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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Suggested Citation:"Section 6 - Resource Guide." National Academies of Sciences, Engineering, and Medicine. 2010. A Guide to Emergency Response Planning at State Transportation Agencies. Washington, DC: The National Academies Press. doi: 10.17226/14469.
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Below is the uncorrected machine-read text of this chapter, intended to provide our own search engines and external engines with highly rich, chapter-representative searchable text of each book. Because it is UNCORRECTED material, please consider the following text as a useful but insufficient proxy for the authoritative book pages.

101 Introduction This part of the 2010 Guide to Emergency Response Planning at State Transportation Agencies (the 2010 Guide, the Guide) includes key resource issues primarily regarding surface (generally highway-based) transportation and provides more detailed guidance and samples of ER policies and practices. This material will be useful to those directly involved in ER planning and operations at all levels. For ease of reference, the contents of this Section are: • Organizational, Staffing, and Position Guidance. • Decision-Making Sequences. • Detailed Self-Assessment Tool that supplements Section 4, Develop an Emergency Preparedness Program. • Purpose and Supporting Resources for Action Items reference matrix. Organizational, Staffing, and Position Guidance There is no standard, one-size-fits-all organization or staffing guide for state transportation agency emergency response planning process—and this 2010 Guide does not offer such guidance. It does, however, offer some guiding principles for state transportation agencies to consider as they establish their ER planning process and how an agency might position itself for prepara- tion, response, and recovery. One issue surrounding emergency response planning in the past has been the closed-shop nature of it—that specialists responsible for developing the Emergency Operations Plan (EOP) do ER planning, specialists who might not be expert in the transportation field itself. This is fine for the leadership of the ER planning staff—certainly, someone intimately knowledgeable in ER plan- ning is key; however, transportation ER planning requires the domain expertise of individuals experienced in all facets of the transportation process and system as well. This is particularly true beyond the PLAN phase. Accordingly, state transportation agencies will find the following guidelines helpful (note, emergency management [EM] and Traffic Incident Management [TIM] are closely aligned in this discussion). Planning-Level Organizational Principles The following apply to creating and conducting the emergency management planning process in the transportation agency, ensuring that the agency does the following: S E C T I O N 6 Resource Guide

102 A Guide to Emergency Response Planning at State Transportation Agencies • Creates an EM Executive Committee or group that makes decisions regarding allocation of resources for emergency response policy and planning, staffing, resources, and interagency agreements and understandings. • Thoroughly commits to the general concept of Emergency Transportation Operations (ETO) throughout the agency—headquarters and regional/district levels (NCHRP Report 525, Volume 6, 2005). • Relies on a core emergency management team that has domain expertise in EM/ER. This might be one person (called the state transportation agency Emergency Planning Coordina- tor [EPC] herein) or a small group, depending on the level of activity in both State EOP devel- opment and agency EOP development. The leader of this team should report to an individual (position) as high in the organization as possible, given the culture of the organization. This person/group should work closely with the State Emergency Management Agency (SEMA) State National Incident Management System (NIMS) Coordinator to ensure NIMS compliance within the agency. • At a minimum, the broader EM Team should include representatives from the following divisions: – Planning—to ensure that infrastructure planning considers EM (and TIM) operations in the high-level investment process. – Design—to ensure that infrastructure and operations support designs, such as intelligent transportation systems (ITS), fully account for the needs of EM/ER and TIM. – Construction and Maintenance—to ensure that appropriate attention is given to ER/TIM requirements during construction and major maintenance activities, including the use of ITS to support TIM and ER in work zones. – Operations—to ensure that TIM and ER are high-priority functions in all aspects of high- way and transit operations. – The Traffic/Transportation Incident Management Organization (also called TIM Team)— whether separate or an integral part of Operations (or other), to form a seamless process that transitions from managing routine traffic incidents into the appropriate response level for major incidents, disasters, and catastrophes. – Administration—particularly emergency procurement personnel, to be able to issue emergency contracts or other instruments to facilitate restoring infrastructure and other transportation services. – Liaisons to/from major stakeholder partners—to ensure full exercise of the 4-Cs (com- munication, cooperation, coordination, and consensus) among agencies. If the region has multi-agency TIM Teams, then expand these to include EM. PREPARE for Emergencies The foregoing organizational principles apply here as well, but in addition, the agency should ensure that a full complement of training and exercises is developed and undertaken. It is particularly important to test notification channels, including back-ups, if the primary channel becomes inoperative. The following are examples of areas of the country that have regional incident alert networks in place: • GCM (Gary-Chicago-Milwaukee) ITS Corridor encompasses Interstates 55, 57, 90, 94, 290, and 355 in this tri-city corridor; • STIX (Southern Traffic Incident eXchange) covers Florida, Georgia, and the Carolinas; and • TRANSCOM primarily covers the New York, New Jersey, and Connecticut metropolitan region, but notifications extend as far south as Northern North Carolina. EOPs should include such networks if available in the region.

Resource Guide 103 Similarly, there should be open communications among Transportation Management Cen- ters (TMCs), Emergency Operations Centers (EOCs), Fusion Centers (FCs), and other respon- der agencies. None of this, however, has any further direct impact on organization and staffing. RESPOND to Emergencies When emergencies occur, the EM/TIM Teams discussed previously go into action. Depend- ing on the level of incident, EOCs may be activated, and state transportation agency personnel assigned to them will relocate to the facility. The only additional organizational suggestion made is that the state transportation agency should adopt a practice used in the military and by many public safety agencies—have a stand- ing, rotating Emergency Duty Officer (EDO) who is available 24/7 and whose contact informa- tion is known to TMCs, EOCs, and FCs, as well as to public safety dispatch centers. Designate an EDO at both the state (central office) level and local/regional (e.g., district) levels; the EDO would be able to quickly launch all needed notifications within the transportation agency, depending on the nature and severity of the incident. This practice is probably most effective when the EDO is a leader of the EM Team at the state level, and someone associated with a TMC if local/regional. RECOVER from Emergencies There are no special organizational or staffing needs associated with this phase. Of course, if restoring transportation services will be required, the EM Team must be fully conversant with the emergency power available to the agency in terms of issuing emergency contracts, task orders, and modifications to contractors to perform needed services. Decision-Making Sequences In emergencies there are literally thousands of decisions that might need to be made by every- one from the individual responder, up through the ranks to the Incident Commander (IC), and even higher. These decisions have to do with protective or rescue actions by the responder at the immediate level to decisions regarding such major issues as allocation of resources, activation of EOCs and similar facilities, calling out special forces such as the National Guard, and activating contraflow operations. The former are issues of good TIM/EM practices and training, but the EOPs should cover the latter, at least in terms of designation of authorities. The key is speed—decisions must be made quickly and competently. While all possibilities are impossible to foresee—as we found out on 9/11—the mechanisms for decision making should be clearly laid out so there is no question as to who has the authority to act. FEMA’s Comprehensive Preparedness Guide (CPG 101) to Pro- ducing Emergency Plans, in the second sentence of the text, reads, “[CPG 101] promotes a com- mon understanding of the fundamentals of planning and decision making to help emergency planners examine a hazard and produce integrated, coordinated, and synchronized plans” (emphasis added) (CPG 101, 2009). This aspect is repeated throughout the document, and it stresses that the EOP needs to identify decision points. These can be guided by this excerpt from the document: A response action is correctly identified when planners can answer the following questions about it: • What is the action? • Who does it?

104 A Guide to Emergency Response Planning at State Transportation Agencies • When do they do it? • How long does it take/how much time is actually available to do it? • What has to happen before it? • What happens after it? • What resources does it need? All of these are decisions that someone must make and the EOP should point to the appropri- ate authority—explicitly by positions or even names. Much can be learned after an incident (or even an exercise) by answering these questions (again from CPG 101): • Did an action, a process, a decision, or the response timing identified in the plan make the situa- tion worse or better? • Were new alternate courses of action identified? • What aspects of the action, process, decision, or response timing make it something to keep in the plan? • What aspects of the action, process, decision, or response timing make it something to avoid or remove from the plan? • What specific changes to plans and procedures, personnel, organizational structures, leadership or management processes, facilities, or equipment can improve response performance? While these questions speak more about the plan than decisions per se, decisions made the actions successful—or not. As NCHRP Report 525: Surface Transportation Security, Volume 6: Guide for Emergency Transportation Operations stresses: Executive-level support is crucial to the development of a more formal program approach and to ensure that the responsibilities and resources are mobilized and targeted. Raising what is now a part-time, frag- mented set of responsibilities to the level of a resourced, managed program must overcome bureaucratic traditions and inertia, compete for resources, support new approaches, and forge new external relation- ships. These challenges require top executive leadership—starting at the policy level in agency headquar- ters and executed under the responsibility of the district and regional management levels. Such executive initiative and oversight is essential to ensure: • Fostering of an interagency focus on the complete array of incidents and emergencies; • Establishment of a formal program with senior responsibility, organization, and reporting; • Allocation of adequate resources; • Establishment of objectives with related performance measures and accountability; and • Development of agency policy, laws, regulations, and interagency agreements. In short, emergency management is for everyone in leadership positions in the state transporta- tion agency, not just those bearing titles alluding to emergency management responsibilities. Detailed Self-Assessment Tools The more detailed agency self-assessment for state transportation agencies is contained in the first of two matrices—the full emergency response matrix. The second matrix, purpose and supporting resources for action reference, is a compressed version of the first and is a useful reference tool. Full Emergency Response Matrix The term requirements is used in a figurative sense, not literal; these are not absolute require- ments; rather, they are guidelines. The exception is that NIMS requirements are mandatory for agencies (both state and local level) that wish to receive FEMA compensation from DHS. The matrix follows the Plan-Prepare-Respond-Recover regimen discussed previously in Sec- tion 4, Develop an Emergency Preparedness Program. In the way of explanation, the following columns make up the matrix: • Steps are the major sequence of activities that complete the Plan-Prepare-Respond-Recover process.

Resource Guide 105 • Phases are the Plan-Prepare-Respond-Recover processes named and numbered sequentially for ease of reference. • Action Item(s) are the significant activities the state transportation agency would take for each phase. Ideally, each one of these should be an objective of any state agency’s EOP. • Supporting Actions are the one-to-many separate activities that the state transportation agency would undertake to achieve success for each phase. While ideally all of these are desirable, it is unlikely that most agencies will be able to accomplish each one. At a minimum, however, those identified by (*___*) are NIMS requirements and are of high priority. Those identified by (**____**) are suggested by the National Unified Goal (NUG) for Traffic Incident Man- agement (TIM), promulgated by the National Traffic Incident Management Coalition (NTIMC), and are highly desirable. The rest are important, but an agency would need to assess how much of its resources it can afford to expend to achieve them. • Status provides space to record the state transportation agency’s current actions, indicating not started, in progress, or completed. The Full Response Requirements Matrix, formatted as a spreadsheet, includes these categories. The following is an overview of the four steps in Table 8, Full Emergency Response Require- ments Matrix: Plan • Form a collaborative planning team. • Conduct research and analyze the data. • Determine goals and objectives. • Develop and analyze courses of action and identify resources. • Write the plan. • Approve and implement the plan. • Exercise the plan and evaluate its effectiveness. • Review, revise, and maintain the plan. Prepare • Develop approaches to implement state transportation agency roles and responsibilities dur- ing emergencies, as specified in the State EOP (SEOP) and supporting annexes and referenced materials. • Establish protocols to communicate with employees and the general public. • Develop plans and procedures to manage traffic under emergency conditions. • Develop mobilization plans to ensure readiness to deploy state transportation agency person- nel and resources. • Ensure cost tracking and accountability. Respond • Initiate emergency response. • Address emergency needs and requests for support. • Manage evacuation/shelter-in-place/quarantine. • Implement emergency response actions. • Continue response. • Conclude response. Recover • Restore traffic to affected area. • Identify and implement lessons learned. Note that the applicability of these requirements is primarily directed at the agency’s own EOP. Each agency will have to determine to what extent similar actions are included in the state trans- portation agency’s component(s) of the State EOP (SEOP). Ideally, the SEOP should include the full resources and capabilities of the state transportation agency in particular, and the transporta- tion community in general.

