ACPH-VMS JOB ACTION SHEETS. ACPH-VMS Manager

Transcription

1 ACPH-VMS JOB ACTION SHEETS ACPH-VMS Manager Position Description Provides overall direction for the ACPH-VMS Provides all management functions unless another functional management position (public information, safety, senior liaison to outside entities) is filled. Responsible for ICS/IMS functions in Plans, Logistics, and Admin/Finance if Section Chiefs for those sections are not appointed. o As an example, in a small incident, the Manager may also be the Operations chief, Planning chief and the Volunteer Processing Branch Director etc. Ensures the operational effectiveness of the ACPH-VMS Qualifications Key considerations: Operational level proficiency in ICS/IMS Expert level of proficiency with the ACPH-VMS Public health training and experience Operational level of understanding of certifications and qualifications required for public health functions.

2 ACPH-VMS Manager Job Action Sheet Job Actions Obtain initial incident information and volunteer resource needs requested by ICS/IMS Coordinate ACPH-VMS activation and VMC site location with ICS/IMS Enter data into the Initial Event Log (VMS 201) Provide notifications to ACPH-VMS personnel according to notification procedures Review ACPH-VMS pre-plan organizational structure and determines ACPH-VMS organization and assign ACPH-VMS staff positions based on incident parameters. Create ACPH-VMS staffing schedule using the VMS Staff Check-in List (VMS 211) Establish the overall (control) objectives for the Operational Period. Set operational periods and planning cycle for ACPH-VMS Brief Command Staff upon arrival and assignment (Operations, Planning, Logistics, Administration and Finance Section Chiefs) provide job action sheet and associated section of ACPH-VMS Tool Packet. Ensure the creation of the Health & Safety Plan (VMS 208) coordinated with ICS/IMS Ensure the creation of the Medical Plan (VMS 206) coordinated with ICS/IMS Ensure the creation of the Communications Plan (VMS 205) coordinated with ICS/IMS Perform Public Information (media) function as required with coordination through the ESF 17 and county PIO Perform senior liaison function as indicated to organizations external to the ACPH-VMS Assure adequate function of the ACPH-VMS (achieved in part by monitoring ACPH-VMS response operations in relation to the VMS incident objectives) in coordination with the OPS chief Problem solve as indicated, for problems/issues not addressed through other components of the ACPH-VMS Principal Tools: Activation Procedure (VMS A1) Notification and Activation Messages (VMS A2) Mobilization Checklist (VMS L1) Initial Event Log (VMS 201) Organizational Chart (VMS 207) VMS Staff Assignment List (VMS M1) Job Action Sheets (VMS M2) VMS Staff Check-in List (VMS 211) Volunteer Incident Report (VMS T3) Demobilization & Recovery Checklist (VMS M4) Supporting Tools: VMS Health and Safety Plan (VMS 208) Medical Plan (VMS 208) Communication Plan (VMS 205) Situation Report (VMS 209) General Message (VMS 213)

3 ACPH-VMS Safety Officer Position Description Reports to ACPH-VMS Manager Responsible for the assessment and maintenance of a safe and healthy work environment within the ACPH-VMS Coordinate with ICS/IMS to ensure the health and safety of volunteers deployed to incident sites Qualifications Key considerations: Medical/health experience Operational level proficiency in ICS/IMS Operational level proficiency in ACPH-VMS

4 ACPH-VMS Safety Officer Job Action Sheet Job Actions Reports to: ACPH-VMS Manager Receive the initial brief from the ACPH-VMS Manager Prepare the ACPH-VMS Health and Safety Plan (VMS 208) using information acquired from the ICS/IMS by ACPH-VMS Incident Integration Branch and/or information acquired from the ICS/IMS Safety Officer Review the plan for each operational period. Update as required Ensure all ACPH-VMS Section Chiefs receive copies of the Health & Safety plan and incorporate the plan s details in their section activities Draft Public Health Risk Statement for Volunteers (VMS P1a) and forward to Registration Supervisor & Recruitment Supervisor to ensure consistency in risk communication to volunteers Monitor operations for continued health and safety issues Notify ACPH-VMS Manager if unsafe practices are occurring and advise regarding suspension of activities until safety is addressed Principal Tools: VMS Health and Safety Plan (VMS 208) Supporting Tools: General Message (VMS 213)

