South Puget Sound Community College Emergency Operations Plan Annex B COMMNUNICATIONS

I. PURPOSE South Puget Sound Community College Emergency Operations Plan Annex B COMMNUNICATIONS The purpose of this annex is to identify and define emergency communications, operations, and responsibilities. Particularly when either the South Puget Sound Community College Emergency Operations Center (EOC) and/or the City of Olympia EOC is activated in response to natural disasters, and other emergencies. II. SITUATION AND ASSUMPTIONS A. Emergency / Disaster Conditions and Hazards 1. South Puget Sound Community College is subject to a variety of emergency or disaster events requiring dissemination of emergency information. 2. The sudden and unexpected nature of a catastrophic event, such as an earthquake and its extensive damage, will result in numerous requests from all areas of the College for services required to save lives, protect property, and preserve the environment. 3. Students, Faculty, and Staff will require accurate and timely information on which to base their decisions and focus their response actions. Concurrently, widespread damage to communications facilities is likely. At a time when the need for real-time electronically processed information is greatest, the capability to produce it will be seriously restricted or nonexistent. All surviving communications assets of the College will be needed immediately to assure a proper response to the needs of the victims of the event. B. Planning Assumptions 1. The Incident Commander will focus on coordinating lifesaving activities concurrent with reestablishing control of the affected area. 2. A technological disaster may disrupt localized telephone service. The Information Technology (IT) department will accomplish as much restoration and reconstruction of telecommunications facilities as the situation permits. 3. Initial reports of damage will be fragmented, providing an incomplete picture on the extent of damage to communications facilities. March 2011 1

4. Weather and other environmental factors will restrict the ability to deploy mobile or transportable communications equipment into the affected area. 5. Hazardous Material incidents my require evacuation of significant numbers of the college population as well as that of the surrounding area. Such evacuations may require extensive coordination of area communications and may exceed normal radio communication capabilities. 6. Traditional methods of communication may be unavailable (i.e. phone lines and cellular service down or overloaded). 7. Conditions following the event will necessitate the careful consideration of sites for establishing staging areas, shelters, assistance centers, alternate operations centers, the Emergency Operations Center (EOC), and communications to support. 8. Communication needs beyond the capability of the College will necessitate the activation of and coordination with the local City of Olympia EOC (located at Olympia Fire Department). 9. Large scale regional incidents, emergencies, or disasters may require the activation of and coordination with the State EOC. III. CONCEPTS OF OPERATIONS A. General 1. Reliable communications and information system capabilities are necessary at all levels of the College for day-to-day communications, warning of impending events, response and recovery operations, search and rescue operations, and coordination with other state and public safety agencies. Such capabilities must be available to the College for operations from the College EOC or Olympia EOC as well as any other location selected because of existing conditions at the time of the emergency or disaster. 2. The federal government, under the National Response Framework (NRF) and the National Security Emergency Preparedness procedures may, through the Federal Emergency Management Agency (FEMA), provide temporary emergency communications assistance to state and/or local jurisdictions prior to or during an emergency or disaster. 3. Emergency communication between the College and local jurisdictions and the federal government, as well as, with other state agencies is provided through the College EOC, Olympia EOC or the state EOC communications facility as the situation warrants. March 2011 2

4. Communications between the EOC and outside agencies and activities will be by telephone system, cellular telephone, public safety radios, amateur radios, the college intranet, the internet, or email. Facsimile (fax) machines are also available at the EOC. If all of these forms of communication fail, messengers may be used. 5. The telephones are the primary means of emergency communication. During an emergency, campus phones must be restricted to official college communication only. Depending on the type of disaster, telephone service may be interrupted. 6. Responding agencies may be contacted via telephone at: a. Central Dispatch (TCOMM) i. *Calling 9-1-1 or 704-2740 connects you to the County's central dispatch center (CAPCOM). TCOMM is a separate agency from the Olympia Police Department, but it is the official provider of emergency communications service for OPD and all of the other police, fire and public medic services in Thurston County.: ii. Phone 360-704-2740 b. Olympia Police Department i. Phone 360-753-8300 c. Olympia Fire i. Phone 360-753-8348 ii. Fax 360-753-8054 d. Lacey Police i. Phone 360-459-4333 (8:00am-5:00pm) ii. Fax 360-456-7798 e. Lacey Fire i. Phone 360-491-2410 ii. Fax 360-491-2806 f. Thurston County Sheriff s Office i. Phone 360-786-5500 ii. Fax 360-786-5275 g. Washington State Patrol-Olympia/Thurston County i. Phone 360-586-4443 h. Tumwater Police March 2011 3