106 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. Full Emergency Response Matrix. S T A T U S STEPS PHASE: PLAN ACTION ITEM S U P P O R T I N G A C T I O N S PLAN-01 Identify and designate lead Emergency Planning Coordinator and team for the state transportation agency. 1.1. Select an Emergency Planning Coordinator (EPC) for the agency and supporting team members. 1.2. The size of the planning team will depend on the scope of the agency’s operations, requirements, and resources. The planning team should be of sufficient size to encourage participation and investment in the process. Design the planning team to enhance the visibility and stature of the planning process and to provide a broad perspective on the issues. The planning team should include active members and advisory members. In most cases, a small group (5 to 7 people) will do the bulk of the work; however, identify other members to review planning documents, coordinate input, identify resources and needs, and assess outcomes. Structure the planning group to receive input from all agency functional areas. 1. Form a collaborative planning team. PLAN-02 Establish authority. 2.1. Demonstrate management’s commitment and promote an atmosphere of cooperation by authorizing the state transportation agency EPC and planning team to take the steps necessary to develop/update the agency’s emergency plans and response program. 2.2. Executive management should strongly support EPC’s participation in the State Emergency Operations Plan (EOP) process and define authority. 2.3. Establish a clear line of authority between team members and the agency Emergency Planning Coordinator. 2.4. Upper management should appoint participants, in writing, to the planning group. Participant job descriptions could also reflect this assignment. Not Started Com- pleted In Progress PLAN-03 Issue a Mission Statement. 3.1. The agency Chief Executive Officer should issue a mission and vision statement to demonstrate a commitment to emergency planning. 3.2. The statement should Define the scope of activities to be performed by the emergency management coordinator and planning team. Identify the agency’s high-level goals for the emergency planning process. Identify the documents and/or programs the agency emergency planning team is to develop. Indicate that creation of these documents and programs will involve the entire organization. Define the authority and structure of the planning group. PLAN-04 Establish a schedule and budget. 4.1. Emergency Management Team should define specific goals and objectives of the emergency management process and performance metrics. 4.2. Establish a work schedule and planning deadlines. Modify timelines as priorities are more clearly defined. 4.3. Develop an initial budget for such things as research, printing, seminars, consulting services, and other expenses that may be necessary during the development process. 2. Conduct research and analyze data. PLAN-05 Identify documents to be developed, reviewed, approved, and/or updated regarding the state transportation agency’s emergency response plans and programs. 5.1. The agency emergency planning process should begin with the State Emergency Operations Plan (SEOP) and the functional annexes and hazard-specific appendices. 5.2. The State EOP may be supported by specific plans, procedures or other documents developed by the state transportation agency and/or other agencies to support implementation of the SEOP, including the following: **Overview and Primers provide a brief concept summary of a function, team, or capability.** **Standard Operating Procedures (SOPs) or Operations Manuals** provide a complete reference document, detailing the procedures for performing a single function (SOP) or a number of interdependent functions (Operations Manual).** **Field Operations Guides (FOGs) or Handbooks** provide durable pocket or desk guides, containing essential basic information needed to perform specif ic assignments or functions. **Job Aids** include checklists or other aids useful in performing or training for a specific job to be performed in the EOP.

Resource Guide 107 Table 8. (Continued). 2. Conduct research and analyze data (continued). PLAN-06 Work with the State National Incident Management System (NIMS) Coordinator to identify state transportation agency requirements for addressing statewide NIMS im pl ementation. 6.1. **Meet with the state’s NIMS Coordinator to establish a working relationship for addressing NIMS compliance issues**. 6.2. **Determine if the agency should have a NIMS coordinator. If so, and if one has not already been assigned, determine whether the agency Emergency Planning Coordinator should assume this role.** 6.3. **Receive and review a copy of the State’s NIMS Implementation Plan.** 6.4. **Obtain from the state’s NIMS Coordinator a clear list of NIMS requirements being addressed by the state and any outstanding Corrective Action Plans (CAPs) filed with FEMA that may relate to the agency.** 6.5. *Ensure that state adoption of NIMS through executive order, proclamation, resolution, or legislation applies to the transportation agency and that no additional action is required by the agency to formally adopt NIMS.* 6.6. *Determine how the state has established its NIMS compliance baseline against the FY05 and FY06 NIMS implementation requirements and the specific actions required for the agency in FY 2007 through FY 2009.* 6.7. *Determine any specific NIMS training requirements applicable for the transportation agency and obtain the status of the department in meeting these requirements.* 6.8. *Determine whether the state is implementing NIMS resource typing protocols for the inventory and tracking of transportation- related resources and what actions the agency should perform to ensure incorporation of these protocols into its planning activities.* 6.9. *If not already occurring, determine if monthly or quarterly meetings should be conducted with the state’s NIMS Coordinator to ensure full implementation of NIMS in all transportation agency planning, training, and drilling activities.* STATUS STEPS PHASE: PLAN ACTION ITEM SUPPORTING ACTIONS Not Started Com- pleted In Progress 5.3. Other plans may be available for agency review, including **State or agency Continuity of Operations Plan (COOP).** State or agency Continuity of Government Plan (COG). State or agency Critical Infrastructure/Key Resources (CI/KR) Protection Plans. State or agency Pandemic Flu Plan. Agency Transportation/Traffic Incident Management Plans. Agency Emergency Response Plans and Hazard–Specific **Response Plans (i.e., snow/ice, hurricane, and responses like contraflow operations).** PLAN-07 Review State EOP and supporting annexes and appendices and other documents for transportation- related activities. 7.1. Ensure documents accurately reflect transportation-related resources and authorities. 7.2. Ensure the SEOP clearly defines leadership roles and responsibilities for transportation-related issues and clearly articulates the decisions that need to be made, who will make them, when they will be made, and to whom they should be disseminated. 7.3. Ensure the SEOP facilitates response and short-term recovery activities required from a transportation perspective. 7.4. Ensure the SEOP includes strategies for both no-notice and forewarned evacuations, with particular considerations for assisting vulnerable (e.g., mobility disabled/disadvantaged) populations and for dealing with animal populations. 7.5. Verify that specific procedures and protocols have been developed to augment the SEOP to guide rapid implementation of transportation requirements—both to provide the emergency services needed by the population in general and for the transportation department(s) itself. 7.6. Verify that the situations and assumptions identified in the State EOP are appropriate from a transportation perspective. 7.7. Verify that the concept of operations in the State EOP adequately addresses transportation roles, responsibilities, capabilities, and concerns. 7.8. Verify that the organization and assignment of responsibilities in the State EOP and supporting annexes and appendices is adequate for transportation-related activities. (continued on next page)

108 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). provisions, and policies for reassigning public employees and soliciting and using volunteers. Also, make sure that general policies on financial record keeping, tracking resources, and compensation of private property owners are appropriate for the agency. 7.10. Verify that the State EOP contains authorities and references appropriate for transportation response, including any laws, statutes, ordinances, executive orders, regulations, policies, and formal agreements relevant to providing transportation during emergencies. STATUS STEPS PHASE: PLAN ACTION ITEM SUPPORTING ACTIONS Not Started Com- pleted In Progress 7.11. Verify that coordination processes are in place to share information and any necessary command and control with the regional Transportation Management Center (TMC), if present. 7.12. Verify that coordination processes are in place to share information with the regional Intelligence Fusion Center (FC), if present. 7.13. Verify that the functional annexes and hazard-specific appendices identify activities to be performed by all agencies and organizations with responsibilities under transportation functions. Functional annexes also should clearly define actions before, during, and after an emergency event. Hazard-specific appendices should identify specific transportation activities to take in unique circumstances beyond the basic approach detailed in the State EOP. 7.14. Verify that transportation terms are included and correctly defined in the State EOP glossary. 7.15. Verify that the SEOP pre-designates transportation representatives to the State Emergency Operations Center (SEOC)/Multiagency Coordination System (MACS). 7.16. Verify that the State EOP includes pre-incident and post- incident public awareness, education, and communications plans and protocols related to transportation. 7.17. Verify that the State EOP includes local post-incident debriefings and after-action reporting (see federal coordination later). 7.18. Verify that the State EOP includes provisions for notifying regional and national authorities if the event would not ordinarily rise to the level of a major disaster in itself, but could have widespread indirect impacts (e.g., a traffic incident that creates congestion sufficient to delay airline crews from reaching a major airport, thus widely disrupting flight schedules). PLAN-08 Review relevant hazards likely to result in an emergency requiring activation of the State Emergency Operations Center. 8.1. Determine if the hazards identified in the State EOP are appropriate and complete from a transportation perspective. 8.2. Ensure that the SEOP addresses all hazards that the state may reasonably expect to occur and all the preparedness and incident management activities necessary to ensure an effective response to those hazards from a transportation perspective. 8.3. Determine if the SEOP clearly indicates which types of hazards would likely require mobility restriction measures (shelter-in- place/quarantine) as part of t he response (e.g., earthquake, pandemic flu) and which ones would require enhanced mobility (evacuation) (e.g., hurricanes). 8.4. Determine if the hazard-specific annexes adequately address the transportation-related aspects of the identified hazards or additional elements should be considered to address the hazard. 8.5. Ensure that pipelines, viaducts, etc., are included in the EOP. 8.6. NOTE: Hazard maps are available in compilations of hazard information made by FEMA and state emergency management agencies, the U.S. Geological Survey (USGS) and state geological surveys, and the National Weather Service (NWS) 2. Conduct research and analyze data (continued). 7.9. Verify that administration, communications, and logistics sections of the SEOP accurately reflect transportation general support requirements and availability of support services from other agencies, including general policies for managing resources and activating mutual-aid agreements, liability

Resource Guide 109 Table 8. (Continued). N o t e : Vulnerable populations typically include in di viduals with disabilities, children, senior citizens, pregnant women, people with pets, low-income, transit-dependent, hospitalized and institutionalized (including incarcerated persons); those with limited English proficiency or who are non-English speaking; individuals lacking transportation; those with chronic medical disorders; and people with pharmacological dependency. 9.3. Identify appropriate destinations for evacuation or restriction measures (shelter-in-place/quarantine) for vulnerable populations and have contact information readily available, or a path to locate such facilities. STATUS STEPS PHASE: PLAN ACTION ITEM SUPPORTING ACTIONS Not Started Com- pleted In Progress 2. Conduct research and analyze data (continued). PLAN-10 Determine status of state transportation agency emergency planning activities to date and identify areas in need of improvement. 10.1. Has the agency completed procedures regarding how to work with the state to request federal assistance? 10.2. Does the agency have written procedures on how to secure assistance through mutual-aid agreements that may exist? 10.3. Does the agency have established orders of succession or a COOP plan? 10.4. Does the agency have established, documented procedures for tracking action items and mission assignments? 10.5. Does the agency have established, documented procedures for requesting and tracking requests for resources? 10.6. Does the agency have established, documented procedures for participating in the SEOC, to include levels of activation based on the event(s) in progress? 10.7. Are there written processes for administrative functions that agency representatives may perform within the EOC, such as computer protocols, e-mail conventions, telephone use, security, logging hours, and reporting procedures? 10.8. Does the agency have documented procedures for tracking expenditures? 10.9. Are there written procedures for involving and orienting private- sector interests that may be participating in emergency activities managed by the agency? 10.10. Are there written procedures for involving and orienting volunteers and volunteer organizations participating in emergency activities if managed by the agency? 10.11. Do written agency procedures comply with legal statutes for risk-based, hazard-specific programs that require them to accept, or to the contrary reject, volunteers (e.g., volunteer fire fighters who are not on duty and/or properly attired and equipped)? and its local offices. Maps from the Federal Insurance Administration (FIA), maps of 10- and 50-mile emergency planning zones (EPZs) around nuclear power plants, and any maps of hazardous materials (HAZMAT) sites prepared by Local Emergency Planning Committees (LEPCs) may also be useful. PLAN-09 Gather information regarding vulnerable populations. 9.1. Identify issues and requirements associated with vulnerable populations. 9.2. Identify potential assets to deploy for these populations in an emergency, as needed, and have contact information readily available. (continued on next page)

110 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). STATUSSTEPS PHASE: PLAN ACTION ITEM SUPPORTING ACTIONS Not Started Com- pleted In Progress 2. Conduct research and analyze data (continued). 10.18. Does the agency have or use one or more of the following: **Checklists?** **Resource listings?** **Related maps and charts?** **Other pertinent data?** 10.19. Does the agency address: **Notification mechanisms?** **Staff/ing of positions three levels deep?** 10.20. Does the agency identify components in field operating manuals or desk handbooks for support personnel unfamiliar with this jurisdiction’s emergency operations? 10.21. Has the agency developed checklists and/or job aids to assist personnel to complete their tasks? 10.22. Does the agency have documented procedures for rapid needs assessment and coordinating with the federal damage assessment teams after an event? 10.23. Does the agency have documented procedures for requesting post disaster assistance from the federal government, including public assistance and individual assistance from FEMA? 10.24. Does the agency have documented procedures in place to coordinate the distribution of mass prophylaxis, such as the National Strategic Stockpile, if applicable? 10.25. Does the agency have documented procedures in place to support evacuations (including contraflow operations if appropriate) or shelter-in-place/quarantine and mass care, if applicable? 10.26. Does the agency have documented procedures to support the management of casualties and mass fatalities, including animals? PLAN-11 Define response issues, roles, and tasks by reviewing the Universal Task List (UTL), Target Capabilities List (TCL), Resource Typing List, and the National Planning Scenarios (NPS). 11.1. Ensure coordination with DHS and FEMA guidance. PLAN-12 Based on activities identified in the State EOP and supporting annexes and appendices, develop/update the state transportation agency’s Transportation 12.1. *Update organization charts and determine if specific teams, groups, committees, and/or temporary organizations will be used to manage agency responses to emergencies identified in the State EOP.* 12.2. *Be sure to review agency TIM Plans and Protocols and specific emergency response plans to identify incident management structures currently used.* 12.3. *Identify and train agency field personnel in charge of on-scene response to coordinate with the ICS established by the local or state emergency response agencies on-scene. Points of 10.12. Are there written agency procedures for communicating timely and accurate information to the public? 10.13. Are there written agency procedures for issuing public warnings via sirens, Emergency Advisory System (EAS), and/or other warning mechanisms? 10.14. Do agency procedures identify coordination points with other operational agencies, teams, or sections? 10.15. Has the agency developed overview documents outlining qualifications of their personnel? 10.16. Has the agency developed overview documents that describe general tasks and responsibilities and hazard-specific tasks and responsibilities? into specific actions that describe how the organization will accomplish assigned tasks? 10.17. Has the agency developed procedures that translate tasking