5 ACPH-VMS Operations Chief Position Description Reports to the ACPH-VMS Manager Oversees all Operations functions in the ACPH-VMS - Volunteer processing and Incident Integrations Qualifications Key considerations: Operational level proficiency in ICS/IMS Operational level of proficiency with the ACPH-VMS Operational level of proficiency with PH Emergency Operations Plans and response functions Good human resources and organizational skills

6 ACPH-VMS Operations Chief Job Action Sheet Reports to: ACPH-VMS Manager Job Actions Receive brief from ACPH-VMS Manager Determine Operations section structure as presented in pre-plan and assign positions based on incident parameters may involve the merging of positions based on assessed needs Assist ACPH-VMS Logistics with input on physical set up and supply and equipment needs of ACPH-VMS, if alterations from the pre-plan layout are required Brief operations staff and ensure all operations staff understand their roles and responsibilities Ensure that a basic processing capability is in place to process early-arriving volunteers and expedited volunteer registration Monitor Operations of Volunteer Processing Branch and Incident Integration Branch. Key issues to assess: o Are volunteer needs, as requested through ICS/IMS, being fulfilled by the VMS system? (using Situation Update VMS 209) o Are both the ACPH-VMS and the onsite ICS/IMS orientation process effective in providing volunteers adequate information to complete their assignments safely and effectively? Is it current and consistent with other briefings? (using Trouble Desk Information Form VMS T2; Volunteer Performance Evaluation Form VMS 226; and Volunteer Feedback Form VMS P12) o Is the tracking system adequate to maintain accountability of deployed volunteers? o Does the tracking system meet the needs for tracking training, site of deployment, and safety issues? Monitor resource needs related to Volunteer Processing and Incident Integrations for ongoing ACPH-VMS operations and relay to ACPH-VMS Logistics as necessary Supporting Tools: General Message (VMS 213) Trouble Desk Information Form (VMS T2) Volunteer Performance Evaluation Form (VMS 226) Volunteer Feedback Form (VMS P12) Situation Update (VMS 209)

7 ACPH-VMS Volunteer Processing Branch Director Position Description Reports to the ACPH-VMS Operations Chief Coordinates and oversees the management of the volunteer processing branch Responsible for Volunteer Recruitment if required Provides for all volunteer processing functions not assigned to other staffed positions Qualifications Key considerations: Operational level proficiency in ICS/IMS Operational level proficiency with the ACPH-VMS Awareness level of proficiency with PH EOP and PH functions Public health/medical experience Management/supervisory skills Human resources experience Organizational skills and customer service experience

8 ACPH-VMS Volunteer Processing Branch Director Job Action Sheet Job Actions Reports to: ACPH-VMS Operations Chief Receives brief from ACPH-VMS Operations Chief Assign and oversees personnel for ACPH-VMS Processing positions - Registration, Credential Verification, Assignment, Recruitment Coordinates with ACPH-VMS Operations Chief for incident specific alterations to be made to the pre-plan process (credentialing alternatives to expedite solicited and pre-registered volunteers providing separate credentialing stations, specific qualification to meet incident needs etc.) Monitor ACPH-VMS processing function-ensure forms completion, effective processing format Attend operations briefing and meetings when directed Transfers all documentation to Plans for archiving Ensure information for volunteer briefing is current and consistent with Arlington County staff briefings Be prepared to function in other Branch positions as staffing availability permits, confer with ACPH-VMS Operations Chief on the merging of positions Supporting Tools: General Message (VMS 213)

9 ACPH-VMS Registration Supervisor Position Description Reports to the ACPH-VMS Volunteer Processing Branch Director Oversees all volunteer registration activities Qualifications Key considerations: Operational level proficiency in ICS/IMS at the supervisor level Operational level proficiency with the Volunteer Processing Branch procedures of the ACPH-VMS Awareness level of proficiency for the overall ACPH-VMS Organizational and customer service experience

