United States

Department of

Agriculture

Animal and

Plant Health

Inspection

Service

Plant Protection and 

Quarantine

Emergency Response 

Manual
The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and 

activities on the basis of race, color, national origin, age, disability, and where applicable, sex, 

marital status, familial status, parental status, religion, sexual orientation, genetic information, 

political beliefs, reprisal, or because all or part of any individuals income is derived from any 

public assistance program. (Not all prohibited bases apply to all programs). Persons with 

disabilities who require alternative means for communication o program information (Braille, 

large print, audiotape, etc.) should contact USDA TARGET Center at (202) 720-2600 (voice 

and TDD). To file a complaint of discrimination, write to USDA, Director, Office of Civil Rights, 

1400 Independence Avenue, SW., Washington, DC 20250-9410, or call (800) 795-3272 

(voice) or (202) 720-6382 (TDD). USDA is an equal opportunity provider and employer.

This publication reports research involving pesticides. All uses of pesticides must be 

registered by appropriate State and/or Federal agencies before they can be recommended.

CAUTION: Pesticides can be injurious to humans, domestic animals, desirable plants, and 

fish or other wildlife—if they are not handled or applied properly. Use all pesticides selectively 

and carefully. Follow recommended practices for the disposal of surplus pesticides and 

pesticide containers.

The Emergency Response Manual 11/2010-1 replaces the Emergency Planning Manual, 2nd 

Edition, February, 2002.
11/2010-1 Emergency Response Manual iii

Emergency and Domestic Programs

Emergency Response 

Manual

Contents 1

Contents iii

Figures ix

Tables xi

Introduction 1-1

Contents 1-1

Purpose 1-2

Users 1-3

Scope 1-3

How to Use the Manual 1-4

Conventions 1-4

Authorities and Enabling Legislation 1-6

Related Documents 1-15

Administrative Guidelines for Emergency Programs 1-19

Reporting Problems With the Manual 1-21

Overview 2-1

Contents 2-1

Introduction 2-2

Why PPQ Has These Procedures 2-2

PPQs Role in Protecting U.S. Plant Health 2-2

Plant Health Decision Framework 2-4

Detection 2-4

Evaluation 2-6

Standardized Identification and Communication 2-12

Establishing Data Management 2-13

Regulatory Response to Plant Health Incidents 2-14

Environmental Compliance and Documentation 2-17

Control Options 2-17

Eradication, Deregulation, and Program Establishment 2-19

After Action Review 2-19

National and Regional Staff 3-1

Contents 3-1

Introduction 3-1

Organization 3-1

Responsibilities 3-4

Incident Command System 4-1

Contents 4-1

Introduction 4-1
Contents

iv Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

History 4-1

Organization 4-2

Command Structure 4-4

Command Staff 4-6

General Staff 4-8

Incident Action Plan 4-10

Incident Commander 5-1

Contents 5-1

Introduction 5-1

Organization 5-1

Selection 5-1

Roles 5-2

Responsibilities 5-2

Section Chiefs 5-4

State Support 5-4

Public Information Officer 6-1

Contents 6-1

Introduction 6-1

Organization 6-1

Roles 6-1

Responsibilities 6-2

Media and Other Communication 6-3

Tips for Positive Communication 6-5

Liaison Officer 7-1

Contents 7-1

Introduction 7-1

Organization 7-1

Roles 7-1

Responsibilities 7-1

Technical Working Group Liaison Officer 8-1

Contents 8-1

Introduction 8-1

Organization 8-1

Roles 8-1

Responsibilities 8-1

Safety Officer 9-1

Contents 9-1

Introduction 9-1

Organization 9-1

Roles 9-2

Responsibilities 9-2

Gathering Information 9-2

Safety Regulations 9-3

Safety Officer Kit 9-4
Contents

11/2010-1 Emergency Response Manual v

Emergency and Domestic Programs

Hazard Identification 9-4

Staff Management 9-6

Incident Objectives 9-6

Agency Documentation 9-8

Incident Safety Action Plan 9-9

Intelligence and Investigation Officer 10-1

Contents 10-1

Introduction 10-1

Organization 10-1

Roles 10-1

Responsibilities 10-2

Plant Protection and Quarantine 10-2

Investigative and Enforcement Services 10-3

Planning Chief 11-1

Contents 11-1

Introduction 11-1

Organization 11-1

Roles 11-2

Responsibilities 11-2

Unit Leaders 11-3

Data Management 11-4

Operations Chief 12-1

Contents 12-1

Introduction 12-1

Organization 12-1

Roles 12-1

Responsibilities 12-2

Logistics Chief 13-1

Contents 13-1

Introduction 13-1

Organization 13-1

Roles 13-2

Responsibilities 13-2

Logistics Units 13-3

Finance and Administration Chief 14-1

Contents 14-1

Introduction 14-1

Organization 14-1

Roles 14-2

Responsibilities 14-2

Emergency Eradication 14-4

Unforeseen and Unpredictable Programs 14-5

Program Costs 14-5
Contents

vi Emergency Response Manual 11/2010-1

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Operational Planning for Incident Commanders 15-1

Contents 15-1

Introduction 15-1

Delegation of Authority 15-1

Operational Period 15-3

Incident Command System Operational Planning Process 15-3

Resource Ordering and Status System 15-9

Glossary 1-1

Definitions, Terms, and Abbreviations 1-1

Appendix A A-1

Contents A-1

Introduction A-2

APHIS 29 A-3

APHIS 256-3 A-7

APHIS 256-4 A-13

APHIS 259-R A-19

APHIS 271-R A-22

APHIS 515-R A-29

CA-1 A-31

CA-2 A-37

Incident Action Plan A-44

ICS 201 A-45

ICS 202 A-50

ICS 203 A-52

ICS 204 A-54

ICS 205 A-56

ICS 206 A-58

ICS 209 A-60

ICS 214 A-64

ICS 215A A-66

ICS 216 A-68

ICS 217 A-70

ICS 220 A-72

ICS 223 A-75

ICS 223-5 A-77

ICS 309 A-78

PPQ 301 A-80

PPQ 391 A-83

PPQ 523 A-88

PPQ 540 A-90

MRP 65 A-92

MRP 125-R A-94

SF 91 A-96
Contents

11/2010-1 Emergency Response Manual vii

Emergency and Domestic Programs

Appendix B B-1

Contents B-1

Introduction B-1

Emergency Support Function #11 B-1

All Hazards Management B-2

Activation B-2

Coordination B-3

Incident Management Assistance Team B-3

Appendix C C-1

Contents C-1

Introduction C-1

Plant Health Information System C-1

Geographic Information System C-2

Appendix D D-1

Contents D-1

National Identification Services D-1

Procedure for New Pest Detection Initiating a Potential Response D-2

Shipping D-4

Taxonomic Authority D-4

Identification Confirmations of Pests from New Areas D-4

Sorting and Screening of Samples D-5

Setting Up a Local Identification Center for an Emergency Response D-5

Appendix E E-1

Contents E-1

Authority E-1

Labeling E-2

Appendix F F-1

Contents F-1

Emergency Action Notification F-1

Cost Recovery F-1

Violations F-2

Appendix G G-1

Contents G-1

Overview G-1

National Environmental Policy Act G-2

Endangered Species Act G-2

Federal Insecticide, Fungicide, and Rodenticide Act G-3

Other Laws G-3

Environmental Monitoring G-4

Appendix H H-1

Contents H-1

Introduction H-1

Topics for Orientation Packages H-1

Index I-1
Contents

viii Emergency Response Manual 11/2010-1

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11/2010-1 Emergency Response Manual ix

Emergency and Domestic Programs

Emergency Response 

Manual

Figures 1

Figure 3-1 Organization of National and Regional Staff Supporting a Plant 

Health Emergency 3-3

Figure 4-1 Organization of PPQ Command Staff and General Staff 

Responding to a Plant Health Emergency 4-3

Figure 4-2 Organization of PPQ Command Staff 4-8

Figure 4-3 Organizational Structure of General Staff 4-9

Figure 15-1 Graphic Illustration of ICS Operational Planning P (Adapted from 

U.S. Coast Guard, U.S. Department of Homeland Security) 15-4

Figure A-1 Example of APHIS Form 29, Occupational Medical Monitoring 

Program, Occupational Exposures, page 1 A-3

Figure A-2 Example of APHIS Form 29, Occupational Medical Monitoring 

Program, Occupational Exposures, page 2 A-4

Figure A-3 Example of APHIS Form 256-3, Safety Inspection Checklist 

(Laboratories), page 1 A-7

Figure A-4 Example of APHIS Form 256-3, Safety Inspection Checklist 

(Laboratories), page 2 A-8

Figure A-5 Example of APHIS Form 256-3, Safety Inspection Checklist 

(Laboratories), page 3 A-9

Figure A-6 Example of APHIS Form 256-3, Safety Inspection Checklist 

(Laboratories), page 4 A-10

Figure A-7 Example of APHIS Form 256-4, Safety Inspection Checklist 

(Machine/Workshop), page 1 A-13

Figure A-8 Example of APHIS Form 256-4, Safety Inspection Checklist 

(Machine/Workshop), page 2 A-14

Figure A-9 Example of APHIS Form 256-4, Safety Inspection Checklist 

(Machine/Workshop), page 3 A-15

Figure A-10 Example of APHIS Form 256-4, Safety Inspection Checklist 

(Machine/Workshop), page 4 A-16

Figure A-11 Example of APHIS Form 259-R, Workplace Incident Report 

A-19

Figure A-12 Example of APHIS Form 271-R, Facility Security Profile, page 1 

A-22

Figure A-13 Example of APHIS Form 271-R, Facility Security Profile, page 2 

A-23

Figure A-14 Example of APHIS Form 271-R, Facility Security Profile, page 3 

A-24

Figure A-15 Example of APHIS Form 271-R, Facility Security Profile, page 4 

A-25

Figure A-16 Example of APHIS Form 515-R, Incident Report A-29
Figures

x Emergency Response Manual 11/2010-1

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Figure A-17 Example of CA-1, Federal Employee's Notice of Traumatic Injury 

and Claim for Continuation of Pay/Compensation, page 1 A-31

Figure A-18 Example of CA-1, Federal Employee's Notice of Traumatic Injury 

and Claim for Continuation of Pay/Compensation, page 2 A-32

Figure A-19 Example of CA-2, Notice of Occupational Disease U. S. 