Resource Guide 111 Table 8. (Continued). STATUS STEPS PHASE: PLAN ACTION ITEM SUPPORTING ACTIONS Not Started Com- pleted In Progress 3. Determine goals and objectives. PLAN-13 Establish operational priorities, response goals, and intermediate 13.1. Clarify what constitutes succes s regarding the agency’ s response to the range of emergencies that could occur resulting from the hazards identified for the state. objectives for the state transportation agency in response to the hazards identified and the existing State EOP and supporting documents, as well as new challenges identified during the analysis process. PLAN-14 Use scenario- based, functional, and capabilities- based planning to depict how the state transportation agency’s response to a range of emergency situations may unfold. 14.1. Use a formal process for building relationships among the occurrence of hazards, decision points, and response actions. 4. Develop and analyze courses of action and identify resources. PLAN-15 Identify the resources needed to support the state transportation agency’s response activities. 15.1. Ensure that adequate resources are available. PLAN-16 Develop and/or updat e transportation- related components of the State EOP, functional annexes, and hazard-specific appendices. 16.1. Complete state transportation planning inputs and deliverables for the State EOP and supporting documents. 16.2. Establish expectations regarding transportation functions during the range of potential incidents addressed in the State EOP. 16.3. Develop/update transportation-related components of the State SOP, the functional annexes to the State EOP, and the hazard- specific appendices to the State EOP. 16.4. Ensure that agency liaisons are available to support the SEOC *and, if applicable, the county/municipal EOCs, TMC(s), and/or FC(s) during a state-declared emergency . * 5. Write the plan. Incident Management Organization to ensure all activities conducted conform to NIMS and National Response Framework (NRF) requirements. interface with the ICS established by local/state agencies may include* **Incident Command Posts (ICPs) and staging areas, for reporting and resource management.** **ICS and Unified Command or even Area Command (if needed) to guide incident action planning.** **State, local, and private-sector EOCs.** **Coordination with TMC and/or FCs.** **Participation in Joint Information Center (JIC) to manage public information.** **Participation in a Joint Field Office (JFO) to coordinate federal response and resources.** **Possible coordination with Regional Response Coordination Center (RRCC) and Homeland Security Operations Center (HSOC) in events of national significance.** 12.4. **Consider preparing an overview document/primer and a FOG on the agency’s Incident Management Organization, including how this organization may change depending on the type of emergency being managed.** 2. Conduct research and analyze data (continued). (continued on next page)

112 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). STATUS STEPS PHASE: PLAN ACTION ITEM SUPPORTING ACTIONS Not Started Com- pleted In Progress 6. Approve and PLAN-18 Formally approve and im p lement the 18.1. Ensure adoption of the plan and supporting materials. im pl ement the plan. transportation- related provisions of the State and transportation agency EOPs and supporting annexes and agency-specific supporting materials. 7. Exercise the plan and evaluate its effectiveness. PLAN-19 Develop a coordinated program of training, drills, and exercises. 19.1. Ensure state transportation agency personnel are trained in how to respond to emergencies. 8. Review, revise, and maintain the plan. PLAN-20 Establish an ongoing review and assessment process for the transportation- related elements of the state and state transportation agency EOPs and supporting materials. 20.1. Ensure that the agency plans, procedures, and supporting materials include the latest information. 20.2. Design periodic exercises to test, even stress, established processes to identify needed improvements. PLAN-17 Develop supporting materials, including any specific plans, guidance, overviews documents, SOPs, operating manuals, FOGs, handbooks, and job aids needed to support state transportation agency personnel capabilities to respond to emergencies. 17.1. Ensure that sufficient materials exist to support the training and response activities of agency personnel during emergencies. 17.2. Identify needed agency plans or documents to be developed, including any agency-specific emergency response plans, COOP/COG plans, etc. 17.3. Develop SOPs detailing the procedures for performing individual functions identified in the transportation-related component of the State EOP and Hazard-Specific Annexes. 17.4. If applicable, develop an Operations Manual detailing the performance of a number of interdependent functions specified in the transportation-related elements of the State EOP. 17.5. Develop a FOG or Handbook, such as a durable pocket or desk guide, containing essential basic information needed to perform specific assignments or functions as specified in the transportation-related elements of the State EOP. 17.6. Develop Job Aids to provide detailed checklists or other aids for job performance or job training regarding the transportation- related elements specified in the State EOP and Hazard- Specific Annexes. 17.7. Develop criteria for the reporting, and (particularly) verification of a potential incident by motorists or citizens, even from specially trained individuals, such those involved in road watch, first observer, transit watch, volunteer spotter, and other probe programs (including transit vehicle operators). 5. Write the plan (continued).

Resource Guide 113 Table 8. (Continued). STATUS STEPS PHASE: PREPARE ACTION ITEM SUPPORTING ACTIONS 1. Develop approaches for im pl ementing stat e transportation agency roles and responsibilities during emergencies, as specified in the State EOP and supporting annexes and references. PREPARE- 01 Establish protocols for heightened Homeland Security Advisory System (HSAS) threat levels. 1.1. Clarify the threat warning and notification system to be used by the state transportation agency. 1.2. Identify specific actions that the agency will take for each level in the HSAS. 1.3. Where possible, coordinate the activities identified for each level of the HSAS with the transportation-related activities identified in state’s basic Emergency Operations Plan and the Hazard-Specific Annexes. In Progress Not Started Com- pleted PREPARE- 02 Develop a Memorandum of Understanding/Agreement (MOU/A) with other local and state agencies regarding the transportation-related elements specified in the State and Regional EOPs. 2.1. *Promote intrastate and interagency mutual-aid agreements (to include agreements with private and nongovernmental organizations).* 2.2. *Develop Mutual-Aid Agreements and notification/information sharing protocols with local/regional and state partners regarding the transportation-related elements specified in the State EOP.* 2.3. *Use the state/territory response asset inventory for Intra- and Interstate Mutual Aid [such as Emergency Management Assistance Compact (EMAC)] requests, exercises, and actual events.* 2.4. *Build relationships with local, regional, State, and Federal Emergency Management Agencies (EMAs), Emergency Operation Centers, Emergency Planning Committees, Emergency Response Commissions, TMCs, Fusion Centers, and Public Health and Agricultural organizations.* 2.5. *Define key terms, roles and responsibilities of individuals, 2.6. and contact information.* 2.7. *Include procedures for requesting and providing assistance.* 2.8. *Include procedures, authorities, and rules for payment, reimbursement, and allocation of costs.* 2.9. *Include notification procedures and protocols for interoperable communications.* 2.10. *Explain relationships with other agreements among jurisdictions.* 2.11. *Address workers’ compensation and treatment of liability and immunity.* 2.12. *Provide for recognition of qualifications and certifications. 2.13. *Share agreements, as required.* 2.14. *Review, support, and adopt FEMA’s ongoing efforts to develop a national credentialing system.* 2.15. *Expand mutual aid agreements beyond support services and equipment to include information sharing and interagency decision making.* 2.16. *Establish MOUs with the owners of electrical powe r transmission trunk lines, pipelines, viaducts, etc., for monitoring of these facilities and include in the EOP appropriate responses to damage to them.* PREPARE- 03 Develop an approach to provide state transportation agency critical services during emergencies. 3.1. **Establish a common understanding with community, state, and federal jurisdictions of the capabilities and distinct types of emergency response equipment available. 3.2. **Develop an agency Continuity of Operations Plan (COOP).** 3.3. **Develop an agency Continuity of Government Plan (COG).** 3.4. **Acquire or pre-identify key equipment and supplies specified in the COOP.** 3.5. **Identify response resources and develop an asset inventory conforming to NIMS resource typing standards, including DHS standards as identified by the National Integration Center (NIC). When feasible, propose modification or new resource definitions to the NIC for inclusion in the resource typing effort.** 3.6. **Identify and have strategies to obtain and deploy major equipment, supplies, facilities, and systems in sufficient quantities to perform assigned missions and tasks. 3.7. **Implement an effective logistics system to mobilize, track, use, sustain, and demobilize physical and human resources. The system must support both the residents in need and the teams that are responding to the incident.** 3.8. **Develop Personnel Resource Lists identifying appropriate personnel available to support various incident types. Include contractor personnel.** (continued on next page)

114 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). STATUS STEPS PHASE: PREPARE ACTION ITEM SUPPORTING ACTIONS In Progress Not Started Com- pleted 3.10. **To the extent permissible by state and local law, ensure relevant national standards and guidance to achieve equipment, communications, and data interoperability are incorporated into state and local acquisition programs.** 3.11. **Share these lists with appropriate local, state, and regional EMAs.** 3.12. **Develop extended/emergency staffing plans, including the suspension of vacation and leave and overtime/compensatory time provisions as warranted.** PREPARE- 04 Develop a state transportation agency approach to evacuation/shelter-in- place/quarantine management. 4.1. Convene stakeholders to develop and revise evacuation/shelter-in-place/quarantine plans. Include practitioners with past experience. 4.2. Identify goals and objectives, and guidelines for plan evaluation and updating. 4.3. Identify ultimate decisionmakers, Incident Commanders, organizations, and those with authority and responsibility for evacuation/shelter-in-place/quarantine, by position, and ensure their tasks have been pre-defined. 4.4. Identify the roles and responsibilities of government agencies, including transportation and public safety, and how these agencies coordinate their efforts with each other. 4.5. Identify variations in direction and control for different types of events that require evacuation/sheltering-in- place/quarantine. 4.6. Perform practice exercises (at least tabletop) to test the plan to evacuate/shelter-in-place/quarantine vulnerable populations. 4.7. Identify the number and location of people and vehicles to be evacuated, sheltered-in-place, or quarantined. 4.8. Identify primary and secondary evacuation/shelter-in- place/quarantine routes based on probability and feasibility of use, survivability, ease of restoration, functional service, and strategic location. paratransit, trains and other publicly or privately owned vehicles that could be used during the evacuation/shelter- in-place/quarantine. (NOTE: hereinafter all of these vahicles are generically referred to as transit vehicles.) 4.9. Identify agencies and personnel who will report to the EOC and how they will be notified to report. 4.18. Designate routes and locations for ingress traffic and pre- staged equipment materiel and personnel along the evacuation/shelter-in-place/quarantine routes, including fuel and personal relief facilities. 4.19. **Include a strategy for restricting and securing access to evacuated, sheltered-in-place, or quarantined areas.** 4.10. Address shelters and in-place provisions. 4.11. Document decision criteria to be monitored and evaluated prior to issuing an evacuation/shelter-in-place/quarantine order. 4.12. Identify how and when to communicate the evacuation/shelter-in-place/quarantine order to the emergency management community and to the public. 4.13. Define specific criteria for voluntary, recommended, or mandatory evacuation/shelter-in-place/quarantine. 4.14. Include pre-approved drafts of executive orders for evacuation/shelter-in-place/quarantine. 4.15. Describe the time phasing of evacuation/shelter-in- place/quarantine execution (i.e., sequential and concurrent activities) for different levels of response. 4.16. Account for communicating with limited English-speaking individuals and people with special needs (i.e., hearing, physical, mental, or vision impairments). 4.17. Address the use of public transit vehicles, school buses 1. Develop approaches for im pl ementing stat e transportation agency roles and responsibilities during emergencies, as specified in the State EOP and supporting annexes and references (continued). 3.9. **Develop Equipment/Materials Resource Lists identifying equipment and materials needed and available for various incident types. Include contractor resources.**

