SEMS Emergency Operations Center EOC Course for Schools

1
SEMS Emergency Operations Center (EOC) Course
for Schools
Orange County Emergency Management Organization
Schools Committee
2
Nine SEMS EOC Course Modules

• SEMS Overview C1
• Disaster Management Principles C2
• EOC Operational Considerations C3
• General EOC Applications C4
• The Local Government EOC C5
• The Operational Area EOC C6
• The Region EOC C7
• The State EOC C8
• Coordination Between SEMS Levels C9

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Common Goals for Incident Response and Disaster
Management

• Save lives
• Care for casualties
• Limit further casualties, property damage, or
  environmental impact
• Reassure and care for students, faculty and staff
• Restore the area to normal

4
Four Major Elements of SEMS

• Incident Command System (ICS)
• Multi-agency or Inter-agency coordination
• Californias mutual aid system
• Operational Areas

5
SEMS is Found at Five Levels

• Field school site or incident location
• Local Government EOCs College, School District
  or City
• Operational Area EOCs
• Regional EOCs
• State EOC

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We Are Part of a Statewide Response System
Federal FEMA
State OES
Operational Area County
Umbrella Effect
7
Emergency Services Act

• Government Code 8550 et seq.
• Requires preparation for disasters
• Confers emergency powers during disasters

8
Definitions and Terms

• Action Plan
• A plan prepared in the EOC which contains the
  emergency response objectives for that EOC.
• Reflects overall priorities and supporting
  activities for a designated period

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Definitions and Terms

• Department Operations Center (DOC)
• A school site or single-discipline operations
  center
• May be found at any level above the field
  response level

10
Definitions and Terms

• Emergency Operations Center (EOC)
• This facility found at the district level is
  used to coordinate the overall jurisdictional
  response to an emergency
• A location from which centralized emergency
  management can be performed
• Found at all SEMS levels above the field
  response level in government agencies also found
  in the private sector

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Definitions and Terms

• Inter-agency Coordination
• Agencies working together to facilitate decisions
• Required in all EOCs

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Definitions and Terms

• Mutual Aid
• The provision of resources between jurisdictions
  based on need
• Standardized mutual aid systems exist for law
  enforcement, fire services, and other disciplines

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Definitions and Terms

• Field Response Level
• Where emergency response personnel carry out
  activities in direct response to an incident
• SEMS regulations require the use of ICS at the
  field response level

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Four SEMS EOC Levels

• Local Government
• Operational Area
• Region
• State

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EOC Responsibilities

• Local Government Level
• Cities, counties, special districts, school
  districts.
• Local governments manage and coordinate the
  overall emergency response and recovery
  activities within their jurisdiction.

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EOC Responsibilities

• Operational Area Level
• A level of the state emergency services
  organization, consisting of a county and all
  political subdivisions
• Coordinates information, resources among local
• governments within the Operational Area
• Communicates between local governments and
• the regional level

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EOC Responsibilities

• Regional Level
  State Level

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Disaster Management Principles

• Commonalities and differences in responding to
  incidents, emergencies and disasters.
• Essential functions to be performed
• in disaster response.

C2
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Definitions and Terms

• Incident
• An event, either naturally occurring or
  human-caused, which requires action by emergency
  response personnel
• Endangers life, property or the environment
• May require a local government to proclaim a
  local emergency.

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Definitions and Terms

• Emergency
• A condition of extreme peril to the safety of
  persons and property
• May involve more than one incident
• Also defines a condition such as the proclamation
  of a local emergency

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Definitions and Terms

• Disaster
• May be a single incident or multiple events
• Extraordinary threat to life and property

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Emergency Management Phases

• Mitigation
• Preparedness
• Response
• Recovery

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Emergency Management Phases

• Pre-Emergency Activities
• Mitigation
• Preparedness
• Emergency Activities
• Response
• Post-Emergency Activities
• Recovery

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EOC Management Process

• EOC management of emergencies involves
• Planning
• Organizing
• Leading
• Evaluating
• Improving

