Emergency Operations Control Group (EOCG)

Emergency Operations Control Group

Once the details pertaining to a situation have been identified, the EOCG members support the incident management and resolution. The number of persons called upon to act, respond and recover will be dependent on the size and complexity of the incident.

Responsibilities include:

  • Support emergency workers at the emergency site, evacuation centres, or any other location where employees, people or volunteers are working to respond to a college emergency.
  • Provide the coordination and support necessary to respond to and mitigate the emergency situation.
  • Ensure the adequate emergency resources are maintained outside of, and apart from, the emergency site.
  • Inform employees, students and the public regarding issues of concern by issuing authoritative messages through the media.
  • Notify response agencies and coordinating the activities of the various departments and organizations which are needed to effectively respond to and recover from the emergency.
  • Collect as much information as possible on the status of the emergency vetting the information, prioritizing it, evaluating it, summarizing it, disseminating/displaying it and acting upon required needs.
  • Establish priorities based on all of the information gathered and develop the Incident Action Plans (Appendix D) that complement and enhance the response taking at the site.
  • Approve additional resources needed to support the site.
  • Coordinate all internal and external information and communicate advisories, warnings, and emergency information to the general public.


Once the EOCG and/or the EOC have been activated, the scope of Consequence Management during the incident/emergency can include:

  1. Evacuation.
  2. Debris Management.
  3. Damage Assessment.
  4. Traffic Control.
  5. Re-Entry Plans.
  6. Volunteer Management.
  7. Public Information.
  8. Recovery Plans.
  9. Critical Infrastructure, including prioritizing and restoration.
  10. Gathering / Family Centres.

Emergency Operations Control Group (EOCG): Individual Roles

Incident Commander (IC)

Reports to: Executive Leadership via Vice President Corporate Services
Designate:  The Incident Commander is determined by the Executives, based on the situation. In most situations, the designate will be the Vice President, Corporate Services. In early response stages the Incident Commander is the first person in the EOC and maintains that positon until relieved. The Incident Commander should be established with the person who can ensure that EOCG is operating most effectively.

The Incident Commander is responsible for the overall management of the incident, including the establishment of incident objectives/strategies and the overall coordination of incident activities.

Responsibilities include:

  • Determine appropriate level of activation based on situation as known.
  • Mobilize appropriate personnel for the initial activation.
  • Determine which sections are needed.
  • Overall management of Emergency Operations Control Group, including Chairing meeting each response cycle (refer to the standard EOCG Meeting Agenda in Appendix D).
  • Review notes maintained by the IC Scribe, detailing information received, decisions-made, and rationale.
  • Establish the Operational Period and briefing schedule.
  • Provision of support to the Site Emergency Teams (SERT) Coordinator.
  • Providing strategic guidance, information, and the coordination of resource management, legal, financial and other forms of off-site support.
  • The IC has the authority to suspend and/or alter normal business operations in the area that immediately surrounds the emergency scene.
  • Issues directions considered necessary to protect the safety, health, welfare and property of Mohawk College.
  • Monitors and directs recovery operations.
  • Approve additional resources needed to support the site.

Scribe

Reports to: Incident Commander
Designate: Admin Assistant – VP Corporate Services

Responsibilities:

  • Works closely with the Incident Commander, by preparing the official Scribe Log on their behalf. This includes documenting all critical information and rationale related to decision-making, including:
    Directions given and received.
    Conversations and communications that may impact the decision process.
    Phone calls and related information / decisions.
    Track items for follow-up.
    Document times/dates for each of the items above.
  • Prepares agendas and minutes of the EOCG meetings.
  • Responsible for ensuring the notes are reviewed and signed-off by the Incident Commander, including:
    Copies of all notes.
    Copies of information received, including emails, photos, faxes, etc.
    Audio recordings that are transcribed and included in the Scribe Log.
    Ensures electronic notes have been PDF’d to ensure no changes/edits have been made.
  • Works with the EOCG Chiefs and Section Members.
    Collects all completed Position Logs (Appendix C) from each of the Team Members.


Liaison Officer / Security

Reports to: Incident Commander
Designate: Director, Security Services

Responsibilities:

  • Act as the primary liaison between the EOCG and emergency responders including the On Screen Commander.
  • Provides assistance to other security, law enforcement, and/or emergency responder agencies.
  • Invites representatives of external agencies and/or others to join the EOCG when appropriate. 
  • Establishes and maintains liaison with supporting, or assisting organizations.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the IC Scribe for record-keeping purposes.
  • Maintains EOC Status Reports throughout the incident providing updates on the status of the response activities for your IMS section during operational periods (Appendix C). 

