7. Alert the Vice President of Communications to establish the media center/press room, and notify news media through official news releases as necessary. 8. Perform other duties as required by the situation.
Some general preparatory items for the members of the CIRT when reporting to the EOC or for any type of emergency include:
1. All personnel reporting for an emergency shall come equipped for the long term, to the maximum predictable and practical extent, bringing with them all essential support personnel, equipment, and materials as may be required for the conduct of their duties. Cell phones and chargers are particularly useful in most situations. The IC will be in charge of the EOC. 2. Each person staffing a position in the EOC shall utilize some reasonable method for continuously recording incoming and outgoing messages, requests for assistance, responses to requests, anticipated requirements, and the entire spectrum of information and communication flow that typically takes place in an emergency situation. Documentation is essential! All documentation should have a time of occurrence entry, with attention given to date changes if the event runs long term. Event tracking and documentation software programs, if available and operational, will be the primary method of recording actions or events which take place, with message forms and notes utilized as backup and secondary means. 3. In an EOC situation, an EOC Log record keeper will be designated who must be kept informed of all information and communications so that the official log that they keep will accurately reflect the disaster sequence of events. 4. All positions in the EOC are essential, and must remain staffed throughout the emergency, unless the person in charge of the operation expressly stands down the position. Any such deactivation should be an IC log entry, to document the matter. 5. In an emergency where an EOC is set up, the IC should routinely conduct situational updates. These briefings need not be lengthy, regularly scheduled, or overly complex. The intent is to keep everyone involved informed as to the current and projected situations, and to ensure that each person is aware of what the others are doing.
6. A status sheet or similar format, such as a listing on a board, shall be maintained informing EOC personnel of the current senior elected and appointed officials present in the facility.
Organizational Recovery and Recovery Documentation As the incident begins to stabilize, efforts towards beginning making sure everyone in the community is safe and establishing Organizational Recovery will become the focus of the CIRT. The team will be responsible for organizing the resumption of normal business operations to quickly support the resumption of the academic mission. The team will also be responsible for thoroughly documenting the incurred institutional costs due to infrastructure damage and response/recovery expenses. Some of the documentation that should be maintained in the EOC or in the response to any emergency include: • Lists of damaged and destroyed equipment • Equipment usage records • Vendor purchase orders, invoices, and payments • Materials usage records
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