Volunteer Administrative Support Team

Volunteer Administrative Support Team CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) CERT Volunteers Supporting The FCEM&HS Joint Emergency Operations Center (JEOC)

AGENDA CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) Housekeeping and Tour FCEM&HS Overview JEOC Activation FCEM&HS Volunteer Positions and Message Flows Joint Emergency Operations Center Joint Information Center Assessment Center Phone Anatomy and Functions VAST Organization Chart VAST Workshop

Housekeeping & Tour CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

FCEM&HS HISTORY • 1950s Civil Defense • 1960s fall out shelters and response to natural disasters • 1970s planning for disasters • 1988 County-Wide Agreement changed the agency's name to the Emergency Management Agency for Franklin County. The Agreement vested EMAFC with the responsibility to coordinate "emergency management activities within Franklin County", a role "of paramount importance to all of the local governments of the county...." • 2005 name changed to Franklin County Emergency Management and Homeland Security (FCEM&HS) • Today FCEM&HS activities encompass the whole cycle of emergency preparedness, including managing the Franklin County Emergency Operations Center (EOC) CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

Franklin County Emergency Management and Homeland Security (FCEM&HS) Organizational Structure

FCEM&HS PRESENT Agency Mission Agency Vision Director’s Intent Ohio Revised Code 5502.21 – 5502.51 CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

FCEM&HS CORE COMPETENCIES Warning Systems Emergency Operations Center Resources Recovery Training Planning Exercises Citizen Preparedness Grants CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

JEOC ACTIVATION Request Local Resources & Capabilities Exhausted FCEM&HS FCEM&HS EOC Resources & Capabilities Exhausted CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) Request Local Response Ohio Emergency Management Agency EOC Emergency Incident

JEOC VOLUNTEER ASSISTANT Needed when more than two volunteers are assigned • Assist the JEOC Manager • Collect messages from JEOC ESF’s and emergency partners • Assist JEOC Manager with sorting messages • Receive messages from JEOC Manager and submit messages to JEOC ESF’s and emergency partners • Welfare checks of JEOC volunteers • Does not include Resources Volunteers CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

JEOC MESSAGE FLOW INCOMING MESSAGES RECEIPT DISPATCH POINT JEOC Manager reads messages and submits outbound messages in out tray for collection by Volunteer Assistant Coordinator Volunteer Assistant Coordinator submits messages to JEOC Manager Messages not for JEOC are returned to out tray for Volunteer Assistant Coordinator to pick up and submit to JIC CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) JEOC Volunteer Assistant collects information from ESF tables and submits to JEOC Manager JEOC Manager is MISSION / MESSAGE CONTROLLER JEOC Manager reads messages and issues to JEOC Volunteer Assistant to distribute in JEOC

A B C D PLANNING/ LOGISTICS OPERATIONS ESF# 4,9,10,13 ESF# 15 ESF# 8,11 FIREFIGHTING CONTINUOUS CYCLE EMERGENCY PUBLIC INFO. PUBLIC HEALTH & MEDICAL SERVICES SEARCH & RESCUE OIL & HAZMAT AGRICULTURE & NATURAL RESOURCES LAW ENFORCEMENT RUNNERS ESF# 6 ESF# 1 ESF# 3 PUBLIC WORKS & ENGINEERING ADMIN/ FINANCE MASS CARE TRANSPORTATION LNO ESF# 2 ESF# 5,7,14 EMERGENCY MANAGEMENT COMMUNICATIONS & WARNING JEOC Manager Situation GIS Resources TIME KEEPING FAX JEOC Volunteer Assistant Flow

JEOC INTAKE / TIME UNIT • Update JEOC Phone Directory • JEOC Sign-In • Volunteer Time Sheets • JEOC badges • Issue radios to volunteer Assistants and phone bank CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

RESOURCES VOLUNTEER ASSISTANT Needed when more than two volunteers are assigned • Assist Resources Manager • Research • Locating information via the internet, phone book, etc. • Making phone calls • Create and update database • Welfare checks of other Resources Volunteers CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

RESOURCES VOLUNTEERS • Assist Resources Manager • Research • Locating information via the internet, phone book, etc. • Making phone calls • Create and update database CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

JIC VOLUNTEER ASSISTANT Needed when more than two volunteers are assigned • Assist JIC PIO • Organize and manage JIC • Help write fact sheets and other emergency public information documents • Welfare checks on JIC Volunteers • Write messages on EOC Message form • Submit messages to In box CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

JIC VOLUNTEERS • Assist JIC PIO • Organize and manage JIC • Help write fact sheets and other emergency public information documents • Welfare checks on JIC Volunteers • Write messages on EOC Message form • Submit messages to In box CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

JIC MESSAGE FLOW INCOMING MESSAGES RECEIPT DISPATCH POINT Volunteer Assistant Coordinator submits messages to JIC Volunteer Assistant JIC Volunteer Assistant submits JIC messages to JIC PIO Volunteer Assistant Coordinator Receives information from out tray and submits to JEOC Manager CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) JIC Volunteer Assistant helps JIC PIO sort JIC messages JIC Volunteer Assistant collects information JIC PIO and submits to out tray

ASSESSMENT CENTER VOLUNTEER ASSISTANT Needed when more than two volunteers are assigned • Assist the Warning Manager • Collect messages from each station • Submit messages to Warning Manager • Assist Warning Manager with sorting messages • Receive messages from Warning Manager • Submit messages to relevant stations • Welfare checks of Assessment Center Volunteers CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