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Planning

• Activity taken in advance to ensure an effective
  operation

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Organizing

• Ensuring that
• Adequate, trained staff exist
• A structure with proper span of control is in
  place
• Assignments are known and understood
• Appropriate systems and procedures are available
  to make the organization run effectively

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Leading

• Includes coordinating and communicating
• Guiding and supervising . . .
• Providing proper motivation
• Establishing lines of communication
• Leadership and delegation of authority

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LeadingDelegating Authority

• Uses other peoples knowledge, talents and skills
• Completes tasks without delay
• Enhances training and personnel development
• Provides a more meaningful work environment

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Evaluating

• A dynamic process
• The objectives described in EOC Action Plans
  offer useful tools for evaluating overall EOC
  effectiveness.

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Improving

• Implementing needed changes

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Centralized vs. DecentralizedDisaster Management

• Establish command, strategy and tactical control
  at the lowest level that can perform that role
  effectively.
• Ensure that lines of authority (reporting
  relationships) are clearly understood.

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Example of Centralized Disaster Management
EOC (District)
DOC (School Site)
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Example of Decentralized Disaster Management
EOC
DOC
FIELD
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Effective Disaster Management Practices

• Disaster plan in place
• Good standard operating procedures in place
  with adequate checklists
• Adequate training and exercises
• Use of a standardized, clearly understood
  emergency management system SEMS
• An effective EOC

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EOC Operational Considerations

• Purpose and scope of an EOC
• Basics of a well designed EOC
• Keys for an effective EOC
• EOC activation criteria
• Mutual aid systems and the EOC

C3
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Purpose and Scope of the EOC

• The EOC exists to provide a facility from which
  the organizations response to an emergency can
  be effectively coordinated.

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The Role of Your EOC

• Receive and process information to support the
  allocation of resources to the problem
• Coordinate between departments and agencies
• Specific activities will be determined by your
  needs

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FEMA Recommendations for EOCs

• Facility size 50 sq. ft. per person
• Location low risk site
• Power/fuel adequate to operate at full power,
  24 hours a day for 14 days

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Activation Levels

• Considerations
• Nature, scope, and duration of the emergency
• Extent of activation at other EOCs
• Functions needed to support the response

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Activation Levels

• Level One Minimum activation with the EOC
  Director, Section Chiefs, and a Situation
  Assessment Unit, plus others as needed.
• Level Two May be a transitional step, or a
  level which fits a specified event. Staffed as
  needed with all 5 SEMS functions
• Level Three Full activation of all 5 SEMS
  functions with full staffing, including a liaison
  for outside agency reps. Typical activation for
  any major emergency

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Mutual Aid in the EOC

• May function outside of the EOC, through
• established and well-used channels.
• Other mutual aid may be coordinated through the
  EOC.

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California Mutual Aid Systems

• Fire and Rescue Urban Search and
  Rescue
• Law Enforcement Coroners Operations
• Disaster Medical Emergency Services

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General EOC Applications

• Principles of ICS used in EOCs
• 2. EOC Functions and Responsibilities
• 3. Inter-Agency Coordination

C4
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Incident Command System (ICS) Principles Used in
the EOC

• 5 primary management functions
• Management by objectives
• Management unity and delegation of
  authority
• Span of control
• Action planning

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The 5 SEMS Functions in the EOC

• Management
• Operations
• Planning/Intelligence
• Logistics
• Finance/Administration

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Management

• Directs all EOC activity
• Responsible for overall emergency, policy and
  coordination

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Operations

• Receives information from, and
• coordinates with field level or DOCs
• Organized around primary response
• functions police, fire, public works, etc.
• May be divided into branches, groups
• or units as needed

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Planning/Intelligence

• Collects, evaluates, and disseminates information
  relating to the emergency
• Prepares EOC Action Plan

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Logistics

• Provides resources services, personnel, and
  equipment to support the emergency response. Also
  known as The Getters.

