FEMA Documents & Common Forms

PRECEDENCE

Message priority level. R/Routine is the default. Use P/Priority for urgent but non-life-threatening info, I/Immediate for time-critical situations, or LIFE/CRITICAL for life-safety emergencies.

DATE/TIME

Auto-filled with current date and time when you open the form.

TASK #

Optional. Leave blank unless you've been assigned a specific task number for tracking.

FROM

Your callsign (auto-filled from Winlink).

TO

The recipient. Typically MICH-50EOC for exercises.

INFO (CC)

Carbon copy recipients. Add additional callsigns as needed.

Select YES if you're aware of an immediate life-threatening situation or emergency requiring urgent response in your area.

If YES, also set PRECEDENCE to LIFE/CRITICAL.

City

Your city or township (e.g., Warren, Sterling Heights, Clinton Twp).

County

Your county (e.g., Macomb).

State

MI (Michigan).

LAT / LON

Your latitude and longitude. You can get this from Google Maps, your phone's GPS, or a handheld GPS unit.

MGRS

Military Grid Reference System — An alternative coordinate format used by military/emergency services. Optional; leave blank if you don't know it.

Grid

Your amateur radio grid square (e.g., EN82). Optional.

POTS

Plain Old Telephone Service — Traditional copper wire landline phones. These work even during power outages (the phone company powers them). If you have a landline plugged into a wall jack that isn't internet-based, that's POTS.

VoIP

Voice over Internet Protocol — Phone service that runs over the internet. Examples include Vonage, Ooma, MagicJack, or phone service bundled with your internet. These require power and internet to work.

Select YES if working, NO if not working, Unknown if you're not sure, or N/A if you don't have that service.

Voice calls

Can you make and receive regular phone calls on your cell phone?

Texts

Can you send and receive SMS text messages? (Not iMessage or other app-based messaging)

Note your carrier in the text field (e.g., AT&T, Verizon, T-Mobile).

Are local AM and FM radio stations coming in clearly? Can you pick up stations like WWJ 950, WJR 760, or local FM stations?

If you can, note which station(s) you checked in the text field.

OTA TV

Over-The-Air Television — Free TV received via an antenna (like the old "rabbit ears" or a rooftop antenna). Channels like 2, 4, 7, 50, 62, etc. No subscription required.

Satellite TV

TV service from a satellite dish. Providers include DirecTV and Dish Network.

Cable TV

TV service delivered through a coaxial cable from providers like Xfinity/Comcast, WOW, or bundled with your internet.

Is your municipal water supply working? Turn on a faucet—do you have water pressure? Is the water clear?

If you have a private well, you can note that and report whether your well pump is working.

Power functioning?

Do you have electricity? Are your lights on?

Power stable?

Is power steady, or are you seeing brownouts (dimming lights), flickering, or brief outages?

Natural gas?

If you have natural gas service, is it working? (Check your stove, furnace, water heater, etc.)

Is your internet working? This includes cable internet (Xfinity, WOW), fiber (AT&T Fiber, Verizon Fios), DSL, fixed wireless, or satellite internet (Starlink, HughesNet).

Note your provider in the text field.

NOAA Weather Radio is a nationwide network of radio stations broadcasting continuous weather information from the National Weather Service on special frequencies (around 162 MHz).

Functioning?

Can you receive the NOAA Weather Radio broadcast? Local transmitters include KXI-67 (162.475 MHz, Ann Arbor) and WXL-93 (162.550 MHz, Detroit).

Audio degraded?

Is the audio quality poor, scratchy, or cutting in and out?

If you don't have a weather radio, select "Unknown" or "N/A."

Use this space for any additional observations:

• Expected outage times if known
• Major observations (downed trees, flooding, road closures)
• Summary of current situation
• Anything else Emergency Management should know

Enter your name or callsign as the Point of Contact for this report. This identifies who submitted the report if follow-up is needed.

TO

The tactical address or net control station. For ARPSC exercises, typically MICH-50EOC or as directed.

FROM

Your Winlink callsign (auto-filled).

SUBJECT

Auto-generated based on form type. Usually "Check In - [Your Callsign]".

Callsign

Your amateur radio callsign (e.g., W8ABC).