10 ACPH-VMS Registration Supervisor Job Action Sheet Job Actions Reports to: ACPH-VMS Volunteer Processing Branch Director Ensure that all the forms required for Volunteer Registration are provided to the volunteer and include relevant risk information Ensure that all the forms required for Volunteer Registration have been completed by the volunteer Assign a volunteer identification number to each volunteersign Volunteer Process Checklist (VMS P5) where appropriate Supervise the VPOA Leader Direct volunteers to credentialing station after completing the registration forms Principal Tools: Volunteer Registration & Credentials Form (VMS P2) Volunteer Process Checklist (VMS P5) Release of Information Form (VMS P3) Liability Form (VMS P4) Supporting Tools: General Message (VMS 213) Orientation & Acknowledgement of Responsibilities (VMS P1)

11 ACPH-VMS VPOA Leader Position Description Reports to the ACPH-VMS Registration Supervisor Organizes the volunteers as they arrive to register Explains the ACPH-VMS process to arriving volunteers Provide the Orientation and Acknowledgement of Responsibilities to assembled PH volunteers Qualifications Key considerations: Clerical level with awareness level of proficiency of the ACPH-VMS and the importance of the Orientation Briefing Awareness level of proficiency, and an ability to answer questions, concerning the Orientation Briefing and ACPH-VMS registration process

12 ACPH-VMS VPOA Leader Job Action Sheet Job Actions Reports to: ACPH VMS Registration Supervisor Greets, directs and organizes volunteers as they arrive, and other actions to facilitate the registration process (eg., provide numbered cards for orderly flow) Provides volunteers with the Orientation and Acknowledgement of Responsibilities Form (VMS P1) Explains registration process as needed Responds to generic system questions Attends ACPH-VMS OPS briefing Obtain information on where to send volunteers bringing donations and where to direct the media Principal Tools: Orientation and Acknowledgement of Responsibilities (VMS P1)

13 ACPH-VMS Credentials Verification Supervisor Position Description Reports to the ACPH-VMS Volunteer Processing Branch Director Provides verification of identification and credentials as listed on the registration form Rosters volunteers according to the skill set positions indicated for the incident Qualifications Key considerations: Operations level of proficiency in the identification and verification procedures for the ACPH-VMS Experience in public health or medical staff credentialing; can be a clerical level staff that has each volunteer s credential verification approved by the Volunteer Processing Branch Director (a public health RN or MD) or ACPH-VMS Operations Section Chief Operational level of proficiency in ICS/IMS Operational level of proficiency in ACPH-VMS Volunteer Processing Branch

14 ACPH-VMS Credentials Verification Supervisor Job Action Sheet Job Actions Reports to: ACPH-VMS Volunteer Processing Branch Director Obtain copies of the prospective volunteer s ID, credentials, certifications, and qualifications Transmits copies to Plans for archiving Obtain verification of credentials using the ACPH-VMS credentialing guidelines (to be developed by ACPH) Roster volunteer based on accepted credentials/ skills/ qualifications Input all verification data obtained into volunteer database Arrange for ACPH Registered Volunteer Badge following credentialing Transfer data to Assignment Supervisor and direct volunteer to Assignment Supervisor for evaluation and potential assignment Complete credential verification portion of Volunteer Process Checklist (VMS P5) Principal Tools: Volunteer Process Checklist (VMS P5) Volunteer Registrations and Credentials Form (VMS P2) Supporting Tools: General Message (VMS 213) Release of Information Form (VMS P3)

15 ACPH-VMS Assignment Supervisor Position Description Reports to the ACPH-VMS Volunteer Processing Branch Director Matches qualifications of volunteers with available personnel positions and makes assignments; evaluates candidates for complex and/or high-trust assignments to assure that both the tangible and intangible qualifications match the assignment requirements Oversees the Assignment Briefings Oversees Deployment & Out-Processing of volunteers Oversees the Volunteer Staging Area (for volunteers awaiting transport to their work site) Qualifications Key considerations: Operational level of proficiency in IMS/ICS Operational level of proficiency in f ACPH-VMS Operations Section Experience in PH or medical staffing Awareness level of proficiency in all PH operations and an awareness level of proficiency of all position requirements within PH operational areas Human Resources experience preferred