i. Phone 360-754-4200 7. Group paging of campus telephones is available through the college telephone system. (see attachment 7) 8. The SPSCC Information Technology (IT) department is responsible for the operation and maintenance of the College Telephone system. 9. There are a number of telephones on campus that will still function in the event of a power failure. These telephone lines may still be operable even if power is lost to the IT department. a. IT Services 360-754-1111 b. Cashier s Office 360-754-7712 c. Maintenance 360-754-7713 d. Security 360-754-7714 e. Library 360-754-7715 10. The Office of Instruction has a TTY line available (360-586-4884) for communicating with the deaf community that does not go through the campus telephone switch. 11. There are also a number of phone and fax lines that do not go through the campus telephone switch that may be available for communications during an incident, emergency or disaster including fire alarm panel lines and fax lines. IT services has a list of those lines that do not go through the campus phone switch. 12. The security office also has three cellular telephones: a. 360-791-0165 (Portable) b. 360-791-1323 (Portable) c. 360-870-7083 (Portable) 13. Pay telephone. In an emergency, if the campus telephone system is down, the pay telephone may continue to operate. 14. There are ten Emergency Telephones around the campus. a. The Phones are located: i. Outside of Building 16 ii. Outside Building 21, across from Lot A. iii. Outside the north end of Building 22 iv. Outside the south end of Building 22 v. Outside Building 20, at Lot G. March 2011 4

vi. vii. viii. Outside Building 25, at bus loop main entrance. Outside Building 25 at the Security entrance. Lot J ix. Pick Up-Drop Off / Covered Walkway across from Lot D. x. Outside of Building 35 b. These phones will not function if there is a power failure. 15. Campus two way radio systems. The college has five radio frequencies, two for Security, and three for Maintenance. During an emergency, this system will be used to supplement or replace telephone service for communications between disaster responders/evacuation coordinators. 16. Inventory of radio equipment available: a. Campus Security: The security office is licensed by the FCC to operate 30 mobile radios (hand carry portables and / or mobile radios in the security vehicles) and one base radio. A number of the portable radios and the mobile radios have the capability to communicate with law enforcement (Olympia PD TAC 4/Car to Car PL code 88.5). The security office frequency is 155.820 (TX) and 154.995 (RX) (PL code 118.8). The security office has a radio repeater located in Building 34. The repeater has battery backup and, depending on its usage, may only last few hours. b. Evacuation Coordinators radios There are thirteen portable two-way radios with security and maintenance frequencies that are assigned to the evacuation coordinators (Bldg. 20, Bldg. 21, Bldg. 22, Bldg. 25, Bldg. 27, Bldg. 28, Bldg. 31, Bldg. 32, Bldg. 33 and Bldg. 34). c. Buildings and Grounds: The SPSCC Buildings and Grounds Department is licensed by the FCC to operate two base stations, one with 25 portable or mobile radios and one with 45 portable or mobile radios. The maintenance office frequencies are 151.865 (TX and RX) and 153.020 (TX) and 159.750 (RX). d. Information Technology Department: IT has 20 portable digital radios licensed by the FCC to operate on a frequency of 159.780,159.945,160.035,160.050,160.095 transmit and receive. e. Base radios do not have battery backup and will not operate with an electrical power loss. However, portable radios will still operate. 17. Agencies that have their own operational radio networks will be responsible for maintaining their own networks and services. March 2011 5