On-Scene Commander

Reports to: Incident Commander – typically through the Liaison/Security Officer.
Refer to Section 7: Site Emergency Response Team (SERT), and the Incident Report in Appendix D.

Communications Chief

Reports to: Incident Commander 
Designate: AVP, Public Affairs

Public Affairs are responsible for all communication, on behalf of the President, the IC, the EOCG and the Site Emergency Response Team (SERT) (details relating to SERT are described in Section 7).

In collaboration with community emergency responder media teams, this would include the preparation of all news releases, web and social media messaging, as well as handling all media and external requests for information related to any emergency. 

For more information, please refer to Appendix E: Mohawk College Crisis Communication Plan.

The Communications Section also includes the following Roles:

  • Chief Marketing and Recruitment
  • Press Secretary

Responsibilities:

  • Prepare and distribute all approved news releases, web and social media messaging. 
  • Handling all media and external requests for information related to any emergency.
  • Establishes a team of staff to oversee media updates, and coordinate interviews and media briefings, monitor social media, establish communication strategies, manage internal communications, and develop public information materials.
  • Coordinating with emergency information staff from other organizations or levels of response to ensure that clear and consistent emergency information is issued.
  • Advising command on issues related to media/public emergency information and media releases.
  • Ensuring that there is a primary contact for anyone who wants emergency information about the incident and response to it. 
  • Consulting with Command and Planning regarding any constraints on the release of emergency information to the media and public.
  • Establishing a public inquiry hotline (call centre).
  • Monitors and coordinates response activity of the call centre (if activated).
  • Media monitoring, to counteract rumours or misinformation.
  • Being spokesperson in the early stages of an incident or emergency until designated spokespersons are identified.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the IC Scribe for record-keeping purposes.
  • Maintains EOC Status Reports throughout the incident, providing an update on the status of the response activities for your IMS Section during operational periods (Appendix C).

Legal / Policy Chief

Reports to: Incident Commander
Designate: General Counsel & Corporate Secretary

The General Counsel & Corporate Secretary, or their designate, will serve as Legal / Policy Chief. General Counsel will work with, and meet at the call of the designated Incident Commander.

Under General Counsel’s direction, the Legal / Policy Team is responsible for providing legal and policy advice and risk and insurance management during an incident or emergency situation.
In the absence of the President, General Counsel liaises with the Board of Governors, as appropriate.

Responsibilities:

  • Providing legal and policy advice and risk insurance management during an incident or emergency situation.
  • Evaluates situations and advises of any conditions and actions that might result in liability.
  • Provides risk/liability analysis where appropriate on any operation.
  • Identifies potential claimants and the scope of their needs and concerns.
  • Gathers and organized evidence that may assist in legal defence, if required.]
  • Conducts interviews and takes statements that address major risk management issues.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the IC Scribe for record-keeping purposes.
  • Maintains EOC Status Reports throughout the incident, providing an update on the status of the response activities for your IMS Section during operational periods (Appendix C).

Health and Safety Officer

Reports to: Incident Commander
Designate: Occupational Health and Safety Consultant

The Health and Safety Officer monitors safety conditions and develops safety measures. The Safety Officer is tasked with creating systems and procedures related to the overall health and safety of all incident responders. This is done in close conjunction with the Operations Chief and the Planning Chief.

Some of the responsibilities of the Health and Safety Officer include:

  • Advising Command on issues regarding incident safety.
  • Minimizing employee risk by promoting safety procedures.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the IC Scribe for record-keeping purposes.
  • Maintains EOC Status Reports throughout the incident, providing an update on the status of the response activities for your IMS Section during operational periods (Appendix C).
  • Assisting in the review of the Incident Action Plan (Appendix D) to identify safety concerns and issues. 


Operations Section: Individual Roles

Operations Section: Individual Roles Diagram

Operations Chief
Reports To:
Incident Commander
Designate: Chief Building and Facilities Officer

The Operations Team is led by an Operations Chief. 

The Operations Chief will also prepare and participate in the EOCG Meetings, and maintains EOC Status Reports throughout the incident, provide an update on the status of the response activities for your IMS Section during operational periods (Appendix C).

This section is responsible for all operations directly applicable to the primary mission of the response. This section implements the Incident Action Plan (IAP) (Appendix D). The Operations Chief will manage the Operations Section ensuring all actions outlined under the Operations Section on the Incident Action Plan (IAP) are completed. 


