logistics Check-in with the SEMS supervisor (Operations Coordinator) Get a briefing from your supervisor Review the Action Plan for the operational period Review your Position Checklist (roles, responsibilities, and tasks) Log in and do your job Is all this in your EOC SOP or Position Checklist? IN

Activity: Analyzing Activation Procedures Work in your groups Review the EOC activation procedures Complete the EOC Activation Checklist Select a spokesperson Instructor Notes Refer participants to the job aid – EOC Activation Checklist (add Page s 7-16-17) Have participants review the EOC procedures in their EOP or EOC SOP . Have them determine if the procedures meet the SEMS & NIMS guidelines by completing the “EOC Activation Checklist” Allow 10 minutes for the activity. Have groups report out. Facilitate the discussion

Deactivating the EOC Increasing & Decreasing EOC Staffing Deactivation Criteria Check- OUT Steps Recovery Post-Incident Activities Topic slide for “Deactivation” Processes & Procedures. Instructor Notes Ask – Do you deactivate your EOC in phases? What post-incident activities do you undertake regarding the EOC?

Increasing & Decreasing EOC Staff Increasing & decreasing EOC staff should be primarily dependent upon: EOC objectives for the Operational Period Determined by the EOC Action Plan Assisted by the Demobilization Unit Instructor Notes Ask – How do you increase and/or decrease your EOC staffing Levels? Note that EOC staffing many times “bloats” over time. This is because they do not use the EOC Action Planning Process based on EOC Support Objectives related to an Operational Period. The Demobilization Unit is not used effectively. - Contract + EXPAND

Deactivating the EOC (per NIMS) Communication with the Incident Commander or Unified Command is the best way to determine when to deactivate the EOC The EOC Director makes the decision Instructor Notes Ask – When do you deactivate the EOC? Communication with the Incident Commander or Unified Command helps determine when to deactivate the EOC, but it is not the best way. The EOC director may have many Incident Commanders in the field and their incidents may stabilize at different times. The EOC often stays activated after the Incident Commanders formally terminate their incidents. The EOC Director also must formally transition from response into recovery. Consider recovery needs. The EOC must remain activated to facilitate recovery needs long after the Incident Command completes its on-scene mission. When does recovery really start? What are the factors/indicators to formally transition into full recovery mode? How is it done smoothly?

Check-OUT Steps “BOOT” Get a “formal demob order” by your supervisor If another person is relieving you, provide a relief “Briefing” before you leave Clean-up work area, “log out” and transfer any remaining open items to the appropriate person Complete all required “forms, reports, time sheets, claims, log, etc.” & submit to the proper person “Formally Check-out” with “Personnel Unit,” return all non-expendable items & get a debrief Be prepared to provide input to the AAR Instructor Notes Ask – What are the key “Deactivation” steps to formally check out at the EOC? Get a formal demob order by your supervisor Provide a relief Briefing before you leave Clean up work area, log out and transfer any remaining open items to the appropriate person Complete all required forms, reports, time sheets, claims, logs and submit to the appropriate person Formally check-out with Personnel Unit and return all non-expendable items and get a debrief Be prepared to provide input to the After Action Report BOOT – Be Out Of Town -  “BOOT” Is all this in your EOC SOP or Position Checklist?

Transitioning to Recovery How does the EOC transition from response to recovery? When does recovery really start? What are the factors/indicators to FORMALLY transition into full recovery mode? How is it done smoothly? Instructor Notes Ask – When does the EOC formally transition from response to recovery? Various ways exist depending on the actual disaster. One way is to use the last EOC Action Planning Meeting to develop the “RAP” – Recovery Action Plan. The basic procedures for the Action Plan Meeting are followed. The exceptions to the basic procedures are that the EOC Director and the designated Recovery Director run the meeting, allow for as much time as needed to identify any remaining EOC issues, while primarily focusing on initial Recovery objectives.

After-Action Analysis & Reporting Should involve: All key EOC personnel (EOC Mgmt & Gen Staff) The Incident Commander(s) Jurisdiction leadership (CEO, Mgmt & Gov Body) Others as appropriate (e.g., stakeholders) Involve key personnel in the After Action analysis and reporting All key EOC personnel, including the Emergency Management Coordinator, response-agency leadership (fire, police, public works, etc.) and Section Chiefs or Groups Leaders Incident Commander (s) Jurisdiction leadership or their designees who were at the EOC Others (utility company representatives, media, American Red Cross, business/industry representatives) as appropriate After-action analysis should be detailed and honest. Jurisdictions should adopt a “non-attribution rule” to encourage open and honest discussion of what worked well and what didn’t. Report EOC performance honestly and completely. List the problems and develop solutions. Develop a plan to train, test, and exercise the proposed solutions. The Homeland Security Exercise & Evaluation Program (HSEEP) After Action Process and Improvement Plan (IP) Matrix can provide a guide for an effective After-Action meeting. Keys to stress in the process are to identify concrete corrective actions related to a capability element (plans, training, equipment, etc.). Then identify a responsible party agency and a reasonable timeframe for completion of the corrective actions. This information can be recorded on an IP Matrix for tracking the completion of all the corrective actions. Using the Improvement Plan/IP Matrix concept can help After drafting an AAR, include an IP Matrix that includes: Priority CORRECTIVE ACTIONS Related ELEMENT (i.e., planning, training, exercising, etc.) Assigned RESPONSIBLE AGENCY/PARTY Reasonable TIME FRAME for completion Submit to “Stakeholders Hold an AAR Conference to finalize the AAR and IP Matrix Carry after-action results over to the EOP. Documentation should be accomplished using the Homeland Security Exercise and Evaluation (HSEEP) process.

Summary EOC activation criteria EOC activation levels Increasing & decreasing EOC staffing EOC de-activation criteria Questions & Answers This unit covered processes and procedures for activating and deactivating the EOC. Instructor Notes: Questions/Comments