District Emergency Plan
ADDENDUM 2
Disaster
Response
Checklists
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Table of Contents
TABLE OF CONTENTS............................................................................................................................................. 1
EMERGENCY OPERATIONS CENTER (EOC).................................................................................................. 4
MESSAGE FORM ....................................................................................................................................................... 3
ACTIVITY LOG........................................................................................................................................................... 4
GENERAL LOG........................................................................................................................................................... 5
EMERGENCY RESOURCES SUMMARY............................................................................................................ 6
PLANNING & STRATEGY WORKSHEET .......................................................................................................... 7
EMERGENCY MANAGER....................................................................................................................................... 8
SAFETY OFFICER ................................................................................................................................................... 10
PUBLIC INFORMATION/LIAISON OFFICER (PIO) ...................................................................................... 12
PUBLIC INFORMATION RELEASE WORKSHEET ...................................................................................... 15
NEWS STORY WRITING (FOR PRINTED MEDIA) ......................................................................................................... 15
BROADCAST NEWS WRITING .................................................................................................................................... 17
DISASTER BROADCAST NEWS RELEASE ..................................................................................................... 18
RESPONDING TO CITIZENS................................................................................................................................ 19
EMERGENCY INFORMATION SYSTEM ......................................................................................................... 21
OPERATIONS SECTION CHIEF .......................................................................................................................... 22
DISTRICT DAMAGE SUMMARY........................................................................................................................ 24
LOGISTICS SECTION CHIEF............................................................................................................................... 26
DISTRICT EMERGENCY SUPPLY INVENTORY........................................................................................... 28
PLANNING & INTELLIGENCE SECTION CHIEF ......................................................................................... 29
PLANNING & STRATEGY WORKSHEET ........................................................................................................ 31
ADMINISTRATION & FINANCE SECTION CHIEF....................................................................................... 32
ACCOUNTING FOR DISASTER RECOVERY WORK................................................................................... 35
DISASTER RECOVERY DOCUMENTATION PACKAGE............................................................................ 41
ADDENDUM 2 - PAGE 1
Sample Emergency Operations Center (EOC)
Location
This is a CONCEPT diagram of an EOC. The room should be configured as closely as possible to the diagram shown on this page; however,
in the event of a major disaster, this location may be moved at the discretion of the Emergency Manager.
EOC Activation
When the EOC is activated
Activation of the District EOC means that at least one District official implements SEMS as
appropriate to the scope of the emergency and the District's role in response to the emergency. The
District EOC is activated when routine use of resources needs support and/or augmentation. The
District official implementing SEMS may function from the EOC or from other locations depending on
the situation.
Activated EOCs may be partially or fully staffed to meet the demands of the situation. The District
maintains three EOC staffing levels that can be applied to various situations. Activation criteria are as
follows:
EOC Activation Guide
Level
NONE
(Green)
0
(Blue)
1
(Yellow)
2
(Orange)
Conditions
Activation
Staffing
1.
None
1.
Maintenance
1.
None
1.
No actions.
1.
2.
3.
4.
1.
2.
3.
4.
5.
6.
7.
1.
2.
3.
4.
5.
6.
7.
8.
9.
1.
No potential severe weather
Some international tension
Some national or local tension
Slightly increasing probability of hazard
Serious increase in international tension
Possibility of local unrest
Severe weather watch is issued
Situational conditions warrant
Small incidents involving one facility
Earthquake advisory
Flood watch
Small scale civil unrest
Situational conditions warrant
Severe weather warning issued
Moderate earthquake
Wildfire affecting specific areas
Incidents involving 2 or more facilities
Hazardous materials evacuation
Imminent earthquake alert
Major scheduled event
International crisis deteriorated to the
point that widespread disorder is
probable
Acts of terrorism (biological, technical,
other) are imminent
Civil disorder with relatively large scale
localized violence
Hazardous conditions that affect a
significant portion of the District
Severe weather is occurring
Verified and present threat to critical
facilities
Situational conditions warrant
Major emergency in the District
Major earthquake
1.
Monitor world, national, regional, and
local news and monitor regional
weather forecasts and space
forecasts.
1.
None
1.
No actions.
1.
Only basic support
staff or as
determined by
Emergency
Manager
1.
EOC Section Chiefs review Plan and
Guidelines and check readiness of staff
and resources.
Staffed as situation
warrants and liaison
to other agencies
Primary EOC
personnel will be
available and checkin regularly
1.
2.
Briefings to Superintendent and Board
EOC begins full operation
As determined by
the Emergency
Manager
EOC essential and
necessary staff
Key department
heads
Required support
staff
1.
As situation warrants
2.
3.
3
(Red)
EOC Duties
4.
5.
6.
7.
8.
9.
1.
2.
3.
4.
Continuous monitoring of event
Check & update all resource lists
Distribute status and analysis to EOC
personnel
Receive briefing from field personnel
as necessary
1.
1.
2.
3.
4.
Continuous monitoring of event
Initiate EOC start-up checklist
Facilitate field personnel
Provide status updates to EOC
personnel
2.
1.
1.
2.
Brief arriving staff on current situation
Facilitate EOC staff
2.
3.
4.
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
EOC Activation Checklist
 EOC Activation is ordered by the Emergency Manager or the Superintendent and will call the
Section Chiefs.
 Upon, activation, personnel assigned to positions on the EOC Team report to the EOC location
and check in with Section Chiefs.
 Conduct EOC function and incident/situation briefing.
 Issue seat and confirm shift assignments.
 Obtain identification vest and credentials.
 Begin activity logs.
 Determine staffing needs and acquire additional support as needed.
 Check communications equipment (telephones, fax machines, radios). Assistance available from
the Communications Team.
 Locate and lay out necessary supplies and materials.
 Review and start working off Position Checklist.
EOC Closeout Checklist
 Notify appropriate agencies and individual sites that EOC is being closed.
 Collect data, logs, situation reports, message forms, and other significant documentation. Place in
a secure file box. Mark the outside with the date and any state or federal numbers associated with
the response.
 Deliver the information to the Administration & Finance Section Chief.
 Fold and repack re-usable maps, charts, materials.
 Collect and box all office supplies and unused forms.
 Make a list of all supplies that need replacement and forward to the Logistics Section Chief.
 Return vest and identification credentials.
 Log out.
 Leave work area in good order.
ADDENDUM 2 - PAGE 1
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Positions Stationed in Emergency Operations Center

