Volunteer Administrative Support Team

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Volunteer Administrative Support Team
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)

• CERT Volunteers Supporting The FCEMHS Joint
  Emergency Operations Center (JEOC)

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AGENDA

• Housekeeping and Tour
• FCEMHS Overview
• JEOC Activation
• FCEMHS Volunteer Positions and Message Flows
• Joint Emergency Operations Center
• Joint Information Center
• Assessment Center
• Phone Anatomy and Functions
• VAST Organization Chart
• VAST Workshop

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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Housekeeping Tour
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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FCEMHS HISTORY

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

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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Franklin County Emergency Management and Homeland
Security (FCEMHS) Organizational Structure
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FCEMHS PRESENT
Agency Mission Agency Vision Directors
Intent Ohio Revised Code 5502.21 5502.51
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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FCEMHS CORE COMPETENCIES

1. Warning Systems
2. Emergency Operations Center
3. Resources
4. Recovery
5. Training
6. Planning
7. Exercises
8. Citizen Preparedness
9. Grants

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

• Needed when more than two volunteers are
  assigned
• Assist the JEOC Manager
• Collect messages from JEOC ESFs and emergency
  partners
• Assist JEOC Manager with sorting messages
• Receive messages from JEOC Manager and submit
  messages to JEOC ESFs and emergency partners
• Welfare checks of JEOC volunteers
• Does not include Resources Volunteers

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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JEOC MESSAGE FLOW
RECEIPT
INCOMING MESSAGES
DISPATCH POINT
JEOC Manager reads messages and submits outbound
messages in out tray for collection by Volunteer
Assistant Coordinator
Messages not for JEOC are returned to out tray
for Volunteer Assistant Coordinator to pick up
and submit to JIC
Volunteer Assistant Coordinator submits messages
to JEOC Manager
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
JEOC Volunteer Assistant collects information
from ESF tables and submits to JEOC Manager
JEOC Manager reads messages and issues to JEOC
Volunteer Assistant to distribute in JEOC
JEOC Manager is MISSION / MESSAGE CONTROLLER
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A
B
C
D
PLANNING/ LOGISTICS
ESF 4,9,10,13
OPERATIONS
ESF 15
ESF 8,11
FIREFIGHTING
EMERGENCY PUBLIC INFO.
PUBLIC HEALTH MEDICAL SERVICES
SEARCH RESCUE
OIL HAZMAT
AGRICULTURE NATURAL RESOURCES
LAW ENFORCEMENT
RUNNERS
ESF 6
ESF 1
ESF 3
PUBLIC WORKS ENGINEERING
ADMIN/ FINANCE
LNO
TRANSPORTATION
MASS CARE
ESF 2
ESF 5,7,14
EMERGENCY MANAGEMENT
COMMUNICATIONS WARNING
Resources
Situation
JEOC Manager
GIS
TIME KEEPING
FAX
JEOC Volunteer Assistant Flow
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JEOC INTAKE / TIME UNIT

• Update JEOC Phone Directory
• JEOC Sign-In
• Volunteer Time Sheets
• JEOC badges
• Issue radios to volunteer Assistants and phone
  bank

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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RESOURCES VOLUNTEER ASSISTANT

• Needed when more than two volunteers are
  assigned
• Assist Resources Manager
• Research
• Locating information via the internet, phone
  book, etc.
• Making phone calls
• Create and update database
• Welfare checks of other Resources Volunteers

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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RESOURCES VOLUNTEERS

• Assist Resources Manager
• Research
• Locating information via the internet, phone
  book, etc.
• Making phone calls
• Create and update database

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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JIC VOLUNTEER ASSISTANT

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

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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JIC VOLUNTEERS

• Assist JIC PIO
• Organize and manage JIC
• Help write fact sheets and other emergency public
  information documents
• Welfare checks on JIC Volunteers
• Write messages on EOC Message form
• Submit messages to In box

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

• Needed when more than two volunteers are
  assigned
• Assist the Warning Manager
• Collect messages from each station
• Submit messages to Warning Manager
• Assist Warning Manager with sorting messages
• Receive messages from Warning Manager
• Submit messages to relevant stations
• Welfare checks of Assessment Center Volunteers

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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ASSESSMENT CENTER VOLUNTEERS

• Assist the Warning Manager
• Collect messages from each station
• Submit messages to Warning Manager
• Assist Warning Manager with sorting messages
• Receive messages from Warning Manager
• Submit messages to relevant stations

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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ASSESSMENT CENTER MESSAGE FLOW
RECEIPT
INCOMING MESSAGES
DISPATCH POINT
Volunteer Assistant Coordinator collects messages
from Assessment Center out tray and submits
messages to JEOC Manager

• Phone
• Amateur Radio
• Public Safety Radio
• Email / Text
• Fax
• Television
• NWS / EAS / Radar

