Stanford University
Satellite Operations
Centers
Exercise Orientation
February 5, 2009
At the end of the exercise, bring the following documents to
Regina Phelps (exercise facilitator):
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Key learnings and observations. (If not hand-written, these may be
sent electronically.)
Copies of all SOC-to-EOC reports sent during the exercise.
Debriefing notes (“what worked,” “what needs improvement”).
See the rest of this document for further explanation.
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SOC Orientation Checklist
Table of Contents
BEFORE THE EXERCISE DATE .............................................................................................................................3
GETTING READY ........................................................................................................................................................3
SETTING UP THE SOC ................................................................................................................................................3
EXERCISE DAY ..........................................................................................................................................................4
AT THE START OF THE EXERCISE (8:00 AM) ..............................................................................................................4
DURING THE EXERCISE (8:25 AM – 11:00 AM) .........................................................................................................4
Phone calls ...........................................................................................................................................................4
Injects ...................................................................................................................................................................4
SOC Facilitator Questions ...................................................................................................................................4
SOC report ...........................................................................................................................................................5
SOC Debrief .........................................................................................................................................................5
AT THE END OF THE EXERCISE ...................................................................................................................................5
EXERCISE AGENDA ....................................................................................................................................................6
EXERCISE COMMUNICATION ......................................................................................................................................6
PARTICIPATING SATELLITE OPERATIONS CENTERS (SOCS) .......................................................................................7
QUESTIONS? ..............................................................................................................................................................7
SATELLITE OPERATIONS CENTER MESSAGE FORM ...................................................................................8
SATELLITE OPERATIONS CENTER SHIFT LOG ...............................................................................................9
SOC-TO-EOC EMERGENCY REPORT TEMPLATE .........................................................................................10
DEBRIEFING FORM ................................................................................................................................................11
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Before the exercise date
Getting Ready
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Revise your own SOC plan.
All SOC coordinators attend orientation session on February 2, from 1:00 to 3:00 PM at Fac
Ops, 340 Bonair Siding.
Order any equipment/tools that will be needed the day of the exercise, such as flip charts,
markers, tape, etc.
Orient your SOC staff to your SOC protocols, make assignments for key activities such as
answering phones, scribing, etc.
Review exercise plan in detail.
Setting up the SOC
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Ensure flip chart, markers, tape are available.
Verify SOC emergency plans are in room.
Verify that phone in room works.
Locate the fax machine; verify it works.
Locate/get a laptop to be able to check for emails sent to your SOC email box; verify that it
works.
Make a “parking lot” sheet (use flip chart paper). Use it to capture all key issues identified
during the exercise that will need follow-up afterwards.
Identify if someone in the SOC can act as your scribe. This will be especially helpful during
the facilitated questions section.
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Exercise Day
Please arrive a bit early to make sure all is good with the world.
At the start of the exercise (8:00 AM)
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All SOCs participate in the exercise kick-off introduction via conference call (8:05 AM – 8:25
AM).
o 877-208-9784 (Entry code 184751)
During the exercise (8:25 AM – 11:00 AM)
Phone calls
 The SOC team will receive phone calls from the exercise Simulation Team describing the
situation, events, or other issues. To track communications, please do the following with
calls that are received:
o You may wish to record the information using “Message Form,” page 8. (Make
copies as needed).
o Log calls/issues, place them on status boards, and track progress on the “Shift Log”
form, page 9.
o Send a summary of important information to the Stanford EOC using the
“Emergency Report Template,” page 10.
 Provide copies of all SOC-to-EOC reports to Regina at the end of the
exercise.
Injects
 React to the exercise injects that come your way. They will come via the Simulation Team,
the Field Response Team, other active SOCs, or the Stanford EOC.
o Enter building status into WebEOC.
o Capture any key learnings and record observations. (This may be done electronically or
hand-written on paper or flip charts.)
 You may find it useful to assign a scribe to capture these.
 Provide these notes to Regina at the end of the exercise.
SOC Facilitator Questions
If there is space/time in the exercise (in-between calls, report generation, etc.) you might find it
helpful to conduct a facilitated discussion using the following questions. If you do elect to use
these questions, you might want to ask a scribe to record the findings. Save and give to
Regina Phelps at the end of the exercise.
1. Document answers to the questions below on a flip chart or pad of paper if possible.
a. After this earthquake, would you still be here? Or would you have attempted to go
home?
 This question asks for an honest answer from participants. There is no right
or wrong answer. An honest response helps level-set for the team and helps
to plan for how many people would be available to help.
b. What should the SOC be doing in the first few hours after the quake?
 Is this documented in any plan? If so, are they using it?
c. What are the most likely problems that will occur in the buildings that the SOC is
responsible for?
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d. How would the SOC communicate with key stakeholders (staff, students, faculty,
parents, Stanford EOC) in light of the communications problems/damage?
e. How long will your SOC operate? Would you exceed 12+ hours?
 If so, you will need to develop a staffing chart noting who will staff the SOC
now and who will come in to relieve those currently working.
f. What type of help do you need from the Stanford EOC?
 Think of logistics (food, housing, water), support for your mission-critical work
(diesel fuel, dry ice, gloves) or other types of support. Make a list of what you
need from the EOC.
g. If you have buildings with elevators, if someone is stuck in elevator, what should you
do?
h. Where does staff live? How many would stay after the quake? (Consider that those with
families, kids in school, and young children are likely to leave as soon as possible.) How
soon would they likely come back to Stanford?