Resource Guide 115 Table 8. (Continued). STATUS STEPS PHASE: PREPARE ACTION ITEM SUPPORTING ACTIONS In Progress Not Started Com- pleted 5.5. Develop and maintain connectivity capability between local Incident Command Posts, local 9-1-1 centers, local EOCs, the State EOC, and regional and federal EOCs and NRF organizational elements. 5.6. Develop systems, tools, and processes to present consistent and accurate information to incident managers at all levels. 5.7. Specify agency and interagency contact information. 5.8. Establish calling trees and notification systems, including 24/7 event notification protocols. 5.9. Prepare an employee communication strategy, including emergency communication systems and materials for distribution in advance of events. 5.10. Incident response communications (during exercises and actual incidents) should feature plain language commands so they can function in a multi-jurisdiction environment. Revise field manuals and training to reflect the plain language standard. 5.17. Institutionalize, within the framework of ICS, the Public Information System comprising the Joint Information System (JIS) and a Joint Information Center (JIC). The Public Information System will ensure an organized, 5.18. **Standardize incident reporting and documentation procedures to enhance situational awareness and provide emergency management/response personnel with access to critical information.** integrated, and coordinated mechanism to perform critical emergency information, crisis communications, and public affairs functions that are timely, accurate, and consistent. This includes training for designated participants from the Governor’s office and key state agencies. 5.11. Identify single points of contacts, with back-ups, in all jurisdictions and agencies for communications, includ ing the protocols for which to contact under what conditions. 5.12. Identify when to notify individuals to be evacuated/sheltered-in-place/quarantined prior to executing the order. 5.13. Identify contingency plans for use if normal means of communication fail or are unavailable. 5.14. Include provisions for keeping the public informed of the estimated travel times to safe haven under current and forecast conditions. place/quarantine. 5.15. Identify who must be informed to begin opening shelters. 5.16. Identify specific contingency plans to be used if conditions change during the course of the evacuation/shelter-in- PREPARE- 06 Develop media interface and public notification systems. 6.1. Develop Media Interface Guidelines to ensure traveler information is provided quickly and accurately to media outlets and the public. Include in these guidelines appropriate instructions to discourage unnecessary or unnecessarily lengthy evacuations. 6.2. Designate (preferably) a single spokesperson to provide information to the media and the public. 6.3. Identify communication tools to be used to ensure the community receives information regarding the steps to be taken to prepare for evacuation, the evacuation zone, the routes of evacuation, and location of nearby shelters. 2. Establish protocols to communicate with employees and the general public. PREPARE- 05 Establish internal state transportation agency communications protocols. 5.1. Evaluate the use of radio channels, frequencies, trunked radio systems, and cellular phones during events likely to result in emergencies requiring activation of the State EOC. 5.2. Establish predetermined frequency assignments, lists of agency channel access, and interagency communication protocols. 5.3. Determine how agencies and specific traffic management team personnel will communicate with each other in the field and on what channels. 5.4. Coordinate and support emergency incident and event management through development and use of integrated multi-agency coordination systems. (continued on next page)

116 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). STATUS STEPS PHASE: PREPARE ACTION ITEM SUPPORTING ACTIONS In Progress Not Started Com- pleted 6.10. Establish processes for using Advanced Traveler Information Systems (ATIS), including Internet, kiosk facilities, 5-1-1, and other publicized public information services to inform the public of travel conditions. 6.11. Establish a process for using Dynamic Message Signs (DMSs) to provide timely, accurate information in advance of and at the scene of an incident. 6.12. Identify foreign language speakers and outlets to communicate with citizens and visitors who may not understand English. 6.13. Establish times for public officials to provide updates and address informing the public of when they can expect such updates. 6.15. *Use existing Public Information System and/or other communication systems for effective practices and technical aids.* 6.14. Ensure that the state/territorial Public Information System can gather, verify, coordinate, and disseminate information during an incident. Accomplish this through exercises and drills of the system. 3. Develop plans and procedures to mana under emergency conditions. g e traffic PREPARE- 07 Establish applicable transportation agency response and management teams. 7.1 Establish traffic management teams to manage and direct traffic on highways, at critical intersections lacking active signalization, and contraflow operations, as needed. PREPARE- 08 Prepare traffic management performance measures. 8.1. Perform traffic flow analyses, evaluating speed, vehicle occupancy, traveler behavior, contraflow, etc., and include in evacuation/shelter-in-place/quarantine route adjustments. 8.2. Analyze traffic flow of evacuation routes focusing on all freeways and major arterial roadways serving the evacuation route. 8.3. Focus on egress and ingress operations separately. 8.4. Avoid left-turn movements across traffic flow. 8.5. Divert traffic flow from critical locations and bottlenecks that could cause congestion. 8.6. Develop multiple local flow (feeder) routes connected to the main evacuation routes, as nec essary to achieve optimum evacuation efficiency. 8.7. Test contraflow operations, including full set-up and break down of equipment and materials. 8.8. Identify the distances those evacuated/sheltered-in- place/quarantined must travel to reach a point of safety for each of the catastrophic hazards identified. 8.9. Identify user groups potentially affecting egress and ingress operations (e.g., regional through traffic, truckers, other interstate travelers). 8.10. Review applicable passive (e.g., traveler information dissemination only) and aggressive (e.g., physical traffic control) operations strategies. 8.11. Develop freeway interchange operations tactics to maximize ramp capacity and prevent evacuation/shelter-in- place/quarantine route mainline congestion. 2. Establish protocols to communicate with employees and the general public (continued). 6.4. Develop agreements with traffic reporting services. Provide protocols and guidance to these services for involving them in informing the public. 6.5. Establish Broadcast Radio Agreements to ensure that information is provided in a preestablished format within specific time frames. 6.6. Develop pre-scripted public service announcements and messages and inform the media on their use. 6.7. Establish Cable Television Cooperative Agreements to provide information to targeted populations (e.g., local government channels). 6.8. Establish a process for using Highway Advisory Radio (HAR) AM stations to provide traveler information in the immediate vicinity of the transmitter. 6.9. Establish a process for using mass faxing capability or email to send road closure information to trucking associations, truck stops, inspection and weigh stations, media outlets, and others.

Resource Guide 117 Table 8. (Continued). PREPARE- 09 Develop traffic management plans and protocols to use during evacuation/shelter- in-place/quarantine and to respond to emergency events. 9.1. Develop pre-designated traffic control points (TCPs) for intersections along the transportation corridor. Coordinate the designation of these TCPs with state and local law enforcement. 9.2. Develop Alternative Emergency Response Access Routes. 9.3. Identify emergency turnarounds, including median breaks/crossovers, to allow emergency response and highway operations personnel to turn around between interchanges. 9.4. Identify emergency access for transit operations, including locations for access to transit rail lines for emergency response. 9.5. Develop protocols for communicating and coordinating with construction crews to support traffic control. 9.6. Identify equipment storage sites for pre-staging anticipated equipment. 9.7. Establish predetermined staging areas for each segment of the transportation corridor. 9.8. Develop travel-on-shoulder guidelines to ensure that highway shoulders are available for emergency use for response vehicles and general traffic if necessary. 9.9. Establish closure and alternate route guidelines to guide im pl ementation of closures and alternate routes using pre - determined routes. 9.10. Establish rapid vehicle and debris removal guidelines to ensure a process for clearing roadways. 9.11. Establish landing zone guidelines and predetermined landing sites for MedEvac helicopters and traffic surveillance aircraft. 9.12. Develop traffic signal control plans to quickly implement alternative routes and close impacted lanes on the transportation corridor. 9.13. Identify traffic control tech niques to provide clear guidance for incident traffic control and allow safe and efficient deployment of closures, detours, and alternative routes. 9.14. Identify corridors equipped with traffic signal preemption for use by emergency vehicles. STATUS STEPS PHASE: PREPARE ACTION ITEM SUPPORTING ACTIONS In Progress Not Started Com- pleted PREPARE- 10 Coordinate with neighboring jurisdictions. 10.1. Coordinate plans with neighboring jurisdictions that may be affected by evacuation/shelter-in-place/quarantine and response operations. 10.2. Share plans with higher government levels, as requests for additional resources may be necessary. 10.3. Coordinate state plans with neighboring states, as those evacuated/sheltered-in-place/quarantined may travel to another state to seek shelter or mutual aid may be requested from another state. 10.4. States should look into creating interstate compacts that encompass all local jurisdictions. 10.5. Use the capabilities of regional organizations, such as the I-95 Corridor Coalition, to assist in such coordination. 3. Develop plans and procedures to manage traffic under emergency conditions. (continued). 8.19. Use highway contractors to secure highway construction work zones. 8.20. Control traffic and respond to traffic incidents through joint efforts among transportation, law enforcement, and emergency medical personnel. 8.21. Review/modify/suspend timing of drawbridge openings and lock downs. 8.12. Increase intersection traffic handling capacity by simplifying traffic movements and minimizing the number of traffic signal phases. 8.13. Analyze potential bottlenecks, barriers, scheduled work zones, and other potential problems in advance to determine an evacuation/shelter-in-place/quarantine route. 8.14. Plan for shutting down highway work zones and nonessential commercial vehicle traffic restrictions, including oversized loads, hazardous materials, etc. 8.15. Implement a process to suspend toll collections on public and private toll roads. 8.16. Adjust ramp metering as necessary. 8.17. Adjust traffic signal timing as necessary. 8.18. Use FHWA’s Arterial Management Program for arterial management, traffic signal timing, and access management. (continued on next page)

Table 8. (Continued). STATUS STEPS PHASE: PREPARE ACTION ITEM SUPPORTING ACTIONS In Progress Not Started Com- pleted 11.13. Prior to activation, afford staff an opportunity to ensure the safety of their loved ones and personal property. 11.14. Manage timely communication of evacuation/shelter-in- place/quarantine instructions to prepare people in advance of the order to evacuate, shelter-in-place, or quarantine. 11.15. Ensure sufficient resources are available to protect responders and those evacuated/sheltered-in- place/quarantined. 11.16. Assemble, transport, and install cones, barriers, barricades, etc. PREPARE- 12 Administer training programs. 12.1. **Develop interagency training programs to provide a common understanding of the transportation ICS and program guidelines . ** 12.2. **Establish professional qualifications, certifications, and/or performance standards for individuals and teams, whether paid or volunteer.** 12.3. **Ensure content and methods of training comply with applicable standards and produce required skills and measurable proficiency.** 12.4. **Incorporate NIMS/ICS into all state/territorial and regional training and exercises.** 12.5. **Establish employee and contractor training and exercise programs.** 12.6. **Participate in joint multi-agency training and exercises. This should include an all-hazards exercise program based on NIMS that involves responders from multiple disciplines and multiple jurisdictions.** 12.7. **Identify what additional training resources may be needed in the community to support response and evacuation/shelter-in-place/quarantine activities.** 12.8. **Identify through exercises and simulations, the estimated time needed to complete an evacuation for each of the catastrophic hazards identified and provide this information to highway, public safety, and transit agencies for coordination purposes.** 12.9. **Identify through training exercises, how long it takes to have field personnel and equipment in place to support an evacuation/shelter-in-place/quarantine.** 12.10. **Conduct post-exercise debriefings to determine lessons learned during the exercise.** 12.11. **Incorporate results of training exercises, including corrective actions into preparedness response plans and procedures.** 12.12. **Leverage training facilities to coordinate and deliver NIMS training requirements in conformance with the NIMS National Standard Curriculum.** 12.13. **Ensure that all personnel with a direct role in emergency* * *preparedness, incident management or response, complete the designated FEMA training. * 5. Ensure cost tracking and accountability. PREPARE- 13 Prepare for cost accounting and tracking of expenditures. 13.1. Ensure processes have been developed to track resources, ensuring applicable reimbursement and accountability for compliance with mutual-aid provisions. 4. Develop mobilization plans to ensure readiness to deploy state transportation agency personnel and resources. PREPARE- 11 Prepare to mobilize response teams, equipment, and resources. 11.1. Test all primary and backup wire communications and radio frequencies expected to be used during the event. 11.2. Test the function of remote communications and evaluate contingencies. 11.3. Ensure response vehicles are fueled and in proper working order. 11.4. Place equipment and resources at pre-determined locations, including portable DMS equipment, food and water, gasoline tankers, mechanics crews, and others that may be staged along the pre-designated routes. 11.5. Bring all emergency operation centers up to fully functional status. 11.6. Activate mobilization plans for emergency personnel. 11.7. Activate reception plans, sites, and support capabilities with public and/or volunteer organizations. 11.8. Establish field capabilities through the ICS/Unified Command System. 11.9. Use inter-jurisdictional and interagency information flow and coordination. 11.10. Notify all response personnel of evacuation/shelter-in- place/quarantine orders according to established calling trees and communication protocols. 11.11. Response personnel should report to staging areas and await orders to begin response and evacuation efforts. 11.12. Ensure all responsible agencies understand joint priorities and restrictions.