16 ACPH-VMS Assignment Supervisor Job Action Sheet Job Actions Reports to: ACPH-VMS Volunteer Processing Branch Director Coordinate with Incident Integration Branch to determine skill sets/qualifications required for requested positions Conducts rapid volunteer interview to gauge suitability as a volunteer for given position in a disaster setting Match the volunteer s individual attributes with assignment requirements Schedule rostered volunteers according to current and future incident needs (using the Operations Worksheet VMS 215) - document volunteers scheduled for future shifts for notification purposes Provide rostered yet unscheduled volunteers with Volunteers Awaiting Assignments (VMS P9) sheet Complete appropriate sections of the Assigned Volunteer Scheduling & Tracking Form (VMS T1) Complete Assignment portion of Volunteer Process Checklist (VMS P5) Provide Volunteer Awaiting Assignment form (VMS P9) to volunteers without an assignment Supervise ACPH-VMS Assignment Orientation Leader and ensure that all the current information is made available to them to conduct the volunteer assignment briefing Provide assignment information to Incident Integration Branch for volunteer tracking (through the Deployment Leader) Provide assignment list to Assignment Briefing Leader to conduct briefings Supervise Deployment/Out-Processing Leader Complete out-processing portion of Volunteer Process Checklist (VMS P5) Assure that reminder notifications are sent to volunteers scheduled for future shifts Attend ACPH-VMS Operations briefing Principal Tools: Volunteer Assignment Slip (VMS P6) Volunteers Awaiting Assignments (VMS P9) Equipment Issue & Return Form (VMS P7) Supporting Tools: Operations Worksheet (VMS 215) Volunteer Process Checklist (VMS P5) General Message (VMS 213) Volunteer Performance Evaluation Form (VMS 226)

17 ACPH-VMS Assignment Briefing Leader Position Description Reports to ACPH-VMS Assignment Supervisor Provides assignment briefing and indicated training to assigned volunteers Qualifications Key considerations: Operational level of proficiency in IMS/ICS Operational level of proficiency in the ACPH-VMS Operations Section Operational level of proficiency in any personal protection or other skills that may be taught or confirmed during the Assignment Briefing sessions Medical/health experience

18 ACPH-VMS Assignment Briefing Leader Job Action Sheet Job Actions Reports to: ACPH-VMS Assignment Supervisor Create and provide an assignment briefing using Assignment Briefing Template (VMS P8), coordinating with the Incident Integration Branch Obtain input from ICS/IMS supervisor assessments, trouble desk and volunteer feedback to determine the need for any alterations in existing assignment briefings Coordinate with ACPH-VMS Logistics to dispense equipment and supplies as listed in the Equipment Issue & Return Form (VMS P7). Use sign-out forms. Instruct on the use of any equipment issued and assure proficiency by the trainees. Provide appropriate site access privilege badge if directed by ICS/IMS Logistics and instructions on the need to wear the badge at all times Ensure completion of Assignment Briefing Template (VMS P8) Provide volunteer with a Volunteer Training Tracking Form (to be developed by ACPH) that should be completed at the assignment site Complete Assignment Brief & Equipment Issue portion of Volunteer Process Checklist (VMS P5) File Assignment Briefing Template (VMS P8) with Plans Transmit the Equipment Issue & Return Form (VMS P7) to the Deployment/Outprocessing Leader Position may work closely with ICS/IMS personnel staging if they are co-located Principal Tools: Assignment Briefing Template (VMS P8) Equipment Issue & Return Form (VMS P7) Volunteer Training Tracking Form (to be developed by ACPH) Supporting Tools: Volunteer Process Checklist (VMS P5) General Message (VMS 213)

19 ACPH-VMS Deployment/Out-processing Leader Position Description Reports to ACPH-VMS Assignment Supervisor Provides for the Out-processing and rehabilitation required for volunteers upon assignment completion Qualifications Key considerations: Operational level of proficiency in IMS/ICS Operational level of proficiency in ACPH-VMS Volunteer Processing Branch Human services and organizational skills

