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AGENCY: _________________________________

Address: __________________________________

Phone: ________________ Fax: ______________

Email: ____________________________________

IMPORTANT CONTACTS & NUMBERS

COUNTY OFFICE OF EMERGENCY SERVICES

CADRE CITY OFFICE OF EMERGENCY SERVICES

Contact: CADRE Administrative Coordinator Contact:

Address: 2710 North First StreetSan Jose, CA 95134

Address:

Phone: Phone: 408-577-2175 Phone:

Fax: Fax: 408-577-2030 Fax:

Email: Email: [email protected] Email:

Website: Website: www.cadresv.org Website:

CADRE 1 of 28 Edited 04/04/2016

IMMEDIATE RESPONSE CHECKLISTS - FIELDBASED ON THE INCIDENT COMMAND SYSTEM (ICS)

Using the Incident Command SystemThe following checklists were created to help you implement an organized response

to a disaster or other emergency situation. We encourage you to use these checklists in mobilizing for any activity, so that you become familiar with the terms

and roles of the Incident Command System and will be able to use them quickly and easily in an emergency.

ICS Overview

Management Section Leads the response; appoints and empowers section leaders; sets tone and standards for response. Encourages section work and communications. Key positions reporting to the Management Section include:

Public Information Officer Safety Officer Liaison Officer (if needed)

Operations Section Handles key actions including first aid, search and rescue, fire suppression and securing the site.

Planning Section Gathers and validates information. Plans for future response and coordinates the Incident Action Planning process.

Logistics Section Finds, distributes, and stores all necessary resources (supplies and people) to respond appropriately.

Finance Section Tracks all expenses, claims and activities and is the record keeper for the incident. Manage and submit any reimbursement claims.


Annex A – Field Checklists

Active Shooter Response Checklist.................................................................................4

Finance Section................................................................................................................6

Generic Activation Field Checklist....................................................................................7

Generic Demobilization Checklist.....................................................................................9

Incident Commander Checklist......................................................................................10

Liaison Officer................................................................................................................17

Logistics Field Checklist.................................................................................................18

Operations Section Chief...............................................................................................20

Planning & Intelligence Field Checklist..........................................................................21

Public Information Officer...............................................................................................22

Safety Officer..................................................................................................................25


Annex A – Active Shooter Response Checklist

Active Shooter Response Checklist

Readiness – Before the Event

Go-Kit Duffle

o Phone number for coordination support organizationo Phoneo Social Media information

Activation – During the Event

Assess the situation: If you cannot run, go to your hiding place and prepare to fight if needed Discuss hide and fight plans with anyone else with you Do not attempt to manage the event until the shooter has been controlled

Run, if you can do so safely. Get to a location OFF THE PROPERTY. Do not go to your car. Call 9-1-1 to report the incident and your location Call your coordination support organization and tell them where you are Establish a meeting location for staff

Start your Activity Log (ICS 214). Fill in your name, location, date, and the time you established your activity. Continue to document all relevant information.

As you identify others who were able to get offsite: Assign roles (Incident Commander, PIO, Planning & Intelligence, Logistics,

Finance) Attempt to find out if anyone is injured Inform stakeholders, clients and staff ASAP and provide regular updates

Coordinate and cooperate with Police and Fire on scene.

Decide if the building can be reopened. If not, implement contingency plan.

Let police and fire address the media. Only comment on what you will be doing to support staff, families and recovery.


Annex A – Active Shooter Response Checklist

Demobilization – Before Leaving the Command Post

Review Generic Demobilization Checklist.

Submit all costs/receipts to Finance.

Readiness – Before the Event:

Review Generic Readiness Checklist.

Identify a coordination support organization.

Discuss lockdown procedures with clients and staff. Brainstorm ideas on where to run, hide or how to fight Encourage active shooter training

Establish a private Social Media group or other method of keeping stakeholders, clients and staff updated.


Annex A – Finance Section Checklist

Finance Section(Reports to the Incident Commander)

Mission: The Finance/Administration function in the field manages all financial, administrative and cost analysis aspects of the emergency.


Review Generic Activation Checklist.

Coordinate equipment and supply purchases with the incident commander and logistics.

Keep a log of all costs and injuries.

Establish a time tracking mechanism to establish the cost of the emergency.

Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur.

Participate in all Incident Action Planning meetings.

Keep the Incident Commander informed as needed.






Annex A – Generic Activation Field Checklist

Generic Activation Field Checklist


Put on your vest and hard hat and go to the identified evacuation site with your Go-Kit and other necessary supplies.

