VOLUNTEER TEAM
LEADERS
VTL Basics
Making It All Work Together
Roles & Responsibilities of a VTL
 Maintain a level of emergency preparedness for their areas
 Know the building emergency and evacuation procedures
 Train and update co-workers about emergency response
procedures
 Help bring order and calmness to emergency situations
 Notify building occupants of required evacuations, manage
evacuations safely, account for building occupants at assembly
points
 Provide assistance in the event of a building or campus wide
emergency, incident, or drill.
Role &Responsibilities of a VTL
 The Volunteer Team Leader (VTL) help identify and address special
building issues
 Recruit new VTLs as needed and notify EHS so the VTL List can be
updated on the campus website
 Coordinate the VTLs during emergency preparedness and response
 Coordinate the safe evacuation of building occupants during an
emergency
 Act as the liaison between VTLs and the IC or EOC during a large
scale emergency
 Contact EHS and UPD with great ideas on how to improve the system
and the Program!
Lesson 1
What are NIMS, SEMS and ICS?
What is NIMS?
 National Incident Management System
 It’s a comprehensive, national approach to incident management.
 Top Down, Expandable, Flexible, Common Organization, Terminology,
and Resource Management
 It is implemented through the Federal Emergency Management Agency
(FEMA). FEMA’s mission is to support citizens and first responders to
ensure that as a nation we work together to build, sustain, and improve
our capabilities with regards to preparing and responding to disasters.
 FEMA is part of a team that includes that includes federal partners,
state, tribal, and local officials.
 FEMA provides training opportunities for emergency responders.
Online training is available to everyone.
FEMA
 National Incident Management System Courses are available to everyone
online.
 The U.S. Departments of Homeland Security and Education recommend all key
personnel involved in school emergency management and incident response take the
NIMS, ICS, and NRF training courses and support the implementation of NIMS.
Currently, key personnel are required to complete four courses in order for an individual
or organization to be considered NIMS compliant through FY 2007.
 To date, the following courses are required:
• IS-100.SC/IS-100.SCa: Introduction to the Incident Command System, I-100 for Schools
• IS-200: ICS for Single Resources and Initial Action Incidents
• IS-700: NIMS, An Introduction
• IS-800.B: National Response Framework, An Introduction
 These online classes are found at the following link:
http://www.training.fema.gov/IS/NIMS.asp
 When you complete a course, send a copy of your certificate of completion to EHS to be
included in your training records
What is SEMS?
 Standardized Emergency Management System
 Definition: SEMS is a system for MANAGING emergencies
 California Emergency Management Agency (EMA) is the state lead
agency
 Top Down, Expandable, Flexible
Common Organization, Terminology, and Resource Management
 Mutual aid, Multi/Inter-Agency Coordination
 Efficiently supports tactical (field) operations at disaster scene
Why SEMS?
 California State Agencies must use SEMS
 Facilitates flow of information and resources
 Establishes an emergency communication system
 Facilitates coordination between all responding agencies
 Improves mobilization, use, and tracking of resources
 Manages priorities with limited resources
 It’s through this system that the state would request federal
assistance if needed.
5 ELEMENTS OF SEMS
 Incident Command System (ICS)
 (Cover in more detail later)
 Master Mutual Aid System
 “Neighbor helping neighbor” concept
 Used by cities, counties, state to provide resources when needed
