eicc detailer's guide

EUGENE INTERAGENCY COMMUNICATION CENTER - DETAILER’S GUIDE

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Table of Contents

Introduction & Local Area PG. 2-3 Welcome to EIC

Oregon Per Diem Rates

Hotel Accommodations

Local Area Map

Restaurants & Phone Numbers

Chapter 1 Springfield Interagency Office Protocols & Safety PG. 4-5

Front Desk Check In/Out,

Key Cards & Security

Parking

Facilities

Building Floor Plans

Building Evacuation Plan

Building Emergency Contacts

Chapter 2 Personal Items PG. 6-9 Time Keeping

Food

Vehicle Use

Dress Code

Mail and Postage

Hospitals & Urgent Care

Chapter 3 EIC Equipment Use PG. 10-14 Phone Protocol and Usage – Calls from the Media

Computers

Favorites/Bookmarks and Useful Web Sites

Printers

Copiers

Fax Machines


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Introduction & Local Area WELCOME TO EICC

Welcome to the Eugene Interagency Communication Center (EICC). The primary function of the center is to provide radio communications for incident support and resource tracking to personnel in the field for their safety and security. While working at EICC, you could be tasked with supporting fire suppression, search and rescue, medical emergency operations, and tracking personnel. Additionally, you may also assign personnel, equipment, and other resources to fire suppression operations nationwide. EICC can place and receive orders directly from Central Oregon, Columbia Cascade, Coos Bay, East Lane, Northwest Oregon, Roseburg, Salem, Siuslaw NF, Southern Oregon, Sweet Home/South Cascade, Umpqua NF, Walker Range, Warm Springs, and West Lane dispatch centers. All other orders must go through the Northwest Coordination Center. The Enclosed materials will hopefully provide you with a reference for most of the information you will need during your stay. The standard rule for EICC personnel is, “If you don’t understand what is expected or what to do, ASK!” The Center Manager will issue you a key card for you to keep during your stay here. It will give you access to all the areas that you need. Dispatch personnel working at EICC or in Eugene Expanded Dispatch will normally be housed in a local hotel. If you have a government credit card you will be expected to make your own arrangements. If you do not have a card, our purchasing agent or buying team will make arrangements for you. If there are special needs, please feel free to ask. Normally, dispatchers are on their own for meal arrangements. Enclosed you will find a listing and map of local restaurants within short distance of the Springfield Interagency Building. A map of the parking lot and the areas assigned for employee parking is included as an insert. There is a physical fitness facility in the building. You will need to sign a release form for the fitness room. Please see the Center Manager for the form and more information. For your safety and well being during a building emergency (fire, bomb threat, etc…), become familiar with the evacuation map posted outside the dispatch office. Also, you are required to review the Occupant Emergency Action Plan and evacuation map included in this guide. EICC 24 hour phone number is (541) 225-6400. Someone in Dispatch or the after hour answering service, can contact the center On Call Dispatcher or the Center Manager after hours if you have any need. Also attached is a personnel phone directory for key people in Fire Management on the Forest and District. View the following web sites for further information about this area and the Region.

Eugene District Office BLM:www.blm.gov/or/index.php Willamette National Forest:www.fs.fed.us/r6/willamette/ Northwest Coordination Center: www.nwccweb.us/

http://www.blm.gov/or/index.php

http://www.fs.fed.us/r6/willamette/

http://www.nwccweb.us/


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OREGON PER DIEM RATES The per diem rates for the state of Oregon are listed below. Springfield is located in Lane Co., and is included under Eugene/ Florence rates. Cities not listed below may be located within a county for which rates are listed. To determine what county a city is located in, visit the National Association of Counties (NACO) website (a non-federal website).

You can view current per diem rates at: http://www.gsa.gov/portal/category/100120 LOCAL AREA MAPS Please see insert for local maps of the Eugene/Springfield area HOTEL ACCOMMODATIONS To assist you in finding a hotel room, there is a hotel list insert with addresses and phone numbers included with this guide. Our fire season often overlaps with the start of college football season. The local team, the Oregon Ducks, is very popular and it is not uncommon for all hotels in the local area to be completely booked around game days. Do not be surprised if you find you need to change hotels during your stay due to Duck games. RESTAURANTS There is a book labeled ‘Restaurants’ in the supply area near the printers. It contains menus for many of the local restaurants. There is also a restaurant list insert with addresses and phone numbers included with this guide.

http://www.naco.org/Counties/Pages/NACo_FindACounty.aspx

http://www.naco.org/Counties/Pages/NACo_FindACounty.aspx

http://www.gsa.gov/portal/category/100120


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CHAPTER 1 – Springfield Interagency Office Protocols and Safety FRONT DESK CHECK IN/OUT Upon arrival, please check in with the front desk and introduce yourself. After getting situated the Center Manager or the Assistant Center Manager will assign a key card, that will allow access to the building after hours and other areas within the building. If you forgot your key card or it is malfunctioning please call dispatch, 541-225-6400, and someone will let you in.