Resource Guide 119 Table 8. (Continued). STATUS STEPS PHASE RESPOND ACTION ITEM SUPPORTING ACTIONS 1. Initiate emergency response. RESPOND- 01 Detect and verify emergencies. 1.1. **Use surveillance systems to detect indicators of a potential emergency, an emergency that is occurring, or an emergency that has occurred.** 1.2. **Coordinate with and alert other agencies to recognize an emergency event in progress that may affect the regional transportation system.** 1.3. **Activate manual or automated information sharing with local Emergency Communications Centers (ECCs)/9-1-1 Centers/ Public Safety Answering Points (PSAPs).** 1.4. **Coordinate with field personnel and equipment to verify that an emergency event is occurring or has occurred and communicate relevant information to all responding agencies.** 1.5. *Where they exist, use regional networks, such as the I-95 Corridor Coalition’s Incident Exchange Network, for such notifications. * Completed RESPOND- 02 Assess the status of transportation infrastructure. 2.1. **Receive cell phone calls from motorists to report incidents and conditions directly to the transportation agency.** 2.2. **Receive reports from road watch, volunteer spotter, first observer, transit watch, and other probe programs to enable specially trained individuals (including transit vehicle operators) to provide information by radio or cell phone.** 2.3. **If available/applicable, use automated vehicle location (AVL) identifiers in vehicles that tr avel a transportation corridor regularly to track vehicle movement and compare it against anticipated travel times to identify delays and potential incidents.** 2.4. **Where available, use cell phone tracking data to obtain near real-time travel time information.** 2.5. **Coordinate with/manage 24-hour law enforcement patrols to enhance detection, response, and site management with dedicated officers available at all times in the transportation corridor. ** 2.6. **Coordinate with/manage specialty patrols (motorcycle, aircraft) to provide surveillance of roadway conditions for incident detection, verification, response, clearance, and recovery.** 2.7. **Operate dedicated service/incident response patrols to provide early detection, verification, response, and clearance. Patrol vehicles are equipped to help stranded motorists and some are equipped to quickly remove a disabled vehicle or debris from the roadway.** 2.8. **Use automated detection systems, including loops, microwave, radar, and video, to detect congestion on the transportation corridor.** 2.9. **Use video surveillance equipment, mounted along the transportation corridor, to provide incident detection and verification. Video equipment can be combined with automated detection and reporting systems. Video can also be used to verify the occurrence of an incident and to identify the appropriate response equipment needed.** Not Started In Progress RESPOND- 03 Gain and maintain situational awareness. 3.1. **Continuously monitor relevant sources of information regarding actual incidents and developing hazards. The scope and type of monitoring varies based on the type of incident being evaluated and needed reporting thresholds.** 3.2. **Ensure critical informatio n is passed through preestablished reporting channels according to established security protocols.** 3.3. **Ensure situation reports contain verified information and explicit details (who, what, where, and how) related to the incident. Status reports, which may be contained in situation reports, relay specific information about resources.** 3.4. **Based on an analysis of the threat(s), issue warnings to the public and provide emergency public information.** 3.5. **Receive notification of all declared emergencies.** 2. Address emergency needs and requests for support. RESPOND- 04 Coordinate response to emergency. 4.1. Activate appropriate plans, procedures, and protocols based on the type of emergency. 4.2. Activate Incident Management Teams in accordance with NIMS. 4.3. Activate Specialized Response Teams including search and rescue teams, crime scene investigators, public works teams, hazardous materials response teams, public health specialists, or other personnel as appropriate. (continued on next page)

120 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). STATUS STEPS PHASE RESPOND ACTION ITEM SUPPORTING ACTIONS Completed Not Started In Progress 2. Address emergency needs and requests support (continued). 4.6. ICS implementation must include the consistent application of Incident Action Planning (IAP) and Common Communications Plans (CCP), as appropriate. 4.7. As the incident unfolds, on-scene ICS should update incident action plans and revise courses of action based on changing circumstances, typically on a 15-minute review basis. 4.8. Coordinate requests for additional support. As appropriate and/or as requested, provide field support for emergency responders at the scene that is integrated through the ICS and communicated and coordinated with the TMC. 4.9. Activate logistics systems and venues to receive, stage, track, and integrate resources into ongoing operations. ICS should continually assess operations and scale and adapt existing plans to meet evolving circumstances. 4.10. Address emergency responder transportation needs and scene access support and staging requirements. 4.11. Identify available transportation equipment, facilities, personnel, devices, and information to support emergency response. 4.12. Assign transportation agency resources to move materials, personnel, and supplies as requested by responders. Track resource status. 4.13. If appropriate, support hazardous materials containment response and damage assessment using available capabilities, and coordinate with on-scene field response through the ICS. 4.14. Ensure that nonhazardous materials, particularly small vehicle fluid spills, are removed from the transportation facility—initially travel lanes/tracks—as quickly as possible. 4.15. Attend regular briefings at the incident site on the situation, incident action plan, response objectives, and strategy, with full opportunity for transportation contributions and identification of resources and capabilities to support the response effort and action plan. 4.16. Perform damage assessment responsibilities for affected transportation system elements. 4.17. Make/recommend decisions regarding closures, contraflow operations, restrictions, and priority repairs. 4.18. Coordinate assessments and decisions made regarding the operational capabilities of the transportation system with affected parties (emergency responders; local, state, and federal government; etc.). 4.19. Initiate priority clean-up, repair, and restoration activities, including the use of contractors and emergency procurement authorities. 4.20. Review and, as necessary, terminate existing work zone activities and/or closures to the extent possible. 4.21. Obtain incident status briefings and anticipate changing conditions (wind direction, weather, plume direction, etc.). 4.22. Based on all available information, develop detours and diversions (as necessary) to direct traffic safely away from the affected area and/or damaged infrastructure. 4.23. Prioritize and clearly communicate incident requirements so that resources can be efficiently matched, typed, and mobilized to support emergency operations. 4.24. Initiate traffic management operations and control strategies. 4.25. Provide public information/traveler alerts on the status of the transportation system. 4.26. Assign personnel to local/regional and State EOCs to coordinate with and assist public safety agencies and other agencies involved in disaster response and recovery efforts. 4.27. Support communications between transportation personnel and their families/friends. RESPOND- 05 Evaluate the need for additional assistance from neighboring states, jurisdictions, and/or the federal government. 5.1. **Evaluate the need for additi onal resources and if assistance should be requested from other states using interstate mutual - aid and assistance agreements, such as the EMAC.** 5.2. **If the incident overwhelms state and mutual-aid resources, the governor should request federal assistance and/or deploy the State Department of Military/National Guard.** 4.4. Mobilize pre-positioned assets and supporting equipment. 4.5. *Manage all emergency incidents and preplanned (recurring/special) events in accordance with Incident Command System organizational structures, doctrine and procedures as defined by NIMS.*

Resource Guide 121 Table 8. (Continued). STATUS STEPS PHASE RESPOND ACTION ITEM SUPPORTING ACTIONS Completed Not Started In Progress 6.6. Determine the condition and availability of evacuation routes or shelter-in-place or quarantine control points. 6.7. Determine whether neighboring jurisdictions have made evacuation/shelter-in-place/quarantine decisions. 6.8. Determine the population potentially affected by the evacuation, shelter-in-place, or evacuation, including jurisdictions that will host those evacuated or quarantined. 6.9. Determine the availability and safety of personnel to support the evacuation/shelter-in-place/quarantine. 6.10. Determine whether to deploy separate teams to notify residents and ensure their evacuation/shelter-in-place, or use other means to notify people in quarantined areas. 6.11. Consider the personal needs of those evacuated/sheltered-in- place/quarantined and the need for vehicle servicing, particularly fuel. 6.12. Consider whether to terminate power and other utilities for safety. RESPOND- 07 Issue evacuation/shelter-in- place/quarantine order. 7.1. Issue evacuation/shelter-in-place/or quarantine order through established communication systems and protocols. 7.2. Notify service organizations, local, regional, state, and federal stakeholders, including sheltering organizations, as applicable. RESPOND- 08 Take response actions. 8.1. Implement ICS and chain of command and/or UC to create an integrated team of multidisciplinary and multi-jurisdictional stakeholders. 8.2. Implement primary and (as needed) secondary command posts. 8.3. Deploy transit resources to support evacuation including accommodating vulnerable populations evacuated/sheltered-in- place/quarantined. 8.4. Deploy resources to accommodate pets on transit vehicles and/or in shelters. 8.5. Enforce evacuation/shelter-in-place/quarantine order. The Emergency Operations Team should engage public safety officials in going door-to-door to ensure residents know of an evacuation/shelter-in-place/quarantine order and are complying. 8.6. Place en route services along evacuation/shelter-in- place/quarantine route. 8.7. Arrange for emergency services within the shelter-in-place/ quarantine area as needed 8.8. Open evacuation routes to maximize throughput (i.e., close toll operations, work zones). 8.9. Activate mutual-aid agreements. 8.10. Determine the need for and deploy emergency medical and other support staff staged along the evacuation routes or attached to those working with vulnerable populations, or within or near the shelter-in-place/quarantine area. 8.11. Determine the need for and deploy debris-removal crews to clear blocked highways and/or other transportation facilities. 8.12. Determine the need for and as needed deploy sanitation crews with mobile comfort stations (e.g., portable toilets, wash areas). 8.13. Coordinate local evacuation/shelter-in-place/quarantine incident action plans with the designated incident commander in the field and the EOC/TMC. 8.14. Field and EOC commanders should coordinate evacuation/shelter-in-place/quarantine incident action plans with neighboring jurisdictions and the state or neighboring state(s). 8.15. EOC should obtain updated information frequently and communicate this information to those evacuated/sheltered-in- place/quarantined throughout the event. 8.16. Set up contraflow operations and continue to monitor contraflow operations to ensure evacuation traffic is flowing safely and efficiently. 4. Implement emergency response actions. 3. Manage evacuation/ shelter-in- place/ quarantine. RESPOND- 06 Make/support the decision to evacuate/shelter-in- place/quarantine people within an area, the latter for a pandemic. 6.1. Determine the probability of impact (depending on the nature of event). 6.2. Estimate the effects on the geographic area and classes of people and materials to be evacuated/sheltered-in-place/or quarantined. 6.3. Consider the timing of the event and lead time to initiate evacuation, shelter-in-place, or quarantine. 6.4. Consider weather conditions and their potential impacts on evacuation/shelter-in-place/quarantine. 6.5. Evaluate the economic impacts of evacuation/shelter-in-place/or quarantine to the public and private sectors. (continued on next page)

122 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). RESPOND- 09 Deploy response teams. 9.1. Deploy personnel and field equipment. 9.2. Ensure field personnel make frequent contact with the EOC through the ICS. 9.3. Address activation of the TMC if it is not already operational (e.g., during normally inactive periods). RESPOND- 10 Communicate evacuation/shelter-in- place/quarantine order and incident management measures. 10.1. Brief national, state, and local authorities and personnel (such as transit and health agencies and FCs) at regular intervals to ensure all parties are provided with accurate, timely, and comprehensive information. 10.2. Hold regular media briefings to inform the media about evacuation routes, traffic and road conditions, shelter/shelter- in-place/quarantine locations, and other pertinent information to communicate to the public in a timely manner. 10.3. Disseminate accurate information pertaining to evacuation/shelter-in-place/quarantine orders in a clear fashion and timely manner to avoid shadow or unnecessary evacuations or unnecessarily lengthy evacuation trips. 10.4. Implement a briefing schedule with ranking representatives from each stakeholder agency participating in the event. 10.5. Inform evacuees of available transport modes, how to access them and if there are any restrictions on what evacuees may carry with them. 10.6. Inform evacuees of when transportation assistance will begin, end, and the frequency of departure at designated pick-up locations. 10.7. Inform evacuees of their destination before they board public transport. 10.8. Inform the public and/or family members of the evacuees’ destinations. 10.9. Identify established websites, hotlines, text messaging groups, etc., where people can get answers to their questions and concerns. 10.10. In the event of a shelter-in-place or quarantine, inform people of the nature of the danger and actions they should take, 10.11. Address communicating security measures to the public. 10.12. Identify support services for vulnerable populations. 10.13. Communicate critical operational changes to the EOC and the public. 10.14. Communicate information to evacuees on the availability of nonpublic shelters, such as hotels. 10.15. Keep shelter operations informed of the location and status of other shelters. 10.16. Regularly reinforce, internally and externally, that persons involved in any way with the evacuation/shelter-in- place/quarantine must direct all but the most basic inquiries to the JIC. STATUS STEPS PHASE RESPOND ACTION ITEM SUPPORTING ACTIONS Completed Not Started In Progress 10.17. Personnel working on the evacuation/shelter-in-place/quarantine must maintain effective communications at all times to coordinate movements, share real-time information, and track deployments. 4. Implement emergency response actions. (continued). 8.17. Use HOV lanes, reversible lanes, and frontage roads for evacuation traffic. 8.18. Coordinate and communicate contraflow and other special operations with neighboring jurisdictions. 8.19. Coordinate with the next higher level of government to ensure unmet transportation resource needs are identified and requests for additional support are made. 8.20. Control access to evacuation/shelter-in-place/quarantine routes and manage traffic flow. 8.21. Control access to a confinement area to prevent unauthorized entry. 8.22. Include strategies for emergency responders, transit vehicles, and other essential equipment to move inbound against the predominant outbound flow of traffic. 8.23. Provide trained personnel to support the evacuation route or shelter-in-place/quarantine area (e.g., food, first aid, fuel, information).