18. During smaller scale incidents, or emergencies, the role of EOC may be accomplished by a use of mobile command post, or the on scene incident commander at their command post. 19. Communication is an integral part of emergency mitigation, preparedness, response, and recovery. 20. SPSCC EOC staff utilizes telephones, the College intranet, the college web site http://www.spscc.ctc.eduand schoolreport.org and e2campus.com to communicate emergency information with the campus community, local radio, and TV stations regarding campus incidents, emergencies and / or disasters. 21. The following television stations and radio stations by call letters and frequency, participate in the Public Schools Emergency Communications System (School Report) and will be provided with closure information: a. AM Radio Stations i. KOMO 1000 ii. KYCW 1090 iii. KGY 1240 b. FM Radio Stations i. KAYO 99.3 ii. KXXO 96.1 iii. KGY 96.9 c. TV Stations i. KOMO Channel 4 ii. KING Channel 5 iii. KIRO Channel 7 iv. KCPQ Channel 13 22. See Attachment 2 Priority Channels for Mutual Aid, Interoperability, and Direction and Control. 23. SPSCC uses the National Incident Management System (NIMS) when managing all incidents, emergencies, and / or disasters. In the event of an incident, emergency, or disaster, the Communication Unit Leader will report to the Logistics Section Chief in the EOC and will work with the Logistics Section Chief and the Public Information Officer to provide for the emergency communications needs and appropriate warning of the College Community (See also Annex A Warning). March 2011 6

IV. ORGANIZATION AND ASSIGNMENT OF RESPONSIBILITIES This Section describes the specific communications responsibilities that are assigned to the tasked positions / assignments and / or organizations. A. SPSCC Organization 1. College President / Vice Presidents a. Monitor the emergency response during disaster situations and provides policy direction where appropriate. b. With the assistance of the Public Information Officer, keep the public informed during emergency situations. c. Request assistance from other local governments or the State when necessary d. Direct activation of the College EOC (located in the Boardroom in Building 25 of the main campus 2011 Mottman Road SW, Olympia, WA 98512 Phone 360-596-5299 FAX 360-596-5724). 2. Vice President Planning, Effectiveness, and Operations is responsible as the Incident Commander for: a. ICS - EOC Interface i. Coordinate the operational response of local emergency services. ii. Coordinate activation of the EOC and supervise its operation. b. The incident commander designates Section Chiefs (Operations, Planning, Logistics, Admin/Finance) c. See Attachment 1 for the SPSCC ICS Organizational Chart d. Requires the appropriate Section Chiefs to report to the EOC when notified of an emergency situation 3. Director of Security a. Serve as the Deputy Commander / Safety Officer. b. Activate the EOC when required. 4. Director of Auxiliary Services a. Serve as Logistics Section Chief. b. When notified of an emergency situation reports to the EOC. c. Coordinates public information with the PIO as needed. March 2011 7

d. Manages the Food, Supply, Medical, Facilities, and Communications Unit. e. Designates the Communications Unit Leader 5. Communications Unit Leader a. Activates the communications unit in the EOC. b. Implements emergency communications procedures. c. Ensures the communications unit of the EOC has the capability to sustain operations around the clock. 6. Communications Unit Members a. When notified, report to the EOC, staff the communications unit, and operate assigned communications equipment. b. Follow established procedures and radio protocol for voice transmissions and message handling. c. Screen and log information when appropriate, and route incoming calls to the appropriate section or unit in the EOC B. Tasked Organizations 1. City of Lacey (Fire and Police for Hawks Prairie Campus) a. Maintain their existing equipment and follow established procedures for communicating with their organization personnel performing field operations. All organizations should keep the College EOC informed of their operations at all times and maintain a communications link with the College EOC. 2. City of Olympia (Fire and Police) a. Maintain their existing equipment and follow established procedures for communicating with their organization personnel performing field operations. All organizations should keep the College EOC informed of their operations at all times and maintain a communications link with the College EOC. b. Communication needs beyond the capability of the College EOC will necessitate the activation of and coordination with the City of Olympia EOC (located at Olympia Fire Department headquarters100 Eastside Street NE Olympia, WA 98506 Phone: (360) 753-8348, 754-0642, 239-2797, Fax: (360) 753-8054) or by radio 155.145. 3. Olympia EOC a. Coordinate regional response for the greater Olympia ares. b. Act as a JOC/JIC. March 2011 8