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Finance/Administration

• Monitors costs, handles contracts, processes
  claims all other financial considerations

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Management by Objectives

• Set strategic objectives and priorities
• Define authority issues
• Ensure that policy, objectives and priorities are
  known to all involved

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Management by Objectives

• Develop and share an information base related to
  the emergency
• Ensure an adequate field response organization is
  in place
• Obtain and allocate resources to support the
  field response
• Plan ahead to meet future needs

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Management Unity and Delegation of Authority

• Overall responsibility of the EOC rests with the
  EOC Director.
• Authority and responsibility may be delegated to
  section chiefs as each section is staffed.

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Management Unity and Delegation of Authority

• The EOC Director retains full responsibility for
  any function not delegated.
• Delegation may continue down the organization
  in keeping with span of control requirements.

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Management Unity and Delegation of Authority

• The size of the EOC organization is determined
  through the Action Planning process.
• Elements no longer needed should be deactivated
  to simplify the organization and reduce personnel
  requirements.

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Span of Control

• Ratio of subordinates to one supervisor
• 7 to 1 is recommended
• 5 to 1 is preferred
• Deputy positions may be created to ease span of
  control problems

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The EOC Action Plan

• Provides direction for all in the EOC and is
  revised each operational period.

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Action Plan Elements

• Statement of Objectives
• for the operational period prioritized
• Organization
• for the operational period
• Assignments
• as needed to accomplish the objectives given

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EOC Operating Requirements

• Activate for any event that requires a response
  by more than two departments/sites.
• Capable of activation within 60 minutes and able
  to maintain operation under all conditions
• Safe access must be assured

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EOC Operating Requirements

• 5 SEMS functions must be present.
• Liaison agency representatives should be included
  and supported.
• Unless established otherwise by local policy, the
  EOC will not take direct tactical control of
  field units. The EOC sets policy and coordinates
  activities and support.

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EOC Operating Requirements

• The EOC will coordinate allocation of resources.
• Communication must be provided from the EOC to
  DOCs or the field level response organization.
• The EOC is the primary point for developing
  situation and damage assessment information.

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EOC Operating Requirements

• The EOC will set overall priorities and provide
  same to participating departments and agencies.
• The EOC is the primary location for the
  collection and dissemination of emergency
  information to the media and the public.
• The EOC will provide initial coordination of
  recovery activities.

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Inter-Agency Coordination

• The participation of agencies and disciplines
  working together in a coordinated effort to
  facilitate decisions.

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Multi-Agency or Inter-Agency Coordination

• Multi-Agency implies coordination between
  multiple agencies within the same discipline.
• Inter-Agency implies coordination between
  disciplines, among multiple jurisdictions, or
  between different levels of government.

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Establishing an Inter-Agency Coordination Group

• It may be beneficial to establish a formal
  inter-agency coordination group. Current
  examples include the Orange County Emergency
  Management Organization (OCEMO), and the OCEMO
  Schools Committee.
• Priorities developed by this group should be
  incorporated into the EOC Action Plan.

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The Local Government EOC

• Activation Criteria
• 2. Purpose, Scope, and Responsibilities
• 3. Communication and Coordination
• 4. Inter-agency Coordination

C5
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The Local Government EOC

• Standards and Models for EOCs
• Department Operations Centers and
• the EOC
• Need for Standard Operating
• Procedures and Position Checklists

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SEMS in an EOC

• Use SEMS when
• a local emergency is declared, or
• the local EOC is activated.
• Establish communication and coordination with
  Incident Commanders in the field
• directly with the EOC, or
• through Departmental Operating Centers.

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SEMS in an EOC

• Use existing systems for fire and law
• enforcement mutual aid.
• Establish contact with any agency also involved
  in the emergency response.
• Practice Inter-agency coordination.

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Department Operations Centers

• A DOC is a facility used by a single discipline
  to manage that departments field response
  (school site level).
• The DOC communicates with the jurisdictions EOC
  (district, college or university).

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Department Operations Center (DOC), Example One
EOC (District)
DOC (School Site)
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Department Operations Centers (DOC), Example Two
EOC
DOC
FIELD
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EOC Terminology

• Incident Command System terminology is required
  for use in the EOC. The typical hierarchy of
  organizational elements is

• Section

• Branch

• Group

• Unit

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Typical School District EOC Organization
EOC Coordinator
Liaison Officer
Safety Officer
Security Officer
Public Information Officer
Operations
Planning/Intelligence
Logistics
Purchasing
Situation
Rescue Mgmt
Communications
Assessment
Search and Rescue
Compensation
Information
Claims
Advance Planning
Systems
Injuries/Fatalities Mgmt.
Accounting
Documentation
Transportation
Evacuation
Record-Keeping
Personnel
Community Services
Supply/
Care Shelter
Procurement
Facilities Inspection
Facilities
Construction Engineering
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Typical School Site DOC Operation
DOC Director
PlanningIntelligence
Finance/Administration
Operations
Logistics
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The EOC Director

• Has overall responsibility for
• accomplishing the EOC mission.
• May have clear authority to manage the emergency
  response.
• Will seek direction from a policy
• group.

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The Section Chiefs

• Are the coordinators for
• Operations
• Planning/Intelligence
• Logistics
• Finance/Administration

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Section Chiefs

• Responsibilities include
• overseeing the internal functioning of their
  sections and
• working together to ensure the effective
  functioning of the entire EOC organization.

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Inter-Agency Coordination

• Establish response priorities
• Facilitate communications
• Allocate resources
• Develop strategies
• Share information

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Volunteer and Private Agency Coordination

• Agencies that play key roles in the response
  should have representation in the EOC.
• Agencies with a county-wide role should be
  represented at the Operational Area EOC.

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Mutual Aid Systems and the EOC

• Mutual aid coordinators may be located at the EOC
  or at another location.
• Mutual aid resources beyond those in established,
  discipline-specific systems should be requested
  via emergency services channels, through the
  Logistics section when activated.

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Standard Operating Procedures

• Guides for EOC staff might include
• setting up the EOC
• communications plan phones, radios
• message handling protocol
• forms types and usage
• resource lists
• ???

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EOC Layout Considerations

• Facilitate centralized coordination and efficient
  exchange of information
• Group work areas by SEMS function
• Adapt to available space

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EOC Supplies
What equipment and supplies are needed in your
EOC?
Furniture Computers Copiers Phones Radios F
ax Forms Television Rest Area Maps Status
Boards Office Supplies Food/water First aid
supplies Resource Lists Emergency
Lighting Generator UPS (Uninterrupted Power
Supply)
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The Role of the Operational Area EOC

• 1. Purpose, Scope, and Responsibilities
• 2. Communication and Coordination
• 3. Inter-Agency Coordination

C6
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SEMS Requirements for Operational Areas

• Organizing the Operational Area
• Responsibilities of the lead agency
• Activation of the Operational Area EOC

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Role of the Operational Area

• Coordinate emergency activities within the
  geographic area of the county.
• Provide a communications link between local
  government EOCs and the regional level EOC.

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Lead Agency

• The lead agency for an Operational Area is the
• county, or another member agency by agreement.
• Responsibilities of the lead agency
• Coordinate between local governments
• Coordinate between local governments and the
  regional level EOC
• Apply multi- or inter-agency coordination to
  emergency response activities

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An Operational Area EOC Must Activate When

• A local government EOC has activated and requests
  activation of the Operational Area EOC
• Two or more cities have declared a local
  emergency
• The county and one or more cities have declared
  local emergencies
• A Governors proclamation has been requested

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The Regional EOC (REOC)
The three regional EOCs provide state support to
local governments, through Operational Areas,
during an emergency.
Southern Region EOC
Orange County Operational Area EOC
To
C7
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The State Operations Center (SOC)

• Manages state resources in response to the needs
  of other levels.
• 2. Coordinates mutual aid between the regional
  and state levels.
• 3. Serves as the highest link for coordinating
  with the federal disaster response system.

