Template Field Operations Guide



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Reception group supervisor position checklist


You report to: Branch Director/Site Manager

You Supervise: Usher Unit, Registration Unit, Site Access Control and Security Unit

Mission: Oversee the reception process at the Family Assistance Center.

Position-Specific Resources

  • Registration and Intake Standard Operating Procedures

  • Daily sign in sheet

  • Intake forms

  • Survivor Form

  • Missing Person Form

  • Family Resource Packet: Packet given to families at Intake

Common Resources

  • Site Organizational Chart/Situation Board

  • Current organizational chart

  • Site floor plan/map

  • Other visuals as determined by incident or event

  • Information on conference call phone numbers

  • Briefing schedule

  • Other information as necessary

  • ICS Forms

  • ICS 214: Activity Log

Specific Responsibilities

  • Ensure all people who are entering the center sign in and go through intake

  • Ensure all people exiting the center sign out and go through outtake

  • Oversee coordination of data between intake and data management/accountability units

  • Oversee Ushers and ensure they have necessary information and resources

  • Supervise Usher Unit, Registration Unit, Site Access Control and Security Unit

Immediate Tasks

  • Check in and receive site orientation at the check-in/check-out station

  • Read this entire job aid and review the organizational chart

  • Receive orientation from the Branch Director/Site Manager

  • Familiarize self with procedures, forms and reporting requirements

  • Assist with set-up of area as needed

  • Provide orientation to staff you supervise

Intermediate and On-Going Tasks

Shift Change and Demobilization Tasks

regional hospital resource center unit leader position checklist


You report to: Missing Person Tracking Unit Leader

Mission: Use available resources to track missing persons at regional hospitals

Position-Specific Resources

  • Data Management and Missing Person Tracking Procedures

  • Survivor Form

  • Missing Person Form

  • Tracking Form

  • Site floor plan/map

  • ICS 214 Activity Log

  • MNTrac access

Specific Responsibilities

  • Follow procedures as outlined in the Data Management and Missing Person Tracking Procedures

  • Use laptop and telephone to search for missing persons, as listed on the Tracking Spreadsheet

  • Provide possible matches according to Data Management and Missing Person Tracking Procedures

  • Coordinate with regional hospitals to identify location of survivors

Immediate Tasks

  • Check in and receive site orientation at the check-in/check-out station

  • Read this entire job aid and review the organizational chart

  • Receive orientation from the Missing Person Tracking Unit Leader

  • Familiarize self with procedures, forms and reporting requirements

  • Assist with set-up of area as needed

  • Provide orientation to staff you supervise

Intermediate and On-Going Tasks

  • Monitor function of your area and provide updates to Missing Person Tracking Unit Leader as requested

  • Troubleshoot problems as they arise and take to your supervisor when appropriate

  • Document data tallies as requested by your supervisor

  • Ensure that appropriate number of forms and tools are available

  • Request break coverage from your supervisor

  • Determine break coverage for your area

Shift Change and Demobilization Tasks

  • Prepare to stand down the area when requested by supervisor, as determined in Demobilization Plan

  • Brief staff person assigned to next shift

  • Note items that need resupply and communicate to supervisor

  • Participate in scheduled debriefing sessions

  • Gather information for final situation report

Registration unit leader position checklist


You report to: Reception Group Supervisor

You Supervise: Intake/Outtake Staff

Mission: Ensure all people who are entering the center register/sign in, go through intake process, complete forms, and coordinate collection of data.

Position-Specific Resources

  • Registration and Intake Standard Operating Procedures (SOP): SOP(s) for registration and intake/process description

  • Daily sign in sheet: Sign in sheet completed at the Check-in and Badging station

  • Intake forms

  • Survivor Form

  • Missing Person Form

  • Family Resource Packet: Packet given to families at Intake

Common Resources

  • Site Organizational Chart/Situation Board

  • Current organizational chart

  • Site floor plan/map

  • Other visuals as determined by incident or event

  • Information on conference call phone numbers

  • Briefing schedule

  • Other information as necessary

  • ICS Forms

  • ICS 214: Activity Log

Specific Responsibilities

  • Ensure all people who are entering the center sign in and go through intake

  • Ensure forms are completed by families at Intake

  • Coordinate collection of data from Intake staff

  • Provide intake forms to the Data Management/Accountability Unit for tracking purposes

  • Supervise Registration, Data Management/Accountability, and Escort Unit Leaders

Immediate Tasks

  • Check in and receive site orientation at the check-in/check-out station

  • Read this entire job aid and review the organizational chart

  • Receive orientation from the Reception Group Supervisor

  • Familiarize self with procedures, forms and reporting requirements

  • Assist with set-up of area as needed

  • Provide orientation to staff you supervise

Intermediate and On-Going Tasks

  • Monitor function of your area and provide updates to Reception Group Supervisor as requested

  • Troubleshoot problems as they arise and take to your supervisor when appropriate

  • Document data tallies as requested by your supervisor

  • Ensure that appropriate number of forms and tools are available

  • Request break coverage from your supervisor

  • Determine break coverage for your area

Shift Change and Demobilization Tasks

  • Prepare to stand down the area when requested by supervisor, as determined in Demobilization Plan

  • Brief staff person assigned to next shift

  • Note items that need resupply and communicate to supervisor

  • Participate in scheduled debriefing sessions

  • Gather information for final situation report
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