20 ACPH-VMS Deployment/Out-processing Leader Job Action Sheet Job Actions Reports to: ACPH-VMS Assignment Supervisor DEPLOYMENT Log in assigned and briefed volunteers as access privileged and ensure an access badge is provided to each assigned volunteer Review Volunteer Process Checklist to ensure the completion of all the required process steps Direct assigned and briefed volunteers to the transportation/staging area OUT-PROCESSING Obtain names of volunteers being out-processed from Assigned Volunteer Scheduling & Tracking Form (VMS T1) for volunteer files Provide and collect Volunteer Feedback Form (VMS P12), transmit to ACPH-VMS Plans Provide Exposure Form (VMS P11) to volunteer and assist with completion Provide volunteer with information re: counseling and medical follow-up if needed Complete required fields in the Volunteer Process Checklist (VMS P5) Provide directions for volunteer to attend After Action Review as indicated Upon receipt, provide volunteer input data to ACPH-VMS Incident Integration Branch Contact Assignment Supervisor for re-assignment of available, appropriate volunteers Provide re-assigned volunteers with new Volunteer Assignment Slip (VMS P6) Collect assigned equipment from volunteers - complete Equipment Issue & Return Form (VMS P7) Collect site badge if not already accomplished at the work site Provide volunteer with Receipt of Volunteerism (VMS P13) that records assignment and hours Complete Volunteer Process Form (VMS P5) Principal Tools: Equipment Issue & Return Form (VMS P7) Exposure Form (VMS P11) Volunteer Feedback Form (VMS P12) Out-processing/Rehabilitation Checklist (VMS P10) Receipt of Volunteerism (VMS P13) Supporting Tools: Assigned Volunteer Scheduling & Tracking Form (VMS T1) Volunteer Assignment Slip (VMS P6) Volunteer Process Checklist (VMS P5) General Message (VMS 213)

21 ACPH-VMS Volunteer Recruitment Supervisor Position Description Reports to the ACPH-VMS Volunteer Processing Branch Director Responsible for the recruitment of volunteers to ensure an adequate supply of qualified volunteers are available to the labor pool. Coordinates with the ICS/IMS Public Information Officer Qualifications Key considerations: Operational level of proficiency in ICS/IMS Operational level of proficiency in ACPH-VMS Awareness level of proficiency in public information messages Communications/media experience or training

22 ACPH-VMS Volunteer Recruitment Supervisor Job Action Sheet Job Actions Reports to: ACPH-VMS Volunteer Processing Branch Director Obtain briefing from the ACPH-VMS Volunteer Processing Branch Director or the Operations Section Chief, depending upon the ACPH-VMS configuration (see ACPH- VMS System Description) Review the Situation Update (VMS 209) and VMS Operations Worksheet (VMS 215) to assess the need to develop a needs-based volunteer recruitment strategy specific to the incident Review risk statement and include information in recruitment messages Provide recommendations to ACPH-VMS Operations Section Chief for strategies to accomplish recruitment if required Notify pre-registered volunteers, and volunteer organizations based on incident needs and recruitment strategy using the template of Notification Messages for Pre-registered Volunteer (VMS R2) If volunteers are not required or volunteer needs change, provide appropriate no need messages in coordination with the ICS/IMS Public Information Officer Coordinate and disseminate recruitment messages through the ICS/IMS Public Information Officer. Ensure that information on Public Health volunteers opportunities and requirements are updated on the county volunteer website and on the county hotline Principal Tools: Volunteer Recruitment Request Process/Template (VMS R1) Notification Messages for Pre-registered Volunteer (VMS R2) Supporting Tools: General Message (VMS 213)

23 ACPH-VMS Incident Integration Branch Director Position Description Reports to the ACPH-VMS Operations Section Chief Coordinates and oversees the Integration of the ACPH-VMS with the Incident Management System Works with ICS/IMS to identify incident volunteer needs Coordinates with ACPH-VMS assignment supervisor to create volunteer requests Monitors the performance of volunteers on assignment, and oversees the trouble desk function that addresses any problems Provides for all branch functions not assigned to separate individuals Qualifications Key considerations: Operational level proficiency in ICS/IMS Operational level proficiency with the ACPH-VMS Awareness level proficiency in the PH EOP Medical/health experience

