Emergency Communications Planning for Airports (2016)

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83 APPENDIX M Checklist for Effective Planning Practices for Creating and Sustaining Effective Emergency Communications Plans for Airports Stage Action A pp lie s t o A irp or t D on e Pre-planning Senior airport leaders have bought into the emergency communications or crisis communications planning process. Pre-planning Realistic funding has been provided for planning and implementation. Pre-planning A clear assignment of the task leader and emergency (or crisis) communications planning committee has been made. Pre-planning A clear decision and assignment has been made about the role of the airport PIO in the development, maintenance, and improvement of the emergency/crisis communications plan and planning process. Pre-planning A comprehensive crisis communications plan that includes mission-critical system failures and events as well as emergencies is evaluated for appropriateness and cost-effectiveness at the airport before the planning process begins. Pre-planning Single plan versus multiple plans and/or SOPs has been considered; i.e., consolidation of all fractional plans for emergency and/or crisis communications has been evaluated and decided. Pre-planning Use of outside consultant or facilitator is considered for appropriateness and cost-effectiveness. Pre-planning Plans have been requested from other airports, especially airports in the same state and/or of similar type and size. Pre-planning A timetable or schedule has been set for completion of the new plan or revision. Pre-planning Airport EOC, unified command, or equivalent mechanism is prepared to coordinate communications during emergencies and mission-critical crises. Most appropriate EOC organization system (ICS, ESF, Major Management Activities, or hybrid) has been installed and practiced. Pre-planning NIMS fully installed at airport. Pre-planning Assessment of needs for communications has been completed. Pre-planning Priorities for emergency/crisis communications have been established by matching needs to risks (priority based on Likelihood x Severity x Operational Impact). Pre-planning Development of readily accessible database of key facts keyed to incident type or airport system or characteristic for fast preparation of briefings, press releases, social media, and communications with partners. Sample data would be as-built plans of terminals, airline contact numbers, etc.—things that a PIO might provide to operations or responders. Pre-planning Assessment of capabilities in communications has been completed. This assessment includes interoperability and redundancy. Development of local matrix of interoperability vs. redundancy may be useful. Planning Planning process is inclusive of stakeholders for inputs. Planning Planning process is inclusive of stakeholders for reviews. Planning Planning process is based on an honest hazards analysis that includes both emergencies and “mission- critical” systems failures and events. (continued on next page)

84 Stage Action A pp lie s t o A irp or t D on e Planning Planning process is driven by the application of the continuous improvement process, i.e., the continuous cycle of plan, train, exercise, evaluate, and improve. Planning Planning process uses hot wash summaries and after action reviews/reports (AARs) from actual events and exercises. Planning Planning process uses the improvement plan (IP) or after action report/improvement plan (AAR/IP) to guide contents or revisions. Planning Planning process is iterative. Planning Seminars (discussion-based exercises) are used to develop plan. Planning Workshops (discussion-based exercises) are used to develop plan. Nature of the Plan Emergency communications plan is separate from AEP and incorporated into the AEP by reference. Nature of the Plan Coordination of airport plan with sponsor’s emergency communications plan has been worked out, if required. Nature of the Plan SOPs have been prepared to put specific appropriate extracts of plan at workstations and in hands of mutual aid and airport community partners. Internal and External Aspects of Communications to Consider for Inclusion in Plan Internal A clearly designated single point of contact between airport operations and air traffic control Internal Alert procedures for ATCT and other partners Internal Alternative communications systems Internal Baggage Information Display System (BIDS) Internal Cell phone Internal Chain-of-command communications Internal Common operating picture (COP) Internal Communications in ICS environment Internal Communications in NIMS environment Internal Communications procedures within EOC Internal Cybersecurity Internal Dedicated communications circuits Internal Emergency notification Internal Flight Information Display System (FIDS) Internal HAM radio Internal Human traffic directors Internal Joint Information Center (JIC) Internal Joint Information System (JIS) Internal Landline telephone

85 Stage Action A pp lie s t o A irp or t D on e Internal Location and procedures for JIC Internal Message discipline Internal Movable barriers Internal Movable signs Internal Non-verbal visual indicators Internal PIO’s role Internal Programmable signage other than FIDS/BIDS Internal Public address system Internal Radio Internal Reverse 911 Internal Runner/messenger Internal Satellite phone Internal Social media—incoming Internal Social media—outgoing Internal Web-based communications External Communications to airport sponsor External Communications to federal agencies External Communications to mutual aid partners External Communications to other external stakeholders External Communications to the public External Communications with airlines External Communications with concessionaires External Communications with passengers and employees in unusual situations such as terminal evacuations, sheltering-in-place, or electrical outages when normal communication means are inoperable or not installed (e.g., on road in front of terminal, in parking deck, or on apron during and after a terminal evacuation) External Cybersecurity External Interoperability with partners including mutual aid partners External Joint Information Center (JIC) External Joint Information System (JIS) External Location and procedures for media center External Media relations External Mutual aid agreements and airport emergency/crisis communications plan match. (continued on next page)

