1. EOC Management and Operations Activating and Deactivating the EOC
Unit 7
Activating and Deactivating the EOC

2. Unit Objectives Determine when, how, and by whom the EOC is activated
Define “time-phased” activation and determine when appropriate
Analyze incident needs
Determine when and how to deactivate the EOC
This unit covers processes and procedures for activating and deactivating the EOC.
Instructor Notes
Go over unit objectives

3. Activating the EOC NIMS General Criteria SEMS Criteria
Decision varies by jurisdiction
Document the process
Who decides to activate the EOC?
Instructor Notes
Ask – What is your policy for activating the EOC? Who makes the decision to activate the EOC?
The decision maker for EOC activation varies by jurisdiction. In some jurisdictions, the Emergency Manager has the authority to activate the EOC. In others, the CEO must make the decision or the decision is specified in SOPs written and approved by the CEO.
The EOC activation process should be documented in policy. All personnel should be clear on who makes the decision, the circumstances, the timeframe and level of activation.
Refer to Managing Emergency Operations (add pages 7-8)
This policy statement clearly identifies who has the authority to activate the EOC and under what circumstances

4. NIMS EOC Activation Criteria
When a Unified Command or Area Command is established
When more than one jurisdiction becomes involved in the response
When the Incident Commander indicates that the incident could expand rapidly
If similar incidents have required EOC activation
When the CEO directs EOC activation
When threshold events described in the EOP occur
NIMS general criteria (per original 775 Course):
When a Unified or Area Command is established
When more than one jurisdiction is involved
When the Incident Commander indicates the incident can rapidly expand or involve cascading events
Similar past incidents required EOC activation
When the Chief Executive Officer (CEO) directs the EOC be activated
When threshold events described in EOP occur

5. SEMS EOC Activation Criteria
GENERAL Criteria for Local EOCs:
Resources required beyond local capabilities
Emergency is of a long duration
Major policy decisions are needed
Local or state emergency proclaimed
Activation of the EOC is advantageous
SEMS general criteria for Local EOCs (in G-611 EOC Course guidance):
Resources required beyond local capabilities
Emergency is of a long duration
Major policy decisions are needed
Local or state emergency proclaimed
Activation of the EOC is advantageous, etc.

6. SEMS EOC Activation Criteria- continued
OA EOC Criteria:
7 guidelines per G-611 (e.g. Two or more cities activate their EOCs)
REOC Criteria:
3 requirements per CCR Title 19 Regulations
(When any OA EOC within region activates)
SOC Criteria:
3 requirements per CCR Title19 Regulations (Governor proclaims state of emergency)
OA EOC Criteria: 7 Guidelines in G-611 (e.g., two or more cities activate their EOCs)
REOC Criteria: 3 requirements in CCR Title 19 regulations (e.g., when any OA EOC within the region activates)
SOC Criteria: 3 requirements in CCR Title 19 regulations (e.g., when governor proclaims state of emergency)

7. Who Decides to Activate the EOC?
The decision making process varies, but should be documented in policy, plans & SOPs.
All personnel must understand:
Who makes the call (with backups)
Circumstances for activation
Levels of activation
Who calls EOC staff (and how)
“Auto Activation” Policy
Who is the “ESD” is by ordinance
Instructor Notes
Ask – Who makes the decision to activate the EOC?
The decision maker for EOC activation varies by jurisdiction. In some jurisdictions, the Emergency Manager has the authority to activate the EOC. In others, the CEO must make the decision or the decision is specified in SOPs written and approved by the CEO.
The EOC activation process should be documented in policy. All personnel should be clear on who makes the decision, the circumstances, the timeframe and level of activation.
Refer to “Managing Emergency Operations” (add pages 7-8)
This policy statement clearly identifies who has the authority to activate the EOC and under what circumstances

8. NIMS & SEMS Activation Levels
Time-phased levels of activations
NIMS & SEMS levels of activation
Basis for levels of activation
Check- IN steps
Topic slide for “Activation” Processes & Procedures.