Public Information / Liaison Officer

Safety Officer

Emergency Manager

Operations Section Chief

Communications Team

Logistics Section Chief

Planning & Intelligence Section Chief

Technology Team

Administration & Finance Section Chief

Human Resources Team

Documentation Team
EOC Equipment and Supplies Checklist
Equipment and supplies should be sufficient for prolonged operation of the fully staffed EOC. The
following is a recommended supply list:

















Communications equipment
Furniture - desks/tables and chairs for all positions, conference tables and chairs
Computers and printers
EOC forms and logs
Copier & copy paper
Supplies and office equipment (pens, pencils, staplers/staples, note paper)
Emergency generator
Kitchen equipment and supplies
Flashlights/emergency lighting
Uninterruptible Power Supply (UPS) for computers
TV, VCR, AM/FM Radio
Displays, maps, charts, white boards
Administrative
First Aid and Sanitary Supplies
Blankets and other items for a sleeping area
Janitorial Supplies
Food supply
ADDENDUM 2 - PAGE 2
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Message Form
School District
EOC Message Form
Date
Priority (Circle one)
EMERGENCY
(Life Threatened)
Time
TO
TName
URGENT
(Property Threatened)
FROM
Name
Title
Title
Location
Location
Check One
Take Action
ROUTINE
(All Others)
For Information
Other
Message:
Disposition:
Action Taken By:
(Name)
Time Action Taken:
Method Sent
Status
____
____
____
____
____
____
Radio Dispatch
Dispatch
Cell phone
FAX
Courier
Other_____________
ADDENDUM 2 - PAGE 3
Date_______Time______Initial______
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Activity Log
School District
EMERGENCY OPERATIONS CENTER STAFF
ACTIVITY LOG1
Date
Time
To
From
Incident
Comments
x
i
x
1
The activity log records what you actually did whereas the checklist on the reverse lists the actions you should perform.
ADDENDUM 2 - PAGE 4
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
General Log
Date of this page:________________ Page # _____ of _____
PLEASE TAKE TIME TO RECORD INFORMATION - IT IS A LEGAL DOCUMENT
Time
Person Reporting
Information/Message/Action
ADDENDUM 2 - PAGE 5
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Emergency Resources Summary
School District
Emergency Resources Summary
Date:
Incident:
Resources Ordered
Resource Identification
Page ____ of ____
ETA
ADDENDUM 2 - PAGE 6
Time On
Scene
Location/Assignment
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Planning & Strategy Worksheet
School District
Planning & Strategy Worksheet
Date:
Incident:
Goal (Objective)
Page ____ of ____
Plans
ADDENDUM 2 - PAGE 7
Tactics
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Emergency Manager
Responsibilities
From the EOC, constantly assesses the situation. Knows what resources are available. Determines
strategy for implementing the plan to handle the incident. Monitors how well (or poorly) the plan is
working. Adjusts the plan to meet the realities of the situation. Makes sure that the response is being
fully documented - for legal financial reasons. Coordinates all response activities through the section
chiefs. Keeps the Superintendent informed of the progress and strategies being implemented during
the response.
If appropriate to the situation, and no other person is available, acts as Safety Officer to make sure that
the safety of students, staff and others on the site is the highest priority. The positions of information
officer and liaison can also be performed by the Emergency Manager when designated persons are not
available.
Maintains and coordinates the operation of the Emergency Communications System. Establishes
radio contact with all district facilities. Manages site and hazard surveys, recommending changes
where resources cannot accomplish needed changes.
Continuity and efficiency require that the Emergency Manager be in the EOC
throughout the response and use a "hands-off" approach to managing response
activities.
Start-Up Actions
 Assess type and scope of emergency.
 Determine threat to human life and structures.
 Implement emergency/disaster plan and hazard specific procedures
 Meet with Section Chiefs to develop and communicate an incident action plan with
objectives and a time frame to meet those objectives
 Activate functions (assign positions) as needed.
ADDENDUM 2 - PAGE 8
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Operational Duties
Continue to monitor and assess total district situation:
 Maintain site maps for progress and damage assessment information
 Hold planning and strategy meetings with Section Chiefs as necessary
 Reassign personnel as needed
 Report to Superintendent and apprise of situation
 Develop & Communicate revised incident action plans as needed
 Recommend student release to Superintendent when appropriate.
 Authorize release of information through the PIO.
 Use your back up plan and take regular breaks
 Plan regular breaks for all staff and volunteers.
 Release staff and positions as appropriate.
 Remain at and in charge of the EOC.
Closing Down
 Authorize deactivation of sections, branches, or teams when they are no longer required.
 At the direction of the Superintendent of Schools, deactivate the entire emergency response.
 Ensure that any open actions not yet completed are taken care of after deactivation.
 Ensure the return of all equipment and reusable supplies to Logistics.
 Compile information for final report to Superintendent.
 Close out all logs. Ensure that all logs, reports, and other relevant documents are completed and
provided to the Administration & Finance Section Chief.
 Proclaim termination of the emergency and proceed with recovery operations as necessary.
ADDENDUM 2 - PAGE 9
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Safety Officer
Responsibilities
The Safety Officer ensures that all activities are conducted in as safe a manner as possible under the
circumstances.
Start-Up Actions
 Check in with Emergency Manager for situation briefing.
 Obtain necessary equipment and supplies from Logistics.
 Put on position identifier, such as vest, if available.
 Open and maintain an activity log. Maintain all required records and documentation to support the
history of the emergency or disaster. Document:

Messages received

Action taken

Decision justification and documentation

Requests filled
Operational Duties
 Monitor emergency response activities for safety.
 Identify and mitigate safety hazards and situations
 Stop or modify all unsafe operations.
 Think ahead and anticipate situations and problems before they occur.
 Anticipate situation changes, such as severe aftershocks etc. in all planning
 Keep the Emergency Manager and Superintendent advised of your status and activity and of any
problem areas that need or will require solutions.
ADDENDUM 2 - PAGE 10
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Closing Down
 When authorized by the Emergency Manager, deactivate the unit and close out all logs.
 Provide logs and other relevant documents to the Administration & Finances Section Chief
 Return Equipment and reusable supplies to Logistics.
Equipment/Supplies
 Vest or positions identifier
 Clipboard, paper, pens
 Telephone
ADDENDUM 2 - PAGE 11
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Public Information / Liaison Officer
Public Information Responsibilities
The Public has the right and need to know important information related to emergencies/disasters at
any District facilities as soon as it is available.
The Public Information Officer acts as the official spokesperson for the District and the Superintendent
in an emergency situation.
When the district PIO is activated, he/she will be the official spokesperson. A school site-based PIO
should only be used if the media is on campus and the district PIO is not available or forthcoming.
News media can play an essential role assisting the District in getting emergency/disaster related
information to the public (parents).
Information released must be consistent, accurate, and timely.
Start-Up Actions
 Determine a possible “news center” site as a media reception area (located away from the EOC
and other staff). Get approval from Emergency Manager.
 Identify yourself as the “PIO" (vest, visor, sign, etc.)
 Consult with Superintendent and Emergency Manager to coordinate information release.
 Assess situation and obtain statement from Superintendent. Tape-record if possible.
 Advise arriving media that the District is preparing a press release & approximate time of its issue.
 Open and maintain a general log of your actions and all communications.
Operational Duties
 Keep up to date on the situation
 If possible, tape media briefings.
 Keep all documentation to support the history of the event.
 Statements must be approved by the Superintendent and Emergency Manager and should reflect:

Reassurance—“Everything is going to be OK”
ADDENDUM 2 - PAGE 12
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016

Incident or disaster cause and time of origin.

Size & Scope of the incident

Current situation—Condition of sites, evacuation progress, care being given, injuries,
student release locations, etc.
Do not release any names.

Resources in use.

Best routes to schools if known and appropriate.