If it has not already been started, establish a Team Check In Sheet (form 211B). ALL TEAM MEMBERS SIGN IN (Building ERTs, Staff, CERT, Ham Radio,

Medical, etc.) Call the members on your bull horn and ask them to Check In BE SURE TO FILL IN THE TOP OF THE FORM with date/time/location!

Keep staff, clients and visitors informed of the event status as appropriate.

Request additional supplies through existing channels.

Track CostsCertain costs beyond your normal operating costs may be reimbursable. No expenses can be reimbursed without proper documentation.Therefore, it is critical that you

Save all receipts – forward them immediately to the Finance Section Chief Log expenses Monitor overtime

Do not talk to the media. Refer all media inquiries to the Public Information Officer who will be at the Command Post or in the EOC.

Take breaks, eat and stay hydrated.

SIGN OUT (ICS 211B) at the check in location when the event is completed. Document any lessons learned and provide them to your Supervisor for inclusion in the After Action Report.


Annex A – Generic Activation Field Checklist

Team Responsibilities Your own safety is #1 Always work with a Buddy Wear personal protective equipment Only do what you have been trained to do Think and SIZE UP the scene before acting Hazardous materials means to stay UPHILL, UPWIND and UPSTREAM Know your limits! Use your creativity to ADAPT, IMPROVISE and OVERCOME!


Annex A – Generic Demobilization Checklist

Generic Demobilization Checklist(For ALL Field Response Personnel)

Activity – After Your Shift or the End of the Event

Brief your oncoming shift replacement.

Return your vest and supplies to storage.

Complete all paperwork; deliver to Planning/Intell Section. (Fill in dates, times, avoid abbreviations and acronyms).

Submit all receipts to Finance Section or Incident Commander.

Determine need to restock equipment/supplies for your position.

Prepare a list of: Lessons learned for After Action report (to Planning/Intell Section) Needed changes to checklists (to Emergency Services Coordinator) Requests for replacement supplies/equipment (to Logistics)

Meet with stakeholders to discuss lessons learned.

Prepare recommendations for recognition of groups/individuals/agencies/suppliers who provided exceptional support.

Be alert for critical incident stress symptoms in yourself or those you supervise.

Leave your contact phone number and email with Planning & Intelligence.

Do not release information to the media unless authorized by Public Information Officer.

SIGN OUT!


Annex A – Incident Commander Checklist

Incident Commander Checklist

INITIAL ACTIONS

For all EXTRAORDINARY events EXCEPT Lockdown/Active Shooter (separate checklist).

First person(s) who becomes aware of the incident should followthis checklist regardless of rank.

1. Get to a safe location to address the issue. If there is a bomb threat, do not use phones until you’re in the parking lot.

2. Is this a fire, police or facilities emergency? Report the emergency to the appropriate responders.Call 9-1-1 (insert local 10-digit emergency number) and Facilities (insert phone number) Identify yourself as the Incident Commander Describe the emergency and location Ask them to advise the incoming units that you would like to to establish a Unified

Command and arrange a meeting place

3. Evaluate the impact and determine the appropriate segment(s) of the site who are affected.

4. Is anyone in danger?Initiate appropriate fire alarms, Public Address or other notifications.

5. Is EVACUATION in progress? Set up an outside Command Post Ensure all staff, clients and visitors are out of the building Treat minor injuries

MORE EVACUATION INFO ON FOLLOWING PAGES

6. Is building closure needed? Make appropriate notifications Post information on website and social media



7. Are you in charge? If unsure, DO NOT DELAY. Follow steps 1-6 above first. Go to PAGE 5 of this Checklist Attempt to contact the people above you on the list Leave messages if you get voicemail If you are unable to reach a live person, YOU ARE IN CHARGE

RESPONSE PHASE


Are you part of the field response to the event?Can you oversee the event or do you actually need to help out?

Decide if you need to hand over this checklist (and the role of Incident Commander) to someone else.

Establish a Unified Command Designate a Command Post location – physical or virtual – unless first responders

have already established one. Attempt to co-locate with first responders. If you haven’t make contact with the responder Command Post, call your 9-1-1

Dispatch Center and tell them your location so that the Incident Commander can find you

Make any necessary notifications that an emergency is in progress

Assign a Public Information Officer (PIO) to manage the media and inform the public. Identify stakeholder groups who should receive information Decide what instructions or information should be sent out Ensure the PIO is coordinating any website updates, emails, press releases, social

media, etc. with the EOC (if activated) and other affected jurisdiction/agency PIOs

Organize your team based on functions needed. Write down who is assigned to each function (refer to last page of checklist for Organization Chart).