Operations Director / Deputy Operations
Reports To:
Operations Chief
Designate: Chief Information Technology Officer

Responsibilities:

  • Gathers situational information from site and shares it with the Planning Section and other members of the EOCG.
  • Coordinates any resource requests from the site, support site operations, and coordinates multi-agency support to the site.
  • Provides technical assistance to the college, technology needs and infrastructure. 
  • Assists in providing essential communication services.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Operations Scribe for record-keeping purposes.
  • As Deputy, also maintains EOC Status Reports throughout the incident, providing an update on the status of the response activities for your IMS Section during operational periods (Appendix C).

Task Force Leader
Reports To:
Operations Chief
Designate: Director, Facility Operations

Responsibilities:

  • Provides technical and trades assistance to the college, fire departments, and utilities providers.
  • Carries out damage assessments and damage containments.
  • Provides essential utilities – hydro, heat, eater, etc.
  • Prepares and implements facilities recovery plans.
  • Manages and coordinates stockpile reserve and location(s).
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Operations Scribe for record-keeping purposes.

Scribe for Operations Chief
Reports to:
Operations Chief
Designate: Admin Assistant – Facility Services

Responsibilities:

  • Works closely with the Operations Chief, by preparing the official Scribe Log on their behalf. This includes documenting all critical information and rationale related to decision-making, including:
    Directions given and received.
    Conversations and communications that may impact the decision process.
    Phone calls and related information / decisions.
    Track items for follow-up.
    Document times/dates for each of the items above.
  • Prepares agendas and minutes of the EOCG meetings.
  • Responsible for ensuring the notes are reviewed and signed-off by the Operations Chief, including:
    Copies of all notes.
    Copies of information received, including emails, photos, faxes, etc.
    Audio recordings that are transcribed and included in the Scribe Log.
    Ensures electronic notes have been PDF’d to ensure no changes/edits have been made.
  • Works with the Operations Chief and Section Members.
    Collects all completed Position Logs (Appendix C) from each of the Team Members.

Planning Section: Individual Roles

Planning Section: Individual Roles Diagram

Planning Chief
Reports To:
Incident Commander
Designate: Dean, Continuing Education (CE), Academic Quality, and Centre for Teaching and Learning (CTL)

The Planning Chief manages the Planning Section ensuring all actions are completed, as well as prepares and participates in the EOCG Meetings, and maintains EOC Status Reports throughout the incident, provide an update on the status of the response activities for your IMS Section during operational periods (Appendix C).

Responsibilities of the Planning Section:

  • The Planning Team is responsible for developing the Incident Action Plan (IAP) (Appendix D). 
  • Collecting, evaluating, analyzing, tracking and disseminating incident information related to the incident.
  • Maintaining incident documentation
  • Tracking resources assigned to the incident.

Recovery Lead and Business Continuity Lead / Deputy Planning
Reports To:
Planning Chief
Designate: Chief, Human Resources Officer

Responsibilities:

  • Responsible for developing the Recovery Plan
  • Conducting long-range and/or contingency planning.
  • Developing plans for demobilization in preparation for when the incident winds down.
  • Initiates relation or cancellation of classes or examinations.
  • Determines which services will continue at the college, and which services will be terminated or scaled back. 
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Planning Scribe for record-keeping purposes.

Situation Unit
Reports To:
Planning Chief 
Designate: Registrar

Responsibilities:

  • This area is responsible for the collection, processing and organizing of all incident information.
  • The Situation Unit may prepare future projections of incident growth, maps, and intelligence information.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Planning Scribe for record-keeping purposes.
  • Develops the Incident Action Plan (Appendix D) with support from the Planning Section.

Advanced Planning Unit
Reports To:
Planning Chief
Designate: Director, Student Life

Responsibilities:

  • Responsible to assist in identifying planning initiates.
  • Reviews and advises external bookings of campus status and/or closure. 
  • Provides registration and inquiry services to reunite families and to collect any queries concerning the safety and location of students.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Planning Scribe for record-keeping purposes.

Event Board Scribe
Reports to:
Planning Chief
Designate: Admin Assistant – Human Resources

Responsibilities:

  • Within the EOC, this Scribe prepares, maintains and displays the status Event Board (Appendix C) for the entire EOCG Group. 
  • Collecting and tracking all incident information pertaining to facts surrounding the incident itself, and major actions taken under the direction of the IC on behalf of the College. 


Scribe Identified as a Documentation Lead
Reports to:
Planning Chief
Designate: Manager, Academic Operations

Responsibilities:

  • Works closely with the Planning Chief, by preparing the official Scribe Log on their behalf. This includes documenting all critical information and rationale related to decision-making, including:
    Directions given and received.
    Conversations and communications that may impact the decision process.
    Phone calls and related information / decisions.
    Track items for follow-up.
    Document times/dates for each of the items above.
  • Prepares agendas and minutes of the EOCG meetings.
  • Responsible for ensuring the notes are reviewed and signed-off by the Planning Chief, including:
    Copies of all notes.
    Copies of information received, including emails, photos, faxes, etc.
    Audio recordings that are transcribed and included in the Scribe Log.
    Ensures electronic notes have been PDF’d to ensure no changes/edits have been made.
  • Works with the Planning Chief and Section Members.
    Collects all completed Position Logs (Appendix C) from each of the Team Members.