Any information the Superintendent wishes to be released to the public.
 Read statements if possible.
 When answering questions, be complete & truthful, always considering confidentiality & emotional
impact.
 Avoid speculation, talking “off the record”, arguing.
 Avoid use of the phase “No Comment”.
 Remind school sites to refer all questions from media or waiting parents to the PIO.
 Update information periodically with Superintendent and Emergency Manager.
 Ensure announcements & other information is translated into other languages as needed.
 Monitor news broadcasts about incident. Correct any misinformation heard.
ADDENDUM 2 - PAGE 13
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Closing Down
 At the Emergency Manager's direction, release PIO staff when no longer needed. Direct staff
members to sign out through timekeeping.
 Return equipment and reusable supplies to Logistics.
 Close out all logs. Provide logs and other relevant documents to the Administration & Finance
Section Chief.
Equipment/Supplies
 ID vest
 Battery operated AM/FM radio
 Paper/pencils/marking pens
 Scotch tape/masking tape
 Scissors
 School site map(s) and area maps
 Periodically prepared 8 ½ X 11 handouts
Forms
 Disaster Public Information Release Work Sheet
 School Profiles
ADDENDUM 2 - PAGE 14
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Public Information Release Worksheet
News Story Writing (for printed media)
Disasters are HARD NEWS. That is, a story which has a strong sense of immediacy. Hard news is
based on a timely event that just happened or is going to happen. Hard news informs more that it
entertains and is significant and interesting to the reader. Hard news usually contains many elements
of mass appeal: Immediacy, proximity, prominence, consequences, conflict, suspense, emotion, and
progress.
LEAD
BRIDGE
BODY
Opinions, editorial comment and unverified data are not included in HARD NEWS stories. HARD
NEWS must be as objective as possible.
SUMMARY LEAD
The Summary Lead is the conclusion or summary of an event given at the beginning of the story. It
should answer or imply as many of the key questions - who, what, where, why, how? - in 30 words or
less.
BRIDGE
After writing the summary lead, look over the facts and decide what items will be in the bridge.
A bridge paragraph is a means of transition from the summary information of the lead to the detailed
information of the body - a lead-to-body link. It is the second part of a straight news story and is
normally one or two paragraphs.
ADDENDUM 2 - PAGE 15
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
The bridge can serve one or more of five major functions depending upon the summary lead written
for the story.
One of the functions of the bridge is to explain other Ws or H not included in the lead.
Another function of the bridge is to give attribution to those leads which demand it. Attribution gives
the source (who said it) or authority (directives, regulations, sources, etc.)
A third function of the bridge is to provide complete identification after an Impersonal who lead.
Complete identification means full name, age, title or occupation and address if available.
A fourth function of the bridge is to give the reader a recap or tie-back to an earlier story on the same
subject. The writer must never assume that readers have read the first version of the story.
Therefore, a tie-back is necessary to put the reader in a proper perspective.
The fifth function of he bridge is to bring out additional information which is not a lead element, but
complements the lead.
BODY
After writing the summary lead and a bridge transition, you're ready to write the body of the news
story.
A function of the body is to expand on the summary information given in the lead. Where the lead
tells the story in a "nutshell", the body "fleshes out" the facts of the lead with interesting and significant
details.
Recalling that a straight story is written in an inverted pyramid format, an editor may have to cut
paragraphs from the bottom. For this reason, and the fact that newspaper readers have many
demands on their time and wants news quickly, the body of the story is written with facts in
diminishing order of importance. Essentially, the body retells in detail and in descending order of
importance the summary facts given in the lead.
Paragraphs in a news story are short, usually 2-3 sentences. Limiting paragraph length reduces the
formidable appearance of having to read long, gray columns of type.
ADDENDUM 2 - PAGE 16
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Broadcast News Writing
Broadcast writing is highly personal, far different from writing for the print media. Broadcast copy is
written and designed for the ear. It's personal and has a sense of immediacy. The listener gets
involved.
There are 6 basic rules in writing broadcast copy. The copy must be CLEAR...
CONCISE... CONVERSATIONAL... COMPLETE... CURRENT... and most of all
CORRECT.
1. Clear copy is written in a simple way which is easy to understand the first time it is
heard. It is developed in a logical way and flows smoothly.
2. You have concise copy when all unnecessary words have been trimmed away
and only those words essential to conveying your thoughts remain.
3. Your story must sound conversational. A good broadcast writer "listens" to the
story as it is written. When finished, it should be read aloud to make sure it
sounds conversational. Make sure there are no difficult to pronounce works or
combinations of words that are awkward to the ear. Rid your copy of words that
might be unfamiliar to listeners.