24 ACPH-VMS Incident Integration Branch Director Job Action Sheet Job Actions Reports to: ACPH-VMS Operations Chief Contact ICS/IMS Logistics for volunteer assignment requests and associated information (task descriptions, locations, receiving personnel and supervisors for volunteer task assignments, along with contact information) Complete ACPH-VMS Operations Worksheet (VMS 215) with information obtained every shift Obtain ICS/IMS sitreps for incident updates and associated medical and health & safety plans updates to provide to ACPH-VMS plans personnel and for the ACPH-VMS Health & Safety Plan (VMS 208) and Medical Plan (VMS 206) development Request incident specific risk statement for inclusion in the Volunteer registration packet Contact ICS/IMS to determine badging/access privilege requirements and procedures for assigned volunteers Define transportation requirements & responsibilities (e.g., onsite parking for volunteers or transportation from ACPH-VMC to designated worksite) Provide the list of volunteer position requests to Assignment SupervisorProvide ICS/IMS Logistics with volunteer assignments on a pre-determined schedule Coordinate the allocation of equipment & supplies that will be issued to volunteers Coordinate information for updating the volunteer briefing information and delineating briefing responsibilities between ICS/IMS & ACPH-VMS Provide information to Plans for archiving Supervise Volunteer Tracking Supervisor Supervise Trouble Desk Supervisor Attend ACPH-VMS OPS briefings Principal Tools: VMS Operations Worksheet (VMS 215) Supporting Tools: General Message (VMS 213)

25 ACPH-VMS Volunteer Tracking Supervisor Position Description Reports to ACPH-VMS Incident Integration Branch director Responsible for tracking volunteer resources assigned for incident response Coordinate with Volunteer Onsite Coordinator or IMS supervisors for ACPH-VMS personnel tracking issues Qualifications Key considerations: Operational level proficiency in ICS/IMS Operations level proficiency in ACPH-VMS Incident Integration Branch

26 ACPH-VMS Volunteer Tracking Supervisor Job Action Sheet Job Actions Reports to: ACPH-VMS Incident Integration Branch Director Maintain Assigned Volunteer Scheduling & Tracking Form (VMS T1) by inserting data received from all sections Coordinate with ICS/IMS On-site Volunteer Coordinators Assure that volunteers have reached their designated work sites and are performing in their assigned volunteer capacity Provide information to Plans for archiving Principal Tools: Assigned Volunteer Scheduling & Tracking Form (VMS T1) Supporting Tools: General Message (VMS 213) Volunteer Performance Evaluation Form (VMS 226)

27 ACPH-VMS Trouble Desk Supervisor Position Description Reports to the ACPH-VMS Incident Integration Branch Director Respond to and resolve volunteer issues when volunteers are deployed and working volunteer assignments at incident sites Qualifications Key considerations: Operational level proficiency in ICS/IMS Operational level proficiency with the ACPH-VMS Operational level of proficiency in public health response Personnel & human resources experience

28 ACPH-VMS Trouble Desk Supervisor Job Action Sheet Job Actions Reports to: ACPH-VMS Incident Integration Branch Director Respond to and resolve volunteer issues when volunteers are deployed to incident sites Notify Incident Integration Branch Director about significant issues that can t be rapidly and/or satisfactorily resolved Complete the Trouble Desk Information Form (VMS T2) and associated steps when required. Provide Trouble Desk Information Form (VMS T2) to the ACPH-VMS Manager for review Ensure appropriate parties involved are updated as to resolution of issue Investigate Volunteer Incident Reports (VMS T3) and intervene as indicated Principal Tools: Trouble Desk Information Form (VMS T2) Supporting Tools: General Message (VMS 213) Volunteer Incident Report (VMS T3)

