INCIDENT COMMUNICATIONS CENTER MANAGER J-257
INCIDENTCOMMUNICATIONSCENTER MANAGERJ-257Job AidOctober, 2003NFES 1533
INCIDENTCOMMUNICATIONSCENTER MANAGERJ-257Job AidOctober, 2003NFES 1533Sponsored for NWCG publication by the NWCG Training Working TeamComments regarding the content of this publication should be directed to:National Interagency Fire Center, National Fire Training Support Group, 3833S. Development Ave., Boise, Idaho 83705. Email:nwcg standards@nifc.blm.gov.Additional copies of this publication may be ordered from National InteragencyFire Center, ATTN: Great Basin Cache Supply Office, 3833 South Development Avenue, Boise, Idaho 83705. Order NFES 1533.
TABLE OF CONTENTSINTRODUCTION . 4I.GENERALObtain and Assemble Materials Needed forKit . 7Documentation Forms . 7Miscellaneous Items . 8II.MOBILIZATIONA. Information from Local Dispatch Upon InitialActivation. 8B. Gather Information . 9III.INCIDENT ACTIVITIESA. Incident and Check-in . 10B. Briefing from Communications UnitLeader(COML). 10C. Establish the Incident CommunicationsCenter(ICC) . 18D. Assist the COML with Duties . 201
TABLE OF CONTENTS (continued)E. Supervise the Incident CommunicationsCenter . 27F. Maintain the ICS 214, Unit Log . 36G. Evaluate Performance of Subordinates . 36H. Demobilization of Incident CommunicationsCenter Personnel. 37APPENDICESAppendix A, ICS 205, Incident RadioCommunications Plan, Example . 39Appendix B, ICS 207, Organization Chart . 41Appendix C, ICS 213, General Message,Example . 43Appendix D, ICS 210, Status Change card,Example . 45Appendix E, ICS 214, Unit Log, Example . 47Appendix F, Radio Station Log, Example . 49Appendix G, Handheld Radio Operation . 51Procedure for Cloning Handheld Radios . 52Appendix H, 24-Hour Clock . 532
TABLE OF CONTENTS (continued)Appendix I, Phonetic Alphabet . 55Appendix J, Words and Phrases (Clear Text) . 57Appendix K, Incident Communication CenterTips. 61Communications . 61ICC Procedures . 62Record Keeping Procedures . 63Appendix L, Injury Notification Protocol for theICC . 67Appendix M, Medevac OperationsInformation . 69Appendix N, Glossary of Terms andAcronyms . 713
INCIDENT COMMUNICATION CENTERMANAGER (INCM)JOB AID, J-257 INTRODUCTIONThe Incident Communications Center Manager hasbeen identified as a position within the IncidentCommand System (ICS). The J-257 job aid,which supports this position, is part of the NationalWildfire Coordination Group's (NWCG), WildlandFire Suppression Curriculum. The subjects withinthe performance based curriculum may beadministered by either an instructor led formaltraining course or by the use of job aids. It is highlysuggested that the trainee have previous incidentexperience.Job aids are "how to" books that assist an individualin performing specific tasks associated with aposition. They may be used by an individual, in atrainee position, who has met all of theprerequisites, but has not completed the positiontask book for that position. They are also used afterthe individual has become qualified, as an aid orrefresher in doing the job.The performance based qualification systemstipulates that an individual must complete aPosition Task Book prior to becoming qualified forthat position. Refer to the "Wildland andPrescribed Fire Qualification System Guide, PMS310-1" for the established standards for thisposition. It is recommended that this job aid beissued when the position task book is initiated.4
This job aid has been developed by an interagencydevelopment group with guidance from the NationalInteragency Fire Center, Fire Training underauthority of the NWCG, with coordination andassistance of personnel from the followingagencies:UNITED STATES DEPARTMENT OF THEINTERIORBureau of Land ManagementTrenna ButlerEd RyanMarianne SchappekUNITED STATES DEPARTMENT OFAGRICULTUREForest ServiceLynn BurtonDEPARTMENT OF NATURAL RESOURCESState of Wisconsin, Division of ForestryKen TerrillNATIONAL INTERAGENCY FIRE CENTERFire Training, NWCG Development UnitKarin NicholsJan HendrickWe appreciate the efforts of those peopleassociated with the development and review of thispackage.5
Sponsored for NWCG publication by the NWCGTraining Working Team, October, 2003.Comments regarding the content of this publicationshould be directed to: National Interagency FireCenter, Fire Training, 3833 South DevelopmentAvenue, Boise, Idaho 83705.Email: nwcg standards@nifc.blm.govAdditional copies of this publication may beordered from: National Interagency Fire Center,ATTN: Great Basin Cache Supply Office, 3833 S.Development Avenue, Boise, Idaho 83705. OrderNFES #1533.6
I.GENERALObtain and Assemble Materials Needed forKit.Kit will be assembled and prepared prior toreceiving an assignment. Kit will containcritical items needed for functioning duringthe first 48 hours. Kit will be easilytransportable and within agency weightlimitation. Web gear or briefcase (not both)should not exceed 20 pounds.! Proof of Incident qualifications (Red Card)! Position Task book, NFES 2351! Fireline Handbook, PMS 410-1, NFES0065! National Incident Radio Support CacheUser’s Guide, NFES 0968Documentation Forms:!!!!ICS 210, Status Change, NFES 1334ICS 213, General Message, NFES 1336ICS 214, Unit Log, NFES 1337ICS 219, Resource Status Card (T-Card),NFES 1342 and holder (optional)! ICS 226, Individual Performance Rating,NFES 2074! SF-261, Crew Time Report, NFES 0891and/or OF-288 Emergency FirefighterTime Report, NFES 08667
! Radio Station Log, NFES 0370! Agency specific formsMiscellaneous Items (optional):! Assorted pens, pencils, felt tip markers,highlighters, thumb tacks, string tags, padsof paper, clipboard, masking/strappingtape, duct tape, envelopes, surveyorflagging, file system supplies, hole punch,etc.! Calculator! Flashlight (extra batteries)! Alarm clock! Camera! Calendar! Tape measure! Insect repellent! Local area maps! Road atlas! Cloning cable (King )II.MOBILIZATIONA.Obtain Complete Information From LocalDispatch Upon Initial Activation.1.Obtain a copy of the order form whichcontains:8
Incident/Project nameIncident/Project order numberOffice reference number (costcode)Descriptive location/responseareaLegal location (township, range,section)Incident frequencies (if available)Incident base/phone number(contact)Request numberReporting date/time and location,e.g., Incident Command Post(ICP)Transportation arrangements androutesSpecial instructionsRetain a copy of this order form for yourpersonal fire experience record.2.The individual will have: Frameless soft pack containingpersonal gear, not to exceed 45lb.INCM kit, not to exceed 20 lb.Proper Personal ProtectiveEquipment (PPE) for the job.9
B.Gather InformationGather all available information necessary toaccurately assess incident; make appropriatedecisions about immediate needs andactions including: Type of incidentPlanned operations, e.g., multipleremote camps, burnoutoperations, water handlingoperations.Current situation statusExpected duration of incidentTerrainWeather (current and expected)III.INCIDENT ACTIVITIESA.Arrive at Incident and Check In Locate supervisor (communications unitleader [COML] or logistics chief [LSC]).Report to status check-in recorder andcomplete ICS 211, Check-in List.Report to the finance/administrationsection for time keeping procedures.10
B.Obtain Initial Briefing from the COML1.Determine personnel status Personnel currently assigned tothe communication unit.Their qualifications.Length of time assigned.Additional personnel that havebeen ordered.Operational period requirements.Day and/or night operationalneeds.2.Discuss preferred "check out"procedures for communicationsequipment (CMD/TAC radios, camp netradios).3.Discuss the specifics of the ICS 205,Incident Communications Plan, locatedin the Incident Action Plan (IAP).See Appendix A, ICS 205, IncidentCommunications Plan.4.Discuss radio procedures: Type of radio being used (King ,NIFC, R5).Nature of use (tactical, command,support, camp).11
5.Frequencies in use.Channel assignments.Frequencies which may need tobe passed on to air or operationspersonnel.Air to air frequencies.Additional formats (narrowbandanalog, digital).Net/comm links established or to beestablished: Tactical - fireline work coordination(line of sight).Command - ties operations to ICP(requests for additionalresources).Support - support requests fromfireline (hose, transportation,lunches).Logistics Net - ties ICP toexpanded dispatch in the absenceof phone lines.Camp Net - used in camp to tie allICP units together.12
6.Phones: 7.Hard line, cellular or satelliteCompile information aboutwho currently has or shouldhave access to the phonesystem.Discuss the current organization of theincident (section chiefs, unit leaders,operations staff). Fill out and post an ICS 207,Organization Chart, in the IncidentCommunications Center (ICC).See the Appendix B. (If there is an IAP,the ICS 203, Organization List can beused and posted.)8.Communication Procedures:Message delivery incorporates use of theitems below. Discuss how messages fromthe incident area are handled (orders from theline, emergency). Establish message routingsystem.a.ICS 213, General Message:13
The purpose of filling out theICS 213, General Messageform is to record incomingmessages.See Appendix C, ICS 213,General Message, example andinstructions). b.Transmit messages to theICC for retransmission viaradio or telephone to theaddressee.The ICS 213, GeneralMessage form may beinitiated by the radiooperator (RADO) and anyother personnel on anincident.Upon completion, it may behand carried to theaddressee or the ICC forretransmission.ICS 210, Status Change Card: The purpose of filling out theICS 210, Status Changecard is to record statuschange information receivedon resources assigned tothe incident.14
See Appendix D, ICS 210 StatusChange, example. c.The compiled information isused by the communicationsunit RADO and theresources unit.The form is completed bythe radio/telephoneoperators who receivestatus change informationfrom individual resources,task forces, strike teams,and divisions/groupsupervisors.Status information couldalso be reported by stagingarea and helibase managersand fixed-wing facilities.The status change card is atwo-part form. The originalcopy is given to theresources unit and thesecond copy is retained bythe communications unit.ICS 214, Unit Log: The ICS 214, Unit Log isused to record details of unitactivity.15
See Appendix E, ICS 214, Unit Log. d.The file of these logsprovides a basic referencefrom which to extractinformation for inclusion inany after action report.It is no longer a requirementthat just unit leaders andabove fill out these forms.Every supervisor should getinto the habit of completingone every operationalperiod.Activity Log: Enter the timeand briefly describe eachsignificant occurrence orevent (task assignments,task completion, injuries,difficult encounters).Radio Station Log: Use this form to documentradio conversations.See Appendix F, Radio Station Log,example.16
9.e.Public address systemf.Message board/boxg.Obtain a map of the camp areawith locations of units.Ordering procedures: 10.Supplies for operatingcommunications center use ICS213, General Message.COML will order communicationsequipment.Fireline ordering - find out whohas authority to order from line.Incident Action Plan (IAP):Obtain a copy of the IAP and otherinformational documents from COML (maps,transportation plans). Receive items on adaily basis. The IAP will contain the followingcritical information needed by the incidentcommunications center personnel:a.ICS 206, Medical Plan andprocedures:17
b.ICS 204, Division AssignmentList: c.Medevac plan: has theCOML already coordinatedwith the medical unit leader(MEDL) on a medevac plan?Discuss medevac plan withMEDL, if this has notoccurred.Discuss medevacprocedures with MEDL andRADOs working for you.Names of individualsassigned to division, if nameis difficult to understand,verify spelling.All ICS 204's DivisionAssignment Lists,should be available toRADO staffing thecommand post.ICS 220, Air OperationsSummary:Note: tail numbers of aircraft maychange daily. Air traffic should be on airfrequencies. Notify COML if air traffic ison the command net.18
d.Incident objectives, fire behaviorforecast, weather forecast,demobilization plan.e.Safety Message - ICC staffshould read daily about safetyhazards.f.ICS 205, Incident RadioCommunications Plan: g.C.Provides information on allradio frequencyassignments for eachoperational period.Prepared by the COML.Discuss timing and location of unitplanning meetings and operationalperiod briefings.Establish the Incident CommunicationsCenter (ICC).1.Coordinate with the facilities unit leaderon location of the ICC.2.Follow parameters outlined by COMLfor physical establishment of the ICC.19
a.Location of ICC: b.Adjacent to the planningsection.Adjacent to the orderingmanager (ORDM).Away from vehicle andpersonnel traffic.Away from noise, e.g.,generators, helibase, foodunit.Should be flat.Should be enough room toallow for expansion.May be determined by radioequipment limitations, e.g.,telephone lines, remotes orpower needs.Ensure the orderly arrangement ofsupplies and equipment. Arrange the ICC to provideminimal conversationinterference between theradios and phones.Keep radio checkout awayfrom net radios.Arrange to keep peopletraffic to a minimum.20
c.Order sufficient RADOs to meetthe need of the incident.Example:3 Divisions require:1 each INCM4 each RADO6 Divisions require:2 each INCM8 each RADONOTE: If there is an active nightoperational period, may need to orderadditional INCM and RADO(s).d.Order supplies, through thesupply unit, to set up and operatethe ICC. D.Acquire forms (RadioStation Logs; ICS 213,General Message; ICS 210,Status Change card; ICS214, Unit Log).Assist the COML with the Following Duties:1.Maintain equipment accountability andinventories.2.Maintain or, if desired, establish issueaccountability system and issue handheld radio resources.21
3.There are different systems fortracking equipment.Ensure that the wholeincident runs on one system.Utilize integrated electronicresource tracking systems ifavailable.Example: Resource locator/T-cards.Sign out communication'sunit radios on T-cards.Empty one radio kit beforestarting another.Checkout procedures are to becomplete and accurate.a.Check the issue/return and/or theNational Incident Radio SupportCache (NIRSC) issue.b.During radio checkout: Check out radios onlyaccording to the usesidentified on the ICS205, Incident RadioCommunication Plan.Compare radio serialnumbers with those onthe checkout list.22
Try to give the same type ofradio to each crew.Try to have two peopledoing the checkout. (Oneperson to prepare the radioand one to do thepaperwork.)Put on antenna.Put the radio on the rightchannel and turn it on.Check the radio for properworking order by comparingit to a known working radio.Check batteries and handout spare. Do not issueradios with used batteries.Fill out accountability sheetof T-card with the person'sname, crew name, requestnumber, home unit, andhome unit phone number.Ensure the person checkingout the radio will be the user.List accessories (externalspeaker microphone, mobilemagnetic mount).Radio and equipmentaccountability forms (RadioRecord Card).23
c.Assist user in interpretingthe ICS 205, Incident RadioCommunication Plan.During radio check in: Ask the operator if the radioworked properly.Check the condition of thebattery. It is good practiceto replace the batteries.Place the radio back in theproper kit box in the properslot.If the radio did not workproperly, check for obviousproblems:Is the power switchon?Is it on the rightchannel and group?Is the antenna OK?Is the battery OK?Anything else? Lookcarefully.24
NOTE: Different types of radios havecolored tape - red for command, bluefor logistics (NIRSC). Be careful ofsame assigned numbers in differentboxes (radio K118-01 is in kit K118, slot01). Other kits such as K018 or K218also have a slot 01. Make sure youdouble check. NEVER play catch upwith inventory!d.If you cannot find the problem withthe radio make sure to: Tag nonfunctionalequipment upon return.Flag the radio, place itupside down in its original kitand slot.Put a note on the radio withsymptoms of the problemsthe operator was having withthe radio.Identify this to thecommunications technician(COMT) or COML whenconvenient.25
e.Order needed equipment(batteries), if directed. f.Reconcile battery orders bychecking the order againstthe ICS 213, GeneralMessage.Keep an up-to-dateinventory of batteries.Battery information can befound in the radio kitinventory sheet or theNIRSC User's Guide.Set up "dead battery box."Ensure proper recyclingprocedures are followed.Notify the COML when thesupply reaches aprearranged level.Clone radiosSee Appendix G, Handheld RadioOperation, Procedure for CloningHandheld Radios.26
g.Recognize basic communicationsnetwork malfunctions (low batteryon repeater, intermittent repeatertransmissions, dead spots), andalert COML. h.Familiarize yourself with thenormal operations of theequipment.Note which field units andlocations you can normallycommunicate with, chartareas of poorcommunications and passthis on to the COML.Notify the COML or theCOMT if you think a problemis developing in your abilityto talk to the field personnel.If you hear the squelch tailon the repeater gettinglonger, notify the COML orCOMT.Fill out lost radio reports. Use OF 289, Property Lossor Damage Report, NFES1864, or agency specificform.27
4.Implement a document filing system.a.Documents for daily filing: b.ICS 210, Status ChangecardICS 213, General MessageRadio Station Log/PhoneLogICS 214, Unit LogCrew Time ReportReasons why documentation isimportant: c.Fire reviewsClaimsComplaintsFreedom of Information Act(FOIA)Documents for final incidentpackage, organized by date: ICS 213, General MessageRadio Station Log/PhoneLogsMedevac form (if used)ICS 214, Unit logNotes not appearing onabove forms.28
5.Ensure information regardingcommunications restrictions orcoverage limitations is disseminated tooperations and ICC personnel.a.Be sure user understands whatoperational channel to be on (airoperations channel, emergencychannel, any other frequencieswhich user needs).b.Status of communicationequipment currently at theincident: c.Is this equipmentfunctioning?Is additional equipment onorder or to be ordered?Capabilities, limitations andrestrictions: Field personnel cannot becommunicated with.Congestion (other incidentson the same frequency,temporary use of theadministrative unit).Interference, e.g., skip,cross talk, unknownconversations.29
d.Location of repeater: Current location - Repeater use(command, logistics, camp net)Pl
Fireline Handbook, PMS 410-1, NFES 0065! National Incident Radio Support Cache User’s Guide, NFES 0968 Documentation Forms:! ICS 210, Status Change, NFES 1334! ICS 213, General Message, NFES 1336! ICS 214, Unit Log, NFES 1337! ICS 219, Resource Status Card (T-Card), NFES 1342 and holder (op
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