Operations – Will be law, fire and/or facilities. Find out who the supervisor is. Law Branch of Operations – security, perimeter Public Information Officer Assign a Situation Unit (2-3 people) – assess situation Communications Unit (ham radio and FRS or other methods) Logistics Branch (facilities staff with vehicles) Anyone else needed for the event (refer to Organization Chart for other possible

positions)

Is emergency impacting the greater community? Immediately contact and coordinate with the City



SAFETY: Assemble and brief the team Refer to SPECIAL CONSIDERATIONS to determine additional concerns Instruct all participants to review their checklists and document their actions

Team BriefingExplain the current situation and objectives.Remind them of Safety Rules.

Your own safety is #1 Always work with a Buddy Only do what you have been trained to do Think and SIZE UP the scene before acting Know your LIMITS Hazardous materials means to stay UPHILL, UPWIND and UPSTREAM Use your creativity to ADAPT, IMPROVISE and OVERCOME

Establish a time to reevaluate the situation and objectives (Incident Action Plan).

Reporting requirements for your log (ICS 214) (all that apply) Time you called 9-1-1 Time the Command Post was established Time you notified additional staff Team member assignments Time any evacuated buildings are empty Number of people injuried or missing Other decisions affecting the response Coordination activities with outside agencies Time event is under control

Is the EOC needed for support for Response OR Recovery? Request the EOC be activated They will decide where the EOC should be located (at primary location or another

appropriate site) and will identify needed staff, departments. Begin transitioning EOC team members from field duties to EOC duties if needed

DO NOT LEAVE YOUR POST without designating someone to continue with your Incident Commander Checklist.

Ensure that people on “mobile” assignments are always sent out in pairs.



Evaluate available communication methods and use the most appropriate: Email – All staff Face to Face – Making decisions Ham Radio – City, County Runner – When communications are down, or non-urgent written information Satellite Radio – When other communications are down (City, County) Telephone – Individual messages, sensitive information Text – Individual messages, sensitive information

Ensure that all stakeholders are kept informed, including CADRE.

HEAD COUNT PROCEDURE – Only for Evacuation / extended stay events If the event is going to require people to remain outside for an extended period,

conduct a head count to determine food, water, and sanitation needs.

WHEN THE EVENT IS ENDING

Coordinate with the Law/Fire Incident Commander if appropriate. Determine a time for the "All Clear to reenter the building" or “Building closure”

announcement

Ensure that all paperwork is collected and turned in to the Incident Commander or Planning and Intelligence Section.

Remind everyone to Sign Out.

Schedule a debrief for your team.

Consider the need for Critical Incident Stress assistance.



PEOPLE AUTHORIZED TO BE THE INCIDENT COMMANDER UNDER UNIFIED COMMAND

Do not delay. Attempt to call the people above you on the list. Leave messages if you get voicemail. If you are unable to reach a live person, YOU ARE IN CHARGE.

1. __________________________________________________________________

2. __________________________________________________________________

3. __________________________________________________________________

4. __________________________________________________________________

5. __________________________________________________________________

PEOPLE AUTHORIZED TO BE THE EOC DIRECTOR

Policy statement about who may make decisions on behalf of the organization.

Succession Order List

1. __________________________________________________________________

2. __________________________________________________________________

3. __________________________________________________________________

4. __________________________________________________________________



SPECIAL CONSIDERATIONS

FOR POWER OUTAGE – Closing the building Identify a central location (parking lot or building) to house staff/clients who are

waiting for rides to arrive. Provide light using headlights, flashlights, cell phone lights, etc.

FOR EXTERIOR GAS LEAK (SHELTER IN PLACE or EVACUATION) Work closely with the Fire Incident Commander to make sure that the leak is not

affecting evacuation sites or buildings that have been ordered to Shelter in Place

FOR LOCKDOWN Assess the “Run, Hide, Fight” options. Do not attempt to manage the incident

while in Lockdown. Follow the Active Shooter Checklist.

Readiness – Before the Event insert any readiness activities here

Go-Kit Duffle

o Hard hat and vesto Bullhorno First aid kit and medical gloveso Goggles and leather gloves

o Flashlighto Whistleo Phone and radioo Water and snack

o Clipboard and penso Printed phone list and other

role-specific documentso Forms:

– Sign In 211B– 214 Activity Log



TEAM ASSIGNMENT SHEET:If an assignment is needed and not staffed, the Section Chief must handle it.