KEY CARDS AND SECURITY

The front gate, BLM/Willamette entrance, break room, and EICC door are generally unlocked during regular business hours (M-F 0800-1700), however the hallway doors and access to the fitness room remain locked at all times, and require a keycard to gain access. After business hours you will need a key card to access these areas and you will always need a key card to get thru the door into the main hallway off of the BLM/Willamette front desk area. It is advised that you carry your key card at all times. The guard station will be unstaffed unless the national threat level is raised to an appropriate level. There is also a panic button at the Front Desk. If the front desk staff needs to activate the panic button we are second in line to be notified and they will probably come back here to stay away from the threat until law enforcement arrives.

PARKING We share the building with several other agencies, and each are assigned specific parking areas. The areas assigned to the Forest Service and BLM are marked by signs, please pay attention to where you are leaving your vehicle. There is a parking map insert in this folder. FACILITIES Restrooms There are three sets of restrooms on the first floor, next to the front desk, on the right before the auditorium and on the right pass the stairwell. All restrooms are located on the south side of the hallway/ corridor. Break Room The break room is on the north side of the first floor, adjacent to the east side of the auditorium. The break room includes an industrial coffee maker, toaster oven, 2 microwaves, industrial refrigerator, industrial freezer, vending machines, flat screen television w/ cable, and tables and chairs.


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Smoking Area The smoking area is outside of the northwest auditorium doors and adjacent to the side walk. It is a steel and plexi-glass structure. Fitness Room The fitness room is on the north side of the first floor, across from the break room (east of the auditorium). Employees are required to sign and submit the State of Oregon Identification and Waiver Form to the Center Manager. Employees participating in an approved wellness plan must coordinate fitness room use with the Center Manager. BUILDING FLOOR PLANS Floor plans for the building can be found in several locations. Within dispatch there is a copy of the office floor plans on the cubicle dividing wall near the intelligence board. BUILDING EVACUATION PLANS In case of Alarm or Emergency, call NorCom and tell them we are evacuating and ask them to monitor our frequencies and telephones - announce over the radio to all stations that EICC is evacuating and will be off the air and to contact NorCom until further notice. Take the black case marked EICC EVAC KIT and the black duffle bag marked RESCUE, these items are located on top of the filing cabinets against the east wall of the dispatch office. Exit out the West Entrance Doors and proceed south to the parking area next to the rail road tracks.

ADDITIONAL BUILDING INFO For additional building information please refer to the 162 Infantry Regiment Readiness Center Standing Operating Procedures online at: http://fsweb.edc2.r6.fs.fed.us/administration/documents/fs-sop.doc. If there is a problem with the building, or maintenance is required, please contact James Ogan at 1-503-339-6216.

EMERGENCY CONTATCS Springfield Fire/Police 911 or 9-911 BLM Front Desk 541-683-6600 Lane County Sheriff 541-682-4141 FS Front Desk 541-225-6300 Oregon State Police 503-375-3555 NorCom/ After Hours 503-982-2340 EICC (dispatch) 541-225-6400 Facility Alarm (Secure Com) 541-343-5565 FS Law Enforcement 541-265-4231 BLM Law Enforcement 541-683-6313 Safety Manager BLM 541-683-6379 Safety Manager FS 541-219-2875 Safety Manager OMD 503-584-3581 (Oregon Military Dept.)

http://fsweb.edc2.r6.fs.fed.us/administration/documents/fs-sop.doc


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CHAPTER 2 – Personal Items TIME KEEPING You are responsible for keeping track of your own time. Please use the pink OF-288 form (Emergency Firefighter Time Report). There are copies of this form located in the office and included in this packet. It is recommended that you complete the form daily, and have the form signed off by your supervisor, either when your assignment is over or at the end of each pay period. The white copy (file copy) of the form remains at Eugene Dispatch for our records. When filling out your timesheet, use the charge code from the fire, EICC Support, or WIF ABC Misc. If you have any questions regarding charge codes please check with the floor coordinator or expanded dispatch supervisor. Lunch breaks will be staggered to allow for continual dispatch coverage. Please coordinate your breaks with the floor coordinator or expanded dispatch supervisor and coworkers. While snacks are allowed at your desk, meal breaks are expected to be taken outside of the dispatch office. Make sure lunch breaks are shown accordingly on your time report. FOOD There is community food table in the cubicle to the left of the printer/ supply area. Any food on that table is for everyone in the office to share. Feel free to contribute snack or money during your stay with us. There are also utensils and plates for the office use located under the community food table. CELL PHONE USE During periods of heavy activity and workload we ask you to refrain from using your cell phone completely. Please make sure that it is on a silent setting, not a vibrate setting, if you do not have it turned off. When the activity level and workload is light feel free to send an occasional text message. Please continue to leave your phone in a silent setting even when it is not busy since the noise of a phone vibrating can be distracting. VEHICLE USE There are no vehicles assigned to Eugene Dispatch. Please contact Eugene Dispatch before obtaining a rental vehicle. DRESS CODE Professional casual dress is the attire of choice at Eugene Dispatch. We ask that detailers maintain a clean and neat appearance at all times. Please do not wear clothing with offensive or otherwise inappropriate slogans displayed on them. During the summer months bermuda length shorts, capri pants, and sandals are acceptable.