 Ask all staff members and note responses.
i. How prepared is your entire staff to deal with an earthquake at home? How about the
SOC team assembled there. Are they ready?
j. What are your biggest fears about an earthquake at Stanford? What leaves you
sleepless at night thinking “if that happened we’d be in real trouble”?
k. What does Stanford need to do to get ready?
l. Are your plans adequate for the earthquake threat?
SOC report
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Use the SOC fax report form (page 10) to send the report of your SOC status to the
Stanford EOC no later than 10:00 AM. This can be sent by fax (617-7912) or sent via email
to emergency@lists.stanford.edu.
SOC Debrief
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About 10:40 AM (approximately 20 minutes before the scheduled end of the exercise), as
things begin to slow down, please conduct a debriefing session with your SOC team. You
only need to ask three general questions. Capture the following (electronically or handwritten):
a. What worked in your SOC? What worked when working with other SOCs or the EOC?
b. What needs improvement?
Use “Debriefing Form,” page 11.
Provide these notes to Regina at the end of the exercise (if done electronically they
can be emailed to Regina@ems-solutionsinc.com).
At the end of the exercise
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At approximately 11:00 AM, send one SOC representative to the main debrief session.
Deliver the following to Regina:
o Key learnings and observations.
o Copies of the SOC-to-EOC reports.
o The debriefing information (“what worked,” “what needs improvement”).
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Exercise Agenda
Activity
Time
8:00 AM – 8:05 AM
Discussion Leader
Keith Perry
Exercise overview:
 Roles & responsibilities
 IAT process
 Action planning
 SOC communication
Exercise
8:05 AM – 8:25 AM
Regina Phelps
8:25 AM – 11:00 AM
Phelps
Short break
11:00 AM – 11:10 AM
Debrief exercise
11:00 AM – 11:55 AM
Phelps
Next steps
11:55 AM – 12:00 PM
Perry
Welcome
Exercise Communication
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The exercise participants will simulate all communications.
A Simulation Team will act as the “outside world” for this exercise. Problems must be solved
by calling the Simulation Team. This includes any call that you would make to find out
information, order equipment, etc.
You will likely receive calls and additional information throughout the exercise from
numerous entities.
All information in the narrative and provided by the facilitators and Simulation Team is to be
considered valid. However, just like in a real disaster, messages can be jumbled and rumors
started on incorrect information or assumptions. Multiple versions of the same problem may
occur.
There will be communications between the Stanford EOC, the Simulation Team and all of
the participating SOCs. Imagine the communications like a triangle with arrows in all
directions:
If you need to communicate to any group, vendor, individual, etc, use the Simulation Team
communications directory. All calls will be answered with “This is an exercise, May I help
you?” Tell the individual to whom you want to speak; that person will magically turn into the
company/group/person you need.
Messages called into the EOC from the Simulation Team will be prefaced with “This is an
exercise message.”
If you need a fact from a Stanford Department, you may call them directly to answer your
questions.
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A formal exercise directory will be provided, and will include phone numbers for the:
o Simulation Team, who will be creating the outside world for you during the exercise.
o All participating SOCs.
o Stanford Emergency Operations Center (EOC).
Participating Satellite Operations Centers (SOCs)
Alumni Association/Development
Athletics
CFO & Business Affairs
Dean of Research
Environmental Health and Safety
Hoover Institution
Hospital
ITS/AS
Land & Buildings (LBRE)
President’s/Provost’s Office
President’s/Provost’s Office (News Service)
Public Safety
Residential & Dining Enterprises
School of Business
School of Earth Sciences
School of Education
School of Engineering
School of Humanities & Sciences
School of Law
School of Medicine
SLAC
Stanford Campus Residential Leaseholders
Stanford Management Company
Student Affairs (VPSA)
SULAIR (University Librarian’s Office)
Vaden Health Center
Questions?
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Questions regarding the exercise can be directed to Keith Perry or Regina Phelps:
o Keith Perry: kperry@Stanford.edu, 650.725.1409.
o Regina Phelps: Regina@ems-solutionsinc.com, 415.533.1721 (mobile).
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Satellite Operations Center Message Form
Date/Time
Person receiving call
Tracking #
Name of caller and their location:
Contact information (voice, cell, and/or pager):
Message
Message validated No Yes By whom?
Action Taken/Next Steps
Assignment Log/Closing/Re-Opening Information
Event Assigned To
Event Closed: Date, Time, by Whom
Event Re-Opened: Date, Time, by Whom
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Satellite Operations Center Shift Log
Date/Time
Person completing report
INCIDENT SUMMARY:
Total Open: ____
Life Safety
Total Closed: ____
TOTALS
Facilities
Business
CRITICAL <1 Hour
IMPORTANT 1-4 Hours
DELAYED 5-8 Hours
Tracking #
Status
Tracking #
Status
Tracking #
Status
Tracking #
Status
Tracking #
Status
Tracking #
Status
Tracking #
Status
Tracking #
Status
Tracking #
Status
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SOC-to-EOC Emergency Report Template
TO: Stanford Emergency Operations Center (EOC)
Fax# 9/617-7912
# OF PAGES (incl. cover)
Phone# 723-8727 or 9/617-7904
Email emergency@lists.stanford.edu
________
FROM: SOC _________________________________
NAME_________________________________
FAX# ____________
Ph# ____________
------ SOC STATUS REPORT TO EOC -----
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Debriefing Form
Jobs Well Done
Areas for Improvement
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