Logistics and Finance Section: Individual Roles

Logistics and Finance Section: Individual Roles Diagram

Logistics and Finance Chief
Reports To:
Incident Commander
Designate: Director, Office of the President

The Logistics and Finance Section is responsible for providing resources and services, including the contracting and purchasing of goods and services needed as part of the incident response. 

The Finance and Logistics Chief prepares and participate in the EOCG Meetings, and maintains EOC Status Reports throughout the incident, providing an update on the status of the response activities for the IMS Section during operational periods (Appendix C). They also ensure all actions outlined under the Finance and Logistics Section on the Incident Action Plan (IAP) (Appendix D) are completed.

Chief Finance Officer
Reports To:
Logistics and Finance Chief 
Designate: Chief Finance Officer

Responsibilities:

  • Ensures provisions are in place for extraordinary financial expenditures required by a crisis at the college. 
  • Maintains lists of costs associated.
  • Assesses and ensures appropriate actions are taken to minimize financial risk of the College (e.g.: insurance).
  • Evaluates any financial requirements arising from emergency situations.
  • Determines source of funding and solicits approval to satisfy any additional financial requirements.
  • Provides financial and cost analysis support related to the incident.
  • Monitoring sources of funding.
  • Tracking and reporting on the financial usage rates.
  • Making reimbursements (individual and organizational/departmental).
  • Preparing costs analysis, including the identification of incremental and extraordinaty costs associated directly with the incident.
  • Making cost estimates for alternative response strategies.
  • Compensation for injury or damage to property.
  • Tracking Mutual Assistance arrangements and monitoring costs.
  • Tracking disaster relief assistance, including local funding or fundraising, if relevant. 
  • Reconciliation in conjunctions with the planning and logistics sections.
  • Contract negotiation and monitoring.
  • Procuring equipment.
  • Obtaining, coordinating and managing payment of any additional resources needed to support site.
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Logistics and Finance Scribe for record-keeping purposes.

Personnel Lead
Reports To:
Logistics and Finance Chief
Designate: Chief Business Development & Ancillary Services

Responsibilities:

  • Coordinates with Human Resources and the Registrar’s team on the retrieval of addresses and phone numbers to report injuries, death or missing persons to First Responsers and/or next of kin. 
  • Setting up food services.
  • Setting up and maintaining incident facilities.
  • Providing support transportation.
  • Tracking timesheets for incident personnel and equipment.
  • Timekeeping of the responders’ time, including volunteers.
  • Coordinates offers of an appeal for volunteers at the direction of the EOCG.
  • Liaises with on-site contractors, vendors, suppliers and service providers.
  • Coordinates counselling and support services
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Logistics and Finance Scribe for record-keeping purposes. 

IT and EOC Support Lead
Reports To:
Logistics and Finance Chief 
Designate: Sr. Director IT Services

Responsibilities:

  • Provides support to essential information technology systems and ensures back-ups are in place.
  • Ensures that the EOC is set-up with all equipment and technology
  • Provides essential communication services.
  • Ensures IT staff are available to assist with EOC computer functions.
  • Provides support to ensure the website is updates.
  • Provides systems training to staff, as required. 
  • Prepares a Position Log (Appendix C) during the EOC activation, and provides logs to the Logistics and Finance Scribe for record-keeping purposes.

Scribe for Logistics and Finance Chief
Reports To:
Logistics and Finance Chief
Designate: Administrative Assistance, Office of the President

Responsibilities:

  • Works closely with the Logistics and Finance Chief, by preparing the official Scribe Log on their behalf. This includes documenting all critical information and rationale related to decision-making, including:
    Directions given and received.
    Conversations and communications that may impact the decision process.
    Phone calls and related information / decisions.
    Track items for follow-up.
    Document times/dates for each of the items above.
  • Prepares agendas and minutes of the EOCG meetings.
  • Responsible for ensuring the notes are reviewed and signed-off by the Logistics and Finance Chief, including:
    Copies of all notes.
    Copies of information received, including emails, photos, faxes, etc.
    Audio recordings that are transcribed and included in the Scribe Log.
    Ensures electronic notes have been PDF’d to ensure no changes/edits have been made.
  • Works with the Logistics and Finance Chief and Section Members.
    Collects all completed Position Logs (Appendix C) from each of the Team Members.