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Controller and Evaluator (C/E) School Daze Handbook Full-Scale Exercise

2018 School DazeFull-Scale Exercise

Controller/Evaluator Handbook

October 11, 2018

Handling Instructions i For Official Use Only


PREFACESchool Daze Full-Scale Exercise Controller/ Evaluator Handbook gives Controllers and Evaluators the information necessary to participate in the exercise. The Controller/Evaluator (C/E) Handbook describes the roles and responsibilities of exercise Controllers and Evaluators, and the procedures they should follow.

Because the C/E Handbook contains information about the scenario and about exercise administration, it is distributed to only those individuals specifically designated as Controllers or Evaluators; it should not be provided to exercise players. The C/E Handbook may supplement the Exercise Plan (ExPlan) or be a standalone document. Only Controllers and Evaluators may view the Controller/Evaluator (C/E) Handbook.

The C/E Handbook was produced with the input, advice, and assistance from the Exercise Planning Team, which followed the guidance set forth in the Federal Emergency Management Agency (FEMA) Homeland Security Exercise and Evaluation Program (HSEEP). The information in this document is current as of the date of publication and is subject to change as dictated by the Exercise Planning Team.

The School Daze Full-Scale Exercise is an unclassified exercise. The control of information is based more on public sensitivity regarding the nature of the exercise than on the actual exercise content.

All exercise planners, Controllers, and Evaluators should use appropriate guidelines to ensure the proper control of information within their areas of expertise and to protect this material in accordance with current jurisdictional directives. Public release of exercise materials to third parties is at the discretion of the Exercise Director and the Exercise Planning Team.

Handling Instructions ii For Official Use Only


HANDLING INSTRUCTIONS

1. The title of this document is the School Daze Full-Scale Exercise Controller/Evaluator Handbook.

2. The information gathered in this document should be handled as sensitive information not to be disclosed. This document should be safeguarded, handled, transmitted, and stored in accordance with appropriate security directives. Reproduction of this document, in whole or in part, without prior approval from the Exercise Director and the Exercise Planning Team is prohibited.

3. At a minimum, the attached materials will be distributed only on a need-to-know basis and when unattended, will be stored in an area offering sufficient protection against theft, compromise, inadvertent access, and unauthorized disclosure.

4. For more information, please consult the following point of contact:Exercise Director:Gabe LavineCochise County Emergency [email protected]

Handling Instructions iii For Official Use Only


CONTENTS

Preface..................................................................................................................iiHandling Instructions.........................................................................................iiiExercise Overview................................................................................................1General Information.............................................................................................4

Exercise Objectives and Core Capabilities...............................................................4Background Information..........................................................................................6Participant Roles and Responsibilities.....................................................................6Exercise Assumptions and Artificialities..................................................................7

Exercise Logistics................................................................................................9Safety......................................................................................................................9

Fire Safety................................................................................................................................9Emergency Medical Services..................................................................................................9Weapons Policy.......................................................................................................................9

Site Access and Security.......................................................................................10Post-exercise and Evaluation Activities..........................................................11

Hot Washes...........................................................................................................11Facility/Agency Hot Wash....................................................................................................11Participant Feedback Forms..................................................................................................11Facility/Agency Controller and Evaluator Hot Wash............................................................12General Exercise Controller and Evaluator Hot Wash..........................................................12

Evaluation.............................................................................................................12Exercise Evaluation Guides...................................................................................................12After-Action Report...............................................................................................................12After-Action Conference.......................................................................................................13Improvement Planning...........................................................................................................13

Participant Information and Guidance.............................................................14Exercise Rules.......................................................................................................14Players Instructions...............................................................................................14

Before the Exercise................................................................................................................14During the Exercise...............................................................................................................14After the Exercise..................................................................................................................15

Simulation Guidelines...........................................................................................15Controller Information and Guidance..............................................................17

Contents For Official Use Only


Exercise Control Overview....................................................................................17Exercise Control Documentation...........................................................................17

Controller Package.................................................................................................................17Incident Simulation................................................................................................................17Scenario Tools.......................................................................................................................17

Controller Instructions...........................................................................................17Before the Exercise................................................................................................................17During the Exercise...............................................................................................................18After the Exercise..................................................................................................................18Controller Responsibilities....................................................................................................19

Evaluator Information and Guidance...............................................................20Exercise Evaluation Overview...............................................................................20Evaluation Documentation....................................................................................20

Evaluator Package.................................................................................................................20Exercise Evaluation Guides...................................................................................................20After-Action Report/Improvement Plan................................................................................20

Evaluator Instructions...........................................................................................21General...................................................................................................................................21Before the Exercise................................................................................................................21During the Exercise...............................................................................................................21After the Exercise..................................................................................................................21Using Exercise Evaluation Guides........................................................................................22Placement and Monitoring.....................................................................................................23

