Transportation Emergency Response Application (TERA) Support Materials for Airport EOC Exercises (2018)

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Exercise Plan Template P A R T I

FOR OFFICIAL USE ONLY FOR OFFICIAL USE ONLY <location> <scenario> Exercise Plan <month, day, year>

FOR OFFICIAL USE ONLY FOR OFFICIAL USE ONLY This Exercise Plan (ExPlan) provides participants with the information they need to participate in the exercise. Some exercise material is intended for the exclusive use of exercise planners, facilitators, and evaluators, but players may view other materials that are necessary to their performance. All exercise participants may view the ExPlan. The events depicted within this exercise are purely fictional and do not constitute a known threat or risk to <airport>. ii

FOR OFFICIAL USE ONLY TERA <scenario> <AIRPORT> iii FOR OFFICIAL USE ONLY EXERCISE TIMELINE (ADJUST AS NECESSARY) Time Exercise Activity 0830 – 0845 Registration 0845 – 0915 Welcome, Opening Remarks, and Exercise Overview 0915 – 0945 TERA Sign-in and Familiarization 0945 – 1315 Exercise Conduct 1315 – 1355 Hotwash and Feedback 1355 – 1400 Closing Comments 1400 Adjourn

FOR OFFICIAL USE ONLYTERA <scenario> <AIRPORT> FOR OFFICIAL USE ONLY iv EXERCISE OVERVIEW Exercise Name <exercise name> Exercise Date <exercise date> Scope This is an exercise planned for X hours at <airport>. The purpose of the Exercise is to evaluate and enhance preparedness of the airport’s emergency operations center. Mission Area(s) Response Core Capabilities Planning Public Information and Warning Operational Coordination Intelligence and Information Sharing Situational Assessment Environmental Response/Health and Safety Critical Transportation Objectives for Players (1) Apply NIMS/ICS response protocols in airport emergency situations (2) Determine the correct degree of response, at the correct time, during an emergency (3) Differentiate important from unimportant information during a crisis (4) Determine short-term and long-term recovery and restoration needs for the airport (5) State how incoming and outgoing information should flow during a crisis (6) Define the roles and duties of the personnel around them (7) Describe the actions that promote effective planning during an emergency Scenario <scenario> Sponsor <sponsor> Participating Organizations <list participant organizations> Points of Contact <name, title, organization, and contact information for exercise points of contact>

FOR OFFICIAL USE ONLY TERA <scenario> <AIRPORT> v FOR OFFICIAL USE ONLY TABLE OF CONTENTS Exercise Timeline.......................................................................................................................... iii Exercise Overview ....................................................................................................................... iv General Information ..................................................................................................................... 1 Purpose ....................................................................................................................................1 Objectives ...................................................................... ......................................................... 1 Participant Roles and Responsibilities.................................................................................... 1 Exercise Assumptions and Artificialities................................................................................. 2 Exercise Implementation and Logistics....................................................................................... 4 Exercise Play............................................................................................................................ 4 Safety Requirements ............................................................................................................... 5 Player Information and Guidance............................................................................................... 7 Player Instructions .................................................................................................................. 7 Simulation Guidelines ............................................................................................................. 8 Evaluation and Post-exercise Activities ...................................................................................... 9 Debriefings............................................................................................................................... 9 Evaluation ................................................................................................................................ 9 Improvement Planning ........................................................................................................... 9

FOR OFFICIAL USE ONLY TERA <scenario> <AIRPORT> 1 FOR OFFICIAL USE ONLY GENERAL INFORMATION PURPOSE The purpose of the exercise is to evaluate and enhance preparedness of the airport’s emergency operations center. OBJECTIVES The following objectives describe the expected outcomes for the players in the exercise. Apply National Incident Management System (NIMS) Incident Command System (ICS) response protocols in airport emergency situations Determine the correct degree of response, at the correct time, during an emergency Differentiate important from unimportant information during a crisis Determine short-term and long-term recovery and restoration needs for the airport State how incoming and outgoing information should flow during a crisis Define the roles and duties of the personnel around them Describe the actions that promote effective planning during an emergency PARTICIPANT ROLES AND RESPONSIBILITIES The term participant encompasses many groups of people, not just those playing in the exercise. Groups of participants involved in the exercise, and their respective roles and responsibilities, are as follows: Players are personnel who have an active role in discussing their regular roles and responsibilities during the exercise. Players initiate actions that will respond to and mitigate the simulated emergency. The Facilitator keeps player discussions on track with the objectives for any discussion components of the exercise. They ensure all issues and objectives are explored as thoroughly as possible within time constraints. Subject-matter experts may also assist with facilitation during the exercise. Controllers may serve as facilitators. The Exercise Director has the overall responsibility for planning, coordinating, and overseeing all exercise functions. They manage the exercise activities and maintains a close dialogue with the Lead Controller regarding the status of play and the achievement of the exercise design objectives.

FOR OFFICIAL USE ONLYTERA <scenario> <AIRPORT>2 FOR OFFICIAL USE ONLY Controllers plan and manage exercise play, set up and operate the exercise site, and act in the roles of organizations or individuals that are not playing in the exercise. Controllers direct the pace of the exercise, provide key data to players, and may prompt or initiate certain player actions to ensure exercise continuity. In addition, they issue exercise material to players as required, monitor the exercise timeline, and supervise the safety of all exercise participants. Evaluators evaluate and provide feedback on a designated functional area of the exercise. Evaluatorswill observe and document performance against established capability targets and critical tasks to provide context to this evaluation focus. Observers do not directly participate in the exercise. However, they may support the development of player responses to the situation during the discussion by asking relevant questions or providing subject-matter expertise. EXERCISE ASSUMPTIONS AND ARTIFICIALITIES In any exercise, assumptions and artificialities may be necessary to complete play in the time allotted and/or account for logistical limitations. Exercise participants should accept that assumptions and artificialities are inherent in any exercise and should not allow these considerations to negatively impact their participation. Assumptions Assumptions constitute the implied factual foundation for the exercise and, as such, are assumed to be present before the exercise starts. The following assumptions apply to the exercise: This is a no-fault exercise. This exercise will be conducted in a low-stress learning environment. There is no single right response to scenario events, and open discussion is encouraged. Varying viewpoints, even disagreements, are expected. Decisions are not precedent setting. Decisions made during the exercise may not reflect your department’s final position on a given issue. This exercise is an opportunity to present multiple options and possible solutions. Issue identification is not as valuable as suggestions and recommended actions. While a number of issues may be identified during the exercise, a goal is to develop suggestions or recommend actions that could improve the airport’s response to the scenario. Problem-solving efforts should be the focus. Responses to the scenario use your knowledge of current capabilities. The scenario is realistic and plausible. It contains sufficient detail to elicit response activities. Some scenario aspects have been sped up or slowed down.

FOR OFFICIAL USE ONLY TERA <scenario> <AIRPORT> 3 FOR OFFICIAL USE ONLY Some decisions have been omitted or assumed in order to enhance exercise discussions. There are no “hidden agendas,” so please don’t fight the scenario. Artificialities During this exercise, the following artificialities apply: Exercise communication and coordination will be limited to the exercise venue. Simulators and Controllers will represent all entities that are not represented at the exercise venue (i.e., “the rest of the world”) and can be contacted during the exercise to report information and make requests appropriate for responding to the scenario. Aside from face-to-face communications, which should be recorded in summary by participating players in Transportation Emergency Response Application (TERA), communications will be conducted using the TERA platform. In order to achieve the exercise objectives, the exercise may not be conducted in real time.

FOR OFFICIAL USE ONLYTERA <scenario> 4 <AIRPORT> FOR OFFICIAL USE ONLY EXERCISE IMPLEMENTATION AND LOGISTICS EXERCISE PLAY Prior to the start of the exercise, there will be a Players’ briefing provided by the Exercise Director or Facilitator. Controllers and Evaluators will follow the progress of the exercise, make sure it remains on track, and provide key data/information to Players to prompt or initiate certain Player actions. The Controllers and Evaluators will be positioned throughout the exercise venue to observe and record scenario progress and exercise events, including Player actions, in accordance with plans, policies, and procedures. Individual and team Player performances will be observed in order to make recommendations for future system-wide training. In keeping with the “no-fault” nature of this exercise, Controllers and Evaluator observations will focus primarily on overall actions, rather than on individual players. Exercise Rules The following are the general rules that govern exercise play: The Exercise Director will initiate exercise play by transmitting the start of the exercise (STARTEX) message. The decision to conclude the exercise will be determined by the Exercise Director and the Lead Controller based upon the completion of operations and attainment of the exercise objectives. Real-world emergency actions take priority over exercise actions. Exercise participants will comply with real-world response procedures unless otherwise directed by control staff. All communications (written, radio, telephone, etc.) made during the exercise will begin and end with the phrase “This is an exercise.” Players initiating communication with the Simulation Cell (SimCell) must identify the organization, agency, office, or individual with whom they wish to speak. “REAL-WORLD EMERGENCY” will be the designated phrase that indicates there is an emergency requiring immediate attention that may or may not stop exercise play. This is a no-fault exercise. There is no single “right” response to scenario events. The exercise is an opportunity to discuss and present multiple options and possible solutions. Players will use routine, in-place communications systems based on exercise scenario requirements. However, in no instance will exercise communications interfere with real-world emergency communications. The need to maintain

FOR OFFICIAL USE ONLY TERA <scenario> <AIRPORT> 5 FOR OFFICIAL USE ONLY actual, real-world event response capabilities may preclude the use of all communications channels or systems for exercise play. Players must adhere to all Controller instructions. With the exception of safety issues, all Controllers have the authority to overrule Players. Players, observers, Controllers, and Evaluators will not engage in casual conversation. Controllers will provide Players only the information they are specifically designated to disseminate. Players are expected to obtain other necessary information through existing emergency information channels. In some cases, it may be necessary for Controllers to exercise “Controller prerogative” and countermand a Player’s actions in order to preserve the continuity and objectives of the exercise. Any such activities must first be cleared with the Lead Controller. SAFETY REQUIREMENTS General Exercise participant safety takes priority over exercise events. Although participants involved in the exercise may come from various agencies, they share the same basic responsibility for ensuring a safe environment for all personnel involved in the exercise. In addition, many aspects of an emergency response are inherently dangerous. Professional health and safety ethics should guide all participants to operate in their assigned roles in the safest manner possible. The following general requirements apply to the exercise: All Controllers/Facilitators and Evaluators will serve as safety observers for exercise activities. The Exercise Director and/or Lead Controller should be notified immediately of any emergency situation. If, during the conduct of the exercise, a real-world emergency (e.g., medical, operational) occurs, the exercise may be suspended or terminated at the discretion of the Lead Controller/Facilitator. All participants will comply with their respective environmental, health, and safety plans and procedures, as well as the appropriate federal and state health and safety regulations. Participants will be responsible for their own safety and each other’s safety during the exercise. It is the responsibility of all persons associated with the exercise to notify a safety officer if, in their opinion, a real safety problem exists. Once the problem is corrected, exercise play can be resumed.

FOR OFFICIAL USE ONLYTERA <scenario> 6 FOR OFFICIAL USE ONLY <AIRPORT> Non-emergency Interruptions to Exercise Play Only the Exercise Director or Lead Controller can announce exercise “holds” or “stops.” Controllers/Evaluators should communicate with theLead Controller/ Facilitator if they believe a hold/stop is required. Medical Emergency In the event of a medical emergency, emergency medical services should be called for assistance and transport as required. The Lead Controller and Exercise Director should be notified immediately and informed that there is a “REAL-WORLD EMERGENCY.” This will be communicated to all exercise staff, and exercise play will be stopped. Exercise play will be resumed when the emergency situation has been resolved. Fire Emergency In the event of a fire, the fire department will be called as required. All participants will follow the emergency procedures for the exercise location. The Exercise Director, Lead Controller, and Controller/Evaluators should be notified immediately and be informed that there is a “REAL-WORLD EMERGENCY.” Exercise play will be resumed when the emergency has been resolved. For any other type of emergency, notify and follow the direction of the Lead Controller or Exercise Director.

FOR OFFICIAL USE ONLY TERA <scenario> <AIRPORT> 7 FOR OFFICIAL USE ONLY PLAYER INFORMATION AND GUIDANCE PLAYER INSTRUCTIONS Players should follow certain guidelines before, during, and after the exercise to ensure a safe and effective exercise. During the Exercise Respond to the exercise events and information as if the emergency were real, unless otherwise directed by an Exercise Controller. Controllers will give you only the information they are specifically directed to disseminate. You are expected to obtain other necessary information through existing plans, policies, or procedures. Do not engage in personal conversations with Controllers or Evaluators while the exercise is in progress. If you are asked an exercise-related question, give a short, concise answer. If you are busy and cannot immediately respond, indicate so, but report back with an answer at the earliest time possible. If you do not understand the scope of the exercise or if you are uncertain about an organization’s or agency’s participation in an exercise, ask a Controller. Parts of the scenario may seem implausible. Recognize that the exercise has objectives to satisfy and may require the incorporation of unrealistic aspects. Note that every effort has been made to balance realism with the creation of an effective learning and evaluation environment. All exercise communication will begin and end with the phrase “This is an exercise.” This is a precaution taken so anyone overhearing the conversation will not mistake the exercise play for a real-world emergency. When you communicate with the SimCell, identify the organization or individual with whom you wish to speak. Speak when you take an action. This procedure will ensure that Evaluators are aware of critical actions as they occur. Maintain a log of your activities. Many times, this log may include documentation of activities that were missed by a Controller or Evaluator. After the Exercise At the end of the exercise, participate in the hotwash with the Controllers and Evaluators. Complete the Participant Feedback Form (if provided). This form allows you to comment candidly on emergency response activities and the effectiveness of the exercise. Please provide the completed form to a Controller or Evaluator.

FOR OFFICIAL USE ONLYTERA <scenario> 8 <AIRPORT> FOR OFFICIAL USE ONLY Provide any notes or materials generated from the exercise to your Controller or Evaluator for review and inclusion in the After-Action Report (AAR). SIMULATION GUIDELINES Because the exercise is of limited duration and scope, certain details will be simulated. The physical description of what would fully occur at the incident sites and surrounding areas will be relayed to players by Simulators or Controllers. Via TERA, a SimCell will simulate the roles and interactions of non-participating organizations or individuals.

FOR OFFICIAL USE ONLY TERA <scenario> <AIRPORT> 9 FOR OFFICIAL USE ONLY EVALUATION AND POST-EXERCISE ACTIVITIES DEBRIEFINGS Post-exercise debriefings aim to collect sufficient relevant data to support effective evaluation and improvement planning. Hotwash At the conclusion of exercise play, Controllers facilitate a hotwash to allow players to discuss strengths and areas for improvement, and Evaluators to seek clarification regarding player actions and decision-making processes. Controller and Evaluator Debriefing Controllers and Evaluators attend a facilitated Controller and Evaluator Debriefing immediately following the exercise. During this debriefing, Controllers and Evaluators provide an overview of their observed areas and discuss strengths and areas for improvement. Participant Feedback Forms Participant Feedback Forms provide players with the opportunity to comment candidly on exercise activities and exercise design. Participant Feedback Forms should be collected at the conclusion of the hotwash. EVALUATION Exercise Evaluation Guides Exercise Evaluation Guides are provided in the Evaluator Handbook to assist with exercise evaluation. These are provided for exercise Evaluators only. After-Action Report The AAR summarizes key information related to evaluation. Following the exercise, the findings from Exercise Evaluation Guides, participant feedback, and other observations will be compiled into an AAR. The template for the AAR can be found on the Homeland Security Exercise and Evaluation Program website. IMPROVEMENT PLANNING Improvement planning is the process by which the observations recorded in the AAR are resolved through development of concrete corrective actions, which are prioritized and tracked as a part of a continuous corrective action program.

FOR OFFICIAL USE ONLYTERA <scenario> <AIRPORT>10 FOR OFFICIAL USE ONLY After-Action Meeting An After-Action Meeting provides a deliberate evaluation of exercise activity and lessons learned as a review of the draft AAR and Improvement Plan. Improvement Plan An Improvement Plan identifies the responsible parties and realistic time frames to address areas for improvement identified in the AAR.