Using the Incident Command Systems at Highway Incidents Final PLP

NHI course 133101 – Using the Incident Command System (ICS) at Highway Incidents

Final Preliminary Lesson Plan

Solicitation Number DTFH61-04-T-86015

January 20, 2005

Iteris Inc.

107 Carpenter Dr. Suite 230

Sterling, Virginia20164

(703) 925 3810

and

Dunn Engineering Associates, P.C.

66 Main Street

Westhampton Beach, N.Y.11978

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Using the Incident Command Systems at Highway Incidents Final PLP

TABLE OF CONTENTS

I.COURSE INTRODUCTION

II.EXECUTIVE SUMMARY

III.COURSE ORGANIZATION

IV.COURSE COORDINATION

V.CLASS SIZE

VI.HOST AGENCY RESPONSIBILITIES

Audiovisual Requirements

Room Requirements

Local Training Coordinator's Responsibilities

Training Site

Participants and Instructors

Final Arrangements

Student Requirements

VII.TARGET AUDIENCE

VIII.COURSE GOALS AND OUTCOMES

Course Goals

Course Outcomes

IX.GUIDELINES TO INSTRUCTORS

X.COURSE AGENDA

XI.PRESENTATION REQUIREMENTS

Before the Training Event Checklist

During the Training Event

After the Training Event

XII.PRELIMINARY LESSON PLANS

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Using the Incident Command Systems at Highway Incidents Final PLP

I.COURSE INTRODUCTION

Using the Incident Command System at Highway Incidents is a two-day course designed to assist novice practitioners, particularly representatives of transportation organizations and towing and recovery, obtain a working knowledge of the Incident Command System (ICS) management system and how it applies to managing highway incidents. As a training tool, this course assists agencies, jurisdictions, and regions in achieving compliance with Homeland Security Presidential Directive-5 (HSPD-5), Management of Domestic Incidents. HSPD-5 requires all Federal departments and agencies to make adoption of the National Incident Management System (NIMS) by State, tribal, and local organizations a condition for Federal preparedness assistance beginning in FY 2005. This course specifies the framework governing ICS organization and operations as presented in NIMS. The course also incorporates guidelines and procedures for establishing each of the major functional areas and associated elements of the ICS organization in addition to key perspectives of the public safety community, as described in the Model Procedures Guide for Highway Incidents by the National Fire Service Incident Management System Consortium.

Approximately half of this two-day course involves interactive training in ICS, and the remainder is invested in two tabletop exercises on applying ICS to specific highway incident scenarios. One exercise involves a major traffic incident, and the other exercise pertains to a larger disaster affecting a highway system.

II.EXECUTIVE SUMMARY

A highway incident is a planned or unplanned event that disrupts the normal operation of the transportation system and requires a short-term response by one or more agencies for the purpose of rescue, control, and/or mitigation. Highway incidents vary widely in severity from vehicle disablements and minor crashes involving a single agency response (e.g., law enforcement or service patrol) to a natural disaster or other catastrophe creating a regional impact and necessitating a multi-agency response across disciplines and jurisdictions. The life cycle of a highway incident encompasses many distinct activities where each activity represents a priority of a specific agency and its expert practitioner or response crew. This dynamic response process demands interagency coordination and collaboration in the sense that responders must cultivate a working trust with one another, transfer command and control when necessary, and ensure sufficient on-scene resources exist at all times. Responders must collectively follow a proactive approach rather than just reacting to each unfolding situation. Implementation of a formal management process, such as the ICS, may overcome these challenges by eliminating ambiguity in command and control, improving resource coordination and communications, and facilitating the application of standard guidelines and operating procedures to day-to-day highway incident management.

ICS is a management system designed to enable effective and efficient domestic incident management by integrating a combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure. ICS may be implemented for any highway incident at any severity level. It is designed for use from the time of first responder arrives on the scene until the use of ICS is no longer warranted.

Using the Incident Command System at Highway Incidents is a two-day course with representatives of transportation organizations and towing and recovery companies as its target audience. Transportation agencies own and operate the highway system. Towing and recovery companies play an indispensable role in effecting incident removal and restoring the affected road section back to normal operation. These stakeholders serve a prominent role in day-to-day highway incident management but may require a more substantive understanding of their function under an established ICS where a multi-agency team of responders employ a management tool that provides for the command, control, and coordination of resources at the scene of a highway incident through a structure and procedures for organizing personnel, facilities, and equipment.

The governing document for this course is the National Incident Management System (NIMS) from the Department of Homeland Security. This course provides an effective balance of instruction and participant interaction and practice to enable participants to easily extract and apply the key concepts, principles, guidelines, and procedures of the ICS for any highway incident. Through the completion of course exercises that allow participants to develop custom products based on the stakeholders and resources available in their area, participants will have a head start in supporting a proactive, multi-agency response to highway incidents ranging from traffic incidents to relatively uncommon emergencies where transportation resources and technology applications may represent critical factors in public safety and the overall efficiency of a jurisdiction or region response.