86 Stage Action A pp lie s t o A irp or t D on e External NOTAM procedures External Off-airport programmable signage External Pre-scripted press releases, website, and social media releases External Prepared press releases and statements External Responses to “Citizen journalism” (social media) External Reverse 911 External Social media—data mining of public posts for situational awareness External Social media—monitoring posts for situational awareness External Social media—outgoing External WEA alerts External Wireless Emergency Alert (WEA) system Implementation Training Airport emergency/crisis communications plan is shared as widely as possible given the constraints of SSI—consider posting non-SSI version of plan on airport public website. Training Airport employees have been trained on plan and procedures. Training Airline station managers and employees have been trained on plan and procedures, including fire responder training where appropriate (e.g., terminal incident management). Training Tenant and concessionaire employees have been trained on plan and procedures. Training FBO employees have been trained on plan and procedures. Training Tenant agency employees have been trained on plan and procedures. Training Mutual aid partners have been trained on plan and procedures. Training Contractors including construction and maintenance contractors have been trained on plan and procedures. Training PIO has been trained in NIMS including PIO duties. Training PIO has been trained in JIS and JIC procedures. Training Airport EOC participants have been trained and drilled on communications procedures. Exercises Communications are included in airport’s exercise plan. Exercises One or more aspects of communications are included in every table top exercise. Exercises Major portions of airport emergency/crisis communications plan are included in every full- scale/triennial exercise. Exercises Functional exercises are used to test airport emergency/crisis communications plan periodically and when indicated by AAR/IP. Exercises A communications section is included in every AAR for exercises or actual events. Exercises Communications are included in the improvement plan (IP or AAR/IP) when appropriate.

87 Stage Action A pp lie s t o A irp or t D on e Exercises Contact lists are exercises at least once a month even if automatically updated through airport HR or badging systems. Exercises Airport-ATCT Alert phone (Red phone) is exercised daily. Exercises Lessons learned from previous exercises or actual incidents are soon included in an exercise to see if the lesson has been applied and the gap or deficiency corrected. Evaluation Peer review by comparable airports is a way to evaluate an airport’s plan. Evaluation Airport seeks to develop metrics for effectiveness of its plan. Continuous Improvement Airport has a formal program for capturing and applying lessons learned from communications in actual events, exercises, plan reviews, peer reviews, and other airports. Continuous Improvement Airport conducts reviews of emergency/crisis communications plan periodically on a written schedule. Continuous A person or committee is assigned to track actions to apply communications lessons learned and Improvement correct deficiencies revealed by hot washes, after action reports, and inspections.

Abbreviations and acronyms used without definitions in TRB publications: A4A Airlines for America AAAE American Association of Airport Executives AASHO American Association of State Highway Officials AASHTO American Association of State Highway and Transportation Officials ACI–NA Airports Council International–North America ACRP Airport Cooperative Research Program ADA Americans with Disabilities Act APTA American Public Transportation Association ASCE American Society of Civil Engineers ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials ATA American Trucking Associations CTAA Community Transportation Association of America CTBSSP Commercial Truck and Bus Safety Synthesis Program DHS Department of Homeland Security DOE Department of Energy EPA Environmental Protection Agency FAA Federal Aviation Administration FAST Fixing America’s Surface Transportation Act (2015) FHWA Federal Highway Administration FMCSA Federal Motor Carrier Safety Administration FRA Federal Railroad Administration FTA Federal Transit Administration HMCRP Hazardous Materials Cooperative Research Program IEEE Institute of Electrical and Electronics Engineers ISTEA Intermodal Surface Transportation Efficiency Act of 1991 ITE Institute of Transportation Engineers MAP-21 Moving Ahead for Progress in the 21st Century Act (2012) NASA National Aeronautics and Space Administration NASAO National Association of State Aviation Officials NCFRP National Cooperative Freight Research Program NCHRP National Cooperative Highway Research Program NHTSA National Highway Traffic Safety Administration NTSB National Transportation Safety Board PHMSA Pipeline and Hazardous Materials Safety Administration RITA Research and Innovative Technology Administration SAE Society of Automotive Engineers SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (2005) TCRP Transit Cooperative Research Program TDC Transit Development Corporation TEA-21 Transportation Equity Act for the 21st Century (1998) TRB Transportation Research Board TSA Transportation Security Administration U.S.DOT United States Department of Transportation

NO N-PRO FIT O RG . U.S. PO STAG E PA ID CO LUM BIA, M D PER M IT NO . 88 TRANSPORTATION RESEARCH BOARD 5 0 0 F ifth S tre e t, N W W a s h in g to n , D C 2 0 0 0 1 A D D R ESS SER VICE R EQ UESTED ISBN 978-0-309-38971-6 9 7 8 0 3 0 9 3 8 9 7 1 6 9 0 0 0 0 Em ergency Com m unications Planning for Airports ACRP Synthesis 73 TRB