Notify XXXX and begin transition to Recovery – Long Term Issues ASAP

Incident Commander _____________________

(Unified Command?) _____________________

Public Information _____________________

Legal _______________________________

OES

________________________________

Safety ______________________________

Planning & Intelligence Chief ______________

Check In (1) _________________________

Head Count (2-3) _____________________

Maps/Charts (1) ______________________

Long Term Issues ____________________

Operations Chief

_________________________

Law-Perimeter Control _________________

Law-Crowd Control ____________________

Fire-Medical _________________________

Facilities-Clean Up ____________________

Facilities-Utility Control _________________

Logistics Chief ________________________

Transportation ______________________

Supplies ___________________________

IT _________________________________


Annex A – Liaison Officer Checklist

Liaison Officer(reports to Incident Commander)

Mission: Provide a primary point of contact for all incoming agency representatives assigned to the Command Post and any visiting dignitaries.



Inform the Incident Commander and PIO of any Agency Representatives on site.

Assign Agency Reps to specific Section Coordinators, as necessary.

The Liaison Officer will ensure that agency representatives are provided with the necessary identification, workspace, communications, checklists, briefings, documentation and internal points of contact necessary to perform their responsibilities.

Ensure Agency Reps are briefed on the current situation.

Assist Agency Reps to establish contact with their agencies.

Contact Agency Reps already on-site, ensuring that they: Have signed in Understand their role Know their work locations Understand the ICS organization

Maintain a list of assisting / cooperating agencies and agency representatives.

Release Agency Reps when you confirm they are no longer needed.

Demobilization – Before Leaving the EOC


Review Demobilization procedures with Agency Reps.



Create an identification process for Agency Reps.


Annex A – Liaison Officer Checklist


Annex A – Logistics Field Checklist

Logistics Field Checklist


Go-Kit Duffle

o Hard hat and vesto Bullhorno First aid kit and medical gloveso Goggles and leather gloveso Phone and radio (if pre-assigned)

o Flashlighto Whistleo Water and snacko Sunscreeno Clipboard and pens

o Printed phone listo Inventory listo Forms: 214 Activity Log


When you receive the notice to evacuate (or you determine that evacuation is needed):

Evacuate and review Generic Activation Checklist.

Start your Activity Log (ICS 214). Fill in your name, location, date, and the time you established your activity. Continue to document all relevant information.

Always make sure someone knows where you are and where you're going.

Organize and distribute supplies brought out by other team members.

Provid food and shelter for the team as needed.

Be proactive. Anticipate the needs of other sections.

If needed, Designate a point of contact for VTA and Outreach OR a Transportation Unit Leader. Point of contact could be one of the following:

Police Fire





Annex A – Logistics Field Checklist



Create an inventory of available emergency supplies.

Work with Finance to develop purchasing contracts.


Annex A – Operations Section Chief Checklist

Operations Section Chief(reports to the Incident Commander)

Mission: The Operations Section is responsible for the management and coordination of all tactical operations functions.



Oversee Police, Fire, Medical and Facilities response.

Ensure team safety.

Establish operational objectives to mitigate the problem for the Incident Action Plan.

Keep the Incident Commander informed.

Provide status reports to the Planning & Intelligence Section.

Ensure Planning & Intelligence is preparing maps and status boards as appropriate.

Facilitate requests for Mutual Aid.

Be proactive and anticipate situations and problems before they occur.






Annex A – Planning & Intelligence Field Checklist

Planning & Intelligence Field Checklist

Readiness – Before the Event insert any needed items here

Go-Kit Duffle

o Hard hat and vesto Goggles and leather gloveso Phone and radio (if pre-assigned)

o Flashlighto Whistleo Water and snack

o Sunscreeno Clipboard and pens

Action

When you receive the notice to evacuate (or you determine that evacuation is needed):

Evacuate and Review Generic Activation Checklist.

Assemble supplies including building floorplan map, check-in form, Unit Log (ICS 214)

Use Caution Tape to create a work area for the team if needed.

Section Chief – Start your Activity Log (ICS 214). Fill in your name, location, date, and the time you established your activity. Continue to document all relevant information.

Establish a check-in, check-out and head count process. Report results to Incident Commander.

Collect, verify, evaluate and catalog information such as number of people, number of injuries, changes to normal services, building damage.

Display information for the entire Incident Command organization to provide a “big picture” of the event status.

Anticipate issues and discuss with Incident Commander.

Facilitate Incident Action Plan meeting.

Request additional supplies through the insert name here

Keep stakeholders informed.


Annex A – Public Information Officer Checklist

Public Information Officer(reports to the Incident Commander)

Mission: Provide timely alerts and warnings and keep all stakeholders and the community informed about the event. Work with the media to provide accurate information, interviews and press conferences. Serves as the primary point of contact between the media, the Command Post and the public.



Establish contact with all involved organizations and provide your contact information.

Coordinate information with any on-scene Public Information Officers. There must be ONE UNIFIED message.