9. Time-Phased Activation
Time-Phased or Activation Levels may be appropriate when:
An incident occurs that is expected to build over time
There is a warning period before the emergency
In preparation for planned events
Instructor Notes
Ask – Do you activate your EOC all at one time?
Time-phased activation may be appropriate when:
An incident is expected to build over time (coastal storms, wildfires)
A warning period before an emergency (hurricanes, coastal storms, river flooding, extreme temperatures, hazard weather warnings)
In preparation for planned events

10. NIMS Activation Levels
Note the 3 time-phase/levels
Is this used in California?
Level 3 (Monitor)
Key personnel only
Level 2 (Partial)
Key personnel and personnel from responding agencies
Level 1 (Full)
All personnel
Instructor Notes
Go over the three phases

11. SEMS Activation Procedures
Note the 3 time-phase/levels
Is this used in California?
Level 1 (Minimal): EOC Director & P/I Coordinator
Level 2 (PARTIAL): EOC Director, Section Coordinators, Branches, & Units as needed
Level 3(FULL): All EOC Positions
Instructor Note
Go over SEMS activation procedures. Facilitate a class discussion on differences between NIMS and SEMS.
Ask – Do we SEMS or NIMS?

12. ICS Plain English Activation Levels
FULL
Instructor Note
Facilitate a class discussion on using plain English instead of numbers to describe your EOC activation level:
MINIMAL Activation – explain what minimal activation is
PARTIAL Activation - explain what partial activation is
FULL Activation - explain what full activation is
California has four phases:
Level 1: Executive Duty Officer and Duty Officer
Level 2: Minimal – EOC Director and Planning/Intel Coordinator
Level 3: Partial – EOC Director, Section Coordinators, Branches and Units as needed
Level 4: Full – All EOC positions
MINIMAL
PARTIAL
MONITOR

13. Basis for Activation Levels (Per NIMS)
Activation levels should be based on the jurisdiction’s hazard analysis.
The decision about the level of EOC activation should be based on:
Established “triggers” General Guidance & Communication with the Incident Command
Instructor Notes
Ask – What constitutes key personnel? How do you determine the activation level required?
Activation levels should be linked to the jurisdiction’s hazard analysis. This provides “general guidance” and specific “triggers” based on actual or anticipated damage levels. The decision should be based on established triggers and communication with the Incident Commander or Unified Command. Communication between the Incident Commander or Unified Command and the EOC is important. On-scene Command has the most up-to-date information on the situation, knows whether the situation is under control and is aware of incident needs.
Refer to the job aid Time-Phased Activation (Add pages 7-16)
Is all this in your Jurisdictions EOP or EOC SOP/G?

14. IN Check-IN Steps Formally check-in at the EOC with
Personnel Unit in Logistics
Check-in with your SEMS Supervisor
Operations Coordinator
Get a Briefing from your supervisor
Review the Action Plan for the Op Period
Review your Position Checklist
Role, responsibilities & tasks
Log in and Do Your Job
Stress to EOC personnel when activated:
Formally check-in with the Personnel Unit in Logistics
Check-in with the SEMS supervisor (Operations Coordinator)
Get a briefing from your supervisor
Review the Action Plan for the operational period
Review your Position Checklist (roles, responsibilities, and tasks)
Log in and do your job
Is all this in your EOC SOP or Position Checklist? IN

15. Activity: Analyzing Activation Procedures
Work in your groups
Review the EOC activation procedures
Complete the EOC Activation Checklist
Select a spokesperson
Instructor Notes
Refer participants to the job aid – EOC Activation Checklist (add Page s )
Have participants review the EOC procedures in their EOP or EOC SOP . Have them determine if the procedures meet the SEMS & NIMS guidelines by completing the “EOC Activation Checklist”
Allow 10 minutes for the activity.
Have groups report out. Facilitate the discussion

16. Deactivating the EOC Increasing & Decreasing EOC Staffing
Deactivation Criteria
Check- OUT Steps
Recovery
Post-Incident Activities
Topic slide for “Deactivation” Processes & Procedures.
Instructor Notes
Ask – Do you deactivate your EOC in phases? What post-incident activities do you undertake regarding the EOC?

17. Increasing & Decreasing EOC Staff
Increasing & decreasing EOC staff should be primarily dependent upon:
EOC objectives for the Operational Period
Determined by the EOC Action Plan
Assisted by the Demobilization Unit
Instructor Notes
Ask – How do you increase and/or decrease your EOC staffing Levels?
Note that EOC staffing many times “bloats” over time. This is because they do not use the EOC Action Planning Process based on EOC Support Objectives related to an Operational Period. The Demobilization Unit is not used effectively. -
Contract +
EXPAND

18. Deactivating the EOC (per NIMS)
Communication with the Incident Commander or Unified Command is the best way to determine when to deactivate the EOC
The EOC Director makes the decision
Instructor Notes
Ask – When do you deactivate the EOC?
Communication with the Incident Commander or Unified Command helps determine when to deactivate the EOC, but it is not the best way. The EOC director may have many Incident Commanders in the field and their incidents may stabilize at different times. The EOC often stays activated after the Incident Commanders formally terminate their incidents. The EOC Director also must formally transition from response into recovery.
Consider recovery needs. The EOC must remain activated to facilitate recovery needs long after the Incident Command completes its on-scene mission. When does recovery really start? What are the factors/indicators to formally transition into full recovery mode? How is it done smoothly?