This course covers the following key ICS topics:

  • Management characteristics of the ICS
  • Major functional areas of the ICS organization
  • Unified Command organization and application
  • Major organizational elements of the ICS Operations Section
  • Programs to achieve agency preparedness
  • Concepts and processes for managing resources and communications and information
  • Guidelines and procedures for establishing ICS
  • Steps in preparing an Incident Action Plan
  • Considerations for establishing an Incident Command Post and staging areas

ICS is extremely comprehensive so it requires training and study to completely understand the command and control protocol that drives its operation at the scene of a highway incident. This training course will help transportation professionals become a full partner in local and region-wide ICS operations as the NIMS is adopted throughout the country. Course lectures and tabletop exercises will illustrate the integration path that an ICS organizational structure must take to support highway incident management policies, guidelines, and procedures. Finally, this training course will satisfy the need to provide transportation personnel a lasting reference and specific applications of ICS configured to local highway incident management activities.

III.COURSE ORGANIZATION

Two qualified FHWA-approved instructors will present this two-day course using the curriculum materials that include an Instructor Guide, a Participant Workbook, a Reference Manual, visual aids, and case studies. In addition, the instructors need at least two flip charts and sets of markers, and audiovisual equipment.

The course is designed to run from 8:30 AM to 4:30 PM each day. Other time frames can be accommodated provided the Course Host gives notice at the time the course is requested. A preliminary agenda is shown in Section X.

This course is divided into 14 lessons, three of which are small group exercises, as shown in the following table. Detailed lesson plans can be found in Section XI.

Lesson # / Lesson Title & Description / Time (min.)
1 / Welcome and Introductions / 45
2 / Incident Command System Overview / 30
3 / ICS Organizational Structure / 45
4 / ICS Operations Section / 30
5 / Unified Command / 45
6 / Advance Planning and Coordination / 45
7 / Implementation / 60
8 / Exercise: ICS Planning / 45
9 / Day One Summary / 15
10 / Day One Review (Discussion) / 30
11 / ICS Tabletop Exercise #1: Highway Incident Involving a Hazardous
Material Spill / 135
12 / Instructor Review and Guidance / 15
13 / ICS Tabletop Exercise #2: Highway Incident Involving a Possible Terrorist Act / 135
14 / Course Summary and Conclusions / 45

IV.COURSE COORDINATION

The NHI Training Project Manager, contractor for the course, instructors, Local Training Coordinator, and NHI Course Scheduler will work together to plan and deliver the course. Usually, a Local Training Coordinator will submit an On-Site Course Request form (FHWA 1530) with Requested Dates and Training Sites to the NHI Course Scheduler, who in turn will contact the course contractor. The contractor will then contact the Local Training Coordinator and discuss possible dates for the course. Once a list of potential dates is compiled, the contractor will check the availability of the instructors. The contractor will confirm the delivery date with the Local Training Coordinator, NHI Course Scheduler, and instructors. The NHI Course Scheduler will then submit the On-Site Course Request form with the agreed date to the NHI Training Project Manager for approval. Once the NHI Training Project Manager approves the On-Site Course Request form, the course session is formally scheduled for the agreed dates and training site. This also authorizes the contractor to conduct the course. A confirmation is mailed to the instructors. The contractor will communicate with the host Local Training Coordinator to:

  • Confirm times of instruction
  • Obtain directions to training facility
  • Discuss host State requirements (see Section V)
  • Obtain lodging recommendations for the instructors
  • Complete and submit the local case study form
  • Arrange for shipping of the course materials to the site

The contractor will fax the Course Roster to NHI within five days after the course and mail the original Course Roster, Participant Registration Forms, course evaluations, and test results to the NHI Training Project Manager. The contractor usually will send a thank you note to the Local Training Coordinator. If desired, the NHI Training Project Manager will send copies of the evaluation forms to the Local Training Coordinator.

V.CLASS SIZE

The maximum class size permitted by NHI is 30 people; usually the smaller the class sizes the better (with a minimum of 20). NHI will ship 30 copies of the Reference Manual, Participant Workbook and the Administrative Package to the Local Training Coordinator to the address shown on the On-Site Course Request form (FHWA 1530). It is recommended that the Local Training Coordinator distribute the manual to the participants one week prior to the course, encouraging them to review the manual before coming to class. In the event the Reference Manual cannot be distributed prior to the course, a copy of it, along with the Participant Workbook, should be placed at each participant's seat by the Local Training Coordinator prior to the beginning of the first day of class. A writing pad and pen also should be provided for each participant. NHI will send a registration roster, tent cards for participants’ names, course evaluation forms, registration forms and course certificates to the host agency several weeks before the course delivery date. The Local Training Coordinator must notify the NHI Course Scheduler concerning any changes to the number of manuals or the shipping address.