Work with Incident Commander to develop an information distribution list of stakeholders. Always include Dispatch Center, Media and Elected Officials May also include website, social media If the event is impacting the City, contact their PIO

Develop Message Content Always refer the public to websites or phone numbers to get more information and

tell them when to expect updates All messages must be approved by the Incident Commander or designee Make sure all information is CONFIRMED Are translated messages needed? Do not release names of deceased until next of kin are notified

Distribute incident public information messages using the following priorities: Life safety instructions – Insert social media other notification references Emergency Status Information Other related information (schedule changes, useful preparedness or mitigation

information) – Most appropriate method

Request mutual aid PIO assistance ASAP. Is a Joint Information Center needed? What is the best location?



Keep the Command Post briefed and remind them to refer all media requests to you and NOT to release information unless it is in a press release. BE PROACTIVE. GET information from the Command Staff. They will be too busy to bring it to you.

Establish a media contact log to keep track of callers. Consider a MEDIA ONLY phone number

Designate a meeting area for incoming media. If appropriate, set up a media center with workspace and power.

Set up a media monitoring center for your team. Ensure that TVs and digital recorders and remote controls are operational. Record broadcasts if possible.

Monitor Radio/TV Monitor web postings, blogs, tweets, etc. Monitor Nextel Group Talk Monitor published/broadcast media stories for corrections needed

Identify spokesperson(s) and Prepare Talking Points with Incident Commander, or designee, approval.

Are translation or sign language interpreters needed?

Prepare press packets and provide written information and the spelling of names whenever possible.

Arrange media and dignitary tours of the disaster site. Coordinate any accommodations or transportation requests with Logistics.

Publicize recovery information locations, phone numbers, websites.

Plan for memorial activities, if needed.




Will an anniversary event be needed?





Prepare a press packet of basic campus background information.

Organize and train PIO team to accomplish activities within this checklist.

Maintain a media contact list and establish working relationships with them.

Review, update and test all website and equipment operating instructions used to support your function.

Work with leadership to develop sample press releases or radio/TV messages include: Basic initial broadcast about investigating the problem Basic safety instructions for earthquake, shooting, storm Identify visual and hearing impaired and non-English speaking populations and

develop procedures to provide public information to these populations


Annex A – Safety Officer Checklist

Safety Officer(reports to Incident Commander)

Mission: Ensure that a safe working environment is established and maintained. Ensure that personnel working in the field response are not over stressed or working for extended periods without hydration, food and rest. Safety Officer has the authority to halt operations until unsafe conditions are controlled.



Confirm that any buildings being used by responders are structurally safe and free from environmental threats (radiation, air purity, water quality, etc.) and other hazards. Post danger signs when needed. Report any unsafe conditions or concerns to the Incident Commander.

Survey the area for dangerous situations including Utility leaks Vessel, tank ruptures Hazmat spills, plumes or radiation leaks Flooding Smoke/Fires

Establish communication with the Section Chiefs.

Recruit Safety Officer Assistants as necessary.

Monitor any field-related threats and their potential impact on the response. Review the Incident Action Plan for safety implications.

Be familiar with evacuation routes and the locations of AEDs, fire extinguishers, first aid kits and other emergency supplies.

Take appropriate actions to maintain responder health and welfare. Ensure that responders have all appropriate personal protective equipment.

Review and approve incident Medical Plan.



Gather the tools you will need to mitigate unsafe conditions including: Duct tape Caution tape Cones/barricades

Coordinate activities with your counterpart in the EOC, if activated.

Prepare written health & safety instructions for the Incident Action Plan. Include recommended actions to reduce stress and improve alertness and energy. Work with the Logistics Section to ensure supplies of healthy meals and snacks are provided.

Establish rest and break areas as appropriate.

Coordinate with the Finance Section in preparing any personal injury claims or records necessary for proper case evaluation and closure.

Address the issues of safety with respect to (but not limited to) the following areas: Your current and/or pending need for evacuation Your agency’s client population Your agency’s services Your need for staffing and materials Briefing schedule

Track CostsCertain costs beyond your normal operating costs may be reimbursable. No expenses can be reimbursed without proper documentation.Therefore, it is critical that you

Save all receipts – forward them immediately to the Finance Section Chief Maintain a log clearly detailing disaster specific activities, time spent, and

expenses (ICS 214) Monitor overtime

Demobilization – Before Leaving Your Post



Ensure that no hazards remain or are being addressed.





Know and map the location of all safety equipment and hazards including, but not limited to

Fire extinguishers Fire hoses Emergency Supplies Hazardous materials, if any Pre-existing hazardous conditions


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