Spartans Act
Disaster and Emergency Volunteer Program
Subject: Spartans Act Disaster and Emergency Volunteer Program
Procedure: 1-0
Date: September 15, 2015
I.
Purpose
Emergencies and disasters have the potential to create a significant strain on limited
resources and staff at The University of North Carolina at Greensboro (“UNCG” or
“University”). It is recognized that some emergencies and disasters will require additional
staff to fill critical roles beyond those who are currently designated as essential employees.
The goal of this program is to establish a group of trained University employees to serve as
volunteers in various functions following significant emergencies. This will help relieve
the strain on limited staffing and allow primary responders to fulfill mission critical
functions. The establishment and assistance of pre-identified, trained volunteers will allow
the University to respond and recover more effectively by enhancing the level
preparedness at UNCG. This program also allows University employees who do not have a
role during disasters and wish to serve the opportunity to assist.
II.
Authority
The Spartans Act Disaster Volunteer Program (“Spartans Act”) is instituted in accordance
with the University’s Volunteer Policy and Procedures (http://policy.uncg.edu/volunteer/)
and subject to any future revisions. All of the general requirements and limitations of the
University’s Volunteer Policy and Procedures apply to Spartans Acts volunteers, except as
specified in the eligibility section below (see section III.A). Any other conflict between
this document and the University’s Volunteer Policy and Procedures should be construed
against this document.
III. Program Overview
A. Organization
a. The Spartans Act Program and volunteers fall under the general guidance and
supervision of the Office of Emergency Management.
b. During emergency activations, volunteers will work under the direct supervision
of the respective supervisor for their assigned function. The Office of
Emergency Management will retain general supervision of Spartans Act
program volunteers, and will be responsible for managing activations, volunteer
assignments, assisting site supervisors with scheduling and conflict resolution,
as well as pre and post incident briefings.
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B. Eligibility
To be eligible, applicants must:
a. Be at least 18 years of age
b. Be a full-time faculty or staff member
c. Complete the application process outlined in this document
d. Have written approval from their supervisor
e. Not have a pre-assigned/essential role during emergencies (ie: a police officer or
Facilities Operations employee)
f. Be able to fulfill the minimum requirements listed below
C. Requirements
a. Attend all required trainings and exercises
b. Meet the requirements of assigned volunteer job duties (as appropriate)
c. Be willing to serve in different areas as requested
D. Application and Registration Process
Interested applicants should complete a program interest form
(http://emg.uncg.edu/AboutUs/SpartansActForm.php) and submit it to the Office of
Emergency Management. The Office of Emergency Management will then arrange a
time to meet with the applicant. At this time, the program will reviewed in more detail
and the various volunteer opportunities will be discussed. A letter explaining the
program, requirements, and any other pertinent information will then be sent to the
applicant’s supervisor. This letter will contain a consent form, which must be signed by
both the supervisor of the applicant and the applicant. Once the completed form has
been returned to the Office of Emergency Management, the applicant will then be
allowed to begin participation in the program.
E. Meeting
Once a quarter there will be a meeting to discuss any upcoming trainings, events, and
discuss the previous training exercises as needed. This will also be a chance for
everyone to meet any new members who may have joined. This meeting will be held in
place of the monthly training exercise.
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F. Training
Once the application process has been completed, the next step is to complete initial
training. Initial training should be completed prior to a volunteer starting their assigned
volunteer role. Initial training:
• Spartans Act Orientation
• IS 700 – National Incident Management System (NIMS), An Introduction
• Incident Command System (ICS) 100.HE – Introduction to the Incident
Command System for Higher Education
Additional training may be required for each specific volunteer position. Position
specific training will be provided as volunteers are assigned to a position.
Note: For new volunteers that elect to participate during an emergency or disaster, some
training modules may be waived during the respective incident so long as it does not
compromise the health and safety of the volunteer or others. Job specific training and
an appropriate safety orientation will remain mandatory.
G. Activation
As needed, volunteers will be notified by the Office of Emergency Management in the
event of an emergency or disaster based on needs determined at the time of the event.
Volunteers shall not respond or “self-deploy” unless instructed to do so by the Office of
Emergency Management or designee.
Once requested to fulfill a volunteer role during an emergency, the volunteer’s
supervisor must agree to the specific service commitment prior to the volunteer
beginning their volunteer assignment. Before agreeing to serve, the volunteer must
contact their supervisor for permission. This requirement may be waived if noted on the
original consent form at the time of registration and approved by the employee’s
supervisor. Note: Employees may be required by their supervisor to take leave if their
volunteer service overlaps with their regularly scheduled work hours. This will be
determined between the employee and their respective supervisor.
IV. Volunteer Opportunities
Spartans Act volunteer opportunities will generally vary depending on the size, nature, time,
and other factors related to a specific emergency or disaster. Depending on the event, some
volunteer positions may not be required while other opportunities not previously planned for
may arise. The Office of Emergency Management has designated the following Spartan Act
volunteer opportunities as core functions that will likely be engaged in the event of any
emergency or disaster. These core volunteer opportunities include the following:
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• Emergency Call Center Operators:
o Overview: Spartans Act volunteers in this capacity will work in an emergency
call center and answer phone calls from various stakeholders including
faculty, staff, students, family members and the community. Inquiries will
vary depending on the incident, but may include request for information on
what is happening, is campus open or closed, etc. Update information will be
provided to call takers throughout the incident to assist in answering phone
calls.
o Essential Skills: The essential skills and responsibilities for Emergency Call
Center Operators are outlined in the Spartans Act volunteer job description
maintained by the Office of Emergency Management.
o Training: Beyond the required initial training for all Spartan Act volunteers,
specific training will be provided to Emergency Call Center Operators on
emergency call center operations, the equipment that will be used, and how to
handle the various types of phones that may be received.
o These positions will report to the assigned emergency call center director as
designated by the Office of Emergency Management.