29 ACPH On-site Volunteer Coordinator Position Description Reports to the Incident Command System supervisor at the incident location Coordinates with the ACPH-VMS Incident Integration Branch Director for primary duties Facilitates information exchange between the incident work site and the ACPH-VMS Incident Integration Branch Responsible for assisting with receiving and out- processing volunteers at their incident work sites if tasked by Volunteer Processing Branch Qualifications Key considerations: Operational level proficiency with ICS/IMS Operational level of proficiency with ACPH-VMS Human resources experience Organizational skills PH personnel with operational level of proficiency for the tasks assigned by the ICS/IMS managers

30 ACPH On-site Volunteer Coordinator Job Action Sheet Job actions Reports to: ACPH-VMS Incident Integration Branch Director Obtain volunteer assignments from ACPH-VMS Incident Integration Branch Maintain a record of volunteers and contact information for tracking Greet and assist volunteers with sign-in and badging (if not already accomplished) Facilitate introduction to assigned supervisors for on-site orientation Ensure Volunteer Training Tracking Form (to be developed by ACPH) is completed Assist with management of on-site volunteers Report the following information to the ACPH-VMS Incident Integration Branch Tracking Supervisor: arrival of volunteers at each shift delivery of appropriate job-specific orientation time and date of assignment completion Assists with the orientation of ICS/IMS staff involved with volunteers to the ACPH-VMS operational procedures Provide ICS/IMS supervisors with Volunteer Performance Evaluation Form (VMS 226) Transmit Volunteer Performance Evaluation Form (VMS 226) to VMS Incident Integration Branch and notify Assignment Supervisor of any evaluations that may impact volunteer reassignments Assist with the re-assignment of volunteers if accomplished at the initial incident work site Facilitates information exchange between the volunteer deployment site and the Incident Integration Branch Access the Trouble Desk function of the Incident Integration Branch for any problem issues involving volunteers Provide Volunteer Out-processing functions if assigned by ACPH-VMS to include: o Provide volunteer with Volunteer Feedback Form (VMS P12) and collect if not being transported and out-processed at ACPH-VMC o Provide volunteer with Receipt of Volunteerism (VMS P13) o Provide volunteer with information re: counseling and medical follow-up if needed o Provide directions for volunteer to attend After Action Review if indicated o Collect equipment issued by the ACPH-VMS if tasked o Collect site badge at completion of volunteer tasking o Contact Assignment Supervisor for re-assignment of available, appropriate volunteers o Transmit all volunteer related data (forms) to the ACPH-VMS Principal Tools: Volunteer Performance Evaluation Tool (VMS 226) Volunteer Training Tracking Form (to be developed by ACPH) Supporting Tools: Volunteer Incident Report (VMS T2) General Message (VMS 213) Receipt of Volunteerism (VMS P13)

31 ACPH-VMS Planning Chief Position Description Reports to ACPH-VMS Manager Provides planning support and maintains volunteer and incident documentation for the ACPH-VMS Qualifications Key considerations: Operational level proficiency in ICS/IMS, particularly the incident planning function Operational level proficiency in ACPH-VMS PH nurse with operational proficiency in PH EOP or a manager trained in public health response functions Mid-management level administrative personnel.

32 ACPH-VMS Planning Chief Job Action Sheet Reports to: ACPH-VMS Manager Job Actions Collect and archive volunteer information, skills, certifications/qualifications Maintain documentation of ICS/IMS sitreps/situation updates and other plans provided to the ACPH-VMS Track/record chronology of VMS events Archive all documented information Conduct ACPH-VMS briefings and management meetings each shift Assist ACPH-VMS manager with formulation of medical and communications plans Develop initial ACPH-VMS action plan and update action plan at each operational period for distribution to all ACPH-VMS section chiefs (Action plan to contain VMS 203, 205, 206 and any supporting plans) Create long-term, contingency, and alternate plans for the ACPH-VMS operations Assist with Logistics by projecting inventory for equipment and supplies needs Preparation of the Situation Update (VMS 209) every shift. Attach a copy of completed Operations Worksheet (VMS 215) to clarify the requested positions that remain to be filled by volunteers Attach the Transportation Request Log (VMS L5) to reflect assigned volunteers transportation needs. Create demobilization plan Obtain approval of all plans by the ACPH-VMS Manager Distributes documents to all ACPH-VMS Section Chiefs and others as required to provide current information required for inclusion related to their respective responsibilities Principal Tools: Situation Report (VMS 209) Supporting Tools: General Message (VMS 213) Situation Update (VMS 209) Transportation Request Log (VMS L5)