Assessment Center Volunteer Assistant collects
messages
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Warning Manager and Assessment Center Volunteer
Assistant sorts messages
Warning Manager submits relevant messages in out
tray
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CERT Cabinet
Console 1
Console 4
Warning Manager
Television
Console 2
Conference Table
A
Television
Console 3
Inbound / Outbound Phone Volunteers
Radio Cabinet
Assessment Center Volunteer Assistant Flow
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INBOUND PHONE VOLUNTEERS

• Answering
• Franklin County EMA and Homeland Security. This
  is (your name) . How may I help you?
• Complete message form thoroughly
• Write legibly
• Always initial your messages
• When in doubt, refer caller to your Staff lead
• Calls from agency directors, mayors, city
  managers, county commissioners, etc.
• Callers wont leave a message want to talk to
  someone

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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OUTBOUND PHONE VOLUNTEERS

• Call all contacts on provided list
• Disseminate issued information to contacts
• Write messages on EOC Message form if any
  information is given at the time of call
• Submit messages to In box

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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• EOC (NCR) MESSAGE FORM
• Franklin County Emergency Management Agency
• Emergency Operation Center Message Form
• Operator____________ Date_________
  Time_________ Message_______
• 
  
  Assigned by Controller
• Name of Caller____________________________
  Agency_______________________
• Address___________________________________________
  ____________________
• Phone_____________________________
• 
  
• Content of Message________________________________
  ______________________
• __________________________________________________
  ____________________
• __________________________________________________
  ____________________
• __________________________________________________
  ____________________
• __________________________________________________
  ____________________
• __________________________________________________
  ____________________
• EOC Controller_______________ Time____________
• Referred To__________________ Time____________
• Action Taken Time____________
• __________________________________________________
  ____________________

Completed by volunteers
Family of seven needs transportation to Red Cross
Shelter
MATT
Red Cross
FCEMHS Planner, Red Cross, and COTA planned
arrangements for transporting family of seven to
red cross shelter
Completed by JEOC staff
COTA transported family of seven to red cross
shelter
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PHONE ANATOMY
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MAKING A PHONE CALL
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TAKING A PHONE CALL
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HOLD FUNCTION
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TRANSFERRING A CALLER
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JEOC STAFF LIAISON

• Volunteer Coordinator
• Liaise with volunteer agencies and volunteers
• Volunteer needs
• EOC orientation
• Breaks
• Equipment
• Suggestions

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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ASSISTANT VOLUNTEER COORDINATOR

• Retrieve Deliver messages
• JEOC
• Assessment Center
• JIC
• Welfare checks on volunteers
• Relay volunteer needs to staff liaison

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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ASSISTANT VOLUNTEER COORDINATOR FLOW
Joint Emergency Operations Center
Assessment Center
PIO Office
CERT Office
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Joint Information Center
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ASSISTANT VOLUNTEER COORDINATOR FLOW
Joint Emergency Operations Center
Assessment Center
PIO Office
CERT Office
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Joint Information Center
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ASSISTANT VOLUNTEER COORDINATOR FLOW
Joint Emergency Operations Center
Assessment Center
PIO Office
CERT Office
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Joint Information Center
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ASSISTANT VOLUNTEER COORDINATOR FLOW
Joint Emergency Operations Center
Assessment Center
PIO Office
CERT Office
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Joint Information Center
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ASSISTANT VOLUNTEER COORDINATOR FLOW
Joint Emergency Operations Center
Assessment Center
PIO Office
CERT Office
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Joint Information Center
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ASSISTANT VOLUNTEER COORDINATOR FLOW
Joint Emergency Operations Center
Assessment Center
PIO Office
CERT Office
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Joint Information Center
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ASSISTANT VOLUNTEER COORDINATOR FLOW
Joint Emergency Operations Center
Assessment Center
PIO Office
CERT Office
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Joint Information Center
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VAST ORGANIZATION CHARTPARTIAL VOLUNTEER
ACTIVATION
Volunteer Coordinator
Volunteer Assistant Coordinator
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
JIC Volunteer Assistant
JIC Volunteer(s)
Assessment Center Volunteer Assistant
JEOC Volunteer Assistant
Assessment Center Volunteer(s)
JEOC Volunteer(s)
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VAST ORGANIZATION CHART FULL VOLUNTEER ACTIVATION
Volunteer Coordinator
Volunteer Assistant Coordinator
CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
Assessment Center Volunteer Assistant
JIC Volunteer Assistant
JEOC Volunteer Assistant
JIC Volunteers
JEOC Volunteers
Assessment Center Volunteers
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JEOC VOLUNTEER WORKSHOP

• In-Processing
• Phone messages
• Information collection
• Research
• Out-Processing

CERT VOLUNTEER ADMINISTRATIVE SUPPORT TEAM (VAST)
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Questions?

• -logo-
• Chris Williams
• CERT Coordinator
• 614-794-0213
• chriswilliams_at_franklincountyohio.gov
• www.twitter.com/fcemhs
• -fccert logo-

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