4. To be complete the broadcast story must include at least four of print journalism's
5 Ws. You obviously will state WHAT happened, and normally in y our lead
sentence. Then to WHOM it happened, WHEN it happened, and WHERE it
happened. WHY and HOW generally aren't critical, and often the information is
not immediately available. For completeness, however, some stories will require
the presence of such information.
5. If your story isn't current, you don't have "hard" news. News of a perishable
nature is usually hard news. If you have a story of immediate news value, you'll
want to expedite its completion and delivery to the media.
6. Finally, IS YOUR COPY CORRECT IN ALL RESPECTS? The answer to this
question MUST be YES! Check and double-check your facts.
ADDENDUM 2 - PAGE 17
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Disaster Broadcast News Release
Writer's Name/Phone
Page _________ of __________
Date/Time of Release:
LEAD:
Copy Length:
Type of Release
NEWSCASTER (write in all caps):
Cross out the page closure that is not correct
# # # (END)
MORE
ADDENDUM 2 - PAGE 18
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Responding to Citizens
BE TOLERANT
Recognize that this population is pretty unstable at this point
because of physical dislocation, loss of property, devastation
of their neighborhoods and general emotional trauma. This
is a major loss and people have to go through a process in
dealing with it. Oftentimes, the anger and the outrage are
the only ways they can deal with the tragedy. Expecting that
people will listen to reason is unrealistic. Don't expect to be
able to persuade them. Many of them are holding onto
anything they have. Their involvement and membership in
neighborhood associations, for example, may be the only
"home" they have and the only place they have to channel
their energies, anger, etc. They will probably be firmly
ensconced in their positions and not easily persuaded
otherwise. Trying to expand their understanding of what's
going on may not be well received.
BE SENSITIVE
Convey that you are listening, that you care about their
concerns, their situation; that the District cares about their
situation.
Understand and acknowledge the enormity, the magnitude
of their loss. If you cannot empathize, at least have respect
for their situation.
BE CALM
Try to step back from any emotions that get stirred up for you
if they are going to get in the way of your ability to listen and
to hear. Slow your own emotional processes down. Do not
display your anger. But it's okay to acknowledge frustration
in wanting to be helpful in an incredibly difficult situation.
BE APPRECIATIVE
Convey that you/we/the District are trying very hard to
manage through a monumental task and to be responsive to
people.
Convey you/we are glad they called/came in/came to the
meeting. Do they have any suggestions that would help us
work better with them?
ADDENDUM 2 - PAGE 19
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
BE
UNDERSTANDING
Try to understand what the other person may be
experiencing by tapping into what you've experienced
similarly -- i.e., what it feels like to be devastated by major
loss. You don't need to say, "I know just how you feel..." that
diminishes and minimizes the other person's experience.
But it is important to make (for yourself) a connection to your
own experience if it's related.
ACCEPT
RESPONSIBILITY
Don't point fingers of blame or pass the buck to others, other
departments, or the head of government. Acknowledge and
accept responsibility to try to resolve an issue or make an
appropriate referral. Acknowledge that we know some
things may have slipped through the cracks. Convey to
them that we genuinely want to know if there are things we
can do to be more responsive and helpful.
TAKE CARE OF
YOURSELF
You will need all your resources, stamina, energy, emotional
center. Pay attention to your own needs.
LEARN FROM THIS
EXPERIENCE
To the extent you can, take notes about what you observe.
It will be very helpful when we debrief to have your
comments about situations and issues that needed to be
handled more effectively.
ACKNOWLEDGE
OTHERS
Be supportive of your co-workers who may need assistance
or just a "listening ear". Maintain perspective about the
crisis. It's okay also to find humor and laughter in the midst
of confusion and chaos. Take the work seriously but don't
take yourself too seriously.
ADDENDUM 2 - PAGE 20
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Emergency Information System
 Provide reporters with enough confirmed information to avoid rumor reporting that
can instill fear and panic.
 Free up administrators from media demands so they can make crucial decisions.
 Provide the public with one contact base for all District information.
 Answer media calls and requests on special hotlines.
 PIOs can act as spokespeople to reporters who stake out offices where decisions
are being made.
 Write news releases, advisories, and statements.
 Publish a "Need Help?" hotline phone book for the public and media.
 Take calls from the public and refer them to those that can provide help.
 Write and execute emergency broadcast releases.
 Provide background information to reporters (gathered and compiled prior to
crises).
 Provide rumor and damage control.
ADDENDUM 2 - PAGE 21
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Operations Section Chief
Responsibilities
Maintenance Director - Oversees all emergency response jobs. Reports to the Emergency Manager.
Coordinates the activities of the Service Center (Field Operations Center). Evaluates and acts on
operational information.

