Emergency Operations Control Group (EOCG)

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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 staff, 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 that complement and enhance the response taking at the site.
  • Obtain, coordinate and manage payment of any additional resources needed to support 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
Designated Incident Commander: Incident Commander is determined by the Executives, based on the situation. 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
  • Establish the Operational Period and briefing schedule.
  • Provision of support to the Site Emergency Teams (SERTS) 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.

Scribe

Reports to: Incident Commander

Designate: Admin Assistant – VP Corporate Services

Responsibilities:

  • Keeps notes for the IC recording information received and all decisions made and rationale
  • Works closely and supports the IC
  • Maintains minutes from all EOCG meetings
  • Works with EOCG Chiefs and Section Members

IC Scribe works closely and supports the IC. They are responsible for keeping records anddocumentation about the emergency response. This includes accurately recording informationeceived, as well as all decisions and rationale made in response to the emergency. The Scribe is responsible for preparing agendas and minutes of the EOCG meetings.

Liaison Officer / Security

Reports to: Incident Commander

Designate: Director Security Services

  • Acts as the primary liaison between EOCG and emergency responders including the On Scene Commander
  • Provides assistance to other security, law enforcement, emergency responder agencies
  • Invites representatives of external agencies and/or others to join the EOCG when appropriate
  • Establish and maintain liaison with supporting, or assisting organizations

On-Scene Commander

Reports to: Incident Commander – typically through the Liaison/Security Officer

Refer to Site Emergency Response Teams (SERT)

Communications Chief

Reports to: Incident Commander
Designate: Director, 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 to SERT ). 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 D: Mohawk College Crisis Communication Plan.

 

The Communications Section also includes the following Roles:

  • Chief Marketing and Recruitment
  • Director, Communications

Together they are responsible for:

  • In collaboration with community emergency responder media teams:
    • Prepare and distribute of all approved news releases, web and social media messaging
    • Handling all media and external requests for information related to any emergency.
    • Estabilishes 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

Legal / Policy

Reports to: Incident Commander
Designate: Mohawk College General Counsel & Corporate Secretary
Mohawk College 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
  • Identities potential claimants and the scope of their needs and concerns
  • Gathers and organizes evidence that may assist in legal defense if required
  • Conducts interviews and take statements that address major risk management issues.

Health and Safety Officer

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

The Health and Safety 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 Safety Officer include:

  • Advising Command on issues regarding incident safety
  • Minimizing employee risk by promoting safety procedures
  • Assisting in the review of the Incident Action Plan to identify safety concerns and issues

Operations Section Roles

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Operations Chief
Reports To: Incident Commander
Designate: Chief Building and Facilities Officer
The Operations Team is led by an Operations Chief. This section is responsible for all operations directly applicable to the primary mission of the response. This Section implements the Incident Action Plan (IAP).

The Operations Chief will manage the Operations Section ensuring all actions outlined under the Operations Section on the Incident Action Plan (IAP) are completed. The Operations Chief will also prepare and participate in the EOCG Meetings.

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

Responsibilities:

  • Gathers situational information from site and share it with the Planning Section and other members of the EOCG
  • Coordinate any resource requests from the site, support site operational and coordinates multi-agency support to the site.
  • Provides technical assistance to the college, technology needs and infrastructure
  • Assists in providing essential communication services.

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

Responsibilities:

  • Provides technical and trades assistance to the college, fire departments, utilities providers and emergency rescue services.
  • Carries out damage assessments and damage containments.
  • Provides essential utilities – hydro, heat, water, etc.
  • Prepares and implement facilities recovery plans.
  • Manages and coordinates stockpile reserve and location(s).


Scribe for Operations Chief


Responsibilities:

  • Keeps notes for the Operations Chief recording information received and all decisions made and rationale.
  • Records all actions and decisions made by the chief (i.e.: if the chief requests resources this action is recorded including why the decision is made. If the chief makes a phone call this action is recorded including name of person called, title, phone number and purpose of call).

Planning Section Role

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Planning Chief
Reports To: Incident Commander
Designate: Chief Human Resources Officer

  • The Planning Team is responsible for developing the Incident Action Plan (IAP).
  • The Planning Chief will manage the Planning Section ensuring all actions are completed.
  • The Planning Chief will also prepare and participate in the EOCG Meetings.

Responsibilities of the Planning Section:

  • 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 Chief
Reports To: Planning Chief
Designate: Director, Academic Operations

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 relocation or cancellation of classes or examinations.
  • Determine which services will continue at the college, and which services will be terminated or scaled back.

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.
  • Develops the Incident Action Plan with support from the Planning Section.

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

Responsibilities:

  • Responsible to assist in identifying planning initiatives.
  • 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.
  • Coordinates counselling and support services.

Scribes assigned to the Planning Team
Reports To: Planning Chief

Responsibilities:

  • Prepare, maintain and display the status event board for the EOCG
  • Collecting and tracking all incident information.

A Scribe Identified as a Documentation Lead
Reports To: Planning Chief

Responsibilities:

  • Works closely and supports all Section Chiefs to ensure documentation is completed for section members.
  • Collects Log sheets for all members of the EOCG.
  • Tracking resources assigned to the incident.

Logistics and Finance Section Roles

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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 will ensure all actions outlined under the Finance and Logistics Section on the Incident Action Plan (IAP) are completed, and will prepare and participate in the EOCG Meetings.


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 solicit approval to satisfy any additional financial requirements.
  • Providing financial and cost analysis support related to the incident.
  • Monitoring sources of funding
  • Tracking and reporting on the financial usage rate
  • Making reimbursements (individual and organization/department)
  • Preparing costs analysis, including the identification of incremental and extraordinary 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 raising, if relevant
  • Reconciliation in conjunction with the planning and logistics section
  • Contract negotiation and monitoring
  • Procuring equipment

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


Responsibilities:

  • Co-ordinates with Human Resources and the Registrar’s team on the retrieval of addresses and phone numbers to report injuries, death or missing person to First Responders 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
  • Co-ordinates offers of and appeal for volunteers at the direction of the EOCG.
  • Liaises with on-site contractors, vendors, suppliers and service providers

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 ensure 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 updated.
  • Provides systems training to staff as required.

Scribe
Reports To: Logistics and Finance Chief


Responsibilities:

  • Works closely and supports the Chief and Logistics and Finance Section Team Members
  • Records all actions and decisions made by the chief (i.e.: if the chief requests resources this action is recorded including why the decision is made. If the chief makes a phone call this action is recorded including name of person called, title, phone number and purpose of call).
  • Maintains incident logs, checklists and records related to the response.