Resource Guide 123 Table 8. (Continued). RESPOND- 11 Monitor response efforts. 11.1. Monitor traffic conditions on evacuation/shelter-in- place/quarantine reentry routes and make operational adjustments to maximize throughput. 11.2. Monitor how the event that triggered the evacuation/shelter-in- place/quarantine is progressing and if there are any changes to earlier predictions of its effects. 11.3. Monitor the conditions of the roadway (e.g., for debris or flooding) so that those evacuated/sheltered-in-place/quarantined can be prepared and rerouted if necessary. 11.4. Monitor evacuation/reentry operations of motorized transport, rail, air, waterway, and other modes of transportation to determine the adequacy of available resources. 11.5. Track the destination of vulnerable populations evacuated/sheltered-in-place/quarantined to notify friends and family of their location and to develop a plan to return them to their original locations once the area has been deemed safe for reentry 11.6. Monitor the number of those evacuated/sheltered-in- place/quarantined and those moved by means other than personal vehicles to ensure that additional equipment and operators (such as buses and drivers or helicopters and pilots) are requested and supplied quickly if needed. This information should also aid in developing the reentry plan, as the same transportation resources will likely be required for that operation. 11.7. Monitor traffic counters and cameras. 11.8. Monitor pipelines, viaducts, etc., for potential damage. 5. Continue response. RESPOND- 12 Prepare for next operational period. 12.1. Mobilize personnel and resources for the next operational period. 6. Conclude response. RESPOND- 13 Prepare for demobilization. 13.1. *Prepare for restoration of normal activities.* 13.2. *Ensure provisions to address and validate the safe return of resources to their original locations exist.* 13.3. *Develop processes for tracking resources and ensuring applicable reimbursement.* 13.4. *Develop plans to ensure responder safety during demobilization efforts.* provisions.* 13.5. *Ensure accountabili t y for co m p liance with mutual-a id STATUS STEPS PHASE RESPOND ACTION ITEM SUPPORTING ACTIONS Completed Not Started In Progress 10.18. Establish processes to ensure redundant communications systems are available during the evacuation/shelter-in- place/quarantine because the event may damage or disable primary communication systems. 10.19. Program DMSs, permanent and portable, as necessary to provide accurate, up-to-date information. 10.20. Program HAR subsystems to provide accurate, up-to-date information. 10.21. Program 5-1-1 systems to provide accurate, up-to-date information. 10.22. Relay traffic condition information to the EOC. 10.23. Ensure 9-1-1 operators are fully informed of conditions so they can respond to callers with accurate, up-to-date information. 10.24. Use ITS resources during an evacuation/shelter-in- place/quarantine to collect data and as a tool to communicate and coordinate with those evacuated/sheltered-in- place/quarantined, evacuation operations personnel, partners, and other stakeholders. 10.25. In a shelter-in-place or quarantine area, use ITS to detect unnecessary movements that might result in innocent people being further jeopardized. 4. Implement emergency response actions. (continued). (continued on next page)

124 A Guide to Emergency Response Planning at State Transportation Agencies Table 8. (Continued). STATUS STEPS PHASE: RECOVER ACTION ITEM SUPPORTING ACTIONS RECOVER-01 Restore essential services. 1.1. Conduct damage assessments, debris removal, hazardous materials disposal, repair of roads and other transportation facilities to restore essential services to the affected area. 1. Restore traffic to affected area. RECOVER-02 Reestablish traffic management in affected area. 2.1. Establish routes to move traffic into, out of and/or around the affected area. Coordinate traffic management with restoration plans for affected communities and resumption of government operations and services through individual, private-sector, nongovernmental, and public assistance programs. RECOVER-03 Allow reentry into affected area and/or remove shelter-in- place or quarantine restrictions. 3.1. Define specifically who makes the decision to return or remove shelter-in-place or quarantine restrictions. 3.2. Identify what factors will influence the decision. 3.3. Begin developing, coordinating, and executing service and site restoration plans for affected communities and resumption of government operations and services through individual, private- sector, nongovernmental, and public assistance programs. 3.4. In short-term recovery, provide essential public health and safety services; restore interrupted utility and other essential services (as soon as safely possible); reestablish transportation routes, and provide food, shelter, and other essential services to those displaced by the event. 3.5. Long-term recovery may include the complete redevelopment of damaged areas. 3.6. Prioritize activities to conduct damage assessments, debris removal, hazardous materials disposal, repair of roads and other transportation facilities, restoration of transportation- support facilities to enable them to receive evacuees when it is safe to do so, and secure critical assets. 3.7. Estimate the damage to the areas to which the evacuees will return or shelter-in-place/quarantine restrictions were placed. 3.8. Determine if there is, as a result or consequence of an evacuation/shelter-in-place/quarantine, an outbreak of disease or any other health or medical issue that should be mitigated. 3.9. Determine if hazardous materials spills need to be cleaned up. 3.10. Determine if utilities are functioning (i.e., running water, electricity). 3.11. Ensure evacuation routes are clear of debris and safe for travel. 3.12. Determine if public transit systems are operational. 3.13. Identify any populations that should not be allowed to return because of medical, health, or public safety concerns. 3.14. Verify that injured or diseased people and animals have been attended to and recovered from the area. 3.15. Develop a strategy for to communicate reentry instructions to the public. 3.16. Determine if mutual-aid reentry should be done in phases. 3.17. Transport those who did not self-evacuate/shelter-in-place/ quarantine back to their place of residence or longer-term shelters if homes are uninhabitable. 3.18. Identify personnel, equipment and resources necessary to support reentry. Completed In Progress Not Started 3.19. Inspect the impacted area and aid any victims who did not evacuate, shelter-in-place, or quarantine. 3.20. Ensure reentry plans address those people who were unable to evacuate themselves. Ensure a clear strategy exists for how, when, and to where these evacuees will be transported and how they may reach their final destination. 3.21. Ensure communication with those evacuated/sheltered-in- place/quarantined, who may be scattered among shelters, families’ homes, and other areas outside of the immediate jurisdiction, can be accomplished effectively. 3.22. Communicate start and end times of reentry operations, including the days of the week, geographic areas covered, photo ID required to reenter, security checkpoints that are in place, available routes and maps, vehicle restrictions, and available services. 3.23. Determine whether ITS equipment, DMS, HAR, and 5-1-1 subsystems should be updated to provide information to evacuees reentering the area. 3.24. Traveler services, such as fuel, food, safe water, relief, and medical care, should be available along the highway routes as they were during the evacuation. 3.25. Attempt to return those evacuated/sheltered-in- place/quarantined to their points of origin using the same operator and same vehicle.

Resource Guide 125 Table 8. (Continued). RECOVER-04 Conduct emergency repairs. 4.1. Develop an approach to infrastructure repair/replacement and decontamination, determining what can be done quickly and what will require more time. 2. Identify and im pl ement lessons learned. RECOVER-05 Perform After- Action Review and After-Action Reports. 5.1. Identify who is responsible for conducting After-Action Reviews and for ensuring necessary changes are made to plans and SOPs and communicated to staff. 5.2. Conduct a review of how the evacuation/shelter-in-place/ quarantine was executed and determine how it could have been improved. Each agency should review its actions. When multiple agencies are involved in an evacuation/shelter- in-place/quarantine, conduct a jo int After-Action Review to address how well agencies worked together and what improvements can be made in future jo int operations. 5.3. Each After-Action Review should be shared with decisionmakers and agency personnel and should include recommendations for improvements that should be considered and implemented quickly. 5.4. Conduct an after-action review, a formal meeting of operation participants to assess actions, determine follow-up items, and develop recommendations for improving future operations. 5.5. Results of the after-action review and individually submitted After-Action Reviews should be combined for a jurisdiction’s or agency’s final report. 5.6. Use After-Action Review s and After-Action Reports to determine if changes should be made to plans and procedures. STATUS STEPS PHASE: RECOVER ACTION ITEM SUPPORTING ACTIONS Completed In Progress Not Started 3.26. Establish alternative plans for return in case the evacuation/shelter-in-place/quarantine lasts for days, weeks, or possibly longer. 3.27. Ensure operators and passengers have picture identifications to return to their points of origin. 3.28. Coordinate reentry plans with transportation and public safety officials to staff reentry routes adequately. 3.29. Coordinate operations to identify missing persons who might not have evacuated/sheltered-in-place/ quarantined and been lost in the event or failed to return after the event, particularly children separated from their families. 1. Restore traffic to affected area (continued). RECOVER-06 Return to readiness. 6.1. Establish a policy for the evacuation/shelter-in- place/quarantine team members’ home organizations regarding recovery time and time to participate in After-Action Reviews and other return-to-readiness activities. 6.2. Determine what equipment and supplies need to be restocked. 6.3. Determine what infrastructure needs to be repaired or replaced. 6.4. Determine what new information needs to be communicated to the public to maintain their awareness to be prepared. 6.5. Begin transitioning the system from an operations cycle back to a state of planning and preparedness. 6.6. Continue data collection and begin analyses of response activities. 6.7. Identify evacuation costs and reimbursable expenditures. Account for services such as equipment rehabilitation, restocking of expendable supplies, transportation to original storage or usage locations, overtime costs for public safety and transportation officials, materials used in support of evacuation, and contract labor and equipment. 6.8. Begin request for reimbursement processes from state and federal governments as applicable. 6.9. Implement a system to track personnel, supplies, and equipment costs to meet the requirements of the reimbursing agencies. 6.10. Work with FEMA and FHWA to ensure proper documentation is being used before submitting reimbursement requests.

Purpose and Supporting Resources for Action Reference Matrix Table 9 is the same as the Detailed Self-Assessment Matrix above for the first three columns, but the following columns replace the rest of the full matrix: • Purpose: a brief objective-oriented statement of the supporting actions from above. • Supporting Resources: links to websites for additional information. NOTE: all links accessed April 2010. 126 A Guide to Emergency Response Planning at State Transportation Agencies

Resource Guide 127 Table 9. Purpose and supporting resources for action reference matrix. STEPS PHASE: PLAN ACTION ITEM PURPOSE SUPPORTING RESOURCES PLAN-01 Identify and designate a lead Emergency Planning Coordinator (EPC) and team for the state transportation agency. Designate the best-qualified individual and team to lead the agency’s emergency planning function. Comprehensive Preparedness Guide, CPG 101, Developing and Maintaining State, Territorial, Tribal, and Local Government Emergency Plans, http://www.fema.gov/about/divisions/cpg.shtm NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations, search for title at www.TRB.org/SecurityPubs PLAN-02 Establish authority. Ensure the agency’s EPC and team have adequate authority to perform the emergency planning function. FEMA National Response Framework Resource Center, http://www.fema.gov/emergency/nrf/mainindex.htm PLAN-03 Issue a Mission Statement. Clarify the purpose of the agency’s emergency planning function. Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_evac _primer.htm 1. Form a collaborative planning team. PLAN-04 Establish a schedule and budget. Ensure the agency’s EPC and team have adequate resources and schedule to perform the emergency planning function. NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations, search for title at www.TRB.org/SecurityPubs FEMA, Step 1—Establish a Team, http://www.fema.gov/business/guide/section1a.shtm 2. Conduct research and analyze data. PLAN-05 Identify documents to be developed, reviewed, approved, and/or updated regarding the state transportation agency’s emergency response plans and programs. Include not only the transportation-related elements of the State Emergency Operations Plan (SEOP), but also any specific plans, guidance, overviews documents, standard operating procedures (SOPs), operating manuals, field operations guides (FOGs), handbooks, or job aids needed to support the capabilities of agency personnel to respond to emergencies. Clarify the scope of the agency’s emergency planning process and the expected deliverables and outcomes. Overview: ESF and Support Annexes: Coordinating Federal Assistance in Support of the National Response Framework, http://www.fema.gov/pdf/emergency/nrf/nrf-overview.pdf NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations, search for title at www.TRB.org/SecurityPubs Final Report for the Application of Technology to Transportation Operations in Biohazard Situations, http://www.its.dot.gov/eto/docs/transops_biohazard/executive. htm PLAN-06 Work with the State National Incident Management System (NIMS) Coordinator to identify state transportation agency requirements for addressing statewide implementation of NIMS. If necessary, provide NIMS training for the agency Emergency Planning Coordinator and team. Ensure compliance and coordination with statewide initiatives to meet NIMS requirements. Simplified Guide to the Incident Command System for Transportation Professionals, http://www.ops.fhwa.dot.gov/publications/ics_guide/index.htm State NIMS Integration: Integrating the National Incident Management System into State Emergency Operations Centers and Standard Operating Plans, http://www.fema.gov/pdf/nims/eop-sop_state_online.pdf NIMS Implementation and Compliance Guidance for Stakeholders, http://www.fema.gov/emergency/nims/ImplementationGuidance Stakeholders.shtm NIMS Resource Center, Training, http://www.fema.gov/emergency/nims/nims_training.shtm National Incident Management System, http://www.fema.gov/pdf/emergency/nrf/nrf-nims.pdf PLAN-07 Review the State EOP and supporting annexes and appendices and other documents for transportation-related activities. Determine how the State EOP/supporting documents currently address transportation issues, requirements, and needs. NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations: search for title at www.TRB.org/SecurityPubs The Public Transportation System Security and Emergency Preparedness Planning Guide, http://transit - safety.volpe.dot.gov/publications/security/PlanningGuide.pdf TCRP Report 86, Vol. 7, Public Transportation Emergency Mobilization and Emergency Operations Guide, search for title at www.TRB.org/SecurityPubs (continued on next page)

