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Appendix B - Incident Command System Structure

Roles and Responsibilities

The Incident Command System is activated when Binghamton University must manage an emergency event or a large scale and/or complex planned event. The Incident Command System is the structure used to respond to emergencies and is used by the Town of Vestal, Broome County, the State of New York, and federal government agencies. The following section briefly outlines the roles and responsibilities for positions in the UO Incident Command System. For more information each position, see Appendix C: Binghamton University ICS Checklists. Together these positions will ensure an effective and efficient response and allow Binghamton University to return to normal operations as soon as possible.

Incident command chart

Binghamton University Policy Group

The Policy Group provides direction in making strategic policy decisions for any incident that impacts the University's ability to perform its critical business functions. The Policy Group is headed by the President of the Binghamton University and is composed of the President's Senior Officers.

The Incident Management Team (IMT) is the designated authority that works on behalf of the Policy Group to make emergency response decisions.

The following are the general responsibilities of the Policy Group:

Communication and Coordination with:

Financial:

Policy Level Decisions:

Release of Information:

Recovery:

Preparedness & Mitigation:

Lead Department

Membership

Incident Management Team (IMT)

The primary objectives of the Campus Incident Management Team are to provide campus with:

The Incident Management Team (IMT) has the following responsibilities:

The IMT is composed of the members of the University Staff and include:

Incident Commander

Manages all emergency activities, including development, implementation, and review of strategic decisions, as well as post event assessment.

General Responsibilities:

Response Activation:

Authorization & Approval:

Coordination & Collaboration:

Potential Lead
Incident Type Lead Department / Agency
Law Enforcement

NYS University Police: Chief / Assistant Chief / Deputy Chief of Police

Fire Binghamton University: Director of Emergency Management, Associate Director of Environmental Health and Safety

Town of Vestal: Fire Chief, Vestal Volunteer Fire Department, Fire Coordinator, Broome County Emergency Services

Public Works Binghamton University: Physical Facilities, Associate Vice President for Facilities Management, Director of Maintenance and Operations, Physical Facilities
Biohazard / Public Health / Infectious Disease / Chemical or Radiological Hazard:

Binghamton University: Associate Director of Environmental Health and Safety, Hazardous Waste Manager, EH&S, Radiation Safety Officer (Physics Department)

External Agencies: Department of Health, Broome County Hazmat Team

Death of Student / Bias Incident / Large-scale demonstration: Binghamton University: Dean of Students, Chief of Police, NYSUP

 

Command Staff

Command Staff is assigned to carry out staff functions needed to support the Incident Commander. These functions include interagency liaison, incident safety, and public information.

Command Staff positions are established to assign responsibility for key activities not specifically identified in the General Staff functional elements. These positions include the Public Information Officer (PIO), Safety Officer (SO), Liaison Officer (LO), and Emergency Operations Center (EOC) Coordinator.

Public Information Officer (PIO)

The PIO is responsible for the formulation and release of incident related information to University students and their families, faculty and staff, the media, and other agencies. The PIO works closely with the Logistics Section and Incident Commander to disseminate this information. This position is always activated in a level I, II or III emergency.

Liaison Officer (LO)

The Liaison Officer is responsible for coordinating with external partners, such as City, County, State, and federal agencies, as well as public and private resources groups. The Liaison Officer will also coordinate with internal university constituents. In either a single or Unified Command structure, external partners coordinate response efforts through the Liaison Officer.

Safety Officer (SO)

The Safety Officer is responsible for monitoring and assessing hazardous and unsafe situations and developing measures for assuring personnel safety. The Safety Officer is responsible for developing the site safety plan and safety directions in the Incident Action Plan (IAP).

EOC Coordinator and Support Staff

The EOC Coordinator and Support Staff are responsible for setting up and providing staff support within the Emergency Operations Center (EOC) before, during and after an emergency. The EOC Coordinator and Support Staff also monitor communications flow through radio, telephone, FAX and e-mail. Following an incident, the EOC Coordinator creates a report underlining all the equipment and supplies used during the EOC activation period, assists in preparing FEMA forms, works with the Policy Group on recovery planning, and analyses mitigation and preparedness components of emergency response activities.

General Staff

The General Staff represents and is responsible for the functional aspects of the Incident Command structure. The General Staff is comprised of four sections: Operations, Planning, Logistics, and Finance and Administration. Each section is headed by a Section Chief and can be expanded to meet the resources and needs of the response.

Operations Section

The Operations Section is responsible for managing all incident specific operations of an emergency response. The team is guided by a written or spoken Incident Action Plan (IAP) developed in coordination with the Incident Commander and Section Chiefs in the General Staff. The head of the Operations Team is the Operations Section Chief, which is the initial position activated. The Operations Section will expand as dictated by the number of resources involved in the response and by the span of control.