 Multi-Agency Coordination System (MACS)
 Coordinates decision making among and between agencies
 Operational Area Concept
 Intermediate level of the state emergency services organization
consisting of a county and all political subdivisions within the county
5 Levels of SEMS
 Field (scene)
 uses the Incident Command System;
emergency response personnel
 Local (jurisdiction)
 local governments or special districts such
as the municipal water district
 Operational (58 - county)
 Regional (6)
 State is divided into six mutual aid regions
 State
 Coordinates between the state and the
federal level
What is the
Incident Command System (ICS)
The ICS is a standardized on-scene incident management system
designed to allow first responders to adopt an integrated
organizational structure . It is designed to be flexible enough to meet
the demands of a simple (Building Evacuation) or a complex incident
(e.g. a Katrina-like disaster).
VTCs and VTLs are part of the ICS during an emergency.
OSHA Incident Command Information
Who is the Incident Commander?
 Incident Commander or IC is responsible for all aspects of the response, including developing
incident objectives and managing all incident operations. The IC is faced with many
responsibilities when he/she arrives on scene. Unless specifically assigned to another member of
the Command or General Staffs, these responsibilities remain with the IC:
 Establish immediate priorities especially the safety of responders, other emergency workers,
bystanders, and people involved in the incident.
 Stabilize the incident by ensuring life safety and managing resources efficiently and cost
effectively.
 Determine incident objectives and strategy to achieve the objectives.
 Establish and monitor incident organization.
 Approve the implementation of the written or oral Incident Action Plan.
 Ensure adequate health and safety measures are in place.
 In a large incident the Incident Commander will most likely be the University Chief of Police
ICS – large scale disaster plan
Incident Commander
Liaison Officer
Public
Information Officer
Safety Officer
Operations Chief
Planning Chief
Finance &
Administration
Logistic
Construction
Engineering
Resources
Public Safety (UPD)
Situation Analysis
Personnel Pool
Includes Disaster Workers
Communications
Procurement
VTLs
Damage Assessment
Supplies
Food
Compensation &
Claims
Medical
Documentation
Facilities
Shelter
Cost
EHS
Demobilization
Transportation
Support
Services
Time
Record Keeper
Recovery
Everyone’s involved!!
Technical Specialist
ICS – large scale disaster plan
Incident Commander
Liaison Officer
Public
Information Officer
Safety Officer
Operations Chief
Planning Chief
Logistic
Finance &
Administration
• In a large disaster, the Incident Commander orders that an EOC
or Emergency Operations Center be established.
• The EOC will consist of some or all of these command posts. This
may take some time.
• In the meantime, VTCs and VTLs should assist and account for
their co-workers, we’ll discuss this in more detail later.
ICS - single building evacuation
This would be the ICS for the most likely nonmedical emergency on campus, a building
evacuation triggered by a fire alarm. The
Incident Commander (IC) is in charge.
During this emergency, the VTL’s will receive
directions from the IC. Remember, only the
IC can give the “all-clear” message to VTL’s for
reentry into the building(s).
Incident Commander (IC) could be:
 Public Safety Responders (Fire Department,
City Police), or
 University Emergency Personnel (UPD, EHS,
Facilities)
Incident
Commander
Lead VTL
VTL 1
VTL 2
VTL 3
VTL etc
California Public Employee
Disaster Service Workers
 Per California Government Code Section 3100 – 3109
 All public employees are included in the disaster service