Communications Team

First Aid Team

Facilities Team
Start-Up Actions
 Check in with Emergency Manager for situation briefing
 Obtain necessary equipment and supplies from Logistics
 Put on position identifier, such as vest, if available
 Help set up Communications Team and review communications plan
Operational Duties
 Assume the duties of all operations teams until staff is available and assigned
 As staff is assigned, brief them on the situation and supervise their activities,
 If additional supplies or staff are needed for the Operations section, notify Logistics. When
additional staff arrives, brief them on the situation, and assign them as needed
 Coordinate Communications at the EOC
 Deploy First Aid Team as appropriate
 Compile site status reports as they are received through the Facilities Team and pass to
Emergency Manager
 Evaluate and act on operational information
 Document all activity
 Inform the Operations staff of tasks and priorities as determined by the disaster
ADDENDUM 2 - PAGE 22
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
 Make sure the Operations staff are following standard procedures and documenting their
activities
 Schedule breaks and reassign Operations staff within the section as needed
Closing Down
 At the Emergency Manager's Direction, release Operations staff no longer needed. Direct staff
members to sign out through Timekeeping (Admin/Finance)
 Return equipment and reusable supplies to Logistics.
 When authorized by Emergency Manager, deactivate the section and close out all logs.
 Provide logs and other relevant documents to the Incident Commander/or appointed
Administration & Finance Section Chief
Equipment/Supplies
 Vest or position identifier
 Resource listings
 Telephones
 Computer Workstation
 Paper, Pens
 Site maps and large area maps.
Forms
 General Logs
 Activity Logs
 Message Forms
 Resources Summary Form
 Planning & Strategy Worksheets
 District Damage Summary
ADDENDUM 2 - PAGE 23
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
District Damage Summary
Facility
Identification
Damage ()
Structural
Nonstructural
Comments
or Concerns
ADDENDUM 2 - PAGE 24
Rating
Code
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Rating
Code
Cond.
Code
Explanation
DO NOT OCCUPY.
Tag DANGEROUS.
Prevent Access
Building or any story is
leaning significantly
DO NOT OCCUPY.
Tag DANGEROUS.
Prevent Access
3
Obvious severe
damage to primary
structure members,
severe leaning of walls
or other signs of severe
distress present.
DO NOT OCCUPY.
Tag DANGEROUS.
Prevent Access
4
Large cracks in ground,
massive ground
movement, or slope
displacement present
that are under, or near,
the building and are a
hazard to the building.
DO NOT OCCUPY.
Tag DANGEROUS.
Prevent Access
5
Obvious parapet,
chimney, or other falling
hazard present.
Barricade to prevent
access to the area.
Rescuers may enter
Other hazard present
(toxic spill, chemical
spill, asbestos
contamination, broken
gas line, fallen power
lines
Barricade to prevent
access to the area.
Once made as safe as
possible, and with
proper safety
equipment, rescuers
may enter
7
Air duct terminals,
ductwork, light fixtures,
lenses and fluorescent
bulbs fallen or
dislodges. Suspended
ceiling system grid
members fallen or
dislodges. Broken
windows. Overhead
mechanical equipment
supports or bracing
dislodges.
Barricade to prevent
access to area.
Rescuers may enter
with proper safety
equipment.
Barricade to prevent
access to area.
Rescuers may enter
8
Although no damage is
yet apparent, areas
with overhead elements
similar to those
indicated in condition 7
may also fall in an
earthquake aftershock;
therefore, they are
potentially hazardous.
1
Sites showing severe structural damage to any building
or severe ground movement (Condition Codes 1-4)
H2
Sites showing any structural or non-structural damage
that students and staff intend to re-occupy in 24 - 48
hours
MODERATE PRIORITY
M1
Sites showing any structural damage to any building or
that have overhead hazards (Condition Codes 5-8)
2
Sites showing any non-structural or structural damage
that students & staff intend to occupy in 24 - 48 hours
6
M2
LOW PRIORITY
Sites showing structural damage or non-structural
damage that students & staff intend to occupy in 72
hours or more
L
R
NR
Action
Building has collapsed,
partially collapsed, or
moved off it's
foundation
HIGH PRIORITY
H1
Conditions
Sites showing no or very minor damage
Sites where no report has been made
ADDENDUM 2 - PAGE 25
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Logistics Section Chief
Responsibilities
Purchasing Clerk - In charge of ensuring the provision of resources for the response effort, including
procurement, delivery, and deployment of resources. Ensures that all emergency expenses are
tracked, by site, and that complete and accurate records are kept using the accounting system
specified by the Finance & Administration Section.
Teams under the Logistics Section are:

Physical Resources Team
Start-Up Actions
 Check in with Emergency Manager for situation briefing
 Coordinate distribution of supplies and equipment
 Put on position identifier, such as vest, if available
 Ensure that other facilities are set up as needed
Operational Duties
 Assume the duties of all Logistics teams until staff is available and assigned
 As (or if) staff is assigned, brief them on the situation and supervise their activities.
 Coordinate supplies, equipment, and personnel needs with the Emergency Manager and other
Section Chiefs
 Open and maintain a ledger accounting for all disaster-related procurements and expenditures at
the District and at the Sites
 Track disaster-related usage of all District resources
 Document all activity
Closing Down
 At the Emergency Manager's direction, deactivate the section and close out all logs
ADDENDUM 2 - PAGE 26
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
 Verify that closing tasks of all Logistics positions are accomplished. Secure all equipment and
supplies
 Compile all accounting information and turn in to Administration & Finance Section Chief
 Turn in all logs to Administration & Finance Section Chief
Equipment/Supplies
 Telephones
 Computer Workstation
 Paper, pens
 Accounting Materials
 Resource Listings
Forms
 Maintain a supply of all forms and logs for all other sections
 District Emergency Supply Inventory
 General Logs
 Message forms
 Activity Logs
 Resources Summary Form
 Planning & Strategy Worksheets
 District Damage Summary
ADDENDUM 2 - PAGE 27
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
District Emergency Supply Inventory
ITEM
Quantity
Location
ADDENDUM 2 - PAGE 28
Who is Responsible?
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Planning & Intelligence Section Chief
Responsibilities
Education Services Director - Responsible for planning ongoing operations and supervision of the
situation status indicator (status board). Assists in finding facilities for use as school classrooms or
administrative space and for setting up and maintaining EOC facilities. . Prepares the After Action
Report. Manages message flow and runners.
The teams under Planning & Intelligence are:

Student Support Team

Technology Team
Start-Up Actions
 Check with Emergency manager for situation briefing
 Obtain necessary equipment and supplies from Logistics
 Put on position identifier, such as vest, if available
 Set up EOC
 Develop/draft initial action plan
 Set up Situation Status Indicator
 Set up message delivery and accountability system
 Supply Computer Workstations for all Section Chiefs and Management Staff
 Provide printers for workstations and a photo-copier for EOC
Operational Duties
 Assume the duties of all Planning/Intelligence teams until staff is available and assigned
 As (or if) staff is assigned, brief them on the situation and supervise their activities.
 Make periodic updates and changes to Situation Status Indicator
 Hold periodic planning sessions with Section Chiefs and Emergency Manager
 Develop/draft updates to action plans
ADDENDUM 2 - PAGE 29
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
 Manage message flow and tracking
 Maintain EOC area and other spaces occupied by disaster personnel
 Maintain personnel and student data bases
Closing Down
 At the Emergency Manager's direction, deactivate the section and close out all logs
 Verify that closing tasks of all Planning/Intelligence positions are accomplished
 Compile and prepare after-action report and turn into Administration & Finance Section Chief
 Turn all logs in to Administration & Finance Section Chief
 Return equipment and reusable supplies to Logistics
Forms
 General Logs
 Message forms
 Activity Logs
 Planning & Strategy Worksheets
Equipment/Supplies
 Telephone
 Computer Work Station
 Status Board or other visual devices
 Turn chart and pads
 Dry-erase pens
 Paper, pens
 Site maps, large-area maps
ADDENDUM 2 - PAGE 30
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Planning & Strategy Worksheet
School District
Planning & Strategy Worksheet
Date:
Incident:
Goal (Objective)
Page ____ of ____
Plans
ADDENDUM 2 - PAGE 31
Tactics
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Administration & Finance Section Chief
Responsibilities
Business Services Manager - Responsible for the supervision of Accounting and OES/FEMA
documentation and all financial aspects of the response as well as all documentation and oversight of
the process for the disaster assistance application during recovery.
The teams under this section is:

Human Resources Team

Documentation Team
Start-Up Actions
 Check in with Emergency Manager for situation briefing
 Put on position identifier, such as vest, if available
 Locate and set up work space
 Set up folders/file to collect records and information which will come in relating to personnel time
keeping and/or purchasing and all other documentation
Operational Duties
 Assume the duties of all Administration & Finance teams until staff is available and assigned
 As (or if) staff is assigned, brief them on the situation and supervise their activities.
 Maintain and provide information regarding status and availability of on and off-duty personnel
 Coordinate staff recall needs
 Arrange recruitment and orientation of temporary employees
 Register and assign volunteer workers and technical experts and specialists
 Initiate and maintain records
 Track injured and displaced personnel
 Document all activity
ADDENDUM 2 - PAGE 32
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Closing Down
 At the Emergency Manager's direction, deactivate the section and close out all logs
 Verify that closing tasks of all Finance/Administrative positions is accomplished. Collect and
secure all documents and records
 Compile logs from all other Sections
 Prepare after-action documentation
Equipment/Supplies
 Job description clipboard
 Computer Workstations
 Pencils/Pens
 File Boxes
Forms
 General Logs
 Message forms
 Activity Logs
 Planning & Strategy Worksheets
 Labor Record Form
 Force Account Equipment Record Form
 Force Account Summary Record Form
 Rented Equipment Record
ADDENDUM 2 - PAGE 33
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
ADDENDUM 2 - PAGE 34
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Accounting for Disaster Recovery Work
Work can be accomplished by contract or by force account, or somtimes by a
combination of the two.
Force Account Work
Definition:
Force account work is work accomplished by the District's own people, using District equipment or
equipment leased by the District, and using materials the District has taken from stock or has
purchased. Force account work should be documented on forms similar to those attached.
Contract Work
Definition:
Contract work is work completed by contractors hired to repair or assist in repairing damages caused
by the disaster.
ADDENDUM 2 - PAGE 35
SCHOOL DISTRICT
DISASTER INCIDENT TIME/RECORD SHEET
NDAA:________; FEMA-_______-DR-CA
Date of Disaster: _________________________
Employee Name:
Regular Work Schedule:
Title/Position:
Classification:
Department:
Function Performed during
Disaster Incident
 Full-time
 Part-time
Days & Time Worked
Date
Worked
Location Where
Work was
Performed,
i.e. address or site
name
Regular Hours Worked, i.e.
8:00 am -11:00am
From
To
Overtime Hours
Worked
Gross Pay per Hour
Regular
O.T.
Mileage
(Odometer Reading)
Beginning
Ending
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Equipment Used
District Owned
Type of Equipment/ Vehicle
Y or N
If District
Equipment: List
Serial Number
Rented
Equipment
Rented From &
Invoice #
Materials Used
Check One
Invoice #
From Stock
Vendor
Description
Qty.
Unit Price
Total
Price
Date
Purchased
Date & Hours Used
Check #
Date Used
Description of work performed, e.g., removed 400 sq. ft. of water damaged wall, removed sheet rock and replaced with same and painted with 2
gallons of paint. (Attach additional pages if needed to explain work performed at each site.)
____________________________________________________________________________________________________
ADDENDUM 2 - PAGE 1
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
Disaster Recovery Documentation Package
This checklist is designed to help keep track of response plan, damage,
and financial details during the entire recovery phase. Documentation
must begin as soon as the disaster occurs.
Do not wait for the Damage Survey Report (DSR) to be written and approved before
starting the documentation process.
Documentation package includes:
Dates and times
 Incident beginning
 When each responder was notified and on scene
 Of all news releases and Emergency Alert System messages
 Of each injury, loss of life, and loss of property
 Of mitigation actions and recommendations
 Of personnel-hours expended and disaster-related expenses
Time and description of each response action
Date, time, and response action for each request for assistance.
Audio and video tapes and pictures of disasters
Dates, times and transcripts for all news briefings
Damage data and subsequent spreadsheets
Damage survey efforts
Personnel rosters
Situation reports
Event logs
Photographs
Invoices
Daily activity reports
Materials from stock
Rental and lease agreements
Contract documents
Insurance information
Approved Damage Survey Reports (DSRs)
ADDENDUM 2 - PAGE 1
SCHOOL DISTRICT EMERGENCY PLAN
ADDENDUM 2 Disaster Response Checklists – REVISED 2/12/2016
ACCOUNTING FOR PROJECT COSTS

Separate disaster-related activities from normal
activities.

Do not co-mingle disasters

Designate a person to coordinate accumulation of
records.

Capture specific accounting by DSR and site.

Capture Force Account labor hours, rates, work
locations, and description of work performed.

Capture Force Account equipment hours, rates, and
locations.

Capture rented equipment cost and location.

Capture Force Account material used from storage, its
costs, location, and project.

Capture equipment damaged or destroyed by inventory
number, location, and costs to repair or replace.

Capture vendor services or materials acquired under
purchase orders or contracts.

Capture contracted construction services and costs by
site.

Capture insurance settlements and other credits
(salvage, rebates, etc.) reported by project.

Capture technical consultant service costs and specific
purposes of work performed.

Document and describe nonproductive labor costs (sick
leave, vacation, etc.).

Document and describe fringe benefit rates.
DOCUMENTING PROJECT COSTS

Prepare detailed discussion of the damage and what
was done or needs to be done at the site.

Take photographs of the site before work begins, during,
and after completed.

List damaged and destroyed equipment.

Prepare Force Account labor summaries backed up by
detail labor runs and time sheets.

Keep equipment usage records.

Log vendor purchase orders, invoices, and payments.
Keep copies.

Prepare materials usage records.

Record contracts, invoices, and payments by
contractors.

Prepare explanation of how contract was executed and
the procurement method used.

Prepare explanation if price was not competitively
determined.

Document authorizations to perform work by department
head, legislative authority, or executive authority.



File correspondence with grantee and/or FEMA.

Document insurance information, settlements, and
appeals information.
File copies of police, fire, and medical dispatch logs.
File final inspection reports.
ADDENDUM 2 - PAGE 2