• Family Assistance Center (FAC):
o Overview: Spartans Act Volunteers in this capacity will be responsible for
assisting families as they arrive at the FAC. Duties may include helping
families into the facility, collecting information, or answering questions.
o Essential Skills: The essential skills and responsibilities for FAC are outlined
in the Spartans Act volunteer job description maintained by the Office of
Emergency Management.
o Training: Beyond the required initial training for all Spartans Act Volunteers,
specific training will be provided to FAC on family assistance center
operations and how to work with distressed family members.
o These positions will report to the assigned family assistance center director as
designated by the Office of Emergency Management.
• Volunteer Coordination Center Assistants:
o Overview: Spartans Act Volunteers in this capacity will assist in registering
community volunteers. Registration includes gathering information such as
basic contact information, skills and experience. This information will be
used to match volunteers with available volunteer opportunities.
o Essential Skills: The essential skills and responsibilities for Volunteer
Coordination Center Assistants are outlined in the Spartan Act volunteer job
description maintained by the Office of Emergency Management
o Training: Beyond the required initial training for all Spartans Act Volunteers,
specific training will be provided to Volunteer Coordination Center
Assistants on volunteer coordination center operations, how to collect
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information, and the process of matching community volunteers with
available volunteer opportunities.
o These positions will report to the assigned volunteer coordination center
director as designated by the Office of Emergency Management.
• Any other areas as designated by the Office of Emergency Management
Required Training Description:
1. Spartans Act Orientation
○ Overview: This session will introduce participants to the Spartans Act Program.
Topics covered will include an introduction to emergency management, an
overview of the University’s Emergency Operations Plan, relevant policies and
procedures, safety guidelines, roles and responsibilities, and emergency activation
and emergency response procedures.
○ Course Length: 1 hour
○ Course Setting: Classroom
2. IS 700.a - National Incident Management System (NIMS), An Introduction
○ Overview: This course introduces and overviews the National Incident
Management System (NIMS). NIMS provides a consistent nationwide template
to enable all government, private-sector, and nongovernmental organizations to
work together during domestic incidents (FEMA EMI, website below).
○ Course Length: 3 hours
○ Course Setting:
■Online (https://training.fema.gov/EMIWeb/IS/is700a.asp)
○ Other: Course includes a final exam
3. IS 100.HE - Introduction to the Incident Command System, ICS-100, for Higher
Education
○ Overview: ICS 100.HE, Introduction to the Incident Command System for Higher
Education, introduces the Incident Command System (ICS) and provides the
foundation for higher level ICS training. This course describes the history,
features and principles, and organizational structure of ICS. It also explains the
relationship between ICS and the National Incident Management System (NIMS).
This course uses the same objectives and content as other ICS courses with higher
education examples and exercises (FEMA EMI, website below).
○ Course Length: 3 hours
○ Course Setting:
■Online (https://training.fema.gov/EMIWeb/IS/IS100HE.asp)
○ Other: Course includes a final exam
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Optional, Recommended Training:
1. IS 120.a - An Introduction to Exercises
○ Overview: IS 120.a introduces the basics of emergency management exercises. It
also builds a foundation for subsequent exercise courses, which provide the
specifics of the Homeland Security Exercise and Evaluation Program (HSEEP)
and the National Standard Exercise Curriculum (NSEC) (FEMA EMI, website
below).
○ Course Length: 5 Hours
○ Course Setting: Online Only (https://training.fema.gov/EMIWeb/IS/IS120A.asp)
○ Other: Course includes a final exam
2. IS-200.b - ICS for Single Resources and Initial Action Incidents
○ Overview: ICS 200 is designed to enable personnel to operate efficiently during an
incident or event within the Incident Command System (ICS). ICS-200 provides
training on and resources for personnel who are likely to assume a supervisory
position within the ICS (FEMA EMI, website below).
○ Course Length: 3 hours
○ Course Setting:
■Online (https://training.fema.gov/EMIWeb/IS/IS200b.asp)
○ Other: Course includes a final exam
3. IS-230.b - Principles of Emergency Management
○ Overview: The goal of this course is to introduce you to the fundamentals of
emergency management (EM) as an integrated system, and how its resources and
capabilities can be networked together for all hazards.
○ Course Length: 3 hours
○ Course Setting:
■Online (https://training.fema.gov/EMIWeb/IS/is230b.asp)
○ Other: Course includes a final exam
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Training Calendar
Month
September
Name
Spartan Act Program
Review
October
Family Assistance
Center
November Quarterly Meeting
December Severe Weather
January
Quarterly Meeting
Description
Review the new program
information document
and complete any IS
trainings as needed
Presentation by Dean of
Students Office about the
Family Assistance Center
and its operations.
Quarterly Meeting to
discuss upcoming events
and any other important
information
Presentation on severe
weather emergencies and
how to be prepared
during an emergency or
disaster.
Quarterly Meeting to
discuss upcoming events
and any other important
information
Date/Time
Entire Month
Location
Online
Oct 16th 2p
Oct 19th 10am
ECC
Rm 212
6th-2pm
16th-10am
ECC
Rm 212
Entire Month
Online
TBD
ECC
Rm 212
*Spartan Act Orientation for new volunteers will be schedule on an as needed
bases
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