Appendix A: Exercise Schedule........................................................................1Appendix B: Communications Plan..................................................................1

Player Communications...........................................................................................1Controller Communications.....................................................................................1Communications Check...........................................................................................2Player Briefing.........................................................................................................2Public Affairs...........................................................................................................2

Appendix C: Exercise Scenario.........................................................................1Scenario.................................................................................................................. 1

Appendix D: Acronyms.......................................................................................1Appendix E: Sierra Vista Mall EEG....................................................................5Appendix F: Fire/Hazmat/EMS/RACES EEG.....................................................7Appendix G: Healthcare EEG.............................................................................6

Contents For Official Use Only


EXERCISE OVERVIEW

Exercise Name 2018 School Daze Full-Scale Exercise

Exercise Dates October 11, 2018

Scope

The 2018 School Daze Full-Scale Exercise (FSE) is a full-scale exercise (FSE) is hosted by Sierra Vista Police and Fire Departments with assistance from the Sierra Vista Unified School District. The exercise is designed to include typical first response law enforcement partners and as many Emergency Medical Service (EMS) providers and healthcare facilities as possible. This exercise is being conducted to validate first responder plans, equipment, and personnel to respond to an active shooter situation and to test public health and healthcare coordination within Cochise County.

Mission Area(s) Response

Core Capabilities

Communications – Emergency Support Function 2 – (ESF-2)

Capability: Information Sharing Exchange information to determine a common operating pictureCapability: Interoperable Radio Equipment Radio equipment functions between multiple agencies

Emergency Management – Emergency Support Function 5 – (ESF-5)

Capability: Resource Management Resource tracking and requests are properly implementedCapability: Information Sharing Common operational picture is understood across response and

support agencies.

Public Health and Medical Services – Emergency Support Function 8 – (ESF-8)

Capability: Health Care and Medical Response Coordination Utilize Information Sharing Procedures and Platforms Coordinate Response Strategy, Resources, and CommunicationsCapability: Mass Trauma CareCapability: Emergency Medical Services Command and Control Communications Mutual Aid Response Agency Level Tactics

Exercise Overview 1 For Official Use Only


Public Safety and Security – Emergency Support Function 13 – (ESF-13)

Capability: Provide security during and active threat Command and Control Communications Mutual Aid Response Agency Level Tactics

Objectives Communications (ESF-2)

Regional Dispatch Center (SEACOM)1. Communication

Proper agencies are notifiedPublic is notified in a timely mannerPrioritization of calls during overwhelming increase in call volumeUnified command post is established

2. Resource ManagementProper use of mutual aid agreements and automatic dispatchResources are tracked and accounted for during the response phase

Emergency Management (ESF-5)

Office of Emergency Services1. Incident Command

Joint information center (JIC) is established and utilizedPartial staffing of the EOC (EM mobile) occurs

2. CommunicationDEMA notified in timely mannerResponding and support agencies are informedPublic is notified in a timely manner

3. Resource ManagementAssistance from DEMA is requested for recovery phaseAHIST responds and is properly employed

Public Health and Medical Services (ESF-8)

Emergency Medical Services1. Incident Command

ICS is properly utilizedUnified command post is established

2. OperationsProper use of mass casualty incident techniques are utilizedRescue Task Force is deployed and properly employed

3. CommunicationsProper notifications are made



Responders can communicate across different agencies4. Interoperability / Coordination

Activation of surrounding Fire / EMS agencies occurs via MA Responders from different agencies can communicate and coordinate with each other

Healthcare Facilities1. Hospital / EMS Coordination

Emergency Department is notified of potential patients from mass casualty incident prior to arrivalOperational / facility triage occurs

2. Hospital / Hospital CoordinationCommunication of operational / facility triage Notification of additional staffing needs occurs

3. Mass Trauma CareTriage of arriving patientsSpecialty resources are made available

4. Air Medical Evacuation CoordinationCommunication with arriving / departing aircraft Coordination and request for air medical evacuations

Public Safety and Security (ESF-13)

1. Incident CommandICS is properly utilizedUnified command post is established

2. OperationsIndividual actions for active shooter properly usedSWAT is deployed and properly employed

3. CommunicationsProper notifications are madeResponders can communicate across different agencies

4. Interoperability / CoordinationActivation of surrounding LE agencies occurs via MA Initial responders from different agencies can communicate and coordinate with each other

Threats/

HazardsActive shooter at a local public school.

Scenario On the morning of October 11, 2017, school is in session at Sierra Vista Unified School District. The typical population of students and staff are present at Joyce Clark Elementary and they are beginning their day. There is a commotion as a



man forces his way into the school and begins engaging students and staff with a firearm. He eventually barricades himself in a classroom where first responding officers subdue him. At least 16 people need to be transported by Emergency Medical Services (EMS) to local hospitals.