Name

Your full name as you want to be identified.

Assignment

Your current assignment or "Staging at Home" if on standby. Examples: "EOC Radio Room", "Field Station Alpha", "Mobile Unit 3".

Contact Info

Phone number or alternate contact method if available.

City/Location

Your city or specific location (e.g., "Sterling Heights" or "Macomb County EOC").

Grid Square

Your Maidenhead grid locator (e.g., EN82). Optional but helpful for mapping.

Coordinates

LAT/LON if available. Can be obtained from your phone's GPS or Google Maps.

Radio Equipment

List your available radios (e.g., "Yaesu FT-891 HF, Kenwood TM-V71A VHF/UHF, HT"). Include power output capabilities.

Antenna

Type and height of antenna (e.g., "G5RV at 35ft", "J-pole at 20ft").

Power Source

How you're powered: "Commercial AC", "Generator", "Battery backup for X hours", "Solar".

Digital Modes

List capabilities: "Winlink (Telnet/Packet/VARA)", "FLDIGI", "JS8Call", etc.

Available Until

How long you can remain on duty (e.g., "2200 local", "Next 4 hours", "Indefinitely").

Mobility

Can you deploy if needed? "Fixed only", "Mobile capable", "Can deploy with 1 hour notice".

Comments

Any additional information: limitations, special skills, vehicle type, etc.

TO

Same tactical address you checked in with. For ARPSC exercises, typically MICH-50EOC.

FROM

Your Winlink callsign (auto-filled).

SUBJECT

Auto-generated. Usually "Check Out - [Your Callsign]".

Callsign

Your amateur radio callsign.

Name

Your full name.

Assignment

The assignment you're checking out from.

Check-in Time

When you originally checked in (e.g., "1900 local" or "19:00 EDT").

Check-out Time

Current time when you're signing off.

Total Hours

Total time on duty (helps with volunteer hour tracking).

Messages Sent

Number of formal messages originated or relayed.

Messages Received

Number of formal messages received.

Contacts Made

Number of radio contacts/QSOs during the period.

Activities

Brief summary of what you did: "Monitored 147.200, sent 2 FSR forms, relayed 1 ICS-213".

Equipment Status

Any issues with your equipment to note for future reference.

Replacement

Callsign of your replacement if applicable, or "N/A" if no handoff.

Pending Items

Any outstanding tasks or messages awaiting response.

Comments

Any other relevant information for the record.

1. Incident Name

A brief, descriptive name for the incident (e.g., "Oak Street Structure Fire", "June 2024 Derecho Response").

2. Incident Number

Agency-assigned incident number for tracking and documentation.

3. Date/Time Initiated

When the incident started or when response began.

4. Map/Sketch

A simple map or sketch showing the incident location, key features, access routes, and staging areas. Include a north arrow and scale if possible.

5. Situation Summary

Narrative description of what happened, current conditions, threats, and life safety concerns.

6. Initial Objectives

List the primary goals for the response. Examples: "Protect life safety", "Establish communications", "Assess damage in affected area".

7. Current Actions

What's being done right now to meet objectives. Include specific tasks, who's doing them, and locations.

8. Organization Chart

Fill in the names of personnel in each ICS position. At minimum, identify the Incident Commander. For amateur radio, this might include:

• Incident Commander - Overall incident management
• Operations Section Chief - Manages tactical operations
• Communications Unit Leader - Manages radio operations (often an amateur radio operator)
• Logistics Section Chief - Manages resources and supplies

For small incidents, one person may fill multiple roles. Just note the name once with all positions listed.

9. Resources Summary

List all resources currently assigned to the incident:

• Resource - Description (e.g., "ARPSC Radio Team", "Mobile Command Unit")
• Resource Identifier - Callsign or unit number
• Date/Time Ordered - When requested
• ETA - Expected arrival time
• On Scene - Check when arrived
• Location/Assignment - Where they are and what they're doing

1. Incident Name

The designated name for this incident.

2. Operational Period

The time period this IAP covers. Typically 12 or 24 hours (e.g., "0600-1800 6/15/2024").

3. Date/Time Prepared

When this form was completed.

4. Objectives

List specific, measurable, achievable objectives for this operational period. Examples:

• "Establish and maintain VHF voice communications between all shelters and the EOC"
• "Complete damage assessment for Zone A by 1400 hours"
• "Process all welfare inquiry messages within 2 hours of receipt"

5. Operational Strategy

Overall approach to achieving objectives. For communications: "Maintain redundant communication paths using VHF, HF, and Winlink digital modes."

6. Command Emphasis

Key priorities from the IC. Examples: "Safety first", "Accurate documentation of all messages", "Conserve battery resources".

7. General Safety Message

Key safety concerns: "Downed power lines reported throughout area", "Heat advisory in effect - hydrate frequently", "Watch for debris in roadways".

8. Weather Forecast

Expected weather conditions for the operational period. Include temperature, precipitation, wind, and any hazardous weather watches/warnings.

Check which forms are attached to this IAP:

• ☐ ICS-203: Organization Assignment List
• ☐ ICS-204: Assignment List(s)
• ☐ ICS-205: Communications Plan
• ☐ ICS-205A: Communications List
• ☐ ICS-206: Medical Plan
• ☐ ICS-207: Organizational Chart
• ☐ ICS-208: Safety Message/Plan
• ☐ Map/Chart

1. Incident Name

The designated name for this incident.

2. Operational Period

Date and time range this assignment list covers.

Incident Commander

Name of person in overall command of the incident.

Deputy IC

Assistant to the IC, may assume command if needed.

Safety Officer

Monitors safety conditions and develops safety measures.

Public Information Officer

Handles media and public communications.

Liaison Officer

Point of contact for cooperating agencies.

Operations Section Chief

Manages tactical operations to meet incident objectives.

Planning Section Chief

Collects/analyzes information, prepares IAP, tracks resources.

Logistics Section Chief

Provides resources, services, and support.

Finance/Admin Section Chief

Tracks costs, contracts, and time records.

This is where amateur radio operators are typically listed:

Communications Unit Leader

Manages all incident communications. Often staffed by an experienced amateur radio operator.

Radio Operators

List each operator with callsign and assignment location.

Technical Specialist

Personnel with special radio/technical skills (antenna, digital modes, etc.).

1. Incident Name

The designated name for this incident.

2. Operational Period

Date and time range these assignments cover.

3. Branch

Branch name if applicable (e.g., "Communications Branch").

4. Division/Group

Specific division or group this form covers (e.g., "Amateur Radio Group", "Shelter Communications").

5. Operations Personnel

Names of Branch Director, Division/Group Supervisor.

List each resource assigned to this Division/Group:

Resource Identifier

Callsign or unit ID (e.g., "W8ABC", "Radio Team Alpha").

Leader

Name of person in charge of this resource.

# of Persons

How many people in this resource unit.

Contact Info

Radio frequency, phone number, or other contact method.

6. Work Assignments

Specific tasks for this operational period. Examples for amateur radio:

• "Staff radio position at Shelter #3, maintain contact with EOC every 30 minutes"
• "Operate Winlink station, process all incoming/outgoing digital traffic"
• "Provide HF liaison to State EOC on 7.232 MHz"

7. Special Instructions

Important information: "Maintain radio silence except for emergency traffic during severe weather warnings", "Battery conservation mode after 2000 hours".

8. Communications

Radio frequencies and contact info (often references ICS-205). Include primary, alternate, contingency, and emergency (PACE) channels.

1. Incident Name

The designated name for this incident.

2. Date/Time Prepared

When this communications plan was created.

3. Operational Period

The time period this plan covers.

Each row in the table represents a radio channel:

Zone/Group

Logical grouping (e.g., "Command", "Tactical", "Logistics", "Amateur Radio").

Channel #

Channel number for programmed radios (e.g., "Ch 1", "Ch 5").

Function

What this channel is used for (e.g., "ARPSC Net", "Shelter Ops", "EOC to Field", "Winlink").

Channel Name/Talkgroup

Descriptive name (e.g., "MACOMB ARPSC", "SKYWARN", "SIMPLEX 1").

Assignment

Who uses this channel (e.g., "All Units", "Command Staff", "Field Teams").

RX Freq

Receive frequency in MHz (e.g., "147.200").

RX Tone/NAC

CTCSS/DCS tone for receive or P25 NAC (e.g., "100.0 Hz", "CSQ").

TX Freq

Transmit frequency in MHz. Same as RX for simplex, offset for repeaters.

TX Tone/NAC

CTCSS/DCS tone for transmit.

Mode

Analog (A), Digital (D), or Mixed (M). For amateur: FM, SSB, etc.

Remarks

Notes like "Primary", "Backup", "Night only", "Low power".

Sample entries for an ARPSC deployment:

4. Special Instructions

Important communications procedures:

• Net schedules and check-in times
• Use of tactical callsigns vs. FCC callsigns
• Priority message handling procedures
• Interoperability channels with public safety
• Emergency/distress frequency

Each row lists one person's contact information:

ICS Position/Assignment

Role in ICS structure (e.g., "Communications Unit Leader", "Shelter Radio Operator").

Name

Person's name and callsign for amateur operators.

Phone #

Cell phone or landline number.

Pager/Other

Pager, satellite phone, or other contact method.

Email/Winlink

Email address and/or Winlink address (callsign@winlink.org).

The card is a condensed version of ICS-205, designed to fit in a pocket:

Incident Name

Short incident name for identification.

Channel/Freq

Channel number and frequency in MHz.

Function

What the channel is used for (Command, Tactical, etc.).

Tone/Code

CTCSS tone or DCS code.

Assignment

Who uses this channel.

• Print on card stock or laminate for durability
• Keep one in your go-kit, one in your vehicle
• Update and reprint each operational period
• Include essential frequencies only (8-12 max)
• Add QR code linking to full ICS-205 if possible

Name

Aid station identifier (e.g., "Aid Station Alpha", "Base Camp Medical").

Location

Physical address or grid reference.

Contact #

Radio frequency or phone number.

Paramedics on Site?

Yes/No - indicates level of care available.

Ambulance Service

Name and contact for ambulance transport.

Air Medical

Helicopter/air ambulance service and LZ locations.

Ground Ambulance

Primary ground transport service and staging area.

List hospitals with:

• Name - Hospital name
• Address - Street address
• Travel Time - Approximate time from incident
• Phone - ER contact number
• Capabilities - Trauma level, burn center, pediatric, etc.
• Helipad? - Yes/No for air transport

Medical Emergency

Steps to take: Call 911, notify supervisor, radio procedures for medical emergencies.

Special Procedures

Any incident-specific medical protocols (e.g., hazmat exposure, heat illness).

Document known hazards and safety concerns:

• Downed power lines and electrical hazards
• Structural instability/collapse risk
• Hazardous materials present
• Traffic hazards and road conditions
• Weather-related dangers (lightning, flooding, heat)
• Wildlife or environmental hazards

Safety messages for all personnel. For amateur radio operators:

• "Never approach downed power lines - assume all are energized"
• "Use proper lifting techniques with heavy radio equipment"
• "RF safety - maintain distance from transmitting antennas"
• "Stay hydrated - take regular breaks"
• "Use vehicle hazard lights when operating from roadside"

PPE Required

Personal protective equipment needed (safety vest, hard hat, etc.).

Work/Rest

Required rest periods (e.g., "15 min break every 2 hours").

Buddy System

Whether personnel must work in pairs.

Resource ID

Callsign or unit identifier (e.g., "W8ABC", "Radio Unit 5").

New Status

• Assigned - Currently working on assignment
• Available - Ready for assignment
• Out of Service - Not available (meal break, mechanical, etc.)
• En Route - Traveling to assignment

Date/Time

When the status change occurred.

Comments

Additional info (e.g., "Equipment repair", "Relocating to Shelter 2").

1. Incident Name

Name of the incident.

2. To (Name/Position)

Recipient name and ICS position (e.g., "John Smith, Communications Unit Leader").

3. From (Name/Position)

Sender name and ICS position.

4. Subject

Brief description of message content.

5. Date

Date message was created.

6. Time

Time message was created (use 24-hour format).

7. Message

The actual message content. Be clear and concise:

• State the facts - who, what, when, where
• Use complete sentences
• Avoid jargon that recipients may not understand
• Number paragraphs if multiple topics

8. Approved

Signature of approving authority if required.

9. Reply

Response to the message (filled in by recipient).

10. Replied By

Name/position of person replying.

11. Date/Time

When reply was sent.

Bottom section for radio operator use:

Transmitted By

Callsign of station that sent the message.

Date/Time

When transmitted.

Received By

Callsign of receiving station.

Date/Time

When received.

1. Incident Name

Name of the incident.

2. Operational Period

Date/time range this log covers.

3. Name/ICS Position

Name and position of person/unit keeping this log.

4. Home Agency

Organization (e.g., "Macomb County ARPSC").

List all personnel assigned to this unit:

• Name - Full name and callsign
• ICS Position - Role for this operational period
• Home Base - Normal assignment/agency

For each notable activity, record:

Time

When the activity occurred (24-hour format).

Notable Activities

Description of what happened. Examples:

• "0730 - Established radio contact with EOC on 147.200"
• "0845 - Received ICS-213 from Shelter 3, relayed to Planning"
• "1030 - Power outage at this location, switched to battery"
• "1215 - Relieved by W8XYZ for meal break"

Name

Your full name and callsign.

ICS Position

Your role during this operational period.

Home Agency

Your organization (e.g., "Macomb County ARPSC").

Assignment

Where you're working (e.g., "Shelter #3 Radio Operator").

Record your activities throughout your shift:

• When you arrived/departed
• Equipment setup and testing
• Messages sent and received
• Significant contacts or events
• Breaks and relief periods
• Any issues or problems encountered

For each Division/Group/Work Assignment, identify:

Division or Group

The unit being analyzed (e.g., "Amateur Radio Group").

Hazards

Specific hazards present:

• Electrical (downed lines, generator use)
• Traffic/vehicle
• Weather exposure
• Structural hazards
• RF exposure from antennas

Mitigations

Actions to reduce risk (PPE, procedures, training).

List all available radio resources:

Agency

Organization providing the resource (e.g., "ARPSC").

Radio Type

Description (e.g., "VHF Mobile", "HF Base", "UHF HT").

Quantity

Number of units available.

Frequencies

Bands/frequencies the equipment can use.

Special Capabilities

Digital modes, encryption capability, cross-band repeat, etc.

Repeaters

Available repeaters, frequencies, coverage area, and status.

Winlink Nodes

RMS stations accessible (Packet, VARA FM, VARA HF).

Other

APRS digipeaters, DMR/Fusion repeaters, linking systems.

Operators

Number of trained operators available.

Technicians

Personnel with equipment repair/setup skills.

Specialties

Winlink, HF, digital modes, antenna deployment, etc.

Address/Location

Specific address or intersection. Include city and ZIP code.

GPS Coordinates

Latitude/Longitude if available (from phone GPS).

Area Description

Neighborhood, subdivision, or landmark reference.

Classify damage by type and severity:

Destroyed

Structure is uninhabitable and not repairable (70%+ damage).

Major Damage

Significant structural damage, uninhabitable but repairable (26-70% damage).

Minor Damage

Habitable but has damage requiring repair (1-25% damage).

Affected

Minimal damage, cosmetic issues only.

Count structures by type:

• Single Family Homes - Detached residential
• Multi-Family - Apartments, condos, duplexes
• Mobile Homes - Manufactured housing
• Commercial - Businesses, retail
• Public Buildings - Schools, government
• Infrastructure - Roads, bridges, utilities

Injuries/Fatalities

Number of confirmed injuries or deaths (if known).

Evacuations

Number of people displaced or evacuated.

Utility Outages

Power, gas, water, communications affected.

Road Blockages

Roads closed, debris blocking access.

Incident Name

Official incident name.

Report Period

Time period this report covers.

Current Status

Brief summary: What's happening now? What has changed since last report?

Weather Conditions

Current weather and forecast impact.

Actions Taken

What has been done during this period.

Resources Deployed

Personnel, equipment, agencies involved.

Resources Needed

Additional resources requested.

Next Steps

Planned actions for next operational period.

Net Name

Name of the net (e.g., "ARPSC Emergency Net", "Macomb County SKYWARN").

Date

Date of the net.

Net Control

Callsign and name of NCS operator.

Frequency

Primary frequency/repeater used.

Net Open

Time the net was opened.

Net Close

Time the net was closed.

For each check-in, record:

Time

When the station checked in.

Callsign

Station's FCC callsign.

Name

Operator's name.

Location

City/assignment location.

Traffic

Does the station have traffic? Priority level?

For each message/traffic passed:

Time

When traffic was handled.

From

Originating station.

To

Receiving station.

Type

Type of traffic (ICS-213, FSR, Welfare, etc.).

Summary

Brief description of the traffic.

Summary statistics at net close:

• Total check-ins
• Total pieces of traffic handled
• Net duration (hours/minutes)
• Alternate NCS (if applicable)
• Notes on conditions (propagation, interference, etc.)

Facility Name

Hospital or blood bank name.

Report Date/Time

When this report was prepared.

Contact

Name and phone of person providing information.

Report availability by product type and blood type (A, B, AB, O, Rh +/-):

• Packed Red Blood Cells (PRBCs) - Units available by type
• Fresh Frozen Plasma (FFP) - Units available by type
• Platelets - Units available
• Cryoprecipitate - Units available
• Whole Blood - Units available (if applicable)

Indicate status: Adequate, Low, Critical, or Out

Critical Shortages

Which blood types/products are critically low.

Expected Demand

Anticipated needs for next 24-48 hours.

Request

Specific units/types needed from regional blood bank.

Report bed availability for each category:

ICU/Critical Care

Intensive care unit beds available.

Med/Surg

General medical/surgical beds available.

Pediatric

Pediatric beds available.

Pediatric ICU

Pediatric intensive care beds available.

Burn Unit

Burn care beds available.

Psychiatric

Psychiatric/behavioral health beds available.

Negative Pressure

Isolation rooms with negative pressure available.

For each bed type, report:

• Total Staffed Beds - Beds that can be staffed
• Currently Occupied - Beds with patients
• Available - Beds ready to receive patients
• Surge Capacity - Additional beds that could be activated

Facility Name

Hospital name.

Report Date/Time

When this status report was prepared.

Contact

Hospital emergency coordinator name and phone.

ED Status

Emergency Department status: Open, Divert, Closed.

Trauma Status

Accepting trauma patients? Level capability?

OR Status

Operating rooms available? How many?

Lab/Imaging

Laboratory and imaging services operational?

Power

Commercial power, Generator, or Both. Generator fuel level?

Water

Water service status. Boil order in effect?

Communications

Phone, internet, radio communications status.

HVAC

Heating/cooling systems operational?

Staffing Level

Adequate, Limited, or Critical.

Critical Shortages

Specific staff shortages (nurses, physicians, respiratory, etc.).

Staff Issues

Transportation issues, safety concerns, etc.

Patient ID/Tag #

Triage tag number or system-assigned ID.

Name

Patient name if known, or "Unknown" with description.

Age/DOB

Age or date of birth if known.

Gender

Patient gender.

RED

Immediate - Life-threatening, requires immediate intervention.

YELLOW

Delayed - Serious but can wait for treatment.

GREEN

Minor - Walking wounded, minimal treatment needed.

BLACK

Expectant/Deceased - Not expected to survive.

Current Location

Where the patient is now (treatment area, staging, etc.).

Destination

Hospital or facility patient is being transported to.

Transport Unit

Ambulance or transport unit number.

Departure Time

Time patient left scene/treatment area.

Incident Type

Nature of medical incident (MCI, HAZMAT exposure, disease outbreak, etc.).

Location

Address/coordinates where incident occurred.

Date/Time

When incident occurred or was reported.

Reporting Party

Who reported this information.

Critical/Immediate

Number of patients requiring immediate, life-saving intervention.

Serious/Delayed

Number of patients with serious injuries that can wait.

Minor/Walking

Number of patients with minor injuries.

Fatalities

Confirmed deceased.

Total

Total number of patients.

EMS Units

Number and type of EMS units on scene.

Hospitals Receiving

Which hospitals are receiving patients.

Triage Established

Has triage area been set up? Location?

Additional Resources

Resources requested or needed.