c. Provide backup communications capabilities for their EOC. d. Provide a backup communications link between their EOC and mass care facilities, as needed, through the use of portable radio units. e. Activate backup or alternate communication systems, as necessary. 4. Washington State Military Department Emergency Management Division a. Provides communications support as provided in the State CEMP. b. Activate State EOC. c. Coordinate State response for the emergency / disaster. d. Act as a JOC / JIC. e. Provide backup communications capabilities. f. Provide a backup communications link between their EOC and mass care facilities, as needed, through the use of portable radio units. g. Activate backup or alternate communications systems, as necessary. h. Emergency communication between local jurisdictions and the federal government, as well as, with other state agencies is provided through the state EOC communications facility. i. The communications capabilities presently available to and coordinated by the state EMD are: i. Commercial telephone, i.e. private line, leased line, regular telephone, cellular telephone, satellite telephone, and facsimile. ii. iii. iv. NAWAS (National Warning System, landline - voice, intra-state landline-voice. National Oceanic Atmospheric Association (NOAA) Weather Wire through ACCESS (A Central Computerized Enforcement Service System, landline - teletype). EAS (Emergency Alert System) Relay Network (Public Safety radio and the broadcast industry). v. CEMNET (Comprehensive Emergency Management Network) twoway VHF radio systems for backup direction and control. vi. vii. State Agency Emergency Network, 800 MHz two-way radio system for back-up direction and control. SECURE (State Emergency Communications Using Radio Effectively), a point-to-point high frequency two-way radio system. March 2011 9

viii. ix. RACES (Radio Amateur Civil Emergency Services) and ARES (Amateur Radio Emergency Services) (two-way radio and/or packet systems via ham frequency bands). FNARS (Federal Emergency Management Agency National Radio System), a high frequency radio system. 5. Other agencies of WA State Government a. Provides telecommunications and information system staff and system/equipment assistance, as available and in accordance with the agencies primary mission. 6. US Government a. The federal government, under the National Response Framework (NRF) and the National Security Emergency Preparedness procedures may, through the Federal Emergency Management Agency (FEMA), provide temporary emergency communications assistance to state and/or local jurisdictions prior to or during an emergency or disaster. V. ADMINISTRATION AND LOGISTICS This Section addresses the support requirements of the communications function. A. Administration 1. The College EOC will utilize the appropriate ICS forms to record and report incidents, emergencies, and disasters. 2. College EOC records will be maintained by the Campus Security Department. 3. Communications expenditure statements will be sent to the Admin/Finance Section Chief. 4. Expense records will be maintained in accordance with college policy and State law. 5. The College Emergency Operations Plan references the phone lists and radio frequencies that should be followed to notify emergency personnel during emergency situations. (See also Attachment 1 of this annex). 6. The use of unlisted telephone numbers will be restricted to the use of Section Chiefs to whom the number is assigned or their designated representatives. Every effort will be made to keep this intelligence within the EOC operations to prevent obstruction of communications between responsible officials and their assistants because of unwarranted use by the general public. B. Logistics This section addresses general support requirements. March 2011 10

1. SPSCC has a participatory agreement with the Public Schools Emergency Communications System (commonly referred to as school report) to post emergency information regarding incidents, emergencies and class cancellations or school closures on their web page www.schoolreport.org. 2. SPSCC has a contract with the Omni Alert (commonly referred to as e2 campus) to send emergency messages and information regarding incidents, emergencies and class cancellations or school closures via their web page www.e2campus.com 3. SPSCC coordinates SPSCC class cancellations or school closures with the transportation directors for Olympia, Tumwater, and North Thurston School Districts. 4. Communications unit members are responsible for maintenance of their own internal supplies, spare parts, logs, report forms, and ICS forms. VI. PLAN DEVELOPMENT AND MAINTENANCE This section identifies details the responsibility for coordinating revisions of this annex, keeping its attachments current, and ensuring that the SOP s and other necessary documents are developed. A. Director of Security 1. The Director of Campus Security is charged with the development, revision, and maintenance of the Emergency Operations Plan and the annex s to it (including this annex). 2. The EOP will be examined and if necessary revised or updated at least every five years with changes and dates noted on the appropriate change page. 3. The Director of Security will seek input from the appropriate Deans, Directors, and college personnel in keeping the information in the EOP and its annex s current. B. President, VP s 1. The President and the VP s are responsible for approval and promulgation of the SPSCC EOP. March 2011 11