19. Check-OUT Steps “BOOT”
Get a “formal demob order” by your supervisor
If another person is relieving you, provide a relief “Briefing” before you leave
Clean-up work area, “log out” and transfer any remaining open items to the appropriate person
Complete all required “forms, reports, time sheets, claims, log, etc.” & submit to the proper person
“Formally Check-out” with “Personnel Unit,” return all non-expendable items & get a debrief
Be prepared to provide input to the AAR
Instructor Notes
Ask – What are the key “Deactivation” steps to formally check out at the EOC?
Get a formal demob order by your supervisor
Provide a relief Briefing before you leave
Clean up work area, log out and transfer any remaining open items to the appropriate person
Complete all required forms, reports, time sheets, claims, logs and submit to the appropriate person
Formally check-out with Personnel Unit and return all non-expendable items and get a debrief
Be prepared to provide input to the After Action Report
BOOT – Be Out Of Town - 
“BOOT”
Is all this in your EOC SOP or Position Checklist?

20. Transitioning to Recovery
How does the EOC transition from response to recovery?
When does recovery really start?
What are the factors/indicators to FORMALLY transition into full recovery mode?
How is it done smoothly?
Instructor Notes
Ask – When does the EOC formally transition from response to recovery?
Various ways exist depending on the actual disaster. One way is to use the last EOC Action Planning Meeting to develop the “RAP” – Recovery Action Plan. The basic procedures for the Action Plan Meeting are followed. The exceptions to the basic procedures are that the EOC Director and the designated Recovery Director run the meeting, allow for as much time as needed to identify any remaining EOC issues, while primarily focusing on initial Recovery objectives.

21. After-Action Analysis & Reporting
Should involve:
All key EOC personnel (EOC Mgmt & Gen Staff)
The Incident Commander(s)
Jurisdiction leadership (CEO, Mgmt & Gov Body)
Others as appropriate (e.g., stakeholders)
Involve key personnel in the After Action analysis and reporting
All key EOC personnel, including the Emergency Management Coordinator, response-agency leadership (fire, police, public works, etc.) and Section Chiefs or Groups Leaders
Incident Commander (s)
Jurisdiction leadership or their designees who were at the EOC
Others (utility company representatives, media, American Red Cross, business/industry representatives) as appropriate
After-action analysis should be detailed and honest. Jurisdictions should adopt a “non-attribution rule” to encourage open and honest discussion of what worked well and what didn’t. Report EOC performance honestly and completely. List the problems and develop solutions. Develop a plan to train, test, and exercise the proposed solutions.
The Homeland Security Exercise & Evaluation Program (HSEEP) After Action Process and Improvement Plan (IP) Matrix can provide a guide for an effective After-Action meeting. Keys to stress in the process are to identify concrete corrective actions related to a capability element (plans, training, equipment, etc.). Then identify a responsible party agency and a reasonable timeframe for completion of the corrective actions. This information can be recorded on an IP Matrix for tracking the completion of all the corrective actions.
Using the Improvement Plan/IP Matrix concept can help
After drafting an AAR, include an IP Matrix that includes:
Priority CORRECTIVE ACTIONS
Related ELEMENT (i.e., planning, training, exercising, etc.)
Assigned RESPONSIBLE AGENCY/PARTY
Reasonable TIME FRAME for completion
Submit to “Stakeholders
Hold an AAR Conference to finalize the AAR and IP Matrix
Carry after-action results over to the EOP. Documentation should be accomplished using the Homeland Security Exercise and Evaluation (HSEEP) process.

22. Summary EOC activation criteria EOC activation levels
Increasing & decreasing EOC staffing
EOC de-activation criteria
Questions & Answers
This unit covered processes and procedures for activating and deactivating the EOC.
Instructor Notes:
Questions/Comments