This section describes the primary functions fulfilled by the Operations Section, the roles and responsibilities of the Section Chief, Branch Director(s), Division / Group Supervisor(s), Unit Leader(s) and Single Resource(s).

Operations Section Chief

The Operations Section Chief is responsible for the management of all operations directly applicable to the primary mission while ensuring the overall safety and welfare of all Section personnel. The Operations Section Chief activates and supervises organization elements in accordance with the Incident Action Plan (IAP) and directs its execution. The Operations Section Chief also directs the preparation of unit operational plans, requests or releases resources, makes expedient changes to the IAP as necessary, and reports such to the Incident Commander. Duties include:

Branch Director

Branch Directors are under the direction of the Operations Section Chief, and are responsible for the implementation of the portion of the IAP appropriate to the geographical and functional branches. Duties include:

Division or Group Supervisor

Division or Group Supervisors report to the Operations Section Chief (or Branch Director when activated). The Supervisor is responsible for the implementation of the assigned portion of the IAP. He/she is responsible for the assignment of resources within the Division or Group, reporting on the progress of control operations, and the status of resources within the Division or Group. Division Supervisors are assigned to a specific geographical area of an incident. Group Supervisors are assigned to accomplish specific functions within the incident (i.e. hazmat management, law enforcement, etc.) Duties include:

Strike Team or Task Force Leader

The Strike Team Leader or Task Force Leader reports to a Division Supervisor or Group Supervisor and is responsible for performing tactical assignments assigned to the Strike Team or Task Force. The Leader reports work progress and status of resources, maintains work records on assigned personnel, and relays other important information to his/her supervisor. Duties include:

Single Resource

The person in charge of a single tactical resource will carry the unit designation of the resource (e.g. Fire Engine 42, Ambulance 7621, etc.). Duties include:

Planning Section

The Planning Section is responsible for collecting, monitoring, evaluating, and disseminating information relating to the response effort. The Section is responsible for developing, and updating the Incident Action Plan throughout the response. The head of the Planning Section is the Planning Section Chief, and is the initial position activated. The Planning Section shall gather information to: 1) understand the current situation, 2) predict probable course of incident events, and 3) prepare alternative strategies and control operations for the incident. The Planning Section will expand as dictated by the number of resources involved in the response and by the span of control.

This section describes the primary functions that need to be fulfilled by the Planning Section. Functions are divided into Branches and Divisions of the Planning Team, with primary responsibilities and lead departments in charge of coordinating each function.

Planning Section Chief

The Planning Section Chief is responsible for the collection, evaluation, dissemination and use of information about the development of the incident and the status of resources. This includes damage or impacts on University systems, properties, facilities, and capability to occupy buildings. The Planning Section Chief works with the Incident Commander and the Operations Section Chief to develop the Incident Action Plan. They are the first position activated in the Planning Section. Duties include:

Resources Unit Leader

The Resources Unit is responsible for maintaining and overseeing all resources necessary for the incident. The Resources Unit Leader reports to the Planning Section Chief. The Resources and Documentation Units may be blended together or broken apart depending on the size and scale of the incident. Duties include:

Situation Unit Leader

The collection, processing and organizing of all incident information takes place within the Situation Unit. The Situation Unit may prepare future projections of incident growth, maps and intelligence information. The Situation Unit Leader reports directly to the Planning Section Chief. A GIS Specialist may be located within the Situation Unit. Duties include:

Documentation Unit Leader

The Documentation Unit Leader is responsible for the maintenance of accurate, up-to-date incident files. The Documentation Unit will provide duplication services. Incident files will be stored for legal, analytical, and historical purposes. The Documentation Unit Leader reports directly to the Planning Section Chief. Duties include:

Demobilization Unit Leader

The Demobilization Unit Leader is responsible for developing the Incident Demobilization Plan. On large incidents, demobilization can be quite complex, requiring a separate planning activity. Duties include:

Logistics Section

The Logistics Section is responsible for procuring supplies, personnel, and material support necessary to conduct the emergency response (e.g. personnel call-out, equipment acquisition, lodging, transportation, food, etc.). The head of the Logistics Section is the Logistics Section Chief, and is the initial position activated. The Logistics Section will expand as dictated by the number of resources involved in the response and by the span of control.

This section describes the primary functions that need to be fulfilled by the Logistics Section. Functions are divided into Branches and Divisions of the Logistics Team, with primary responsibilities and lead departments in charge of coordinating each function.