VII. AUTHORITIES AND REFERENCES A. Chapter 38.52 RCW B. Title 132S WAC C. Washington State CEMP, March 2003 D. Guide for All-Hazard Emergency Operations Planning, FEMA, September 1996 E. National Response Framework, US Dept of Homeland Security, January 2008 F. ICS forms, FEMA web site, http://training.fema.gov/emiweb/is/icsresource/icsrescntr_forms.htm G. SPSCC College Handbook, October 2007 H. SPSCC Campus Security Handbook, March 2008 March 2011 12

Attachment 1 Organizational Chart Policy Group President & Vice Presidents Incident Commander Nancy McKinney (Lonnie Hatman) Safety Officer Lonnie Hatman (Doug Swift) (Mike McCloskey) Liaison Officer Penny Koal Sheila Emery Public information Officer Kellie Braseth (Eldo DeLong) Operations Section Chief Vernon Stehr (Bruce LaBar) Planning Section Chief Margaret Hoyer Logistics Section Chief Bryce Winkleman (Darby Kaikonnen) Admin/Finance Section Chief Dave Kohler (Mary An Schmidt) Rescue Group Medical Group Resource unit Demobilization Unit Food Unit Supply Unit Compensations & Claims Unit Procurement Unit Rapid Response Group Documentation Unit Technical Specialists Medical Unit Communications Unit Cost Unit Time Unit Situation Unit Facilities Unit Ground Support Unit March 2011 13

Attachment 2 Priority Channels for Mutual Aid, Interoperability, Direction, and Control Very High Frequency (VHF) On-scene (OSCCR): 156.135 MHz Control/Coordination Search and Rescue (SAR): 155.160 MHz Law Enforcement (LERN): 155.370 MHz Fire (FIRECOM): 153.830 MHz Mutual Aid Fire (DNR Common): 151.415 MHz EMS/Trauma (HEAR): 155.340 MHz (medical control) CEMNET - Direction and Control Channel F1: 45.20 MHz Channel F2: 45.36 MHz Channel F3: 45.48 MHz High Frequency (HF) Washington Emergency Net 3.987 MHz (RACES/ARES) Ultra High Frequency (UHF) EMS/Trauma (MED-7): TX 463.150 MHz (local on-scene RX 468.150 MHz medical control) EMS/Trauma (MED-1): TX 463.000 MHz (state medical control) RX 468.000 MHz Talk-around (MED-1): 463.000 MHz March 2011 14