worker status. This is all persons employed by county, city,
state agency or public district.
CSUEB employees sign an affirmation at time of hire
Public workers are assigned disaster service activities by their
supervisors or by law to assist the agency during a disaster
Link to Disaster Service Workers pamphlet or
Disaster Service Workers video
Training & Learning Opportunities
FEMA online training:
 http://training.fema.gov/IS/NIMS.asp
 It recommended that VTLs complete the following courses:
 IS-100.b - Introduction to Incident Command System, ICS-100
 IS-200.b - ICS for Single Resources and Initial Action Incidents
 Complete any other courses that interest you.
California Disaster Worker:
 Disaster Service Workers pamphlet
 Disaster Service Workers video
Reminder: Send copies of your Certificates of Completion to EHS
to update your training records.
Lesson 2
How VTLs and VTCs Prepare for an Emergency?
Who are the VTLs and VTCs?
 Volunteer Team Leader (VTL) and
Volunteer Team Coordinators are
volunteers.
 They are important emergency
response team members and ICS!
 During an emergency, a VTL is
recognized by their yellow helmet
and/or orange vest.
Roles & Responsibilities of a VTL
 Maintain a level of emergency preparedness for their areas
 Know the building emergency and evacuation procedures
 Train and update co-workers about emergency response
procedures
 Help bring order and calmness to emergency situations
 Notify building occupants of required evacuations, manage
evacuations safely, account for building occupants at assembly
points
 Provide assistance in the event of a building or campus wide
emergency, incident, or drill.
How Does A VTL Plan & Prepare?
Does your plan include these emergencies?
 Earthquakes
 Electrical Outages
 Extreme Heat
 Fires
 Hazardous Materials Releases
 Live shooter
 Severe Storms
 Terrorism
How Does A VTL Plan & Prepare?
Attend training when made available:
 Meeting with EHS and UPD
 CPR/AED and First Aid (optional)
 Evacuation Chairs (optional)
 Fire Extinguishers (optional)
 Other trainings
 Encourage co-workers to participate in available training
How Does A VTL Plan & Prepare?
Do the employees in you area know:
• Their VTL?
• Evacuation routes?
• Assembly Area?
How Does A VTL Plan & Prepare?
 Show everyone where the locations of the AEDs and emergency
chairs are in your building.
(Links for evacuation chair and handout for AED locations)
Preparedness – Providing Assistance
 Identify and work with individuals who may have
difficulties evacuating an office or other area to develop
an emergency plan.
 Develop a plan to assist individual(s) during an
evacuation. This may include:
 Training other co-workers willing to help by being
a “buddy”, or
 Knowing the locations of the evacuation chairs and
wheelchairs in your building
 Remember that at anytime, anyone could have mobility
difficulties. Plan ahead.
Preparedness – Providing Assistance
 If the person cannot safely evacuate.
 Have the person wait in the
stairwell if safe to do so.
 Notify a VTC or the IC of the
individual’s location
 First Responders check the
evacuation routes
What’s in the Bag?
 Volunteer Team Leaders are provided a VTL Bag (or Go-
Pack) with supplies that could be helpful in the event of an
emergency or incident on campus.
 The VTL should review the contents of their bag at least
twice a year and contact EHS for replenishment of
expired supplies.
 Add personal items as needed.
 Note: Batteries should be stored separate from the
flashlight to prevent corrosion. Check your radio
periodically.
 Here is the link for standard bag contents: VTL Supplies
List
 Contact Ayesha Moss for additional supplies at x5-4024.
Preparedness - Radio Communications
Radio Facts
 Volunteer Team Coordinators are provided with Motorola radios
 The VTCs use the radios to communicate with one another
and to talk to University Police Department if need arises
 These radios have 2 channels
 Channel 1 VTC
 Channel 2 University Police Department
VTL Web Page
building or
Preparedness - Radio Communications
Radio etiquette:

Use plain, simple language

Use your functional title – VTL or VTC then
your name

Press the talk key, wait for 2-3 seconds, the
begin to talk

Avoid stepping on other active transmissions

Avoid “keying” your microphone (PTT held
down) when you have nothing to say [PTT =
Push to Talk]

Pause your transmission periodically to ensure
that the person on the other end is copying your
transmission. This also allows others to break in
with more important information without
talking over your transmission
Expression
Go ahead
Copy
Say again
Standby
Meaning
Pass your message
Message received and understood
Retransmit message please
Message acknowledged ,but I am
unable to reply or deal with it at
this time
Affirmative
Yes
Negative
No
Over
Information passed waiting for reply
Out
Transmission finished
Do You Copy
Do you understand, please
acknowledge
En Route
Resources heading to incident
Unreadable
Used when signal received is unclear
or not understood
Disregard
Do not pay attention to the last radio
traffic
Preparedness – Communication
Sign-up for the VTL Listserv to receive e-mails and updates related to
the VTLs
Click here for the VTL Listserv
Preparedness – Communication
Know how to communicate with UPD:
 Cell phone 510-885-3791 (speed dial)
 White courtesy phone or campus phone – 9-1-1
 Call Box (Blue sign / yellow box)
 Calling 9-1-1 from non-university phone - tell the dispatcher you want
the Police Department at California State University East Bay
How Does A VTL Plan & Prepare?
 Educate co-workers about your building’s emergency response
procedure
 Educate co-workers in your area about how they can assist during an
emergency:
 Learn locations of emergency equipment – AEDs, evacuation chairs
 Learn how to use the evacuation chairs, the megaphone, etc.
 Assist co-workers
 Remind co-workers that as state workers, we are all disaster relief
workers. During an emergency we could be called to provide service.
 Educate co-workers about emergency supplies they should maintain
in their cars
How Does A VTL Plan & Prepare?
 Remind everyone where the Assembly Area Locations are
 Remind everyone to program the UPD phone numbers in their
cell phones for speed dialing:
 Reporting an emergency: 9-1-1 from a University telephone
 Reporting a non-emergency: 510-885-3791
 Remind everyone to update “Alert Me” on MyCSUEB
 MyCSUEB Website
How Does A VTL Plan & Prepare?
 Let everyone know they can take the following class on
MasteryNet to brush-up on evacuation procedures:
Training & Learning Opportunities
 Participate in training and drills
 Seek out your local Community Emergency Response Team (CERT) Training
Opportunities
 City of Hayward
 City of Fremont
 Seek out Resources
 Your fellow Building VTCs and VTLs
 Contact EHS x 5-4024 if you need additional information. Ayesha
Moss is the EHS contact.
 Websites links:
 CSUEB Emergency Response Information
 UPD
 AED (added at a later date)
 Sign-up for VTL Listserv VTL Listserv
CSUEB Emergency Response Information
UPD Website
Lesson 3
Emergency Response
Emergency Response
 Every emergency will be different.
 Stay calm and remain flexible.
 Your safety is always number one! Never put yourself in a
situation where you too could become a victim.
 Your primary focus is to avoid becoming a victim and helping
keep others from becoming a victim.
Emergency Response
Hierarchy of importance during a response
Your safety
The safety of others
The Environment
Buildings
What should happen when the building fire
alarm sounds……
3rd party Alarm Company
receives alarm notification
and calls:
Fire
Alarms sound
Strobes flash
and
Assembly
Area
BSA’s control
Assembly Area
and call UPD
Dispatch
Campus UPD
& Dispatch
Two way communication
Fire Department
Emergency Response – Building Evacuation
 Remain calm – gathering your thoughts
 Take your VTL bag and personal belongings
 Put on your vest and hat
 Turn on your radio
 Sweep the area as you leave, looking in bathrooms, conference
rooms, etc.
 Shut doors as you leave – doors help prevent migration of smoke
 Evacuate the building via the stairs, do not use elevators.
Emergency Response – Building Evacuation
Continued……
 Identify anyone needing assistance evacuating; assist the person,
assign a buddy, or use the evacuation chair. Do not use elevators.
 If the person can not evacuate and if it is safe to do so, stay with
the person. If you stay with the person, let the VTC know by
radio or by having others report to the VTC your location and
situation. Standing in a stairwell platform is the best.
 If you need to leave the person, tell emergency personnel as soon
as possible the location of the individual and the situation.
Emergency Response – Building Evacuation
Continued ……..
 The first VTL at the Assembly
Area is the Lead VTL
Emergency Response – Building Evacuation
Continued ……..
 Establish a command with the VTLs from
your building – Lead VTL, Net Radio
Command
 If safe to do so, station VTLs at building
entrances to prevent anyone from reentering the building before the
“all-clear” is announced.
Emergency Response – Building Evacuation
Continued……….
 The Lead VTL should make contact with Emergency Personnel
at the Assembly Area
 Emergency Personnel are:
 Incident Commander or
 University Emergency Personnel (UPD, EHS, Facilities) or
 Public Safety Responders (Fire Department, City Police)
Emergency Response – Building Evacuation
If no emergency personnel have responded, call the University Police:
 Cell phone 510-885-3791 (speed dial)
 White courtesy phone or campus phone – 9-1-1
 Call Box (Blue sign / yellow box)
 Call 9-1-1 from non-university phone tell the dispatcher you want Police
Department at California State University East Bay
Emergency Response – Building Evacuation
Continued……….
 Only these Emergency Personnel can give the “all clear” to re-
enter the building:
 University Emergency Personnel (UPD, EHS, Facilities) or
 Public Safety Responders (Fire Department, City Police)
Emergency Response – Large Disaster
 Stay calm, be patient, and flexible
 If appropriate, evacuate buildings, providing assistance as per the need
and your training
 Assemble and account for everyone in your area
 Contact UPD Dispatcher or EOC with report and further instructions
 Contact other VTLs requesting or offering assistance
 If UPD or EOC is not available, go to the Amphitheater and await
further instruction. Stadium is the back-up location.
** ** ** ** ** **
 If it is a large disaster, emergency personnel may not respond
immediately, be patient
 The EOC will be activated, but this may take some time
Thank you and …..
And keep up the good work!