ASSESSMENT CENTER VOLUNTEERS • Assist the Warning Manager • Collect messages from each station • Submit messages to Warning Manager • Assist Warning Manager with sorting messages • Receive messages from Warning Manager • Submit messages to relevant stations CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

ASSESSMENT CENTER MESSAGE FLOW INCOMING MESSAGES RECEIPT DISPATCH POINT Volunteer Assistant Coordinator collects messages from Assessment Center out tray and submits messages to JEOC Manager • Phone • Amateur Radio • Public Safety Radio • Email / Text • Fax • Television • NWS / EAS / Radar Assessment Center Volunteer Assistant collects messages CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) Warning Manager and Assessment Center Volunteer Assistant sorts messages Warning Manager submits relevant messages in out tray

CERT Cabinet Console 1 Console 4 Warning Manager Television Conference Table Console 2 A Television Console 3 Inbound / Outbound Phone Volunteers Radio Cabinet Assessment Center Volunteer Assistant Flow

INBOUND PHONE VOLUNTEERS • Answering • Franklin County EMA and Homeland Security. This is (your name) . How may I help you? • Complete message form thoroughly • Write legibly • Always initial your messages • When in doubt, refer caller to your Staff lead • Calls from agency directors, mayors, city managers, county commissioners, etc. • Callers won’t leave a message; want to talk to someone CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

OUTBOUND PHONE VOLUNTEERS • Call all contacts on provided list • Disseminate issued information to contacts • Write messages on EOC Message form if any information is given at the time of call • Submit messages to In box CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

EOC (NCR) MESSAGE FORM Franklin County Emergency Management Agency Emergency Operation Center Message Form Operator____________ Date_________ Time_________ Message#_______ Assigned by Controller Name of Caller____________________________ Agency_______________________ Address_______________________________________________________________ Phone_____________________________ Content of Message______________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ EOC Controller_______________ Time____________ Referred To__________________ Time____________ Action Taken: Time____________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Disposition: Time____________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Message Returned to EOC Controller: EOC Controller_________________ Time_________________ Note – This form must be returned to the controller when disposition is completed Completed by volunteers Family of seven needs transportation to Red Cross Shelter MATT Red Cross FCEM&HS Planner, Red Cross, and COTA planned arrangements for transporting family of seven to red cross shelter Completed by JEOC staff COTA transported family of seven to red cross shelter

PHONE ANATOMY Display—will show which extension number this particular phone is, the time, the date and day, and how long the call has been active. As you dial, it will show the number and continue to show it for 20 seconds into the call. Line Numbers Staff Extensions—each one is labeled with the extension number, see pull out tab on phone for a directory. Not all phones have this feature Function Buttons Pull-Out Tab—pull this out and you can view a short description of how to do certain functions and find all the staff names and extension numbers.

MAKING A PHONE CALL Push an unlit line number Pick up the receiver Dial “9” for an outside phone line, then dial the number

TAKING A PHONE CALL Pick up the receiver Each line corresponds to an incoming call. Push the flashing red line button

HOLD FUNCTION Push the red “Hold” button. The line on hold will rapidly blink green from originating call The hold function will remain silent for 30 seconds. The line will then beep to remind staff and volunteers someone is holding. The hold function allows staff and volunteers to find readily available information Press the original line button to continue with the caller.

TRANSFERRING A CALLER The call has already been taken. The caller states that they wish to speak to a specific person. We need to transfer the call. Press the [Cnf/Trn] button Press the three digit extension Inform the extension they have a call on line ___ from _____. Hang up the receiver.

JEOC STAFF LIAISON • Volunteer Coordinator • Liaise with volunteer agencies and volunteers • Volunteer needs • EOC orientation • Breaks • Equipment • Suggestions CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

ASSISTANT VOLUNTEER COORDINATOR • Retrieve & Deliver messages • JEOC • Assessment Center • JIC • Welfare checks on volunteers • Relay volunteer needs to staff liaison CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

ASSISTANT VOLUNTEER COORDINATOR FLOW Assessment Center Joint Emergency Operations Center PIO Office CERT Office CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) Joint Information Center

VAST ORGANIZATION CHARTPARTIAL VOLUNTEER ACTIVATION Volunteer Coordinator Volunteer Assistant Coordinator CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) Assessment Center Volunteer Assistant Assessment Center Volunteer(s) JIC Volunteer Assistant JIC Volunteer(s) JEOC Volunteer Assistant JEOC Volunteer(s)

VAST ORGANIZATION CHARTFULL VOLUNTEER ACTIVATION Volunteer Coordinator Volunteer Assistant Coordinator CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) Assessment Center Volunteer Assistant JIC Volunteer Assistant JEOC Volunteer Assistant Assessment Center Volunteers JIC Volunteers JEOC Volunteers

JEOC VOLUNTEER WORKSHOP • In-Processing • Phone messages • Information collection • Research • Out-Processing CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

Questions? -logo- Chris Williams CERT Coordinator 614-794-0213 chriswilliams@franklincountyohio.gov www.twitter.com/fcemhs -fccert logo- CERT OPERATION FLOOD FIGHT SANDBAG FILLING OPERATIONS CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST) Citizen Corps Brief

Volunteer Administrative Support Team