Secretary of State of Washington



Elections Division ChecklistsRecord of ChangesChange NumberSection ChangedDateAuthorDescription / NotesSCOPE – The scope of this plan applies to all staff within the XXX. The plan provides for continuity of management and decision making in the event that managers or supervisors at any level are not available. ASSUMPTIONS – It is every individual’s responsibility to be accountable for their own actions and to take action in concert with emergency staff to provide for their own safety and the safety and preparedness of their families during emergencies. In large-scale disasters, however, it may be necessary to draw on people’s basic capacities and use them in areas of greatest need. Day-to-day functions that do not contribute directly to the emergency operation may be suspended for the duration of the emergency. Efforts normally required of those functions may be redirected to accomplish the emergency responsibilities to maintain vital services and essential functions.ACTIVATION OF THE PLAN – Emergencies vary in size and severity which makes it important to have a way to ensure the appropriate measures are used. Most emergencies will fit into one of the following categories: 1) natural disasters, 2) technological/man-made disasters. The Managers will decide which level applies based on an initial assessment. Activation of the plan will be determined by the XXX following an event. Once XXX is activated or activates this plan following an incident or event, all XXX employees will be notified of the activation by the best means possible.Division Activation ChecklistDONEStepAction (what & how)Role (Who)Notes FORMCHECKBOX 1Assess the situation and status of each program/operation: FORMCHECKBOX Program A FORMCHECKBOX Program B FORMCHECKBOX Program C FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 2Staff accounted for and availableCheck to see who is OK and who might need assistance FORMCHECKBOX 3Assess operational availabilityWhat is working and what is not? FORMCHECKBOX 4Report status of programs to ManagersWhen conditions change continue to update Managers FORMCHECKBOX 5Review program plans and modify to suit the situation/event:Make sure that programs can adjust to the situation FORMCHECKBOX Program A FORMCHECKBOX Program B FORMCHECKBOX Program C, Etc. FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 6Prioritize recovery of programs:Which programs need to be recovered first? What assistance can others provide? FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 7Assess resource level for recovery of programs: FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 8Develop continual staffing plans for each program:Schedule staff according to availability and needs FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 9Report to Manager the updated status of programs:Continue to update the ECC as conditions change FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 10Assess and report the needs of programs to ManagerGet more detailed information on program needs FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 11Ongoing assessment of programs availablitly:Continue to assess program’s recovery as incident progress. FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX Division Essential Functions ChecklistXXX EF #Division EF Task #DONEEssential Function – Division Recovery TasksDependent On/Contact FORMCHECKBOX Voter Registration (for example) FORMCHECKBOX Division Vital RecordsThis is a list of all vital records XXX is responsible for. Some may be involved in essential functions; others may simply need to be protected during an emergency event.Vital File, Record or DatabaseForm of RecordLocationBackup Exists?Requires Protection?Essential Function #Division Event Management Procedure ChecklistDONEStepAction (what & how)Role (Who)Notes FORMCHECKBOX 1Check on division leadershipWho is available? FORMCHECKBOX 2Check on division personnel & familiesFamilies OK and who is available? FORMCHECKBOX 3Communicate agency & division statusTo division staff who will be responders FORMCHECKBOX 4Assess the status of division operations FORMCHECKBOX 5Essential Function staffingDo we have qualified staff to fill? FORMCHECKBOX 6Status of interdependenciesLevel of operational capability FORMCHECKBOX 7Formulate ReportGather required information FORMCHECKBOX 8Establish communications with Managers FORMCHECKBOX 9Advise Managers of service statusProvide notification to customers FORMCHECKBOX 10Communicate with operational unitsProvide support and gather information FORMCHECKBOX 11Develop request as necessaryNeeded resourcesDivision Essential Function DetailsEssential Function: XDONEStepXXX Essential Function-Dependent On/ Contact FORMCHECKBOX 1 FORMCHECKBOX 2 FORMCHECKBOX 3 FORMCHECKBOX 4 FORMCHECKBOX 5 FORMCHECKBOX 6 FORMCHECKBOX 7 FORMCHECKBOX 8 FORMCHECKBOX 9 FORMCHECKBOX 10 FORMCHECKBOX 11 FORMCHECKBOX 12 FORMCHECKBOX 13 FORMCHECKBOX 14 FORMCHECKBOX 15Division Roles & Responsibilities for COOPRoleResponsibilityXXX Staff PlanNameRoleDescriptionDivision Order of SuccessionPositionSuccessorsDivision Phone TreeThis Role CallsThese RolesDivision Staff RosterResponder Phone ListName & TitleContact InformationOfficeEmergency ContactLand LineMobile PhoneEmailLand LineMobile PhoneEmailLand LineMobile PhoneEmailLand LineMobile PhoneEmailLeadership TeamStaffOfficeHomeCellOtherTeam XStaffOfficeHomeCellOtherTeam XStaffOfficeHomeCellOtherTeam XStaffOfficeHomeCellOtherTeam XStaffOfficeHomeCellOtherTeam XStaffOfficeHomeCellOther ................
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