Department of Labor and Claim for Compensation, page 1 A-37

Figure A-20 Example of CA-2, Notice of Occupational Disease U. S. 

Department of Labor and Claim for Compensation, page 2 A-38

Figure A-21 Example of ICS Form 201, Incident Briefing, page 1 A-45

Figure A-22 Example of ICS Form 201, Incident Briefing, page 2 A-46

Figure A-23 Example of ICS Form 201, Incident Briefing, page 3 A-47

Figure A-24 Example of ICS Form 201, Incident Briefing, page 4 A-48

Figure A-25 Example of ICS Form 202, Incident Objectives A-50

Figure A-26 Example of ICS Form 203, Organization Assignment List A-52

Figure A-27 Example of ICS Form 204, Assignment List A-54

Figure A-28 Example of ICS Form 205, Incident Radio Communications Plan 

A-56

Figure A-29 Example of ICS Form 206, Medical Plan A-58

Figure A-30 Example of ICS Form 209 (FS-5100-11), Incident Status 

Summary A-60

Figure A-31 Example ICS Form 214, Unit Log A-64

Figure A-32 Example of ICS Form 215A, Incident Action Plan Safety and Risk 

Analysis Form A-66

Figure A-33 Example of ICS Form 216, Radio Requirements Worksheet 

A-68

Figure A-34 Example of ICS Form 217, Radio Frequency Assignment 

Worksheet A-70

Figure A-35 Example of ICS Form 220, Air Operations Summary A-72

Figure A-36 Example of ICS Form 223, Incident Action Plan Health and 

Safety Message A-75

Figure A-37 Example of ICS Form 309, Communications Log A-78

Figure A-38 Example of Remedial Measures Billing, PPQ Form 301-R A-80

Figure A-39 Example of PPQ Form 391, Specimens For Determination, page 

1 A-83

Figure A-40 Example Of PPQ Form 391, Specimens for Determination, page 

2 A-84

FIGURE A-1 Example of Emergency Action Notification, PPQ 523 A-88

Figure A-41 Example of Federal Certificate, PPQ Form 540 A-90

Figure A-42 Example of MRP Form 65, Annual Vehicle Inspection A-92

Figure A-43 Example of Defensive Driver Training Log, MRP 125-R A-94

Figure A-44 Example of Motor Vehicle Accident Report, SF 91, page 1 A-96

Figure A-45 Example of Motor Vehicle Accident Report, SF 91, page 2 A-97

Figure A-46 Example of Motor Vehicle Accident Report, SF 91, page 3 A-98

Figure A-47 Example of Motor Vehicle Accident Report, SF 91, page 4 A-99
11/2010-1 Emergency Response Manual xi

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Emergency Response 

Manual

Tables 1

Table 1-1 How to Use Decision Tables 1-5

Table 1-2 Where to Report Problems with the Emergency Response Manual 

1-21

Table 9-1 Examples of Actions Taken to Prevent a Hazard from Causing Harm 

9-6

Table A-1 Instructions for Completing APHIS Form 29 A-6

Table A-2 Instructions for Completing APHIS Form 256-3 A-12

Table A-3 Instructions for Completing APHIS Form 256-4 A-18

Table A-4 Instructions for Completing APHIS Form 259-R A-21

Table A-5 Instructions for Completing APHIS Form 271-R A-27

Table A-6 Instructions for Completing APHIS Form 515-R A-30

Table A-7 Instructions for Completing Form CA-1 A-34

Table A-8 Instructions for Completing Form CA-2 A-42

Table A-9 Instructions for Completing ICS Form 201 A-49

Table A-10 Instructions for Completing ICS Form 202 A-51

Table A-11 Instructions for Completing ICS Form 203 A-53

Table A-12 Instructions for Completing ICS Form 204 A-55

Table A-13 Instructions for Completing ICS Form 205 A-57

Table A-14 Instructions for Completing ICS Form 206 A-59

Table A-15 Instructions for Completing ICS Form 209 A-62

Table A-16 Instructions for Completing ICS Form 214 A-65

Table A-17 Instructions for Completing ICS Form 215a A-67

Table A-18 Instructions for Completing ICS Form 216 A-69

Table A-19 Instructions for Completing ICS Form 217 A-71

Table A-20 Instructions for Completing ICS Form 220 A-74

Table A-21 Instructions for Completing ICS Form 223 A-76

Table A-22 Instructions for Completing ICS Form 309 A-79

Table A-23 Instructions for Completing PPQ Form 301-R A-81
Tables

xii Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Table A-24 Instructions for Completing PPQ Form 391, Specimens for 

Determination A-86

Table A-25 Instructions for Completing SF Form 91, Motor Vehicle Accident 

Report A-101
11/2010-1 Emergency Response Manual 1-1

Emergency and Domestic Programs

Emergency Response 

Manual

1 Introduction 1

Contents

Purpose 1-2

Users 1-3

Scope 1-3

 What the Manual Covers page 1-3

 What the Manual Does Not Cover page 1-4

How to Use the Manual 1-4

Conventions 1-4

 Addresses page 1-4

 Lists page 1-4

 Change Bar page 1-5

 Contents page 1-5

 Control Data page 1-5

 Decision Tables page 1-5

 Footnotes page 1-5

 Heading Levels page 1-6

 Hypertext Links page 1-6

 Italics page 1-6

 Numbering Scheme page 1-6

 Transmittal Number page 1-6

Authorities and Enabling Legislation 1-6

 Plant Protection Act of 2000 page 1-7

 Cooperation with State Agencies page 1-10

 Homeland Security Presidential Directives page 1-10

 Agricultural Bioterrorism Protection Act page 1-11

 Federal Insecticide, Fungicide, and Rodenticide Act page 1-11

 Privacy Act page 1-11

 National Environmental Policy Act page 1-12

 Endangered Species Act page 1-12

 Occupational Safety and Health Act page 1-13

 Authorities for Safety Officers page 1-14

 State Laws page 1-14

Related Documents 1-15

 Emergency Management Framework page 1-15

 National Incident Management System page 1-16

 National Response Framework page 1-16

 Emergency Support Function #11 page 1-17

 State Emergency Plans page 1-17
Introduction

1-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

 New Pest Response Guidelines page 1-17

 Memorandum of Understanding page 1-18

 SPRO Letters page 1-18

 Federal Quarantine Order page 1-18

 Federal Register page 1-19

Administrative Guidelines for Emergency Programs 1-19

 Aerial Applications page 1-19

 Agreements Management page 1-20

 Contingency Funds page 1-20

 Environmental Monitoring page 1-20

 PPQ Treatment Manual page 1-20

 Radio Communication Management page 1-21

 Regulatory Decisionmaking page 1-21

Reporting Problems With the Manual 1-21

Purpose 

The United States Department of Agriculture–Animal and Plant Health 

Inspection Service–Plant Protection and Quarantine–Emergency and Domestic 

Programs (USDA–APHIS–PPQ–EDP) prepared the Emergency Response 

Manual as a field reference to help employees quickly find the information 

they need when responding to a plant health emergency.

Use the manual when following the Incident Command System (ICS) to 

manage a threat to U.S. agriculture and natural resources.

The manual provides the following guidance for responders to plant health 

emergencies in the United States and Territories:

◆ Descriptions of pertinent authorities

◆ Organizational guidelines for ICS that facilitate a quick response

◆ Directions for using ICS to develop and manage a response

◆ Instructions for assigning specific responsibilities to individuals

◆ Instructions for developing an Incident Action Plan

◆ Lists of necessary activities

◆ Summaries of responsibilities of PPQ Headquarters and Regional Staff 

levels related to providing support and services in the field
Introduction

11/2010-1 Emergency Response Manual 1-3

Emergency and Domestic Programs

Users

The manual is intended as a field reference for the following users in 

USDA–APHIS–PPQ who have been assigned responsibilities for a plant 

health emergency:

◆ Incident Commanders

◆ Command Staff and General Staff personnel

◆ Regional Directors and Program Managers

◆ Staff in Emergency and Domestic Programs

The manual is also intended as a field reference for the following State users:

◆ Cooperators

◆ Emergency programs for pests of State concern

The manual can also be used as a reference by other plant health workers when 

planning any response program that relies upon the Incident Command 

System.

Scope

What the Manual Covers

The manual is divided into the following numbered chapters:

 1. Introduction on page 1-1

 2. Overview on page 2-1

 3. National and Regional Staff on page 3-1

 4. Incident Command System on page 4-1

 5. Incident Commander on page 5-1

 6. Public Information Officer on page 6-1

 7. Liaison Officer on page 7-1

 8. Technical Working Group Liaison Officer on page 8-1

 9. Safety Officer on page 9-1

 10. Intelligence and Investigation Officer on page 10-1
Introduction

1-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

 11. Planning Chief on page 11-1

 12. Operations Chief on page 12-1

 13. Logistics Chief on page 13-1

 14. Finance and Administration Chief on page 14-1

 15. Operational Planning for Incident Commanders on page 15-1

The manual also includes a Glossary, Appendixes, and an Index.

What the Manual Does Not Cover

The manual is not intended to provide information on specific plant pests, 

programs, or emergency responses.

How to Use the Manual

The manual is a portable electronic document that is updated periodically. 

Download the current version of the manual from its source, and then use 

Adobe Reader® to view it on your computer screen. You can print the manual 

for convenience. However, links and navigational tools are only functional 

when the document is viewed in Adobe Reader®. Remember that printed 

copies of the guide are obsolete once a new version has been issued.

Conventions

Conventions are established by custom and are widely recognized and 

accepted. The major conventions used in the manual are described in this 

section.

Addresses

Find pertinent Web site addresses, street addresses, and telephone numbers in a 

shaded box at the end of each section. The shaded boxes were used to separate 

contact information from the rest of the text and make it easier to locate. 

Lists

Bulleted lists indicate that there is no order to the information listed. Numbered 

lists indicate the preferred order or sequence of the items in the list.

Address Address provides the name of the Web site, document, or contact person, 

and the URL.
Introduction

11/2010-1 Emergency Response Manual 1-5

Emergency and Domestic Programs

Change Bar

A vertical black change bar in the left margin is used to indicate a change in the 

manual. Change bars from the previous update are deleted when the chapter or 

appendix is revised.

Contents

Each chapter has a table of contents on the first page that lists the heading titles 

within.

Control Data

Control data is located at the top and bottom of each page to help manual users 

keep track of where they are in the manual and be aware of updates to specific 

chapters, sections, appendixes, etc., in the manual. At the top of each page is 

the chapter title and first-level heading for that page. At the bottom of each 

page is the transmittal number (month, year, number), title of the manual, page 

number, and unit responsible for content.

Decision Tables

Decision tables are used throughout the manual. The first and middle columns 

in each table represent conditions, and the last column represents the action to 

take after all conditions listed for that row are considered. Begin with the 

column headings and move left-to-right, and if the condition does not apply, 

then continue one row at a time until you find the condition that does apply.

Footnotes

Footnotes comment on or cite a reference to text and are referenced by number. 

The footnotes used in this manual include general text footnotes, figure 

footnotes, and table footnotes.

General text footnotes are located at the bottom of the page.

When space allows, figure and table footnotes are located directly below the 

associated figure or table. However, for multi-page tables or tables that cover 

the length of a page, footnote numbers and footnote text cannot be listed on the 

same page. If a table or figure continues beyond one page, the associated 

footnotes will appear on the page following the end of the figure or table.

Table 1-1 How to Use Decision Tables

If you: And if the condition applies: Then:

Read this column cell and 

row first

Continue in this cell TAKE the action listed in this 

cell

Find the previous condition 

did not apply, then read this 

column cell

Continue in this cell TAKE the action listed in this 

cell
Introduction

1-6 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Heading Levels

Within each chapter and section there can be four heading levels; each heading 

is green and is located within the middle and right side of the page. The 

first-level heading is indicated by a horizontal line across the page, and the 

heading follows directly below. The second-, third-, and fourth-level headings 

each have a font size smaller than the preceding heading level. The fourth-level 

heading runs in with the text that follows.

Hypertext Links

Figures, headings, and tables are cross-referenced in the body of the manual 

and are highlighted in boldface type. These appear in blue hypertext in the 

online manual.

Italics

The following items are italicized throughout the manual:

◆ Cross-references to headings and titles

◆ Names of publications

◆ Scientific names

Numbering Scheme

A two-level numbering scheme is used in the manual for pages, tables, and 

figures. The first number represents the chapter. The second number 

represented the page, table, or figure. This numbering scheme allows for 

identifying and updating. Dashes are used in page numbering to differentiate 

page numbers from decimal points.

Transmittal Number

The transmittal number contains the month, year, and a consecutively-issued 

number (beginning with -01 for the first edition and increasing consecutively 

for each update to the edition). The transmittal number is only changed when 

the specific chapter sections, appendixes, or glossary, tables, or index is 

updated. If no changes are made, then the transmittal number remains the 

unchanged. The transmittal number only changes for the entire manual when a 

new edition is issued or changes are made to the entire manual.

Authorities and Enabling Legislation

The authorities and legislation in this section enables or directly relates to PPQ 

emergency response.
Introduction

11/2010-1 Emergency Response Manual 1-7

Emergency and Domestic Programs

Plant Protection Act of 2000

The Plant Protection Act (PPA) (Title IV., Pub. L. 106-224, 114 stat. 438.7 

U.S.C. 7701-7772), and declarations of emergency made by the Secretary of 

Agriculture, provide the authorities that support emergency response. The PPA 

and emergency declarations, codified in Federal regulations, provide the 

foundation for flexible but effective programs for protecting the United States 

against exotic plant pests. USDA has broad authority to take appropriate 

actions against threatening pests and to promulgate or modify existing 

regulations whenever necessary.

This authority incorporates provisions of older statutes that were repealed, 

including the Federal Plant Pest Act, most of the Organic Act, most of the 

Federal Noxious Weed Act, and the Golden Nematode Act among others.

The PPA provides the authority to regulate the movement of plant pests and 

their carriers, into or through the United States; and to take emergency 

measures pending promulgation of quarantines and regulation.

As the PPA relates to emergency response programs, it provides the Secretary 

of Agriculture with authority to do the following:

◆ Establish or modify quarantines and regulations as necessary to carry out 

emergency programs against new plant pests that become established in 

the United States;

◆ Restrict and prohibit the entry and interstate movement of plants and 

plant products to prevent the entry and interstate spread of plant pests;

◆ Declare an extraordinary emergency when a new plant pest is present in 

the United States and that presence threatens the agriculture of the 

United States and State measures are determined inadequate;

◆ Cooperate with States, farmers, associations, and other countries of the 

Western Hemisphere, to carry out operations to control or eradicate pests 

which pose a significant economic hazard or that threaten the United 

States; and

◆ Prevent the introduction or spread of a plant pest or noxious weed.

The PPA provides the authority to take emergency action to seize, treat, or 

destroy articles or products related to plant pests new to or not known to be 

widely prevalent in the United States (7 U.S.C. 7714 Sec. 414).

The PPA also provides the authority for the Secretary of Agriculture to declare 

an extraordinary emergency (7 U.S.C. 7715 Sec. 415).

Authority to Enter or Access Private Properties
Introduction

1-8 Emergency Response Manual 11/2010-1

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PPQ inspectors do not have authority to enter upon private property without 

permission in the absence of a warrant. PPQ relies on the permission of 

landowners to allow inspectors to enter private properties to conduct activities 

related to surveys for pest or noxious weed species such as placing traps, visual 

surveys, or taking samples for analysis. If a warrant is necessary, it is under the 

authority of 7 U.S.C. 7731 Sec. 421(c). Consult with APHIS Investigative and 

Enforcement Services (IES) for more information and assistance.

Normally, when conducting surveys, PPQ inspectors act in concert with State 

inspectors to obtain landowner permission. Depending on the State, they may 

have special authorities to enter upon private property when permission is not 

granted. Even when entering upon private property under State authority, PPQ 

regulatory officials are acting as observers and under Federal authorities 

having not been delegated State authority. If a pest is found, it will be 

necessary to determine what action to take and under what authority action is 

taken. This will depend on the quarantine status of the pest, whether it is a 

Federal or State quarantine.

PPQ also has special additional authorities within a State when a Declaration 

of Extraordinary Emergency is made by the Secretary of Agriculture.

Authority to Hold Articles

If during surveys or other inspections activities a pest or noxious weed is found 

at a location, and it is new or not widely distributed in the United States, then 

PPQ has the authority to hold it and the articles that may harbor it from moving 

between States (7 U.S.C. 7714 Sec. 414(a)).

The actual prohibition of movement within the State is under the purview of 

State control, until a Federal quarantine is established.

Likewise, if an article that has moved interstate is infested by a pest or noxious 

weed, or is infested during movement, or is potentially infested, and the pest or 

noxious weed is new or not widely distributed, then PPQ has the authority to 

hold and prevent those articles from further interstate movement (7 U.S.C. 

7712 Sec. 412, (a)). Again, PPQ relies on State authority to prevent its 

movement within a State in the absence of a Federal quarantine. Articles are 

potentially infested if there is reason to believe they were associated with 

infested articles such that exposure implicated them with actual infested 

articles. The same authorities above also apply to the progeny of a plant or 

plant product, pest, or noxious weed.

Authority to Take Action

Address APHIS–Investigative and Enforcement Services

http://www.aphis.usda.gov/ies/index.shtml
Introduction

11/2010-1 Emergency Response Manual 1-9

Emergency and Domestic Programs

The same authorities listed above are extended to hold, treat, or destroy as 

necessary to eliminate and prevent the dissemination of the pest (7 U.S.C. Sec. 

414). This includes additional remedial actions that must be taken to prevent 

the dissemination of a pest or noxious weed if the owner fails to comply with 

PPQ actions listed on an Emergency Action Notification.

Least Restrictive Action

If there is a less restrictive action that can be taken to prevent the dissemination 

of a pest or noxious weed, and it is feasible and adequate, then those actions 

must be taken into consideration.

Establishment of Quarantine Regulations

If a new pest, or a not widely distributed pest, is found in an area and PPQ 

makes a decision to impose regulations to contain and/or eradicate the pest, 

PPQ may impose a Federal quarantine regulation. Normally, the State enacts a 

quarantine that is parallel to the Federal quarantine. In situations where Federal 

regulation is necessary to quickly contain a pest or establish a quarantine area a 

Federal Order may be issued notifying States, industry, trading partners and the 

public of quarantine actions. This is concurrent with the development and 

clearance of Interim Rules which are effective upon publication in the Federal 

Register.

Declaration of Emergency

When it is necessary to secure funding beyond what is available in contingency 

funds for an emergency, a Declaration of Emergency is issued by the Secretary 

to request a transfer of Commodity Credit Corporations (CCC) or other USDA 

funds to the APHIS for a specific PPQ program activity. The Declaration may 

be issued in conjunction with regulations (for example, an interim or proposed 

rule to contain a plant pest or disease).

Declaration of Extraordinary Emergency

A Declaration of Extraordinary Emergency is issued by the Secretary and 

provides PPQ with authority to conduct survey and eradication measures. The 

Declaration also provides PPQ with authority to control movement of 

regulated articles within a State and/or to pay additional program costs and 

compensation through a transfer of funds from the Commodity Credit 

Corporation (CCC). It also gives PPQ authority to quarantine an entire State in 

the absence of parallel State quarantine regulations or to quarantine part of a 

State. A Declaration of Extraordinary Emergency is undertaken by the 

Secretary only after review and consultation with the Governor of the State or 

appropriate State official with the finding that the measures the State is taking 

are not adequate to eradicate the pest or noxious weed.
Introduction

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The steps necessary before a Declaration of Extraordinary Emergency include 

a regulatory work plan prepared by the PPQ headquarters staff, a docket for 

publication in the Federal Register prepared by the Regulatory Analysis and 

Development staff, and an economic analysis conducted by the Policy 

Analysis and Development staff. The transfer of CCC or other USDA funds 

(Declaration of Emergency) and Declaration of Extraordinary Emergency are 

usually announced in separate Federal Register notices. If necessary, 

subsequent Federal Register notices are used to publish interim, proposed, 

and/or final rule.

Compensation

In some emergency programs, growers are compensated for losses incurred 

from control or regulatory measures carried out to eradicate a pest. 

Compensation is not guaranteed or appropriate for all emergency programs, 

but is usually included in order to better gain the cooperation of those directly 

affected by regulatory actions taken to control a pest. Individuals suffering 

financial loss can be eligible for compensation only if certain conditions are 

met and a regulatory mechanism is in place.

Compensation may be paid as the result of a Declaration of Extraordinary 

Emergency or by a special appropriation from Congress. Special 

appropriations also require publication of a Federal Register Notice. States 

may also share in funding compensation by their own appropriations. These 

funds may be included in the package of information developed by APHIS for 

review and approval by the Secretary and the Office of Management and 

Budget.

Cooperation with State Agencies

The Cooperation with State Agencies in the Administration and Enforcement 

of Certain Federal Laws Act, provides for the cooperation with State Agencies 

in administering and enforcing Federal laws and regulations relating to the 

marketing of agricultural products and the control or eradication of plant and 

animal diseases and pests.

Homeland Security Presidential Directives

Presidential Directives are a form of executive order issued by the President of 

the United States. On October 29, 2001, President George W. Bush issued the 

first Homeland Security Presidential Directives (HSPD). HSPDs are issued by 

the President with the advice and consent of the President’s Homeland 

Security Council to record and communicate presidential decisions about the 

homeland security policies of the United States. Seven of the HSPDs have 

bearing on APHIS activities by enhancing the protection agricultural 

infrastructure:
Introduction

11/2010-1 Emergency Response Manual 1-11

Emergency and Domestic Programs

◆ HSPD #5–Management of Domestic Incidents

◆ HSPD #7–Critical Infrastructure Identification, Prioritization, and 

Protection

◆ HSPD #8–National Preparedness

◆ HSPD #9–Defense of U.S. Agriculture and Food

◆ HSPD #10–Biodefense for the 21st Century

◆ HSPD #11–Comprehensive Terrorist-Related Screening Procedures

◆ HSPD #12–Identification Standards for Federal Employees and 

Contractors

Agricultural Bioterrorism Protection Act

Federal regulation on the Agricultural Bioterrorism Protection Act of 2002 (7 

CFR 331) specifies requirements for possession, use, and transfer of organisms 

listed as select agents and toxins. Any emergency program for an organism 

listed as a select agent has certain requirements and stipulations that must be 

followed for diagnostic laboratories handling the agents and in disposal of 

material infected or potentially infected with a select agent. For more 

guidance, go to the Select Agent Web site.

Federal Insecticide, Fungicide, and Rodenticide Act

The Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) provides the 

basis for the regulation, sale, distribution, and use of pesticides in the United 

States.

Privacy Act

The purpose of the Privacy Act of 1974 (5 U.S.C. 552a) is to place limitations 

on the collection, use, and dissemination of personally identifiable information 

by Federal agencies. During PPQ emergency responses, it is important that 

personal or business information collected be protected according to the 

Privacy Act. All PPQ maintained databases and data collection systems must 

maintain a system of records in accordance with the Act.

The Freedom of Information (FOI) staff manages all agency activities in 

carrying out the Privacy Act. The staff receives and analyzes requests for 

records maintained in Privacy Act systems of records. The staff assists APHIS 

Programs during the development phase of Privacy Act record systems by 

Address APHIS–Agricultural Select Agent Program

http://www.aphis.usda.gov/programs/ag_selectagent/

Address Federal Insecticide, Fungicide, and Rodenticide Act

http://www.epa.gov/pesticides/regulating/laws.htm
Introduction

1-12 Emergency Response Manual 11/2010-1

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insuring information included in the new/revised Privacy Act record systems 

are necessary, relevant, accurate, complete and timely. As needed, the FOI staff 

provides assistance and technical advice to system managers and other 

custodians of Privacy Act records.

For more guidance, visit the USDA or Privacy Act Web sites. 

National Environmental Policy Act

The National Environmental Policy Act (NEPA) (42 U.S.C. 4321) requires that 

Federal agencies consider in writing the potential adverse effects of their 

actions, which often requires public input. The exact nature of the 

documentation and public involvement is dictated by the potential for adverse 

effects and the significance of those effects. It is likely that most emergency 

responses will include actions that need up to 30 days of public comment prior 

to initiation of the action. As a result, it is imperative to involve Policy and 

Program Development–Environmental Services and PPQ–Environmental 

Compliance early in the planning process of a response so that the required 

public involvement can be put into place and not hinder the speed of the 

response.

Endangered Species Act

The Endangered Species Act of 1973 (ESA) (16 U.S.C. 1531-1544) requires 

that all Federal actions, including emergency responses, do not harm Federally 

protected threatened or endangered species. Before an action can begin, it must 

be determined if protected species are in the project area and if so, measures 

must be put in place to protect them from adverse effects of the action. Such 

work requires coordination with the U.S. Fish and Wildlife Service and/or the 

National Marine Fisheries Service.

Several methods are available to ensure compliance with ESA, but the exact 

one chosen is dictated by the nature of the emergency, proposed response, and 

the location. As soon as possible in the early stages of the response, Policy and 

Addresses Privacy Act

http://www.usdoj.gov/opcl/privacyact1974.htm

U.S. Department of Justice Freedom of Information Act

http://www.usdoj.gov/oip/

USDA Privacy Policy

http://www.usda.gov/news/privacy.htm

Address National Environmental Policy Act

http://www.aphis.usda.gov/regulations/compliance/

environmental_protection.shtml
Introduction

11/2010-1 Emergency Response Manual 1-13

Emergency and Domestic Programs

Program Development–Environmental Services and PPQ–Environmental 

Compliance play critical roles in providing the necessary guidance and in 

conducting the necessary analyses and developing the required documentation.

Occupational Safety and Health Act

The Occupational Safety and Health Act of 1970 (29 U.S.C. 668(a)) was 

passed to assure so far as possible every working man and woman in the 

Nation safe and healthful working conditions and to preserve our human 

resources.

The General Duty clause of the Act (General Health and Safety Section 5. (a)) 

states that each employer shall:

◆ Furnish to each of their employees employment and a place of 

employment which are free from recognized hazards that are causing or 

are likely to cause serous physical harm to their employees, and

◆ Comply with occupational health standards promulgated under this act.

The Act also states (General Health and Safety Section 5 (b)) that each 

employee shall comply with occupational safety and health standards and all 

rules, regulations, and orders issued pursuant to this act which are applicable to 

their own actions and conduct.

The regulations in the act apply to all aspects of an emergency incident as well. 

From the initial stages of the emergency response, to the final demobilization 

of personnel and equipment, the standards outlined in the Act help to assure all 

employees work in a safe and productive environment. Knowledge of 

Occupational Safety and Health Act regulations is key to a Safety Officers 

success in creating that environment. Though the regulations may help guide 

the Safety Officer in some areas, the Safety Officer should consult qualified 

APHIS personnel for guidance on subjects specific to the agency.

Hazard Communication Standard

The Hazard Communication Standard of the Occupational Safety and Health 

Act establishes uniform requirements to make sure that the hazards of all 

chemicals used in U.S. workplaces are evaluated, and the subsequent hazard 

information is transmitted to affected employers and exposed employees.

Address Endangered Species Act

http://www.aphis.usda.gov/regulations/compliance/

environmental_protection.shtml

Address Occupational Safety and Health Act

http://www.osha.gov/
Introduction

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All facilities of the incident where employees are exposed to hazardous 

chemicals must have a written plan that describes how the Hazard 

Communication Standard will be implemented in that facility. Consult the 

APHIS Safety and Health Manual for guidance when establishing a Hazard 

Communication Program. 

Authorities for Safety Officers

Refer to the APHIS Safety and Health Manual for guidance on agency safety, 

health, wellness, industrial hygiene, hazardous waste, and related issues of 

concern. The following authorities guide the APHIS–Safety, Health, and 

Wellness Program:

◆ Public Law 91-596, Occupational Safety and Health Act of 1970;

◆ Executive Order 12196, Occupational Safety and Health Programs for 

Federal Employees;

◆ 29 CFR Part 1960, Basic Program Elements for Federal Employee 

Occupational Safety and Health Programs and Related Matters;

◆ 5 U.S.C. Section 7901, Services to Employees;

◆ 5 CFR Part 792, Federal Employees' Health and Counseling Programs;

◆ 41 CFR Part 101-5, Physical Fitness Facilities; and

◆ APHIS Directive 1060.1, Controlling Environmental Pollution at 

Federal Facilities. 

State Laws

Federal authority extends to interstate movement until quarantine areas are 

established, so PPQ depends on State authorities for intrastate regulation of 

plants, plant products, and pests. A Declaration of Extraordinary Emergency 

may also have an effect on the scope various Federal and State regulatory 

activities. Emergency projects may be authorized and controlled by various 

State laws and regulations.

In Federal or State emergency projects, PPQ cooperates with the appropriate 

State regulatory agencies. In this case, the State cooperator will be responsible 

for contacts with political subdivisions within the State and may preempt the 

authority of subordinate political subdivisions. Immediate eradication 

activities, intrastate regulatory actions, and use of State right-of-entry access, 

are typical activities performed under State authority. State cooperation is 

essential to gain entry to private property. When permission is not granted, 

Address APHIS Safety and Health Manual

http://www.aphis.usda.gov/library/manuals/index.shtml

Address APHIS Safety and Health Manual

http://www.aphis.usda.gov/library/manuals/index.shtml
Introduction

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Emergency and Domestic Programs

Federal law does not authorize PPQ employees to enter upon private property 

unless a warrant is secured. State authorities to enter private property varies 

from State to State, and in most cases, PPQ acts in concert with a State, using 

their authority to enter private property to survey and enforce Federal 

regulations. See Authority to Enter or Access Private Properties on page 1-7

for related information.

PPQ and the State cooperating agency use a General Memorandum of 

Understanding to define areas of authority, responsibility, and cooperation.

For an emergency response program, incidents are normally managed as a 

Unified Command with the State Plant Health Director and State Plant 

Regulatory Official (SPRO) sharing the Incident Commander’s 

responsibilities. The SPRO can provide information on State authorities. A list 

of SPROs is available at the Web site of the National Plant Board.

It is important that personnel involved in using this authority know and can 

iterate the authority by which they have access to private property and other 

jurisdictional matters.

Related Documents

The following documents, directives, regulations, manuals, and memoranda 

relate to the manual. The documents provide rules that govern pest eradication 

and control activities. They also contain useful procedures and guidelines for a 

well-thought-out, consistent response to agriculture incidents of all kinds. 

Some of the documents also offer operational support for this manual.

Emergency Management Framework

The Plant Health Emergency Management Framework, prepared by 

PPQ–Emergency and Domestic Programs, describes various PPQ processes, as 

well as the roles of staff members during PPQ emergencies. Various aspects of 

prevention, preparedness, response, and recovery are described.

Address National Plant Board

http://www.nationalplantboard.org/member/index.html

Address Plant Health Emergency Management Framework

In progress.
Introduction

1-16 Emergency Response Manual 11/2010-1

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National Incident Management System

While most emergency situations are handled locally, major incidents may 

require help from other jurisdictions, States, or the Federal government. The 

National Incident Management System (NIMS) was developed so responders 

from different jurisdictions and disciplines can work together when responding 

to natural disasters, emergencies, and acts of terrorism.

The ability to conduct coordinated responses to large emergencies has taken on 

new importance as reflected in the Homeland Security Presidential Directive 

#5 (HSPD #5) issued February 28, 2003. This directive requires that all 

Federal departments and agencies adopt the NIMS in their domestic 

emergency management. NIMS is designed to provide consistent nationwide 

approach to Federal, State, and local governments to work effectively and 

efficiently together to prepare for, respond to, and recover from domestic 

incidents, regardless of cause, size, or complexity.

National Response Framework

The U.S. Department of Homeland Security National Response Framework

(NRF) establishes a comprehensive approach to enhance the ability of the 

United States to manage all types of domestic incidents. The incidents are 

referred to as all hazards incidents, and their management is referred to as all 

hazards management.

The NRF incorporates the best practices and procedures from incident 

management disciplines—homeland security, emergency management, law 

enforcement, fire fighting, public works, public health, responder and recovery 

worker health and safety, emergency medical services, and the private 

sector—and integrates them into a unified structure. It forms the basis of how 

the Federal government coordinates with State, local, and Tribal governments 

and the private sector during incidents. The National Response Framework

replaced the National Response Plan.

Address U.S. Department of Homeland Security–Federal Emergency Management 

Agency–National Incident Management System

http://www.fema.gov/emergency/nims/index.shtm

Address U.S. Department of Homeland Security–Federal Emergency Management 

Agency–National Response Framework

http://www.fema.gov/emergency/nrf/
Introduction

11/2010-1 Emergency Response Manual 1-17

Emergency and Domestic Programs

Emergency Support Function #11

Emergency Support Function #11–Agriculture and Natural Resources Annex

provides guidance for all USDA agencies during an emergency, including 

APHIS–PPQ. This Function includes plant health as well as nonplant health 

responses.

State Emergency Plans

PPQ encourages State departments of agriculture to develop their own plant 

health emergency response plans. These documents are useful in defining how 

the State will engage and communicate with Federal, other State, and local 

agencies in responding to an emergency. Guidelines for developing these plans 

are contained in the Standards for Plant Health Emergency Management 

Systems (USDA–APHIS–PPQ–Pest Detection and Management Programs, 

2003). 

New Pest Response Guidelines

New Pest Response Guidelines (NPRG) are developed by 

PPQ–EDP–Emergency Management staff in consultation with subject matter 

experts, scientists, and pest specialists. NPRGs provide general guidelines for 

individual pest species or a group of pests. In addition to identifying potential 

regulated articles, the NPRG also provides survey, identification, control, and 

pathway information. The guidelines can include pest identification keys, 

images of pests and the damage they cause, as well as unpublished scientific 

literature.

Once a decision has been made to respond to a pest, the NPRG provides basic 

information for developing a site-specific action plan with the concurrent 

development of required environmental documentation. NPRG users can select 

the appropriate information and modify it to meet the needs for survey and 

control options, and for regulatory compliance of the specific pest. NPRGs are 

updated as applicable information or new scientific tools become available, 

and they are posted on the PPQ Web for timely access to the information.

Because of the vast range of plant pests that occur in the world, PPQ considers 

the following criteria when prioritizing the development of a new NPRG:

◆ Proximity of the pest threat

Address Emergency Support Function # 11–Agriculture and Natural Resources 

Annex

http://www.fema.gov/pdf/emergency/nrf/nrf-esf-11.pdf

Address Standards for Plant Health Emergency Management Systems

http://www.aphis.usda.gov/plant_health/plant_pest_info/ics/downloads/

phers.pdf
Introduction

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◆ Economic importance of the affected crop

◆ Pest’s potential to cause damage

◆ Identification of pest pathways

◆ Inclusion of the pest on more than one list of pests including the 

following:

❖ Cooperative Agricultural Pest Survey Program (CAPS)

❖ New Pest Advisory Group (NPAG)

❖ Offshore Pest Information System (OPIS)

Memorandum of Understanding

Between State Plant Regulatory Agency and PPQ

PPQ and the State cooperating agency use a General Memorandum of 

Understanding (MOU) to define areas of authority, responsibility, and 

cooperation.

With Tribes on Emergency Response

PPQ cooperates with Tribal governments on a nation to nation basis and has 

developed a template for an MOU with individual Tribes or Tribal groups that 

include defining how we will cooperate in plant health emergencies.

SPRO Letters

A SPRO (State Plant Regulatory Official) letter is a communication notice to 

State and Territory Agricultural Regulatory Officials. The SPRO letter serves 

as one of the main communication avenues used by PPQs Deputy 

Administrator for informing the States and stakeholders about important plant 

health developments and policies. SPRO letters are used to transmit 

information about Federal Quarantine Orders, program and regulatory updates, 

and the detection of new pests.

Federal Quarantine Order

A Federal Order is issued by PPQ with the approval of USDA’s Office of 

General Counsel. A Federal Order is used to stop or regulate the movement of 

articles from a defined geographical area to prevent the spread of plant pests 

and diseases. It can also be used to announce that a host will be regulated, 

expand existing quarantine regulations or add to host lists in existing 

quarantine regulations.

Address PPQ New Pest Response Guidelines

http://inside.aphis.usda.gov/ppq/edp/index.shtml or http://

www.aphis.usda.gov/import_export/plants/manuals/online_manuals.shtml
Introduction

11/2010-1 Emergency Response Manual 1-19

Emergency and Domestic Programs

Federal Register

The Federal Register is the official daily publication for rules, proposed rules, 

and notices of Federal agencies and organizations, as well as executive orders 

and other presidential documents. It is published by the Office of the Federal 

Register, National Archives and Records Administration (NARA). 

Interim Rules

The type of rule published by the Federal Register most often used in PPQ 

emergencies are interim rules. Interim rules are issued by APHIS with the 

Office of General Counsel, Departmental, and Office of Management and 

Budget review. These rules are used to establish a new quarantine in the Code 

of Federal Regulations on an emergency basis or when prior public comment 

is not in the best interest of the public.

Proposed and Final Rules

Proposed and final rules are issued by APHIS with the Office of General 

Counsel, Departmental, and Office of Management and Budget, review or 

clearance. These rules are used for the long-term regulatory requirements or 

maintenance of on-going programs. These rules can also be used to approve 

new treatments or protocols for interstate movement of regulated articles in 

existing regulations.

Administrative Guidelines for Emergency Programs

Administrative guidelines allow for the operations that support an emergency 

project and include topics such as setting up an office, contracting for services, 

maintaining vehicles, and implementing a project safety program. Find 

guidelines for emergencies in the MRPBS Emergency Response Manual.

Aerial Applications

The Aerial Application Manual is a guide for supervisors and other personnel 

who plan and conduct aerial applications for emergency incidents.

Address U.S. Government Printing Office, Federal Register

http://www.gpoaccess.gov/fr/index.html

Address MRPBS Emergency Response Manual

http://inside.aphis.usda.gov/er_manual/

Address Aerial Application Manual

http://www.aphis.usda.gov/import_export/plants/manuals/

online_manuals.shtml
Introduction

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Agreements Management

The USDA–APHIS Agreements Management Manual establishes 

administrative policies and procedures for various cooperative agreements. 

The manual is published by the APHIS–Marketing and Regulatory Programs 

Business Services–Financial Management Division, but is out of print. An 

updated version is expected to be available in 2011. Printed copies of agency 

issuances are maintained by the Printing, Distribution, Mail, and Copier 

Solutions Branch, Administrative Services Division, MRPBS.

Contingency Funds

APHIS Contingency Funds and APHIS Directive 2210.1 provide the 

guidelines for requesting contingency funds.

Environmental Monitoring

Compliance

All PPQ environmental monitoring is coordinated through PPQ–Emergency 

and Domestic Programs–Environmental Compliance.

APHIS Directive 5640.1

Environmental Monitoring for APHIS Pest and Disease Control and 

Eradication Programs, APHIS Directive 5640.1, requires environmental 

monitoring plans. See Environmental Compliance on page G-1 for additional 

information on environmental monitoring for emergency projects.

PPQ Treatment Manual

Published by PPQ, the Treatment Manual contains treatments for the 

eradication of plant pests from commodities.

Address

Address USDA–APHIS–PPQ–Emergency and Domestic Programs

Environmental Compliance

http://www.aphis.usda.gov/plant_health/plant_pest_info/emt/index.shtml

Address Environmental Monitoring for APHIS Pest and Disease Control and 

Eradication Programs, APHIS Directive 5640.1

http://www.aphis.usda.gov/library/directives/index.shtml

Address Treatment Manual

http://www.aphis.usda.gov/import_export/plants/manuals/

online_manuals.shtml
Introduction

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Emergency and Domestic Programs

Radio Communication Management

Radio Communication Management, APHIS Directive 3330.1, provides 

guidelines for managing radio communications during emergency incidents.

Regulatory Decisionmaking

USDA Regulatory Decisionmaking Requirements, Departmental Regulation 

1512-1, contains procedures for developing and reviewing regulations.

Reporting Problems With the Manual

Use Table 1-2 on page 1-21 to determine where to report problems or 

disagreements, or improvements which directly affect the contents of the 

Emergency Response Manual.

Address MRPBS–Forms, Issuances and Records Library, Directives

Radio Communication Management, APHIS Directive 3330.1

http://www.aphis.usda.gov/library/directives/pdf/3330_1.pdf

Address USDA Directives, Legal Affairs and Proceedings

Regulatory Decisionmaking Requirements

http://www.ocio.usda.gov/directives/doc/DR1512-001.pdf

Table 1-2 Where to Report Problems with the Emergency Response Manual

If you: Then:

Are not able to access the 

online manual

CONTACT the writer’s email address 

[patricia.s.michalak@aphis.usda.gov] or call 

[240-529-0360]

Have a situation that requires 

an immediate response

CONTACT PPQ–EDP–Emergency Management 

[John.D.Canaday@aphis.usda.gov]

Have a suggestion for improving 

the formatting of the content 

(design, layout, composition), 

grammar, or spelling

CONTACT the writer’s email address 

[patricia.s.michalak@aphis.usda.gov] or call 

[240-529-0360]

Disagree with the content of this 

manual

CONTACT PPQ–EDP–Emergency Management 

[John.D.Canaday@aphis.usda.gov]
Introduction

1-22 Emergency Response Manual 11/2010-1

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11/2010-1 Emergency Response Manual 2-1

Emergency and Domestic Programs

Emergency Response 

Manual

2 Overview 1

Contents

Introduction 2-2

Why PPQ Has These Procedures 2-2

PPQs Role in Protecting U.S. Plant Health 2-2

 Prevention page 2-2

 Preparedness page 2-3

 Response page 2-3

 Recovery page 2-4

Plant Health Decision Framework 2-4

Detection 2-4

 Preliminary Identification page 2-5

 Confirmed Identification page 2-5

Evaluation 2-6

 New Pest Response Guidelines page 2-6

 New Pest Advisory Group page 2-7

 Communication page 2-7

Standardized Identification and Communication 2-12

Establishing Data Management 2-13

 Integrated Survey Information System page 2-14

 Pest Identification System page 2-14

 Emergency Action Notification System page 2-14

 Emergency Action Notification page 2-14

 Federal Quarantine Order page 2-15

 Rulemaking page 2-15

 Regulatory Actions in Conjunction with State Departments of Agriculture

page 2-15

 Regulatory Actions in Consultations with Federally Recognized Indian 

Tribes page 2-16

Environmental Compliance and Documentation 2-17

Control Options 2-17

Eradication, Deregulation, and Program Establishment 2-19

After Action Review 2-19
Overview

2-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Introduction

This chapter describes how PPQ and its cooperators respond to plant health 

emergencies, as well as emergencies that are unrelated to outbreaks of pests 

and diseases that threaten agricultural production.

Why PPQ Has These Procedures

All levels of government, the private sector, and non-governmental agencies 

must be prepared to prevent, protect against, respond to, and recover from a 

wide spectrum of major events and natural disasters that exceed the 

capabilities of any single entity. Threats from natural disasters and 

human-caused events, such as terrorism, require a unified and coordinated 

national approach to planning and to domestic incident management.

To fulfill its mission, APHIS must respond immediately to exotic pest 

introductions and endemic pest infestations which pose a significant economic 

threat. PPQ has devised a system based on past experience and best practices to 

achieve a quick, concise response to all plant health incidents.

PPQs Role in Protecting U.S. Plant Health

As the lead Federal agency for plant health emergencies, PPQ works 

cooperatively with national and international plant protection organizations; 

Federal, State, Tribal, and local agencies; universities; industries; and private 

entities in developing and implementing science-based framework, derived 

from the National Response Plan, designed to provide optimum protection 

against invasive pests and diseases. The framework consists of a continuum 

with four key elements: preparedness, prevention, response, and recovery.

Prevention

PPQ works with trading partners and international plant protection 

organizations to develop and implement early detection and control strategies 

designed to prevent the entry of invasive pests and diseases into the United 

States. In addition, PPQ partners with the U.S. Department of Homeland 

Security’s (DHS) Customs and Border Protection (CBP) to ensure the 

continued success of agricultural inspection operations at all U.S. Ports of 

entry.
Overview

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Emergency and Domestic Programs

PPQ prevention activities include the following:

◆ Implementation of offshore preclearance programs

◆ Inspection and quarantining of agricultural products

◆ Management of phytosanitary issues

◆ Smuggling interdiction and trade compliance

◆ Analysis of risk and pathways

Preparedness

PPQ works with Federal agencies, State and local governments, and industries 

to prepare, build, and sustain, operational capacity and capability including 

early detection, timely diagnostics, and effective control strategies against 

plant health threats and incursions.

PPQ preparedness activities include the following:

◆ Implementation of the Offshore Pest Information Program

◆ Detection of pests

◆ Identification of pests

◆ Meeting of the New Pest Advisory Group

◆ Preparation of New Pest Response Guidelines

◆ Training in the Incident Command System

Response

PPQ works with Federal agencies, State, Tribes, and local governments, and 

industries to implement coordinated actions designed to contain, control, or 

eradicate plant pests and diseases. PPQ uses the Incident Command System, 

which provides responding agencies and entities a unified strategy for working 

together in response to plant health emergencies.

PPQ response activities include the following:

◆ Rapid detection and delimiting surveys

◆ Technical working groups

◆ Identification and diagnostics

◆ Emergency funding

◆ Emergency response coordination

◆ Mobilization

◆ Unified command

◆ Data management
Overview

2-4 Emergency Response Manual 11/2010-1

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◆ Regulatory framework

◆ Environmental compliance

◆ Situation reports

Recovery

After an emergency response is complete, PPQ works with Federal agencies; 

State, Tribes, universities, and the private sector to develop and implement 

systems designed to provide long-term stability and protection from the pest or 

disease that caused the emergency.

PPQ recovery activities include the following:

◆ Long-term protection plan

◆ Demobilization

◆ National Plant Disease Recovery systems

◆ Science based methods and technology

◆ Outreach

Plant Health Decision Framework 

While prevention, preparedness, response, and recovery are broad terms within 

a framework of emergencies, plant health emergencies typically unfold in a 

series of steps, beginning with the initial detection, and ending with eradication 

or the establishment of a long term program. Each step depends on the 

previous steps. Parallel tracks may be also be established with operational 

aspects; scientific and technical support; regulatory development and 

enforcement; data collection; and communication with partner agencies, 

cooperators, industry, and the public.

Detection

New pests are detected in the United States through various means. These can 

be from our own PPQ conducted targeted surveys, through the Cooperative 

Agriculture Pest Survey (CAPS) program with the State departments of 

agriculture or other entities, submitted by county agents in the USDA– 

Cooperative State Research and Extension Education Service (CSREES) 

system, or by growers and private citizens.
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Preliminary Identification

Various entities may make the first identification or diagnosis of a new 

suspected plant pest. These include PPQ identifiers, taxonomists or 

diagnosticians at State departments of agriculture or a land-grant university, or 

a private laboratory. Most of the land-grant university diagnosticians are 

organized into the National Plant Diagnostic Network (NPDN) that cooperates 

with PPQ on diagnosis of plant diseases primarily. Other USDA agency 

laboratory’s or taxonomists may also be the sources of preliminary diagnosis.

Confirmed Identification

Before any regulatory action can be taken by PPQ, suspect new pests must be 

forwarded to an authority recognized by the PPQ–National Identification 

Service (NIS) for final confirmation. This is especially true for new United 

States detections, new State records, PPQ listed pests, and any new plant pest 

not previously evaluated.

Identifiers may be specialists in insects or mites (USDA–Agriculture Research 

Service Systematic Entomology Laboratory), nematodes (Systematic 

Nematology Laboratory), or PPQs own national specialists for insects, fungi, 

snails, and weeds. NIS also has its own molecular diagnostics authority for 

plant pathogens through the PPQ Molecular Diagnostics Laboratory in 

Beltsville, Maryland. PPQ recognizes the diagnostics performed by 

APHIS–Center for Plant Health Science and Technology laboratories and 

some State departments of agriculture with specialists of national stature for 

certain pest groups. Occasionally, PPQ must look to foreign sources for 

sufficient expertise depending on the taxon.

Communication of results is coordinated through the PPQ–National 

Identification Service. The final determination of most domestic detections is 

sent to the PPQ– Emergency and Domestic Programs staff, who forward the 

confirmation to the national and regional program managers, and the SPHD 

and SPRO simultaneously. The confirmation of a new pest of importance is 

further communicated to the PPQ– Executive Team, the New Pest Advisory 

Group, the Phytosanitary Issues Management team, and APHIS–Legislative 

and Public Affairs.
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Evaluation

When a new pest has been identified, the response may be immediate or 

require further deliberation and consultation. Many times, newly detected pests 

may not have been previously evaluated, and may require analysis by the New 

Pest Advisory Group (NPAG) in order to make recommendations to PPQ 

managers on the best course of action.

Typically, as data is gathered on the pest’s distribution and occurrence on hosts 

in an area, scientific and technical questions are addressed by a Technical 

Working Group, and options for feasible control begin to emerge. In 

consultation with the State departments of agriculture and industry, options for 

response are given to the PPQ Deputy Administrator to consider.

New Pest Response Guidelines

New Pest Response Guidelines (NPRG) are developed by PPQ–EDP staff in 

consultation with subject matter experts (SME), scientists, and pest specialists. 

NPRGs may address a group of pests or an individual species. In addition to 

identifying potential regulated articles, the NPRG also provides survey, 

identification, and control options and potential pathway information. The 

guidelines include insect keys or drafts of related, unpublished work in the 

appendices. Ideally, they are developed prior to a pest’s arrival, and contain 

options for eradication if feasible, containment, and/or long-term management 

of the pest.

In response to a plant health emergency, options can be selected from the 

appropriate NPRG and fine-tuned to meet the needs for survey and control 

options, and regulatory compliance of the specific pest or disease. NPRGs are 

updated as applicable information or new scientific tools become available, 

and they are posted on the PPQ Web site for timely access to the information. 

Once a decision has been made to respond to a pest, the NPRG provides basic 

information for developing a site-specific action plan, or operational plan, with 

the concurrent development of required environmental documentation.

PPQ considers the following criteria when prioritizing the development of a 

NPRG:

◆ Proximity of the pest threat

◆ Economic importance of the affected crop

◆ Potential of the pest to cause damage

◆ Identification of pathways
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◆ Appearance of the pest on more than one list (such as CAPS, NPAG, or 

OPIS)

A more objective and collaborative process is planned for prioritizing which 

pests should have NPRG’s developed for them.

New Pest Advisory Group

The New Pest Advisory Group (NPAG) is the group within USDA–Center for 

Plant Health Science and Technology (USDA–CPHST) that quickly assesses 

and recommends a course of action to PPQ regarding plant pests that are new 

or present an imminent threat to the United States. NPAG evaluates the 

significance of these plant pests and provides recommendations on options and 

possible responses.

The trigger for NPAG is a confirmed pest identification report by 

NIS-recognized identification authorities such as the Systematic Entomology 

Laboratory (SEL) of USDA’s Agricultural Research (ARS) Service.

NPAG coordinates information and solicits expertise from Federal and State 

agencies, university systems, and international organizations. NPAG assembles 

an ad hoc group to ensure expert evaluation and cooperates with other groups 

or organizations in analyzing new or imminent threats.

Communication

Communication is important during all stages of a response. Effective 

emergency response will not be fully successful without the participation and 

coordination with cooperators, including State, local, Tribal, and the private 

sector. In addition to communicating closely with the State in which the 

response is being mounted, PPQ provides timely communication to the rest of 

the States, potentially impacted industries, stakeholders, and trading partners. 

This includes the biological and ecological parameters of the pest, its 

regulatory significance, its economic importance, its potential impact on 

industries, its trade implications, which States are involved and other pertinent 

information.

The subheadings that follow are communication tools that PPQ typically uses 

during plant health emergencies.

Informational Memoranda

Address New Pest Response Guidelines

http://www.aphis.usda.gov/import_export/plants/manuals/emergency/

index.shtml
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PPQ–EDP forwards a briefing memorandum to PPQs Deputy Administrator 

summarizing the nature of the emergency. This includes information regarding 

the biological and ecological parameters of the pest, its regulatory significance, 

its economic importance, potentially impacted industries, trade implications, 

involved States, and other pertinent information, including proposed response 

actions.

Press Release

PPQ–EDP works with APHIS’ Legislative and Public Affairs to draft a press 

release designed to inform the public of the plant health emergency and 

proposed response. The drafting of the press release is coordinated with the 

PPQ Regional staff, and the State Plant Health Director (SPHD) and State 

Plant Regulatory Officials (SPRO) of the State in which the emergency is 

taking place. PPQ–EDP also coordinates with PPQ’s Phytosanitary Issues 

Management (PIM) unit to ensure meeting the International Plant Protection 

Convention (IPPC) standards.

SPRO Letter

A SPRO letter is a notice to State and Territory Agricultural Regulatory 

Officials, which serves as one of the main communication avenues used by 

PPQ’s Deputy Administrator for informing the States and stakeholders about 

various important plant health developments and policies. SPRO letters are 

used to transmit information about Federal Quarantine Orders, program and 

regulatory updates, and new pest detections. PPQ–EDP coordinates the 

drafting of the SPRO letter with the PPQ Regional staff, the SPHD, and the 

SPRO in which the emergency is taking place. In addition, PPQ–EDP 

coordinates with PPQ’s PIM unit to ensure meeting International Plant 

Protection Convention (IPPC) standards.

National Plant Board

PPQ–EDP convenes a teleconference with the National Plant Board (NPB) 

shortly after the detection of a new plant pest or an outbreak has occurred to 

provide initial information about the incident. NPB members and leadership 

are briefed on a broad range of issues related to the incident, including the 

pest’s regulatory importance, infestation delimitation, response strategies, 

biological and ecological consideration, economic impact, trade implications, 

and other pertinent information.

National Association of State Departments of Agriculture

PPQ–EDP informs NASDA and fields questions regarding the pests biology 

and ecology, regulatory significance, economic importance, potentially 

impacted industries, trade implications, involved States, and the proposed 

response.
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NAPPO and Trading Partners

PPQ–EDP provides information to PPQ’s PIM unit so that NAPPO and trading 

partners may be informed of the situation, including the background 

information about the pest, response plan, regulatory status and safeguard 

measures designed to contain, control, or eradicated the pest.

Pest Alert

PPQ–EDP works with LPA, subject matter experts, USDA–CPHST, and others 

to develop a fact sheet about the pest, its biological and ecological parameters, 

and its regulatory significance. The pest alerts are electronically produced, 

printed, and distributed via the internet or handouts to State, Federal, and 

Tribal cooperators, industry, and stakeholders.

Daily Situation Report

PPQ–EDP and State cooperators generate daily situation reports as soon as 

response activities begin through the unified command structure. Reports 

include information on survey and diagnostic results, traceback and trace 

forward information, treatment information, Unified Command actions and 

activities, including the number of responders operating under the Unified 

Command. Daily situation reports are distributed to all SPROs. PPQ–EDP 

receives feedback from individual SPROs via email and phone calls. Periodic 

subject-specific teleconferences are convened to apprise the general NPB 

membership of program progress.