SponsorCochise County Local Emergency Planning Committee (LEPC) Exercise Sub-Committee

Participating Organizations

Cochise County Office of Emergency Services, Sierra Vista Police Department, Sierra Vista Fire and Medical Services, Cochise County Sheriffs Office, Southeastern Arizona Communications, Fry Fire District, Sunsites Pearce Fire District, Tombstone Fire Department, Whetstone Fire District, Douglas Fire Department, Department of Homeland Security Customs and Border Patrol, PHI Air Medical, Canyon Vista Medical Center, Benson Community Hospital, Copper Queen Medical Center, Coronado Surgery Center, Northern Cochise Community Hospital, Cochise Amateur Radio Club, Cochise County Department of Public Health, and Arizona Department of Emergency and Military Affairs.

Point of Contact

Cochise CountyGabe LavineCochise County Emergency Services [email protected]



GENERAL INFORMATIONExercise Objectives and Core CapabilitiesThe exercise objectives described above are the expected outcomes for the exercise. The objectives are linked to core capabilities, which are distinct critical elements necessary to achieve the specific mission area(s). The objectives and aligned core capabilities were selected by the Exercise Planning Team and provide the basis for exercise evaluation.

Background InformationThe Cochise County Office of Emergency Services is conducting a full-scale exercise, the 2018 School Daze Full-Scale Exercise. Stakeholders from law enforcement, fire, EMS, and emergency healthcare facilities, will be participating in the exercise.

Participant Roles and ResponsibilitiesThe 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. Players are persons who have an active role in performing their regular roles and responsibilities during the exercise. Players initiate actions, tasks or missions in response to the simulated emergency.

Controllers. Controllers manage exercise play, set up and operate the exercise site, implement the evaluation process, and work with the assigned safety officer or act as the safety officer to ensure the safety of the Players, Actors, and others participating in the exercise. They issue exercise material to Players as required, monitor the exercise timeline, and supervise the safety of all exercise participants.

Evaluators. Evaluators evaluate and provide feedback on a designated functional area of the exercise. Evaluators observe and document performance against established capability targets and critical tasks, in accordance with the Exercise Evaluation Guides (EEGs). This position may also be filled by the Controller, i.e. one person may need to act as Controller and Evaluator.

Actors. Actors simulate specific roles during exercise play, typically victims or other bystanders.

Observers. Observers visit or view selected segments of the exercise. Observers do not play in the exercise, nor do they perform any control or evaluation functions. Observers view the exercise from a designated observation area and must remain within the observation area during the exercise. Very Important Persons (VIPs) are also Observers, but may be grouped separately.

Media Personnel. Some media personnel may be present as Observers, pending approval by the sponsor organization and the Exercise Planning Team (EPT).

General Information 5 FOR OFFICIAL USE ONLY


Support Staff. The exercise support staff includes individuals are the planners of the exercise who also perform administrative and logistical support tasks during the exercise (e.g., registration, catering).

Exercise Assumptions and ArtificialitiesIn 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 present before the exercise starts. The following assumptions apply to the exercise:

The exercise is conducted in a no-fault learning environment wherein capabilities, plans, systems, and processes will be evaluated.

The exercise scenario should be considered plausible but will have artificialities that are necessary due to time constraints, and events occur as they are presented during exercise play. The scenario is taken from real world incidents.

Players will follow appropriate plans, procedures, regulations, and training they have received.

Participating agencies may need to balance exercise play with real-world emergencies. Real-world emergencies take priority.

Artificialities

During this exercise, the following artificialities apply:

Although the exercise documents describe a scenario that occurs at a football game at 8:00 pm, the exercise will actually be conducted on October 11, 2017 between 8:00 am and 12:00 pm.

Not all resources may be involved in this exercise that normally would respond to these types of incidents due to a focus on specific training elements. Future exercises will include additional local, state, and federal law enforcement partners.

The Joint Information Center (JIC) will operate out of an alternate site located at 911 Coronado Drive during this exercise.

All responders will respond from a centralized staging area with a staggered response to simulate responding from different areas of the county.

General Information 6 FOR OFFICIAL USE ONLY


EXERCISE LOGISTICSSafety Exercise participant safety takes priority over exercise events. The following general requirements apply to the exercise:

A Safety Controller/Evaluator at each participating facility/agency site is responsible for participant safety; any safety concerns must be immediately reported to the Safety Controller. The Safety Controllers and Exercise Director will determine if a real-world emergency warrants a pause in exercise play and when exercise play can be resumed.

For an emergency that requires assistance, use the phrase “real-world emergency.” The following procedures should be used in case of a “real-world emergency” during the exercise:

o Anyone who observes a participant who is seriously ill or injured will immediately notify emergency services and the closest facility/agency Controller, and, within reason and training, render aid.

o Any facility/agency Controller made aware of a real emergency will internally initiate “real-world emergency” procedures including calling “stop, stop,stop” on the radio and notify the Exercise Director with the location and description of the emergency.

o The Exercise Director will notify all participating facilities or agencies if there is a community-wide ”real-world emergency” and the exercise needs to be stopped. A “real-world” community-wide emergency may require that all facilities or agencies participate in the response.

Fire Safety Standard fire and safety regulations relevant to the jurisdiction or venue will be followed during the exercise.

Emergency Medical Services Sierra Vista Fire and Medical Services or venue will coordinate with local Emergency Medical Services (EMS) in the event of a “real-world emergency”.

Weapons Policy Players, Observers, Controllers, Evaluators, Actors, exercise planning staff, volunteers, or any other persons participating in this exercise must observe a strict no weapons policy. Participating law enforcement agencies or staff involved in this exercise will not have on their person or vehicle live ammunition. All weapons will be properly marked as training aids or unloaded. Armed security provided by Sierra Vista Police Department will be present for real world threats.

General Information 7 For Official Use Only


Site Access and SecurityAll persons attending the exercise in any capacity will register at a Check-In Station located in an area designated by your exercise site. Upon completion of the exercise, all persons should also check-out at the same location. To prevent interruption of the exercise, access to exercise venue will be limited to exercise Players and guests with prior awareness. Players should advise Controllers or Evaluators of any unauthorized persons.

General Information 8 For Official Use Only


POST-EXERCISE AND EVALUATION ACTIVITIESHot WashesPost-exercise Hot Washes (sometimes called debriefings) aim to collect enough relevant data to support effective evaluation and improvement planning.

Facility/Agency Hot Wash

Facility/Agency Hot Washes will be conducted immediately with all exercise Players following the end of the exercise at 11:30 am on October 11, 2017.

At the conclusion of exercise play, facility/agency Controllers will consolidate at Sierra Vista Police Department to conduct a Hot Wash and allow Players to discuss strengths and areas for improvement during the exercise. Evaluators will seek clarification with regard to Player actions and decision-making processes. All Players are encouraged to participate; however, Observers should not engage in the Hot Wash.

Evaluators should obtain copies of generated exercise documents by the Players to help validate exercise actions taken.

Evaluators should distribute and collect the Participant Feedback, from the Players and Actors (if applicable). Evaluators should submit after action point to County OES no later than 15 October.

Participant Feedback

Participant Feedback should be provided by each Player, Actor, Controller, to the evaluators for inclusion in the after action report. This will provide the Exercise Planning Team (EPT) with comments on exercise activities and exercise design. Participant Feedback should be collected within each facility/agency by the Evaluators at the conclusion of the exercise.

Participant Hot Wash

All participants are encouraged to attend the exercise hot wash immediately following the exercise in the conference room at 911 Coronado Drive. This will allow the Evaluators to complete the Exercise Evaluation Guides (EEGs) and the EPT to compile a thorough after action report. If Evaluators have difficulty completing their Exercise Evaluation Guides they should call the Exercise Director or Senior Controller.

Exercise Evaluation Guides and any additional notes should be submitted via email to the Exercise Director by October 15, 2017,

Post Exercise and Evaluation Activities 9 FOR OFFICIAL USE ONLY


Evaluation

Exercise Evaluation Guides

Exercise Evaluation Guides should be submitted via email to the Exercise Director by October 15, 2017.

Exercise Evaluation Guides (EEGs) assist Evaluators in collecting relevant exercise observations. Exercise Evaluation Guides (EEGs) document exercise objectives and aligned core capabilities, capability targets, and critical tasks. Each Exercise Evaluation Guide (EEG) provides Evaluators with information on what they should expect to see demonstrated in their functional area. The Exercise Evaluation Guides (EEGs), coupled with Participant Feedback, and Hot Wash notes, are used to evaluate the exercise and compile the After-Action Report (AAR).

After-Action Report

Following the exercise, an After-Action Report (AAR) is developed to summarize key information related to exercise evaluation. The After-Action Report (AAR) focuses on the overall analysis of core capabilities, including capability performance, strengths, and areas for improvement, rather than individual facility or agency performance. After-Action Reports (AARs) also include basic exercise information, including the exercise name, type of exercise, dates, location, participating organizations, capability areas, specific threat or hazard, a brief scenario description, and the name of the exercise sponsor and Point of Contact (POC).

After-Action Conference

An After-Action Conference will be held on a date determined at the hot wash from Exercise Controllers, Evaluators, and other members of the Exercise Planning Team should attend.

After completion of the draft After-Action Report (AAR), Controllers, Evaluators, decision- and policy-makers, and other members of the Exercise Planning Team (EPT) will conduct an After-Action Conference (AAC) to present, discuss, and refine the draft After-Action Report (AAR), and to develop an Improvement Plan (IP). This conference is a chance to present the After-Action Report (AAR) to participating entities in order to solicit feedback and make necessary changes.

Improvement Planning

Improvement planning is the process by which the observations recorded in the After-Action Report (AAR) are resolved through development of concrete corrective actions, which are prioritized and tracked as a part of a continuous Corrective Action Program (CAP). The Improvement Plan (IP) identifies specific corrective actions, assigns them to responsible parties, and establishes target dates for their completion. It is created by officials from the organizations participating in the exercise, and discussed and validated during the After-Action Conference (AAC).

Post Exercise and Evaluation Activities 10 FOR OFFICIAL USE ONLY


PARTICIPANT INFORMATION AND GUIDANCEExercise RulesThe following general rules govern exercise play:

Real-world emergency actions take priority over exercise actions.

Exercise Players will comply with real-world emergency procedures, unless otherwise directed by the control staff.

All communications (including written, radio, telephone, electronic, and e-mail) during the exercise will begin and end with the statement “This is an exercise.”

Media personnel and Observers are not to interfere with the Players as they are working to complete their assignments.

Players InstructionsPlayers should follow certain guidelines before, during, and after the exercise to ensure a safe and effective exercise.

Before the Exercise

Review appropriate organizational plans, procedures, and exercise support documents.

For those Players who will be reporting to the site prior to the start of the exercise: Be at the appropriate site at least 30 minutes before the exercise starts. Wear the appropriate uniform and/or identification item(s).

Sign in when you arrive.

If you gain knowledge of the scenario before the exercise, do not communicate that information with other exercise participants.

During the Exercise

Respond to exercise events and information as if the emergency were real, unless otherwise directed by an exercise Controller.

Controllers will only provide information to encourage missions and/or tasks to be completed. Players are expected to obtain necessary information by utilizing existing emergency information channels unless told differently.

Do not engage in personal conversations with Players, Controllers, Evaluators, Observers, or media personnel. If you are asked an exercise-related question, give a short, concise answer. If you are busy and cannot immediately respond, indicate that, but report back with an answer as soon as possible.

Controller Information 11 For Official Use Onlyand Guidance


If you do not understand the scope of the exercise, or if you are uncertain about an organization’s participation in an exercise, ask a Controller or the Site Lead.

Parts of the scenario may seem implausible. Recognize that the exercise has objectives to satisfy and may require incorporation of unrealistic aspects. Every effort has been made by the exercise’s trusted agents to balance realism with safety and to create an effective learning and evaluation environment.

All exercise communications will begin and end with the statement “This is an exercise.” This precaution is taken so that anyone who overhears the conversation will not mistake exercise play for a real-world emergency.

For an emergency that requires assistance, use the phrase “I have a real-world emergency.” The following procedures should be used in case of a “real-world emergency” during the exercise:

o Anyone who observes a participant who is seriously ill or injured should immediately notify emergency services and the closest member of the planning staff, and, within reason and training, render aid.

o When a Controller, Evaluator or Planning Staff Member becomes aware of a real emergency, stoppage of the exercise at the emergency location will be initiated, appropriate resources for the emergency will be obtained, and the Senior Controller and Exercise Director will be provided with the location of the emergency and resources needed, if any.

Maintain a log of your activities. Many times, this log may include documentation of activities that may have not been recorded by the Controller or Evaluator.

After the Exercise

As a Player, participate in the Hot Wash at your venue with Controllers and Evaluators.

Provide feedback to evaluators during the hot wash.

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 GuidelinesBecause the exercise is of limited duration and scope, certain details will be simulated. The Simulation Cell (SimCell) will simulate the roles and interactions of nonparticipating organizations or individuals. The physical description of what would fully occur at the incident sites and surrounding areas will be relayed to Players’ site leads or Controllers.



CONTROLLER INFORMATION AND GUIDANCEExercise Control OverviewExercise control maintains exercise scope, pace, and integrity during exercise conduct. The control structure in a well-developed exercise ensures that exercise play assesses objectives in a coordinated fashion at all levels and at all locations for the duration of the exercise.

Exercise Control Documentation

Controller Package

The Controller package that will be emailed to Controllers consists of the Controller/Evaluator (C/E) Handbook, Exercise Plan (ExPlan), Master Scenario Events List (MSEL), Participant List, Participant Feedback Form, Exercise Contact Directory and other materials that may be needed. Controllers must print out and bring their packages and any additional professional materials specific to their assigned exercise activities.

Incident Simulation

Because the exercise is of limited duration and scope, certain details will be simulated. Site controllers are responsible for providing players with the physical description of what would fully occur at the incident sites and surrounding areas. Simulation Cell (SimCell) Controllers will simulate the roles and interactions of nonparticipating organizations or individuals.

Scenario Tools

The Master Scenario Events List (MSEL) outlines benchmarks and injects that drive exercise play. It also details realistic input to exercise Players, as well as information expected to emanate from simulated organizations (i.e., nonparticipating organizations or individuals who usually would respond to the situation). The Master Scenario Events List consists of the following two parts:

Timeline. This is a list of key exercise events, including scheduled injects and expected Player actions. The timeline is used to track exercise events relative to desired response activities.

Injects. An individual event inject is a detailed description of each exercise event. The inject includes the following pieces of information: scenario time, intended recipient, responsible Controller, inject type, a short description of the event, and the expected player action.

Controller Instructions

Before the Exercise

Review appropriate emergency plans, procedures, and protocols.

Review appropriate exercise package materials, including the objectives, scenario, injects, safety and security plans, and Controller instructions.



Attend required briefings.

Report to the exercise check-in location at the time designated in the exercise schedule, meet with the exercise staff, and present the Player Briefing.

Be at the appropriate location at least 15 minutes before the exercise starts.

Obtain, locate and test necessary communications equipment.

During the Exercise

Wear Controller identification items (vest).

Avoid personal conversations with exercise Players.

If you have been given injects, deliver them to appropriate Players at the time indicated in the Master Scenario Events List (MSEL) or as directed by the Exercise Director. Note: If the information depends on some action to be taken by the player, do not deliver the inject until the player has earned the information by successfully accomplishing the required action.

When you deliver an inject, note the time that you delivered the inject and Player actions.

Receive and record exercise information from Players that would be directed to nonparticipating organizations.

Observe and record exercise artificialities that interfere with exercise realism. If exercise artificialities interfere with exercise play, report it to the Exercise Director.

Begin and end all exercise communications with the statement, “Exercise, Exercise, Exercise.”

Do not prompt Players regarding what a specific response should be, unless an inject directs you to do so. Clarify information but do not provide coaching.

Ensure that all Observers and media personnel stay out of the exercise activity area. If you need assistance, follow the policies of your facility/agency.

Do not give information to Players about scenario event progress or other participants’ methods of problem resolution. Players are expected to obtain information through their own resources.

After the Exercise

Distribute copies of Participant Feedback Forms and pertinent documentation.

All Controllers are expected to conduct a Hot Wash at their site and, in coordination with the site evaluator, take notes on findings identified by exercise Players. Before the Hot Wash, do not discuss specific issues or problems with exercise Players.

At exercise termination, summarize your notes from the exercise and Hot Wash, and prepare for the Controller and Evaluator Debriefing. Have your summary ready for the Exercise Director.

Controller Responsibilities

The following table details Controller responsibilities.



Table 2. Controller Responsibilities

Controller Responsibilities

Exercise Director

Oversees all exercise functions Oversees and remains in contact with Controllers and Evaluators Oversees setup and cleanup of exercise, and positioning of Controllers and Evaluators

Senior Controller

Monitors exercise progress Coordinates decisions regarding deviations or significant changes to the scenario Monitors Controller actions and ensures implementation of designed or modified actions at the

appropriate time Debriefs Controllers and Evaluators after the exercise Oversees setup and takedown of the exercise

Safety Controller

Monitors exercise safety during exercise setup, conduct, and cleanup Receives any reports of safety concerns from other Controllers or participants

Public Information Officer (PIO)

Provides escort for Observers Provides narration and explanation during exercise events, as needed Performs pre-exercise and post-exercise public affairs duties May act as media briefer and escort at exercise site May serve as Safety Officer for his or her site

Site Controller

Issues exercise materials to Players Monitors exercise timeline Provides input to Players (i.e., injects) as described in the Master Scenario Events List (MSEL) May serve as Safety Officer for his or her site

Simulation Cell (SimCell) Controller

Role plays as nonparticipating organizations or individuals Monitors exercise timeline Provides input to Players (i.e., injects) as described in the Master Scenario Events List (MSEL)



EVALUATOR INFORMATION AND GUIDANCEExercise Evaluation OverviewExercise evaluation assesses an organization’s capabilities to accomplish a mission, function, or objective. Evaluation provides an opportunity to assess performance of critical tasks to capability target levels. Evaluation is accomplished by the following means:

Observing the event and collecting supporting data; Analyzing collected data to identify strengths and areas for improvement; and Reporting exercise outcomes in the After-Action Report.

Evaluation Documentation

Evaluator Package

The Evaluator package that will be emailed to Evaluators contains this Controller/Evaluator Handbook, Exercise Evaluation Guides, and other items as necessary. Evaluators should print and bring the package to the exercise. They may reorganize the material so information that is critical to their specific assignment is readily accessible. Evaluators may bring additional professional materials specific to their assigned activities.

Exercise Evaluation Guides

Exercise Evaluation Guides provide a consistent tool to guide exercise observation and data collection. Exercise Evaluation Guides are aligned to exercise objectives and core capabilities, and list the relevant capability targets and critical tasks. Data collected in Exercise Evaluation Guides by each Evaluator will be used to develop the analysis of capabilities in the After-Action Report.

Each Evaluator is provided with an Exercise Evaluation Guide for each capability that he/she is assigned to evaluate. Evaluators should complete all assigned Exercise Evaluation Guides and submit them to the Exercise Director by October 25, 2017. The Exercise Director and Senior Controller compile all Evaluator submissions into the first working draft of the After-Action Report.

After-Action Report/Improvement Plan

The focus of the After-Action Report is the analysis of core capabilities. For each core capability exercised, the After-Action Report includes a rating of how the exercise participants performed, as well as strengths and areas for improvement.

Following completion of the draft After-Action Report, elected and appointed officials confirm observations identified in the After-Action Report, and determine which areas for improvement require further action. As part of the improvement planning process, elected and appointed officials identify corrective actions to bring areas for improvement to resolution and determine the appropriate

Evaluator Information 16 For Official Use Onlyand Guidance


organization with responsibility for those actions. Corrective actions are consolidated in the Improvement Plan (IP), which is included as an appendix to the After-Action Report.

Evaluator Instructions

General

Avoid personal conversations with Players.

Do not give information to Players about event progress or other participants’ methods of problem resolution. Players are expected to obtain information through their own resources.

Before the Exercise

Review appropriate plans, procedures, and protocols.

Attend required Evaluator training and other briefings.

Review appropriate exercise materials, including the exercise schedule and Evaluator instructions.

Review the Exercise Evaluation Guides and other supporting materials for your area of responsibility to ensure that you have a thorough understanding of the core capabilities, capability targets, and critical tasks you are assigned to evaluate.

Report to the exercise check-in location at the time designated in the exercise schedule, and meet with the exercise staff.

Obtain or locate necessary communications equipment, and test it to ensure that you can communicate with other Evaluators and the Exercise Director.

During the Exercise

Wear Evaluator identification items (vest).

Stay in proximity to Player decision-makers.

Use Exercise Evaluation Guides to document performance relative to exercise objectives, core capabilities, capability targets, and critical tasks.

Focus on critical tasks, as specified in the Exercise Evaluation Guides.

Your primary duty is to document performance of core capabilities. After the exercise, that information will be used to determine whether the exercise capability targets were effectively met and to identify strengths and areas for improvement.



After the Exercise

Participate in the Hot Wash, and take notes on findings identified by Players. Before the Hot Wash, do not discuss specific issues or problems with participants. After the Hot Wash, summarize your notes and prepare for the Controller and Evaluator Debriefing. Have your summary ready for the Exercise Director.

Complete and submit via email all Exercise Evaluation Guides and other documentation to the Exercise Director by October 25, 2017.

Using Exercise Evaluation Guides

Terminology The Exercise Evaluation Guides are structured to capture information specifically related to the evaluation requirements developed by the Exercise Planning Team. The following evaluation requirements are documented in each Exercise Evaluation Guide:

Core capabilities: The distinct critical elements necessary to achieve a specific mission area (e.g., prevention). To assess both capacity and gaps, each core capability includes capability targets.

Capability target(s): The performance thresholds for each core capability; they state the exact amount of capability that players aim to achieve. Capability targets are typically written as quantitative or qualitative statements.

Critical tasks: The distinct elements required to perform a core capability; they describe how the capability target will be met. Critical tasks generally include the activities, resources, and responsibilities required to fulfill capability targets. Capability targets and critical tasks are based on operational plans, policies, and procedures to be exercised and tested during the exercise.

Performance ratings: The summary description of performance against target levels. Performance ratings include both Target Ratings, describing how exercise participants performed relative to each capability target, and Core Capability Ratings, describing overall performance relative to entire the core capability.

Documenting Observations For each Exercise Evaluation Guide, Evaluators provide a target rating, observation notes and an explanation of the target rating, and a final core capability rating. In order to efficiently complete these sections of the Exercise Evaluation Guide, Evaluators should focus their observations on the capability targets and critical tasks listed in the Exercise Evaluation Guide.

Observation notes should include if and how quantitative or qualitative targets were met. For example, a capability target might state, “Within 4 hours of the incident….” Notes on that target should include the actual time required for exercise players to complete the critical tasks. Additionally, observations should include:



How the target was or was not met;

Pertinent decisions made and information gathered to make decisions;

Requests made and how requests were handled;

Resources utilized;

Plans, policies, procedures, or legislative authorities used or implemented; and

Any other factors contributed to the results.

Evaluators should also note if an obvious cause or underlying reason resulted in Players not meeting a capability target or critical task. However, Evaluators should not include recommendations in the Exercise Evaluation Guides. As part of the after-action and improvement planning processes, elected and appointed officials will review and confirm observations documented in the After-Action Report and determine areas for improvement requiring further action.