VI.HOST AGENCY RESPONSIBILITIES

Audiovisual Requirements

Visual aids for this course include PowerPoint presentations and flip charts. The instructors may also need internet access to visit websites relevant to the topics being discussed. The following audiovisual equipment/materials are necessary for delivery of this course:

  • LCD projector compatible with a notebook computer and cables for proper connection (e.g., InFocus or similar make)
  • Spare projector bulb
  • Electronic remote device to advance slides in PowerPoint presentation, if available
  • Projection screen (at least 6’ x 6’)
  • Pointer (preferably laser type)
  • Twenty-foot or longer extension cord
  • Flip charts (at least two)
  • Large markers, assorted colors (at least seven sets)
  • Large black markers for participant tent cards (at least one for every two participants should be placed on their table/workspace)
  • Dial-up or Wireless connection to the internet.

All equipment and materials should be placed in the room for the instructors to check at least one hour prior to the first day of the course. The host State should provide technical assistance during this time and contact information for technical assistance during the presentation of the course.

Room Requirements

The room should be large enough to accommodate workspace with tables and chairs for up to 30 participants and 2 instructors plus the aforementioned equipment—a large conference room or classroom.

Instructors should be able to arrange the classroom, as they deem most appropriate given the exact number of participants. (The ideal arrangement allows participants to interact with the instructors and each other; e.g., a U- or V-shape arrangement, clusters of work areas, etc. Avoid "lecture hall" type of arrangements.) All participants should be able to see the screen and the instructors; however, participants and instructors should be able to move about the room without obstruction.

A preparation table and a presentation table should be provided for the instructors. The room should be in a quiet area and have a lighting system that permits convenient dimming of the lights, especially where the screen is located.

Local Training Coordinator's Responsibilities

The Local Training Coordinator is responsible for preparing the site prior to the instructors’ arrival. Below is a checklist of the things the Local Training Coordinator needs to do before instructors arrive. It is recommended that the instructors contact the Local Training Coordinator to ensure these steps have been taken.

Training Site

The Local Training Coordinator should verify the following accommodations are in place for the training site:

  • Selection of a training room is critical to the success of the course. Great care should be taken to select a room that will not be overcrowded, too hot or too cold, or subject to outside distractions. The instructor should contact the coordinator with any specific requirements for the training facility
  • Reserve a training room for the duration of the course (possibly for the whole day)
  • Check to see if anyone else will be using the room for nighttime functions
  • Determine if books and equipment can be left in the room. Training courses requiring special equipment or computers must have after-hours security
  • Visit the classroom to make certain it meets all of the instructors’ requirements

Other considerations for a training room:

  • Heat or air conditioning - should not be loud when running. Also find out if the instructor can control these and other potential sources of noise.
  • Adequate shape and size. No poles or obstructions
  • Special arrangements for demonstrations, labs and experiments
  • Seating arrangements
  • Away from kitchen, construction area or other noise distractions
  • Electrical outlets
  • Lighting controls – This course uses visual aids that require a projection screen. It is important to have a room where lighting can be controlled to prevent glare on the screen while not placing the room in total darkness

Consider the following points for using visual aids:

  • Will shades completely darken all windows?
  • Can the lights be selectively dimmed when showing slides or viewgraphs?
  • Will overhead lights shine directly on the screen?
  • Can a bulb be removed above the screen or will the flipcharts or whiteboard be too dark?

Participants and Instructors

  • If needed, reserve a block of hotel/motel rooms for the course participants and instructors. Some hotels will provide a free meeting room if a minimum number of participants stay at the hotel.
  • Participants and instructors should be:
  • Informed of course start and end times
  • Advised on hotel accommodations and room rates, check out times
  • Furnished with maps
  • Advised on parking arrangements
  • Advised on the dress code for the training

Final Arrangements

Two Weeks Before The Course:

  • Make sure an approved copy of the On-Site Course Request form (Form FHWA 1530) has been received. If not, call NHI Course Scheduler at (703) 235-0528.

Check that all training materials have arrived:

  • Participant workbooks
  • Tent cards (large felt tip markers will be needed)
  • Evaluation forms
  • Class roster form
  • Student registration form
  • Certificates

Other checks:

  • Reconfirm the training facilities.
  • Discuss the seating arrangements and who will setup the room.
  • Discuss what time the room is unlocked/locked.
  • Check to make sure a technician is available in case there are problems setting up the room or if something goes wrong during the course.

One Week Before The Course:

  • Complete and return the Case Studies Questionnaire. (See earlier comment on this.)
  • Prepare directional signs to classroom.
  • Prepare no smoking signs in the classroom. Signs should be posted or a note written on the whiteboard.
  • Identify smoking areas.
  • Determine where snacks will be available.
  • Identify where telephones are - both for participants to make outgoing calls and to receive incoming messages.
  • Prepare a list of eating places for lunch, along with a map.
  • Decide who will welcome the participants and introduce the instructors.
  • Special checkout arrangements (in hotels) to coincide with the course completion time.
  • Determine who will prepare the certificates of trainingand who will pass them out at the end of the course.

One Day Before The Course:

  • Set-up the Classroom.
  • Organize the participant materials.
  • Post directional signs.
  • Test all equipment.

During The Course: