Job Aid #4, HazCollect Standard Operating Procedure Template
HazCollect Principles and Non-weather Emergency Message (NWEM) Best Practices, Chapter 5

1.	Background

a.	Emergency Alert System

1)	The purpose of the Emergency Alert System (EAS) is to protect the public by providing warnings of hazardous conditions via emergency television and radio broadcast when immediate public protective actions are required.  The use of the EAS system is governed by FCC rules, and inappropriate use may result in fines.

2)	Guidelines for the implementation of the Emergency Alert System are included in the State of _______________ Emergency Alert System Plan, prepared by the State Emergency Communications Committee (SECC).  The State EAS plan has been approved by the Chief, Public Safety and Homeland Security Bureau, Federal Communications Commission.

3)	Procedures for local officials or the NWS to transmit emergency information to the public during a local emergency using the EAS are included in the [name of Local EAS Plan], which has been prepared by the Local Emergency Communications Committee (LECC). [If applicable.]

4)	In addition, procedures for issuing Child Abduction Emergency warnings are included in the 	[name of state or local Amber Alert plan]		.

5)	[Reference other local or regional plans that may apply to warning authorities, such as local/regional/statewide Emergency Operations Plans, Local Emergency Preparedness Committee (LEPC), Radiological Emergency Preparedness (REP) Program, Chemical Stockpile Emergency Preparedness Program (CSEPP) plans, etc.] 

b.	All-Hazards Emergency Message Collection System (HazCollect)

1)	The National Weather Service has automated the process of issuing emergency warnings via the HazCollect system.  The message is composed using NWEM authoring software, 	[name of software product]	, and transmitted directly to the HazCollect server via the Internet.  The message is formatted for distribution over the EAS system, NOAA Weather Radio, and other NWS dissemination systems.

2)	In the event of loss of Internet connectivity, the backup system is direct contact with the NWS Weather Forecast Office, per Section 6.h below.

2.	Purpose

The purpose of this Standard Operating Procedure (SOP) is to ensure the dissemination of appropriate, timely, accurate, and complete Non Weather Emergency Messages (NWEMs) to the public via the National Weather Service (NWS) All-Hazards Emergency Message Collection System (HazCollect) and the Emergency Alert System.

3.	Scope

a.	This procedure applies to EAS warnings issued for residents of and visitors to 	[name of jurisdiction]	.

b.	All messages transmitted via the HazCollect system are intended for EAS transmission.  If the message is not intended for EAS transmission, this SOP does not apply.

c.	Our EAS plan defines the types of emergencies for which EAS warnings may be issued as: 	[insert definition of emergency from state or local EAS plan]		. 

d.	This SOP applies to the following NWEM message types:

•	Evacuation Immediate (EVI)
•	Shelter in Place Warning (SPW)
•	Fire Warning (FRW)
•	Hazardous Materials Warning (HMW)
•	Law Enforcement Warning (LEW)
•	Civil Emergency Message (CEM)
•	Local Area Emergency (LAE)
•	Administrative Message (ADR)
•	Child Abduction Emergency (CAE, i.e. Amber Alert)
•	911 Telephone Outage Emergency (TOE)
•	[Add other products only if you are likely to use them]

4.	Policy

a.	When warranted by emergency conditions, warning messages shall be composed using the appropriate template as a guide.  See Appendix 1, NWEM Templates.

b.	The message must be reviewed and approved by an individual, acting in one of the capacities listed below, before it is transmitted via HazCollect: [List the appropriate positions, consistent with individuals named in the State or Local EAS Plan.  Name at least two alternatives to provide 24/7 coverage.]

•	Chief Elected Official
•	Chief Executive
•	Fire Chief (MUST approve FRW and HMW?)
•	Police Chief/Sheriff (MUST approve LEW and CAE?)
•	Emergency Management Director
•	Public Health Director
•	Public Information Officer

c.	The Public Information Officer (PIO) shall be consulted for coordination of supplementary information services.  At a minimum, the PIO shall be notified of any public warnings.

d.	These procedures shall be incorporated and tested during emergency response exercises.

e.	Following exercises, or activation of the HazCollect/EAS system for an actual incident, an After Action Review shall evaluate performance, and identify any corrective actions needed.  Implementation of corrective actions shall be monitored. See Appendix 2, HazCollect After Action Review Checklist.

5.	Responsibilities

a.	Emergency Management Director [Coordinator] (ESF #5)

1)	Coordinate planning with the National Weather Service Weather Field Office [and LECC if applicable].

2)	Apply for necessary system authorizations on behalf of the jurisdiction.

3)	Ensure training requirements are completed.

4)	Ensure this SOP is incorporated into exercise planning.

5)	Ensure After Action Reviews are conducted, corrective actions identified and implemented.

6)	Issue and maintain this SOP.

b.	MIS/System Administrator [substitute appropriate title]

1)	Assist with procurement, installation, and maintenance of NWEM authoring tool software.

2)	Establish and maintain operator accounts.

3)	Assist with implementing NWEM templates.

4)	Respond to technical issues.

5)	Participate in After Action Reviews as needed.

6)	Implement Corrective Actions as assigned.

c.	Communications Center Supervisor (ESF #2) [substitute appropriate title]

1)	Designate System Operators to ensure coverage 24/7.

2)	Ensure System Operators complete necessary training.

3)	Ensure that each NWEM has required review and approval before transmitting.

4)	Assist with preparation of System Operator Job Aids as needed.

5)	Participate in After Action Reviews.

6)	Implement Corrective Actions as assigned.

d.	Public Information Officer (PIO, ESF # 15) [substitute appropriate title]

1)	Assist with the design of NWEM templates.

2)	Provide support for supplementary information services. [such as “Hot Lines”, Web site updates, media briefings]

3)	Participate in After Action Reviews.

4)	Implement Corrective Actions as assigned.

6.	Procedure

a.	Apply Criteria to the Warning Decision: When an incident or hazard has occurred, is occurring, or is likely to occur, evaluate whether an NWEM/EAS warning or other emergency message is appropriate using the following criteria:

1)	Does this event pose a significant threat to public safety and/or property?

2)	Is the probability of occurrence high?

3)	Is the location well defined?

4)	Is the onset time relatively short (within the maximum 6 hour duration of an NWEM)?

5)	If the message will be broadcast after 10:00 PM and before 7:00 AM, is the potential impact of high severity? [Check with NWS WFO for local guidance as to nighttime hours.]

6)	If this event does not meet the warning criteria above, does the event meet the description of specific purpose NWEM emergency alert types: Telephone Outage Emergency, Child Abduction Emergency, Avalanche Watch [if applicable]?

7)	Does the event constitute a Local Area Emergency or qualify for a Civil Emergency Message?

8)	If the event fails to meet the criteria for either a warning or other emergency alert message, do not use this SOP. Consider other means of dissemination.

b.	Collect Essential Information: If the criteria has been met, collect the information required to compose the message, including:

1)	Who (source of warning)

2)	What (type of hazard)

3)	Where (location of hazard)

4)	When (time of hazard, including duration)

5)	Why (reason for the protection guidance)

6)	How (protection guidance; what to do and what NOT to do)

7)	Source for additional information

c.	Prepare the NWEM: Prepare the message using the appropriate template. The prepared message may be entered into the NWEM authoring tool, but not transmitted until approved. [Software-specific instructions may be included here or appended.]

d.	Obtain Review and Approval: Obtain necessary review and approval per Section 4.b above.  

e.	Transmit: Upon approval, enter the message into the NWEM authoring tool in the required format (if not previously entered) and transmit. In the event Internet connectivity is disrupted, send the warning message to the local Weather Forecast Office via [describe local procedure, e.g. fax, email, etc.]

f.	Validate: Validate successful transmission by monitoring NOAA Weather Radio and local radio or television stations.

g.	Monitor Public Response: The following data sources will be used to monitor public response to protective instructions, as warranted by the event.  When the Emergency Operations Center is activated, daily reports will be submitted to the Planning Section Chief [substitute appropriate title] for analysis. [Adapt the following as appropriate.]

1)	Regular news media reports and social media (Internet) activity; Public Information Officer

2)	Observations from first responders in the field; Incident Command staff

3)	Phone bank activity; Public Information Officer

4)	Information and Referral Service (211) activity; 211 Liaison

5)	911 Call Center activity; Call Center Supervisor

6)	Traffic counters; Street/Highway Department

7)	Traffic cameras; Street/Highway Department

8)	Shelter activity; Shelter Manager/Liaison

h.	Update: As needed, correct, cancel, or update the original message if not expired.  If expired, issue a new warning as needed.

References:
[Optionally, list relevant references such as NWS Instructions, local, regional or state plans or agreements, statutory authorities, etc. Adapt the following as appropriate.]

47 CFR 11, Emergency Alert System
State of ______________ Emergency Alert System Plan
Region ___ Local Emergency Alert System Plan
[City/County/State] Emergency Operations Plan, Annex __: Warning
State of ______________ Amber Alert Plan
National Weather Service Instruction 10-1708, All-hazards Emergency Message Collection System

Appendices: [Adapt the following as appropriate.]

Appendix 1, NWEM Templates 
Appendix 2, HazCollect After Action Review Checklist
Appendix 3, [Software specific information]
Appendix 4, [Other job aids, etc.]