Assigning RatingsBased on their observations, Evaluators assign a target rating for each capability target listed on the Exercise Evaluation Guide. Evaluators then consider all target ratings for the core capability and assign an overall core capability rating. The rating scale includes four ratings:

Performed without Challenge (P)

Performed with Some Challenges (S)

Performed with Major Challenges (M)

Unable to be Performed (U)

Definitions for each of these ratings are included in the Exercise Evaluation Guide.

Placement and Monitoring

Evaluators should be located so they can observe Player actions and hear conversations without interfering with those activities. In certain conditions, more than one Evaluator may be needed in a setting or area.



APPENDIX A: EXERCISE SCHEDULE

Time Personnel Activity Location

Thursday, October 11, 2018

0600 Controllers, Evaluators, Support Staff, Role Players

Report to Town and Country Elementary School. Site walk and set-up.

Joyce Clark Middle School and Town and Country Elementary

0700 Exercise Participants Report to Exercise Staging for Check-In and Safety Checks

Town and Country Elementary School

0730 Exercise Participants Safety Brief Town and Country Elementary School

0730 VIPs / Observers Check-In at Exercise Site Joyce Clark Middle School

0745 All participants Site Lock Down. Observers no longer allowed to enter training areas.

Joyce Clark Middle School and Town and Country Elementary

0800 All Participants Start Exercise (StartEX) All locations

1100 All Participants End Exercise (ENDEX) All locations

1130 All Participants Site Clean Up Complete All locations

1200 All Personnel Hot Wash, Lunch Sierra Vista PD

Appendix A: Exercise Schedule A-1 For Official Use Only


APPENDIX B: COMMUNICATIONS PLANAll spoken and written communications will start and end with the

statement “THIS IS AN EXERCISE.”

Player CommunicationsExercise communications do not interfere with “real-world emergency” communications. Players should use routine organization communications systems. These notification methods include:

See attached ICS Comm 205 for radio communications details.

Controller CommunicationsThe principal methods of information transfer for Controllers during the exercise are in-person communications, followed by a controller radio frequency provided by RACES. The Controller communications network allows the Exercise Director or Senior Controller to make and announce universal changes in exercise, such as changes to the Master Scenario Events List (MSEL), and to introduce general information to participating agencies.

The Exercise will start and end with a notification message from the Exercise Director over all radio frequencies.

Communications CheckAt the start of the exercise, the Exercise Director will send a Start Exercise (STARTEX) message to all participating exercise sites. This Start Exercise (STARTEX) message will serve as the Communications Check.

Player BriefingControllers at each participating facility/agency will be required to provide scenario details to participants prior to the start of exercise play. Technical handouts or other materials may also be provided to orient Players with the exercise.

Public AffairsAgencies participating in this exercise should contact Cochise County Public Information Officer to coordinate public information messaging prior to disseminating public information directly to the media. The sponsor organization and participating organizations are responsible for coordinating and disseminating public information before the exercise. Each venue should follow internal procedures.

Appendix B: Communications Plan B-1 For Official Use Only


Appendix B: Communications Plan B-2 For Official Use Only


APPENDIX C: EXERCISE SCENARIOScenario

On the morning of October 11, 2017, school is in session at Sierra Vista Unified School District. The typical population of students and staff are present at Joyce Clark Elementary and they are beginning their day. There is a commotion as a man forces his way into the school and begins engaging students and staff with a firearm. He eventually barricades himself in a classroom where first responding officers subdue him. At least 16 people need to be transported by Emergency Medical Services (EMS) to local hospitals.

Appendix C: Exercise Scenario C-1 For Official Use Only

APPENDIX D: ACRONYMS Acronym Term

AAC After Action Conference

AAR After Action Report

CAP Corrective Action Program

C/E Controller/Evaluator

EEG Exercise Evaluation Guide

EMS Emergency Medical Services

EOC Emergency Operations Center

EPT Exercise Planning Team

ESF-8 Emergency Support Function 8: Public Health and Medical Services

ExPlan Exercise Plan

FEMA Federal Emergency Management Agency

FOUO For Official Use Only

FSE Full Scale Exercise

HICS Healthcare Incident Command System

HPP Healthcare Preparedness Program

HSEEP Homeland Security Exercise and Evaluation Program

ICP Incident Command Post

ICS Incident Command System

IED Improvised Explosive Device

IP Improvement Plan

Appendix G: Healthcare EEG G-1 For Official Use Only


Acronym Term

JIC Joint Information Center

LE Law Enforcement

MCI Mass Casualty Incident

MOU Memorandum of Understanding

NIMS National Incident Management System

OEM Office of Emergency Management

PHEP Public Health Emergency Preparedness

PIO Public Information Officer

POC Point of Contact

SimCell Simulation Cell

SME Subject Matter Expert

SoAZHCC Southern Arizona Health Care Coalition

VIP Very Important Person

Appendix C: Exercise Scenario C-2 For Official Use Only

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