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MAIL AND POSTAGE Outgoing office mail should be placed in the outgoing mail box located just inside the door of the mail room. The Mail Room is located behind the Front Desk. Personal mail may be dropped off in the official U.S. Postal Service “Blue Box” located at the East Entrance. Postage on personal mail is the responsibility of the individual. HOSPITALS AND URGENT CARE We sincerely hope that you will not need to seek medical care while you are with us. However, if you need medical attention we have two hospitals in the Springfield area as well as two Urgent Care locations in nearby Eugene. Urgent Care offers many of the same medical services as a doctor’s office or ER for a dramatically reduced price (usually around $100 a visit) and accepts most insurance. Wait times are also very short, usually 30 minutes or less and rarely more than an hour. Please see below for further description of services offered by Urgent Care. Hospitals McKenzie Willamette Hospital 1460 G Street, Springfield, OR 97477 Phone: (541) 726-4400

EICC


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Sacred Heart Medical Center RiverBend 3333 RiverBend Drive Springfield, OR 97477 (541) 222-7300

EICC


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Urgent Care Urgent Care is open seven days a week from 9am to 9pm. From Urgent Care’s website, http://www.eugeneurgentcare.net, “Urgent Care is a convenient, walk-in care service (no appointment is necessary), providing full laboratory and digital x-ray diagnostic and screening services as well as care for many of minor injuries and illnesses including: Urgent Care 1800 Coburg Rd Eugene, OR 97401 541-345-8760

Urgent Care 598 E. 13th Ave Eugene, OR 97401 541-636-3473

EICC

EICC

http://www.eugeneurgentcare.net/


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CHAPTER 3 – EICC Equipment Use PHONE PROTOCOL AND USAGE Incoming Calls

Incoming calls are indicated by an amber flashing light on the extension module. All lines should be answered by dispatch office except for extension 6404, this is the Center Manager’s phone and will be put to voice mail. A call may be answered by either picking up the handset or by pushing the lighted button. When answering the phone please answer with “Eugene Dispatch, this is (your name).” EICC 24 Hour Number = 541-225-6400. Provide this number for all inquiries or when leaving a number for a return call. If Media or calls from the public come in requesting information about the status of fires, please hand the caller off to an Assistant Center Manager or Center Manager. If activity levels are high transfer them to our Public Affairs Officer or Public Information Officer for the fire they are requesting information about. PIO phone numbers are posted on the white board.

Phone Messages

Yellow phone message pads should be located near each phone. All messages will include the caller’s name, phone number, and the date/time of call.

Placing Calls On Hold

Place a call on hold by pushing Hold as shown on the telephone screen. The extension will flash green when a call is on hold and anyone in the office can pick up the line by picking up their handset and pressing the lighted button.

Transferring Calls

Calls can be transferred to any Forest Service employee in the Supervisor’s Office. The caller must be active (not on hold) then push Transfer as shown on the telephone screen then dial 7 and the 4 digit extension then push Transfer again and hang up.

Outgoing Calls – Manual Dial

Pick up the handset which will automatically select the 6418 line. If 6418 is already in use then …

o Select an open line by pressing one of the extension module buttons 6400, 6401,

6403, 6407, 6408, 6409, 6410, 6415, or 6416. – If possible, avoid the Center Manager line – 6404.


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o Lines in use will have the button next to it lit red. o For local calls … Dial 9 and the 10 digit number (you must include the area code for

all calls local in Oregon). o For long distance … Dial 9-1-Area Code and the 7 digit number. o For Toll Free (800) numbers … Dial 9-1-800 and the 7 digit number. o For emergencies … Dial 9-9-1-1.

Outgoing Calls - Willamette NF and BLM

Willamette SO … Dial 7 and the 4 digit extension.

All Willamette District Offices … Follow the directions under manual dial. Please note, Sweet Home and Detroit Offices are long distance calls.

BLM … Follow the directions under manual dial.

Outgoing Calls – Speed Dial

There are 4 Speed Dial buttons on the main phone for NWC, NorCom, COC Shared Resources, and the BLM Front Desk (also Willamette front desk).

There are 4 Speed Dial buttons on the extension module for Detroit Dispatch, Sweet Home AFMO, McKenzie Dispatch, and Middle Fork Dispatch.

o Pick up the handset which will automatically select the 6418 line and push the

desired Speed Dial Button. If 6418 is already in use then …

o Select an open line by pressing one of the extension module car buttons 6401, 6403, 6407, 6408, 6409, 6410, 6415, or 6416. – If possible, avoid the Center Manager line – 6404 and push the desired Speed Dial button.

Outgoing Calls –Abbreviated Dial

There are 99 Abbreviated Dial numbers. At this time the first 70 numbers have been programmed. The Abbreviated Dial Phone List should be posted near each phone.

o Dial the two digit # and press the AbbrDial button on the phone. o Pick up the handset which will automatically select the 6418 line.

*Please Note: Abbreviated Dialing doesn’t work when the 6418 line is busy


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Phone Malfunctions

Report phone malfunctions to the Center Manager, Assistant Center Managers, or call FS Help Desk at 1-866-945-7354.

Back Up – Power Outage Phone

EICC Back Up – Power Outage Phones = 541-465-6521 and 541-465-6712

These phones are located in the east and west console pods. This is a commercial business line. Do Not Dial 9 before entering the number.

Back Up – Cellular Phones

EICC Back Up Cellular Phones = 541-912-8096 & 541-915-1011.

These phones are located in the black case marked “EIC EVAC KIT”. The EIC EVAC KIT is located on top of the Training and Qualifications cabinet on the east wall of the Dispatch Center.

COMPUTERS

The Center is equipped with both BLM and FS computers. This office adheres to the BLM and FS rules in regards to computer usage. Computer users are required to complete Information Systems Security training. A PDF version of the training is in the right menu at the following web site: http://fsweb.wo.fs.fed.us/irm/security/training/ISAROB/index.php The BLM computers all accessed with the shared dispatch profile: Username: ilmoreuicc Password: subject to change, ask a regular center staff member for the current password. For the FS computers, EICC maintains several guest profiles for outside dispatchers to use. Please see an Assistant Center Manager or the Center Manager for a profile. When using corporate and managed profiles for computers and various shared programs it is important to remember that after three incorrect passwords most profiles and programs will lock up. To avoid disabling computers and programs, contact one of the regular Center staff after two incorrect log-on attempts.

Contacts for Computer Issues For FS Computers - contact the Help Desk 1-866-945-3154 For BLM Computers - Contact Eugene Youngman or an Information Resource Specialist

http://fsweb.wo.fs.fed.us/irm/security/training/ISAROB/index.php


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FAVORITES/BOOKMARKS

The most useful site will be the EICC intraweb page, please reference this website for anything aircraft, intelligence, initial attack, IT, logistics, reference, or training related. http://fsweb.edc2.r6.fs.fed.us/eugene-interagency/ PRINTERS

The Center is equipped with both BLM and FS printers. Inside the Center there is a FS black/white laser printer and a BLM color printer in the office supplies area of the office. The FS color printer is located outside the dispatch center door to the left. Please ask if you need help mapping a printer to your computer.

If you need assistance with finding or mapping a printer please reference

http://fsweb.edc2.r6.fs.fed.us/administration/documents/printer-fax-location.xls for locations and for instructions on mapping please reference http://fsweb.edc2.r6.fs.fed.us/partnership-council/willamette/documents/20110209-printer-installation.doc

COPIERS

There is a black and white copier just outside the door to dispatch. A color copier is located on the second floor. Please reference the weblink above to locate other copiers.

FAX MACHINES

EICC Primary Fax = 541-225-6221. EICC Back Up/Expanded Dispatch Fax = 541-465-6236 The primary fax machine is located next to the dispatch center door on the east wall. Fax cover sheets are located next to each fax machine.

Sending faxes

Send a Fax – Primary Fax Machine

o Place documents face up. o Dial 9 then the number … follow the directions for telephone manual dial.

o There are several speed dial numbers and group fax numbers pre-programmed into

the fax. Ask dispatch staff for assistance as needed to locate commonly used fax numbers.

Send a Fax – Back Up/ Expanded Fax Machine

o Place documents face up.

http://fsweb.edc2.r6.fs.fed.us/eugene-interagency/

http://fsweb.edc2.r6.fs.fed.us/administration/documents/printer-fax-location.xls

http://fsweb.edc2.r6.fs.fed.us/partnership-council/willamette/documents/20110209-printer-installation.doc

http://fsweb.edc2.r6.fs.fed.us/partnership-council/willamette/documents/20110209-printer-installation.doc


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o Dial 9 then the number … follow the directions for telephone manual dial.

o There are several speed dial numbers and group fax numbers pre-programmed into the fax. Ask the Center staff for assistance as needed to locate commonly used fax numbers.

Fax Machine Malfunctions

Report fax machine malfunctions to the Center Manager or Assistant Center Managers.

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