128 A Guide to Emergency Response Planning at State Transportation Agencies Table 9. (Continued). STEPS PHASE: PLAN ACTION ITEM PURPOSE SUPPORTING RESOURCES PLAN-08 Review the relevant hazards likely to result in an emergency requiring activation of the State Emergency Operations Center (EOC). Identify and assess the relevant hazards for the agency and state. NOTE: Hazard maps are available in compilations of hazard information made by FEMA and state emergency management agencies, the U.S. Geological Survey (USGS) and State geological surveys, and the National Weather Service (NWS) and its local offices. Maps from the Federal Insurance Administration (FIA), maps of 10- and 50-mile emergency planning zones (EPZs) around nuclear power plants, and any maps of hazardous materials (HAZMAT) sites prepared by Local Emergency Planning Committees (LEPCs) may also be useful. National Infrastructure Protection Plan, http://www.dhs.gov/files/programs/editorial_0827.shtm NCHRP Report 525, Vol. 12: Making Transportation Tunnels Safe and Secure, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 11, Disruption Impact Estimating Tool—Transportation (DIETT): A Tool for Prioritizing High-Value Transportation Choke Points, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 10, A Guide to Transportation's Role in Public Health Disasters, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Volume 15, Costing Asset Protection: An All Hazards Guide for Transportation Agencies (CAPTA), search for title at www.TRB.org/SecurityPubs 2. Conduct research and analyze data (continued). PLAN-09 Gather information regarding vulnerable populations. Identify issues and requirements associated with vulnerable populations. Emergency Preparedness and Individuals with Disabilities, http://www.dotcr.ost.dot.gov/asp/emergencyprep.asp EMI Course G197, Emergency Planning & Special Needs Population, http://training.fema.gov/EMIWeb/STCourses/crsdesc.asp?cours eid=G197 PLAN-10 Determine the status of state transportation agency emergency planning activities to date and identify areas in need of improvement. Assess what still needs to be done. National Preparedness Guidelines, 2007, http://www.fema.gov/pdf/emergency/nrf/National_Preparedness _Guidelines.pdf Emergency Support Functions: Introduction, http://www.fema.gov/pdf/emergency/nrf/nrf-annexes-all.pdf PLAN-11 Define response issues, roles, and tasks by reviewing the Universal Task List (UTL), Target Capabilities List (TCL), Resource Typing List, and the National Planning Scenarios (NPS). Ensure coordination with DHS and FEMA guidance. National Preparedness Guidelines, 2007, http://www.fema.gov/pdf/emergency/nrf/National_Preparedness _Guidelines.pdf PLAN-12 Based on the activities identified in the State EOP and supporting annexes and appendices, develop/update the state transportation agency’s Transportation Incident Management Organization to ensure all activities are conducted pursuant to NIMS and NRF requirements. Ensure that an incident management organization, compliant with NIMS, has been established to integrate state transportation personnel into the Incident Command System (ICS) to be used during emergencies requiring activation of the state EOC. Simplified Guide to the Incident Command System for Transportation Professionals, http://www.ops.fhwa.dot.gov/publications/ics_guide/index.htm 3. Determine goals and objectives. PLAN-13 Establish operational priorities, response goals, and intermediate objectives for the state transportation agency in response to the hazards identified and the existing State EOP and supporting documents, as well as Clarify what constitutes success regarding the agency’s response to the range of emergencies that could occur resulting from the hazards identified for the state. NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations, search for title at www.TRB.org/SecurityPubs new challenges identified during the analysis process.

Resource Guide 129 Table 9. (Continued). STEPS PHASE: PLAN ACTION ITEM PURPOSE SUPPORTING RESOURCES PLAN-14 Use scenario-based, functional, and capabilities-based planning to depict how the state transportation agency’s response to a range of emergency situations may unfold. Use a formal process for building relationships among the occurrence of hazards, decision points, and response actions. Guide for Updating Highway Emergency Response Plans for Terrorist Incidents, http://freight.transportation.org/doc/NCHRP_A.pdf Section 1: Step—2 Analyzing Capabilities and Hazards http://www.fema.gov/business/guide/section1b.shtm TCRP Report 86, Vol. 10, Hazard and Security Plan Workshop: Instructor Guide, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 4, A Self-Study Course on Terrorism- Related Risk Management of Highway Infrastructure, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 3, Incorporating Security into the Transportation Planning Process, search for title at www.TRB.org/SecurityPubs 4. Develop and analyze courses of action and identify resources. PLAN-15 Identify the resources needed to support the state transportation agency’s response activities. Ensure that adequate resources are available. TCRP Report 86, Vol. 10, Hazard and Security Plan Workshop: Instructor Guide, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 4, A Self-Study Course on Terrorism- Related Risk Management of Highway Infrastructure, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 3, Incorporating Security into the Transportation Planning Process, search for title at www.TRB.org/SecurityPubs 5. Write the plan. PLAN-16 Develop and/or update transportation-related components of the State EOP, functional annexes, and hazard- specific appendices. Complete state transportation planning inputs and deliverables for the State EOP and supporting documents. Guide for All-Hazard Emergency Operations Planning, http://www.fema.gov/pdf/plan/0-prelim.pdf NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations, search for title at www.TRB.org/SecurityPubs Step 3—Develop the Plan, http://www.fema.gov/business/guide/section1c.shtm PLAN-17 Develop supporting materials, including any specific plans, guidance, overviews documents, SOPs, operating manuals, FOGs, handbooks, or job aids needed to support the capabilities of state transportation agency personnel to respond to emergencies. Ensure that sufficient reference materials exist to support the training and response activities of agency personnel during emergencies. NRF Resource Center, http://www.fema.gov/emergency/nrf/jobaids.htm 6. Approve and implement the plan. PLAN-18 Formally approve and implement the transportation-related provisions of the state and state transportation agency EOPs supporting annexes and the agency-specific supporting materials. Ensure adoption of plan and supporting materials. Step 3—Develop the Plan, http://www.fema.gov/business/guide/section1c.shtm 7. Exercise the plan and evaluate its effectiveness. PLAN-19 Develop a coordinated program of training, drills, and exercises. Ensure state transportation personnel are trained in how to respond to emergencies. NCHRP Report 525, Vol. 9, Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 7, System Security Awareness for Transportation Employees, search for title at www.TRB.org/SecurityPubs 8. Review, revise, and maintain the plan. PLAN-20 Establish an ongoing review and assessment process for the transportation- related elements of the state and state Ensure that agency plans, procedures, and supporting materials are up-to-date. Comprehensive Preparedness Guide, CPG 101, Developing and Maintaining State, Territorial, Tribal, and Local Government Emergency Plans, http://www.fema.gov/about/divisions/cpg.shtm NCHRP Report 525, Vol. 6, Guide for Emergency Transportation transportation agency EOPs and supporting materials. Operations, search for title at www.TRB.org/SecurityPubs (continued on next page)

130 A Guide to Emergency Response Planning at State Transportation Agencies Table 9. (Continued). STEPS PHASE: PREPARE ACTION ITEM PURPOSE SUPPORTING RESOURCES PREPARE-01 Establish protocols for heightened Homeland Security Advisory System (HSAS) threat levels. Address DHS/TSA and FHWA/FTA recommendations for responding to elevated HSAS threat levels. Common Issues in Emergency Transportation Operations Preparedness and Response, http://ops.fhwa.dot.gov/publications/etopr/common_issues/eto p_compliance.htm Transit Security and Emergency Management Protection Measures, http://transit- safety.volpe.dot.gov/publications/security/ProtectiveMeasures/ PDF/ProtectiveMeasures.pdf Preparedness, http://www.ops.fhwa.dot.gov/opssecurity/preparedness/index. htm PREPARE-02 Develop Memoranda of Understanding/ Agreement (MOU/A) with other local and state agencies regarding the transportation- related elements specified in the State EOP. Ensure that formal plans and procedures are in place for mutual aid, as specified by FEMA in the National Response Framework and NIMS and in the State EOP. Catastrophic Hurricane Evacuation Plan Evaluation: A Report to Congress, Chapter 5: Findings and Recommendations, http://www.fhwa.dot.gov/reports/hurricanevacuation/chapter5.h tm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.htm 1. Develop approaches for implementing state transportation agency roles and responsibilities during emergencies, as specified in the State EOP and supporting annexes and references. PREPARE-03 Develop an approach to provide state transportation agency critical services during emergencies. Develop Continuity of Operations (COOP) and Continuity of Government (COG) plans to define activities that must be performed if an emergency event affects access to essential operating and maintenance facilities, vehicle fleets, systems, and senior management and technical personnel. NCHRP Report 525, Vol. 8, Continuity of Operations (COOP) Planning Guidelines for Transportation Agencies, search for title at www.TRB.org/SecurityPubs PREPARE-04 Develop a state transportation agency approach to evacuation/shelter- in-place/quarantine management. Ensure that the agency formalizes its approach to evacuation management, including plans, policies, and procedures for evacuation/shelter-in- place/quarantine with and without notice. Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.htm Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm Managing Pedestrians during Evacuations of Metropolitan Areas, http://ops.fhwa.dot.gov/publications/pedevac/ PREPARE-05 Establish internal state transportation agency communications protocols. Ensure that calling trees and notification systems, including 24/7 event notification protocols, are established to notify state transportation agency employees regarding emergencies, to communicate with them during emergencies, and to distribute emergency materials in advance of events. Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 9, Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs 2. Establish protocols to communicate with employees and the general public. NCHRP Report 525, Vol. 14, Security 101: A Physical Security Primer for Transportation Agencies, search for title at www.TRB.org/SecurityPubs

STEPS PHASE: PREPARE ACTION ITEM PURPOSE SUPPORTING RESOURCES PREPARE-08 Prepare traffic management performance measures. Perform traffic flow analyses to support emergency evacuation and response planning. Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm PREPARE-09 Develop traffic management plans and protocols to be used during evacuations/shelte r -in- place/quarantines and to respond to emergency events. Ensure the agency has plans and procedures in place for managing traffic during emergencies requiring activation of the State EOC (e.g., pre- designated traffic control points [TCPs] for intersections along the transportation corridor, alternative emergency response access routes, emergency turnarounds, protocols for communicating and coordinating with construction crews to support traffic control, equipment storage sites for pre-staging anticipated equipment, travel-on-shoulder guidelines, closure and alternate route guidelines, rapid vehicle and debris removal guidelines, contraflow plans). Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm I-95 Corridor Coalition, http://www.i95coalition.org/i95/Library/tabid/84/Default.aspx Work Zone Safety and Mobility Rule, http://www.ops.fhwa.dot.gov/wz/resources/final_rule.htm Emergency Management Systems, http://www.its.dot.gov/evaluation/docs_ems.htm NCHRP Report 525, Vol. 9: Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 13: A Guide to Traffic Control of Rural Roads in an Agricultural Emergency, search for title at www.TRB.org/SecurityPubs Simplified Guide to the Incident Management System for Transportation Professionals, http://www.ops.fhwa.dot.gov/publications/ics_guide/index.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.htm PREPARE-10 Coordinate with neighboring jurisdictions. Coordinate traffic management plans with neighboring jurisdictions that may be affected by evacuation and response operations. Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.htm PREPARE-06 Develop media interface and public notification systems. Ensure that the agency has the capability to provide traveler and evacuation/shelter-in-place/quarantine information quickly and accurately to media outlets and the public. Communicating With the Public Using ATIS During Disasters: A Guide for Practitioners, http://www.ops.fhwa.dot.gov/publications/atis/index.htm 3. Develop plans and procedures for managing traffic under emergency conditions PREPARE-07 Establish applicable state transportation agency response and management teams. Establish traffic management teams to manage and direct traffic on highways, at critical intersections lacking active signalization, and contraflow operations, as needed. NCHRP Report 525, Vol. 6, Guide for Emergency Transportation Operations, search for title at www.TRB.org/SecurityPubs Final Report for the Application of Technology to Transportation Operations in Biohazard Situations, http://www.its.dot.gov/eto/docs/transops_biohazard/executive. htm 2. Establish protocols to communicate with employees and the general public (continued). Resource Guide 131 Table 9. (Continued). (continued on next page)

132 A Guide to Emergency Response Planning at State Transportation Agencies Table 9. (Continued). STEPS PHASE: PREPARE ACTION ITEM PURPOSE SUPPORTING RESOURCES PREPARE-12 Administer training programs. Establish employee and contractor training and exercise programs, participate in joint multi-agency training and exercises, and identify and provide additional training to support response and evacuation activities. Emergency Management Institute, http://training.fema.gov/EMICourses/ NCHRP Report 525, Vol. 9, Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 7, System Security Awareness for Transportation Employees, search for title at www.TRB.org/SecurityPubs National Transit Institute Courses, Workplace Safety and Security, http://www.ntionline.com/topic.asp?TopicArea=5 5. Ensure cost tracking and accountability PREPARE-13 Prepare for cost accounting and tracking of expenditures. Ensure processes have been developed to track resources and ensure applicable reimbursement and accountability for compliance with mutual-aid provisions. Mutual Aid Agreements and Assistance Agreements, http://www.fema.gov/emergency/nims/FAQ.shtm#item2 NCHRP Report 525, Vol. 13: A Guide to Traffic Control of Rural Roads in an Agricultural Emergency, search for title at www.TRB.org/SecurityPubs 4. Develop mobilization plans to ensure readiness to deploy state transportation agency personnel and resources. PREPARE-11 Prepare for mobilization of response teams, equipment and resources. Ensure readiness to mobilize agency response teams, including activating all necessary personnel, testing all communications equipment, fueling all vehicles, pre-staging supporting equipment (cones, barriers, signs, etc.), and implementing established field capabilities to coordinate with local, regional, state, and federal agencies through NIMS/ICS. Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm I-95 Corridor Coalition, http://www.i95coalition.org/i95/Library/tabid/84/Default.aspx Work Zone Safety and Mobility Rule, http://www.ops.fhwa.dot.gov/wz/resources/final_rule.htm Emergency Management Systems, http://www.its.dot.gov/evaluation/docs_ems.htm NCHRP Report 525, Vol. 9, Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs Simplified Guide to the Incident Command System for Transportation Professionals, http://www.ops.fhwa.dot.gov/publications/ics_guide/index.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.htm

Table 9. (Continued). STEPS PHASE: RESPOND ACTION ITEM PURPOSE SUPPORTING RESOURCES RESPOND-01 Detect and verify emergencies. Monitor the performance of the transportation network using surveillance systems, field personnel, manual or automated information sharing with local Emergency Communications Centers (ECCs)/911 Centers, and regional transportation organizations. Emergency Transportation Operations, http://ops.fhwa.dot.gov/eto_tim_pse/index.htm National Traffic Incident Management Coalition, http://timcoalition.org/?siteid=41&pageid=590 ITE Traffic-Incident Management Committee, http://www.trafficincident.org/ RESPOND-02 Assess the status of the transportation infrastructure. Receive reports from automated systems, field personnel, and law enforcement regarding the status of the transportation infrastructure. Emergency Transportation Operations, http://ops.fhwa.dot.gov/eto_tim_pse/index.htm National Traffic Incident Management Coalition, http://timcoalition.org/?siteid=41&pageid=590 ITE Traffic-Incident Management Committee, http://www.trafficincident.org/ 1. Initiate emergency response. RESPOND-03 Gain and maintain situational awareness. Receive notification of all declared emergencies and ensure that situation reports contain verified information and explicit details (who, what, where, and how) related to the incident/emergency. State NIMS Integration: Integrating the National Incident Management System into State Emergency Operating Plans and Standard Operating Procedures, http://www.fema.gov/pdf/nims/eop-sop_state_online.pdf RESPOND-04 Coordinate response to emergency. Activate appropriate plans, procedures, and protocols and mobilize available personnel, equipment, facilities, devices, and information to support emergency response. As appropriate and/or as requested, provide field support for emergency responders at the scene, integrated through the ICS, and communicated and coordinated with the Traffic/Transportation Management Center (TMC). Using Highways During Evacuation Operations for Events with Advance Notice: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm I-95 Corridor Coalition, http://www.i95coalition.org/i95/Library/tabid/84/Default.aspx Work Zone Safety and Mobility Rule, http://www.ops.fhwa.dot.gov/wz/resources/final_rule.htm Emergency Management Systems, http://www.its.dot.gov/evaluation/docs_ems.htm NCHRP Report 525, Vol. 9: Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs Simplified Guide to the Incident Command System for Transportation Professionals, http://www.ops.fhwa.dot.gov/publications/ics_guide/index.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.htm 2. Address emergency needs and requests for support. RESPOND-05 Evaluate the need for additional assistance from neighboring states, jurisdictions, and/or the federal government. Coordinate requests for additional support with appropriate jurisdictions following previously established mutual-aid plans. TR News May-June 2007 All-Hazards Preparedness, Response, and Recovery, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 6: Guide for Emergency Transportation Operation s , search for title at www.TRB.org/SecurityPubs RESPOND-06 Make/support decision to evacuate/shelter- in-place/ quarantine. Coordinate with appropriate local, regional and state officials regarding evacuation/shelter-in-place/quarantine orders and routes. Routes to Effective Evacuation Planning Primer Series: Using Highways during Notice Evacuations Operations, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.htm TR News, May—June 2005, Evacuation Planning, Human Factors, and Traffic Engineering: Developing Systems for Training and Effective Response , search for title at www.TRB.org/SecurityPubs 3. Manage evacuation /shelter-in- place/ quarantine. RESPOND-07 Issue/support evacuation order. Mobilize agency activation team to coordinate evacuation operations. Routes to Effective Evacuation Planning Primer Series: Using Highways during Notice Evacuations Operations, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.ht m (continued on next page)

134 A Guide to Emergency Response Planning at State Transportation Agencies Table 9. (Continued). RESPOND-08 Take response actions. Implement emergency transportation operations activities as required (e.g., opening/closing routes, managing traffic flow, deploying debris-removal teams, activating contraflow operations, coordination to ensure that unmet transportation resource needs are identified and requests for additional support are made, providing and receiving briefings, and supporting those with special needs). Routes to Effective Evacuation Planning Primer Series: Using Highways during Notice Evacuations Operations, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_eva c_primer.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/inde x.ht m Managing Pedestrians during Evacuations of Metropolitan Areas, http://www.ops.fhwa.dot.gov/publications/pedevac/index.htm FHWA, Emergency Transportation Operations, http://www.ops.fhwa.dot.gov/opssecurity/response/index.htm RESPOND-09 Deploy response teams. Deploy personnel and field equipment to implement emergency transportation operations. NCHRP Report 525, Vol. 6: Guide for Emergency Transportation Operation s , search for title at www.TRB.org/SecurityPubs Overview: ESF and Support Annexes, Coordinating Federal Assistance in Support of the National Response Framework, http://www.fema.gov/pdf/emergency/nrf/nrf-overview.pdf Final Report for the Application of Technology to Transportation Operations in Biohazard Situations, http://www.its.dot.gov/eto/docs/transops_biohazard/executive. htm 4. Implement emergency response actions. RESPOND-10 Communicate evacuation/ shelter-in- place/quarantine order and incident management measures. Disseminate appropriate information to employees and travelers, and provide updates in a timely manner. Communicating With the Public Using ATIS During Disasters: A Guide for Practitioners, http://www.ops.fhwa.dot.gov/publications/atis/index.htm STEPS PHASE: RESPOND ACTION ITEM PURPOSE SUPPORTING RESOURCES RESPOND-11 Monitor response efforts. Monitor traffic conditions and make operational adjustments. Emergency Transportation Operations, http://ops.fhwa.dot.gov/incidentmgmt/index.htm National Traffic Incident Management Coalition, http://timcoalition.org/?siteid=41&pageid=590 ITE, Traffic Incident-Management Committee, http://www.trafficincident.org/ 5. Continue response. RESPOND-12 Prepare for next operational period. Mobilize personnel and resources for next operational period. NCHRP Report 525, Vol. 6: Guide for Emergency Transportation Operation s , search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol.9: Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 7: System Security Awareness for Transportation Employees, search for title at www.TRB.org/SecurityPubs TCRP Report 86, Vol. 7: Public Transportation Emergency Mobilization and Emergency Operations Guide, search for title at www.TRB.org/SecurityPubs 6. Conclude response. RESPOND-13 Prepare for demobilization. Plan to restore normal operations. NCHRP Report 525, Vol. 6: Guide for Emergency Transportation Operation s , search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 9: Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 7: System Security Awareness for Transportation Employees, search for title at www.TRB.org/SecurityPubs

Resource Guide 135 Table 9. (Continued). STEPS PHASE: RECOVER ACTION ITEM PURPOSE SUPPORTING RESOURCES RECOVER-01 Restore essential services. Conduct damage assessments, debris removal, and hazardous materials disposal, and repair roads and other transportation facilities to restore essential services to the affected area. Routes to Effective Evacuation Planning Primer Series: Using Highways during Notice Evacuations Operations, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_e vac_primer.ht m Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/i n dex.htm RECOVER-02 Reestablish traffic management in affected area. Establish routes to move traffic into, out of and/or around the affected area. Coordinate traffic management with restoration plans for affected communities and resumption of government operations and services through individual, private-sector, nongovernmental, and public assistance programs. Best Practices in Emergency Transportation Operations Preparedness and Response: Results of the FHWA Workshop Series , http://www.ops.fhwa.dot.gov/publications/etopr/best_practic es/etop_workshop.htm Emergency Transportation Operations, http://ops.fhwa.dot.gov/eto_tim_pse/index.htm National Traffic Incident Management Coalition, http://timcoalition.org/?siteid=41&pageid=590 ITE, Traffic-Incident Management Committee, http://www.trafficincident.org/ 1. Restore traffic to affecte d area. RECOVER-03 Reentry into evacuated/ sheltered-in-place/ quarantined area. Implement a phased approach to bring evacuated/sheltered-in- place/quarantined residents and others into the affected area. Routes to Effective Evacuation Planning Primer Series: Using Highways during Notice Evacuations Operations, http://www.ops.fhwa.dot.gov/publications/evac_primer/00_e vac_primer.htm Using Highways for No-Notice Evacuations: Routes to Effective Evacuation Planning Primer Series, http://www.ops.fhwa.dot.gov/publications/evac_primer_nn/i n dex.htm RECOVER-04 Conduct emergency repairs. Develop an approach to infrastructure repair/replacement and decontamination, determining what can be done quickly and what will require more time. Accelerated Bridge Construction Technologies, http://www.fhwa.dot.gov/bridge/accelerated/index.cfm TCM Pooled-Fund Study, Current Projects, Recovery and Mitigation for Transportation Management Centers, http://tmcpfs.ops.fhwa.dot.gov/cfprojects/new_detail.cfm?id =79&%20new=3 EPA: Homeland Security Research, http://www.epa.gov/nhsrc/ RECOVER-05 Perform After- Action Reviews. Assess response activities to determine what went well and where improvements are needed. NCHRP Report 525, Vol. 9: Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 7: System Security Awareness for Transportation Employees, search for title at www.TRB.org/SecurityPubs 2. Identify and im pl ement lessons learned RECOVER-06 Return to readiness. Incorporate recommendations from the After-Action Review into existing emergency response plans and procedures. NCHRP Report 525, Vol. 9: Guidelines for Transportation Emergency Training Exercises, search for title at www.TRB.org/SecurityPubs NCHRP Report 525, Vol. 7: System Security Awareness for Transportation Employees, search for title at www.TRB.org/SecurityPubs

136 The following appendices are contained herein: A. Guide to Using Portions of the 2002 Guide B. Emergency Response Legal Authorities C. Emergency Response Stakeholder Responsibilities D. Key Emergency Response Definitions E. Key Traffic Incident Definitions F. Intelligence Fusion Centers G. Transportation Emergency Response Effects Tracking (TERET) H. Model Emergency Operations Plans I. Policy and Procedural Memoranda and Memoranda of Understanding J. Training/Exercise Plans The following appendices are available on line on the TRB website: K. Annotated Bibliography L. Identification and Delineation of Incident Management and Large-Scale Emergency Response Functions M. NCHRP Project 20-59/Task 23 PowerPoint Presentation Appendices

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TRB’s National Cooperative Highway Research Program (NCHRP) Report 525: Surface Transportation Security, Volume 16: A Guide to Emergency Response Planning at State Transportation Agencies is designed to help executive management and emergency response planners at state transportation agencies as they and their local and regional counterparts assess their respective emergency response plans and identify areas needing improvement.

NCHRP replaces a 2002 document, A Guide to Updating Highway Emergency Response Plans for Terrorist Incidents.

NCHRP Report 525, Vol. 16 is supported by the following online appendixes:

Appendix K--Annotated Bibliography

Appendix L--White Paper on Emergency Response Functions and Spreadsheet Tool for Emergency Response Functions

Appendix M--2010 Guide Presentation

NCHRP Report 525: Surface Transportation Security is a series in which relevant information is assembled into single, concise volumes—each pertaining to a specific security problem and closely related issues. The volumes focus on the concerns that transportation agencies are addressing when developing programs in response to the terrorist attacks of September 11, 2001, and the anthrax attacks that followed. Future volumes of the report will be issued as they are completed.

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