C8
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Coordination Between SEMS Levels

• Need for Coordination Among Levels
• 2. Relationships Between Field Units, Department
  Operating Centers, and EOCs
• 3. Interface Between Local Governments and the
  Operational Areas
• 4. Relationship to Federal Emergency Support
  Functions

C9
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Need for Coordination Between SEMS Levels

• Essential for an effective response.
• Must be performed at all levels to facilitate
  rapid mobilization and allocation of resources.

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Field / Local Government Coordination

• When a local government EOC is activated,
  coordination must be established
• with Incident Commanders in the field and
• with any local or state emergency response agency
  having jurisdiction at an incident within the
  local governments boundaries.

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Field / Local Government Links

• Incident may communicate with
• Dispatch (police, fire, public works, etc.)
• Department Operations Center (DOC)
• Emergency Operations Center (EOC)

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Unified Command Example at a Field Incident

• Each agency with jurisdiction may assign an
  Incident Commander to form a Unified Command.
• Single Incident Command Post
• Common objectives and strategies and a single
  Incident Action Plan
• Single Operations Chief

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Unified Command example at a Field Incident

• Typical interactions with dispatch, DOC, or EOC
• Policy and authority delegation
• Resource ordering (single- or multiple-point?)

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Multiple Incidents example Within a Single
Jurisdiction
EOC
Physical Plant DOC
Medical DOC
Police DOC
Incident 1 Injuries
Incident 2 Infrastructure
Incident 3 Access/Security
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Single Incident example Involving Multiple
Jurisdictions
EOC A
EOC C
EOC B
DOC
Unified Command
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Field / DOC Interaction Example
DOC
Incident
Management Operations Planning/ Intelligence Lo
gistics Finance/ Administration
Command Operations Planning/ Intelligence Logis
tics Finance/ Administration
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DOC / EOC Interactions
DOC (school site)
EOC (district)
District Contact (typically a branch within
Operations)
Management
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Field / EOC Interactions
EOC Director (Management)
Planning/ Intelligence
Finance/ Administration
Logistics
Operations
Primary Incident Command coordinates directly
with a branch within Operations, or with the
Operations Section Chief.
Incident Command
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Field / EOC Interactions
EOC Director (Management)
Finance/ Administration
Planning/ Intelligence
Logistics
Operations
During multiple incidents, Incident Commands
coordinate directly with branches within the
Operations Section.
Incident Command
Incident Command
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Field / EOC Interaction
EOC Director (Management)
Planning/ Intelligence
Finance/ Administration
Logistics
Operations
Incident Command
If local policy so dictates, an Incident Command
may report directly to the EOC Director. (Not
advised for multiple incidents.)
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Field / EOC Interaction
EOC Director (Management)
Finance/ Administration
Planning/ Intelligence
Logistics
Operations
Incident Command
Finance/ Administration
Planning/ Intelligence
Logistics
Operations
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Local Government / Operational Area Coordination

• Direct communications should be established
  between any activated city EOC and the
  Operational Area EOC.
• Coordination should be along functional lines.

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Local Government / Operational Area Coordination
EOC Director (Management)
Operational Area EOC
Planning/ Intelligence
Finance/ Administration
Logistics
Operations
EOC Director (Management)
Local Government EOC
Finance/ Administration
Planning/ Intelligence
Logistics
Operations
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Regional Level / State Level Coordination

• The Regional Emergency Operations Center (REOC)
  has the primary responsibility for coordinating
  with operational areas and mutual aid regions
  during disasters.
• The State Operations Center (SOC) supports the
  REOC and may take an overall coordination role if
  more than one REOC is activated.

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RememberThe EOC exists to provide a facility
from which the organizations response to an
emergency can be effectively coordinated.This
training is the start to successful emergency
management.
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Questions and Answers
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