Logistics Section Chief

The Logistics Section Chief provides overall management of resource and logistical support including facilities, services, personnel, equipment, and supplies for the Operations and Planning Sections. The Logistics Section Chief is responsible for providing facilities, services, and material in support of the incident. The Logistics Section Chief participates in development and implementation of the IAP, activates and supervises assigned Branches/Units and is responsible for the safety and welfare of Logistics Section personnel. Duties include:

Service Branch Director

The Services Branch is responsible for providing resources such as transportation needs, emergency food, water and sanitation and any other resources needed for the emergency response efforts. The Service Branch Director supervises the operations of the Communications, Medical and Food Units. The Director of the Services Branch reports directly to the Logistics Section Chief. Duties include:

Communications Unit Leader

The Communications Unit Leader is responsible for developing plans for the effective use of incident communications equipment and facilities; installing and testing of communications equipment; supervision of the Incident Communications Center; distribution of communications equipment to incident personnel; and the maintenance and repair of communications equipment. The Communications Unit Leader reports directly to the Service Branch Director or Logistics Section Chief. Duties include:

Medical Unit Leader

The Medical Unit is responsible for treating ill and injured incident response personnel. This includes preparing the Medical Plan (for the incident) that describes the procedures for medical treatment and transport of incident personnel, establishment of responder rehabilitation, and preparation of reports and records. The Medical Unit Leader reports to the Logistics Section Chief or Service Branch Director, if activated. Duties include:

Food Unit Leader

The Food Unit is responsible for determining feeding requirements for all incident facilities, menu planning, determining cooking facilities required, food preparation, serving, providing potable water and general maintenance of food service area. The Food Unit Leader reports to the Logistics Section Chief or Service Branch Director, if activated. Duties include:

Support Branch Director

The Support Branch works closely with the Services Branch to provide the emergency response efforts with resources. This branch is responsible for managing donations, volunteers, and maintains the resource inventory. The Director of the Support Branch reports directly to the Logistics Section Chief. Duties include:

Supply Unit Leader

The Supply Unit is responsible for ordering personnel, equipment and supplies; receiving and storing all supplies for the incident; maintaining an inventory of supplies and servicing non-expendable supplies and equipment. The Supply Unit Leader reports to the Logistics Section Chief or Support Branch Director, if activated. Duties include:

Facility Maintenance Specialist

The Facility Maintenance Specialist is responsible to ensure that proper sleeping and sanitation facilities are maintained, provide shower facilities, maintain lights and other electrical equipment, and maintain the Base, Camp and Incident Command Post facilities in a clean and orderly manner. Duties of the Facility Maintenance Specialist include the following:

Security Manager

The Security Manager is responsible to provide safeguards needed to protect personnel and property from loss or damage. Duties include:

Volunteer Management Unit Leader

Coordinates volunteer resources to support University emergency response needs. The Volunteer Management Division Supervisor reports to the Logistics Section Chief, or Support Branch Chief, if activated.

Donations Management Unit Leader

Manage donations in support of emergency response and recovery. The Donations Management Division Supervisor reports to the Logistics Section Chief, or Support Branch Chief, if activated.

Ground Support Unit Leader

The Ground Support Unit is responsible for: providing transportation of personnel, supplies, food and equipment; providing fueling, service, maintenance and repair of vehicles and other ground support equipment; collecting and recording information about the use of rental equipment, services initiated and requested; and implementing traffic plan for the incident. The Ground Support Unit Leader reports to the Logistics Section Chief or Support Branch Director, if activated.

Finance and Administration Section

The Finance and Administration Section is responsible for purchasing and cost accountability. This section documents expenditures, purchase authorizations, damage to property, equipment usage, and vendor contracting, and develops FEMA documentation.

Finance and Administration Section Chief

The Finance and Administration Section Chief is responsible for tracking all incident costs and providing guidance to the Incident Commander on financial issues that may have an impact on incident operations. The Finance and Administration Section Chief is the first position activated in the Finance and Administration Section. Duties include:

Time Unit Leader

The Time Unit Leader is responsible for personnel time documentation and for managing the commissary operation (if activated). The Time Unit Leader reports to the Finance and Administration Section Chief. Duties include:

Procurement Unit Leader

The Procurement Unit Leader is responsible for developing a procurement plan for the incident and to ensure equipment time recording. He/she is responsible for administering all financial matters pertaining to vendor contracts, leases, and fiscal agreements. The Procurement Unit works closely with Logistics (Supply Unit) which will implement the procurement plan and perform all incident ordering. The Procurement Unit Leader reports to the Finance and Administration Section Chief. Duties include:

Compensation Claims Unit Leader

The Compensation Claims Unit is responsible for ensuring evidence is gathered and claims documentation prepared for any event involving injury and/or damage to University property. The Compensation Claims Unit Leader reports to the Finance and Administration Section Chief. Duties include:

Cost Unit Leader

The Cost Unit Leader is responsible for collecting all cost data, performing cost effectiveness analysis and providing cost estimates and cost saving recommendations for the incident. The Cost Unit Leader reports to the Finance and Administration Section Chief. Duties include:

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Last Updated: 4/7/14