Attachment 2-Continued Ultra High Frequency (800 MHz NPSPAC) National Calling Channel (ICALL): 821/866.0125 MHz (Chan. 601) National Working Channel (ITAC-1): 821/866.5125 MHz (Chan. 639) National Working Channel (ITAC-2): 822/867.0125 MHz (Chan. 677) National Working Channel (ITAC-3): 822/867.5125 MHz (Chan. 715) National Working Channel (ITAC-4): 823/868.0125 MHz (Chan. 753) Note 1: The ICALL channel shall be used to contact other users in the Region for the purpose of requesting incident related information and assistance. If necessary, the calling party will be asked to move to one of the ITAC channels for continuing incident operations or other interoperability communication needs. This channel can be implemented in full repeat mode. Note 2: The ITAC channels are to be used primarily for coordination activity between different agencies in a mutual aid situation, or emergency activities of a single agency. Incidents requiring multi-agency participation will be coordinated over these channels by the agency controlling the incident. These channels can be implemented in full repeat mode. Tactical, Fire/EMS (STATEOPS-1): 822/867.5375 MHz (Channel 716) Tactical, Fire/EMS (STATEOPS-4): 822/867.6125 MHz (Channel 722) Tactical, Law Enforcement (STATEOPS-2): 822/867.5625 MHz (Channel 718) Tactical, Law Enforcement (STATEOPS-5): 822/867.6375 MHz (Channel 724) Tactical, Local Government/Others (STATEOPS-3): 822/867.5875 MHz (Channel 720) Note 3: The STATEOPS-1 through 5 are to be used only in the "simplex" mode using the repeater output frequency, for interoperability and other "repeater talk-around" needs. STATEOPS-3 will be implemented in simplex mode on the repeater output frequency (867.5875 MHz). Fixed base stations and fixed mobile relay stations are prohibited on these tactical channels. Temporary portable mobile relay stations with the minimum required power shall be permitted. Note 4: All ten interoperability channels cited above shall be controlled by sub-audible tone 156.7 Hz. All interoperability repeaters shall have a input and output tone of 156.7 Hz. March 2011 15

Attachment 3 Division Assignment List DIVISION ASSIGNMENT LIST 1. Branch 2. Division/Group 3. Incident Name 4. Operational Period Date: Time: 5. Operations Personnel Operations Chief Branch Director Division/Group Supervisor Air Attack Supervisor No. 6. Resources Assigned this Period Strike Team/Task Force/ Resource Designator Leader Number Persons Trans. Needed Drop Off PT./Time Pick Up PT./Time 7. Control Operations 8. Special Instructions 9. Division/Group Communication Summary Function Frequency System Channel Function Frequency System Channel Command King NIFC Logistics King NIFC Tactical King NIFC Air to Ground King NIFC Div/Group March 2011 16

Prepared by (Resource Unit Leader) Approved by (Planning Section Chief) Date Time Attachment 4 Unit Log UNIT LOG 1. Incident Name 2. Date Prepared 3. Time Prepared 4. Unit Name/Designators 5. Unit Leader (Name and Position) 6. Operational Period 7. Personnel Roster Assigned Name ICS Position Home Base 8. Activity Log Time Major Events March 2011 17

9. Prepared by (Name and Position) March 2011 18

Attachment 7 Group Paging OVERVIEW Group paging is a system that has been put in place to enable rapid communication of essential emergency information around campus. This system has been authorized for use by the Security office only under critical emergency situations. Phones on campus, which have minimum of one-way speakerphone capability, have been grouped together by either location or function under a single extension number. When this extension is dialed it is possible to communicate to the individual phones, via the speakerphone, simultaneously. Because of system limitations there can only be a maximum of 99 groups with a maximum of 32 members each. Because of this limitation, when trying to do an all campus notification, it will be necessary to dial multiple extensions from the list provided to get the coverage needed. TO SEND A GROUP PAGE Note: Whenever communicating emergency information it is important that we remain calm and speak in a clear manner in order to reduce confusion and unnecessary panic. Always make announcements brief while giving enough information to be useful. 1. Determine area(s) to be notified and the corresponding extension(s). 2. Prepare the statement to be delivered. Write it down for reference if time permits for consistency and accuracy. (Samples are provided further down) 3. Pick up any on campus phone dial the Group Extension, you will not hear any ring or tone, just start speaking into the handset. When you are finished with your announcement hang up the handset. Note: If a person in the group is on the phone at the time a page is made the caller will not hear the group page. Once all pages are complete repeat all pages to ensure successful delivery of information. Samples Announcements: This is an Emergency Alert. This is not a drill. We have a dangerous campus emergency that can impact your area. Students, faculty, staff and visitors: Lock down now! Lock down now! This is an Emergency Alert. This is not a drill. A dangerous situation exists and a building evacuation is necessary. Evacuate the building immediately in a calm and orderly fashion and proceed to assembly areas. Evacuate the building immediately in a calm and orderly fashion and proceed to assembly areas. SPEAKERPHONE PAGE GROUPS 10/30/07 (BLD 16 AND 23 INFO) Group Group No. of Number Extension Group Name COR Members 1 2904 Evacuation Coordinators 4 28 2 2915 B34 1st - SE 4 31 3 2907 B20 Evac Coordinators 4 4 4 2916 B34 1st NW 4 14 5 2914 B33 DEV EDUCATION 4 3 6 2917 B34 2nd Floor 4 28 7 2925 B27 Evac Coordinators 4 3 8 2919 B28 Library 4 12 9 2920 SUB 2nd Floor 4 29 10 2913 B32 - Science 4 1 11 2921 27-SUB 1st Floor 4 20 12 2922 B22 2nd Floor North 4 32 13 2923 B22 2nd Floor South 4 32 14 2924 B25 1st Floor 4 32 16 2926 B25 2nd Floor 4 32 17 2927 B34-1st Evac Coordinators 4 5 18 2928 B33 Evac Coordinators 4 2 19 2902 B20 First Floor/Daycare 4 19 20 2901 Building 20 4 24 21 2905 Bldg 21 1st floor classrms 4 15 22 2906 Bldg 21 2nd floor classrms 4 23 24 2908 B21 Music/Theatre 4 29 25 2909 Bldg 21 Evac. Coordinators 4 5 26 2929 B25 Evac Coordinators 4 4 27 2930 B28 Evac Coordinators 4 1 28 2931 SUB Evac Coordinators 4 3 29 2932 B22 Evac Coordinators 4 4 30 2910 IT Services - test 4 9 31 2911 B22 1st Floor 4 27 March 2011 19