33 ACPH-VMS Logistics Chief Position Description Reports to the ACPH-VMS manager Oversees all logistics requirements and management in the ACPH-VMS in support of ACPH-VMS Operations to include personnel, facilities, meals, transportation and communications Provides facility support to ACPH-VMS at the VMC site/s Coordinates with ICS/IMS to provide needed logistics resources and services Qualifications Key considerations: Operational level proficiency in ICS/IMS, particularly the logistics function Operational level of proficiency with the ACPH-VMS Medical/health background not required. Personnel support or logistics supply experience is preferred

34 ACPH-VMS Logistics Chief Job Action Sheet Reports to: ACPH-VMS Manager Job Actions Set up ACPH-VMC site using ACPH VPOA & VMC Site Selection criteria (VMS L2), ACPH-VMC Site Set-up guidelines (VMS L3) and VPOA/ACPH-VMC Signage requirements (VMS L4); provide requested supplies and equipment. Arrange for the maintenance of all areas of the ACPH-VMC in coordination with the building facilities management Provide ACPH-VMS Badge for all registered volunteers (not to be confused with the ICS/IMS site access privilege badge) once Assignment Briefing has been completed Ensure the development of the Communications Plan (VMS 205) and Medical Plans (VMS 206) Ensure the coordination of medical services by the ICS/IMS for volunteers deployed at incident sites Provide for Inventory Control o o o o o o Conduct an initial inventory at the set up of the ACPH-VMS/VMC Complete an inventory review and create a needs/reorder log at least once per operational period Inventory system should be on-going, immediately recording usage against remaining supply Minimum thresholds should be developed for re-order based on estimated required time to replace product Inventory management will be able to sort by equipment and supplies obtained through the ACPH-VMS or through the ICS/IMS system Projected inventory needs will be assessed with the assistance of the ACPH-VMS planning section All of the following are the responsibility of Logistics and either can be supplied by ACPH-VMS Logistics or support arranged through the ICS/IMS Logistics section. Use the General Message (VMS 203) for equipment/supply requests. Provide communication equipment for ACPH-VMS use Provide information technology equipment and support Transport volunteers to and from their assignment locations if indicated. Use the ACPH-VMS Transportation Request Log (VMS L5) Provide medical support Provide food, fluids and refreshments for volunteers and ACPH-VMS staff Assure security for ACPH-VMC site through ICS/IMS Logistics Provide equipment and supplies for volunteers to accomplish their assignments Provide direction to volunteers for post-deployment health/medical follow-up if required Attend Management Meetings Principal Tools: Communications Plan (VMS 205) VPOA/ACPH-VMC Set-up (VMS L3) Medical Plan (VMS 206) VPOA/ACPH-VMC Signage (VMS L4) General Message (VMS 213) Transportation Request Log (VMS L5) ACPH VPOA & VMC Site Selection (VMS L2)

35 ACPH-VMS Administration and Finance Chief Position Description Reports to ACPH-VMS Manager Supports Management by maintaining expense records, workmen s compensation related documentation and other claims or events that may serve as potential liability for the ACPH-VMS Qualifications Key considerations: Operational proficiency in ICS/IMS, particularly the Admin/Finance function Operational proficiency in ACPH-VMS Experience with accounting, bookkeeping, human resources and/or businessrelated functions is preferred

36 ACPH-VMS Administration and Finance Chief Job Action Sheet Job Actions Reports to: ACPH-VMS Manager Account for and document ACPH-VMS expenses using the Incident Expense Log (VMS M3) Maintain an accounting of ACPH-VMS staff hours and volunteer assignment hours Process worker s compensation claims by ACPH-VMS personnel (if indicated by the volunteer arrangement) Maintain records of any significant incidents involving volunteers Coordinate purchasing through the ICS/IMS Finance and Administration Section and the EOC Provide (ICS)IMS/EOC with Financial accounting records as requested Assure compliance with Arlington County emergency purchasing procedures and requirements