Attachment 8 Communications Unit Leader Checklist Task 1. Obtain briefing from the Logistics Section Chief or Service Branch Director. 2. Organize and staff Unit as appropriate: Assign Communications Center Manager and Lead Incident Dispatcher. Assign Message Center Manager and ensure adequate staff is assigned to answer phones and attend fax machines. 3. Assess communications systems/frequencies in use; advise on communications capabilities/limitations. 4. Develop and implement effective communications procedures (flow) internal and external to the incident/incident Command Post. 5. Assess Incident Command Post phone load and request additional lines as needed. 6. Prepare and implement Incident Communications Plan (ICS Form 205): Obtain current organizational chart. Determine most hazardous tactical activity; ensure adequate communications. Make communications assignments to all other Operations elements, including volunteer, contract, or mutual aid. Determine Command communications needs. Determine support communications needs. March 2011 20

Establish and post any specific procedures for use of Incident Command Post communications equipment. 7. Include cellular phones and pagers in Incident Communications Plan (ICS Form 205), if appropriate: Determine specific organizational elements to be assigned telephones. Identify all facilities/locations with which communications must be established (shelters, press area, liaison area, agency facilities, other governmental entities Emergency Operations Centers (EOCs), etc.), identify and document phone numbers. Determine which phones/numbers should be used by what personnel and for what purpose. Assign specific telephone numbers for incoming calls, and report these numbers to staff and off-site parties such as other local jurisdictions, State and Federal agencies. Do not publicize OUTGOING call lines. 8. Activate, serve as contact point, and supervise the integration of volunteer radio organizations into the communications system. 9. Ensure radio and telephone logs are available and being used. 10. Determine need and research availability of additional nets and systems: Order through Supply Unit after approval by Section Chief. Federal systems: Additional radios and other communications devices, including repeaters, radio-telephone interconnects and satellite down-link capabilities may be available through Olympia EOC, State of WA EOC, FEMA or the USDA Forest Service. 11. Document malfunctioning communications equipment, facilitate repair. 12. Establish and maintain communications equipment accountability system. 13. Provide technical information, as required, on: Adequacy of communications system currently in use. Geographic limitation on communications equipment. Equipment capabilities. March 2011 21

Amount and types of equipment available. Anticipated problems in the use of communications equipment. 14. Estimate Unit needs for expected operations; order relief personnel. 15. Provide briefing to relief on current activities and unusual situations. 16. Document all activity on Unit Log (ICS Form 214). March 2011 22