Web Sites

Shortly after a new plant pest occurs, PPQ–EDP creates a page on the PPQ 

public Web site designed to provide timely information about the pest, its 

biological and ecological parameters, and proposed response. The Web site is 

routinely updated to provide up-to-date information about the pest situation. A 

PPQ Intranet site may also be developed by the PPQ regional offices to provide 

timely information, reports, and access to program documents to PPQ 

employees and State departments of agriculture with password access.

Assessment and Information Gathering

The information gathered at the early stages of a response to a pest’s detection 

is crucial to decision makers who must consider the best course of action for 

the agency. The information requirements at the beginning of a response 

include science and technical information about the pest gathered at the sites of 

initial detection, the possible origin of the pest incursion, the potential 

movement in commerce or by other means, and the extent of the infestation 

determined by delimitation surveys.

Rapid Assessment Team Deployment
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Depending on the urgency of response for a particular pest, a rapid assessment 

team (RAT) may be deployed to quickly assess the pest situation in the area 

where the pest was detected. A RAT can be dispatched quickly, usually within 

24 hours of Federal confirmation of a pest of high consequence. The RAT will 

provide PPQ Emergency and Domestic Programs staff and the Regional staff 

with a focused and unbiased quick assessment of the pest situation on the 

ground. Because this is a rapid assessment, it is neither complete nor thorough 

and must be supplemented by additional information as necessary.

The RAT is usually composed of several members, but the groups are 

intentionally small and mobile. The RAT consists of one PPQ regional staff, 

one USDA–CPHST scientist, one PPQ–EDP staff member, one or two 

APHIS–ARS or University scientific experts and State regulatory officials. 

Usually the PPQ–EDP or USDA–CPHST staff member will author the report 

with input from all members. All members are an important part of the rapid 

assessment team and need to be included in the reporting process.

Preliminary reports are often transmitted via email to the appropriate 

regulatory officials at day’s end. Final RAT reports are transmitted via email 

within 24 hours of completion of the assessment.

Technical Working Group Formation

PPQ and cooperators are often confronted with invasive plant pests and 

diseases that are introduced for the first time into the United States. This may 

require the need for the assembly of a Technical Working Group (TWG), an ad 

hoc group of subject matter experts to provide PPQ with timely technical 

information about the particular pest or disease to which the response is being 

mounted.

PPQ–EDP is responsible for requesting that USDA–CPHST establish a TWG 

once the need is identified. USDA–CPHST provides leadership in assembling 

the TWG. Although, the TWG’s recommendations are not legally binding, its 

charge is to respond to technical questions that PPQ and cooperators pose. Its 

membership, which may be as many as 25 to 30 individuals, consists of 

scientific experts from Federal and State agencies, universities, private sector, 

and international organizations who synthesize science-based answers.

Ideally, the core members of the TWG are identified and consulted at the outset 

of the emergency to address technical questions in support of the emergency 

response. The ICS Science Advisor provides on-the-ground technical support, 

while the TWG provides overarching technical support. Normally, PPQ–EDP 

contacts USDA–CPHST to begin forming a TWG. The TWG can convene 

meetings and teleconferences as often as necessary to provide timely technical 

information in support of the emergency.
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Traceback and Trace Forward Investigations

An important aspect of information gathering in the early stages of a response 

are the investigations conducted attempt to determine the origin of the 

infestation and the extent of potential spread beyond the initial detection. Trace 

back investigations attempt to determine the source of infection. Trace forward 

investigations attempt to define further potential dissemination through means 

of natural and artificial spread (commercial or private distribution of infected 

plant material).

Traceback and trace forward investigations of artificial spread may use 

information contained in shipping documents, invoices, and statements by 

property owners, retailers, or distributors. PPQ and state databases on permits, 

imports, and interceptions may also be consulted as well as records of possible 

pathways through legal or illegal method of movement. Some information 

gathering for these purposes may be appropriate for PPQ Smuggling 

Interdiction and Trade Compliance (SITC) personnel and other investigations, 

especially where evidence gathering for potential violations is important, may 

be more appropriate for APHIS Investigative Service (IES) to conduct.

Investigations of natural spread of newly detected pests may be useful in a 

program response to identify the origin and potential spread to new areas 

where further surveys may be conducted. One tool may be the use of DNA 

analysis used as a sort of forensic trace back evidence to compare the newly 

detected pest’s genetic closeness to various foreign populations that may be the 

source of infestation. Models that use weather and climatological data can also 

be used to predict potential pest occurrence in a geographic area or point in 

time that matches the pest’s phenology with the season. This predictive 

modeling can be interpreted as a kind to trace forward exercise to identify high 

risk areas to focus further survey to determine the extent of spread of a newly 

detected infestation.

Delimation Surveys

In contrast to general detection surveys which are conducted in broad areas 

where a pest is not known to occur, a delimitation, or delimiting, survey is 

conducted after an initial detection is made in an area. The objective of the 

delimiting survey is to define the extent of the infestation in an area.

There is a tendency to view the first detection of a new pest at the epicenter of 

an infestation, but this is often proven incorrect once a delimiting survey is 

conducted. While delimiting survey recommendations for some programs, 

such as for fruit flies, have defined trapping grids around a first detection, this 

is not always the most effective strategy for most pests in determining the full 

extent of an infestation in a given area.
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Used in recent programs such as citrus greening and light brown apple moth, a 

rapid delimiting survey is a type of delimiting survey that provides a quicker 

assessment that is often more resource effective. The concept involves casting 

a broader net over a geographic area in concentric distances away from an 

initial detection. These may be a 5 mile intervals with and at different point 

along the arc of each concentric ring, surveys may be conducted where hosts 

occur or other conditions for potential pest occurrence may be present. The 

overall schematic of such is survey appears more like spokes around a wheel 

rather than a grid.

A national survey may also be conducted, and this serves to generated data to 

show potential pest occurrence and absence within the country after initial 

detection are made. This type of survey is often important to demonstrate to 

our own program, our cooperators, industry, and trading partners the overall 

extent of a pest within the United States.

Standardized Identification and Communication

After the initial detection has been confirmed by a NIS-recognized authority 

and the delimitation survey begins, the need for accurate identification and 

diagnosis continues. The importance of ensuring taxonomic integrity is 

integral to an emergency response because business owners, growers, 

distributors, and private citizens can be negatively impacted, monetarily or 

otherwise, by regulatory actions as the result of quarantine actions based on 

pest detections.

Surveyors conducting delimiting surveys should be trained in survey 

techniques, symptom and pest recognition, data collection, and proper routing 

of samples to qualified, trained taxonomists to be identified. These can be at 

the incident command post, a PPQ, State, or university laboratory, or other 

location with proper space and equipment to conduct identifications and 

diagnosis. Typically, authorized identifiers or State taxonomic specialists can 

make final determinations for certain a pest taxon if appropriate and within a 

regulated area. New County or State records may require higher level 

confirmations at the national level by a NIS-recognized authority. Laboratories 

established in a longer term emergency response should implement a quality 

assurance program for taxonomic services to periodically test the accuracy of 

identifications.

Suveyors and diagnostic personnel must follow program sample collection 

protocols and packaging for proper care and safeguarding of samples. 

Laboratories responsible for sample processing and submissions for 
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confirmations should ensure that samples are properly documented with a 

completed PPQ Form 391 (Specimen for Determination) including an agreed 

upon consistent sample numbering system to allow for sample tracking.

Results of samples within a regulated area, or negative results outside a 

regulated area, are typically reported from the laboratory or program location 

to the SPHD, SPRO, and regional office. From outside regulated area, and 

especially for new State records, the confirmatory results of any suspect 

positive, or PASS samples, sent forward for confirmation by an NIS 

recognized authority. Diagnostic or identification results of those submissions 

are reported by email by the NIS Domestic Diagnostics Coordinator, or NIS 

urgent team, to the National Survey Coordinator with the PPQ Emergency and 

Domestic Programs staff in PPQ headquarters. The communication is then 

forwarded to the appropriate regional and national program managers, the 

SPHD and SPRO simultaneously.

Establishing Data Management

The response to a plant health emergency involves the collection of detection 

and survey information in the affected area; adequate and timely identification 

of the plant pest or disease; and coordination of the appropriate emergency 

response to contain, control, or eradicate the pest or disease. Central to 

successful emergency management is the timely communication of 

information to responders and stakeholders throughout the process. Accurate 

data collection, data analysis, and timely access to information are the 

foundation of the decision support processes used to manage plant health 

emergencies.

A data management system that is rapid, user-friendly, practical and robust, 

and designed to provide timely data collection, storage, integration, analysis 

and reporting is also fundamental in managing plant health emergencies. PPQ 

is developing the Plant Health Information System (PHIS), a single data 

management system, designed to optimize PPQ and cooperators’ ability in 

responding to plant health emergencies. The PHIS is designed to provide a 

secure, Web-based portal application for all plant health related events.

In addition to incorporating state-of-the-art technologies, such as GIS, mobile 

devices, and databases, PHIS is designed to utilize existing PPQ plant health 

applications currently in production.
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Integrated Survey Information System 

The Plant Health Information System (PHIS) utilizes the Integrated Survey 

Information System (ISIS) for the detection and survey functions. PHIS is a 

PPQ system maintained and hosted in the PPQ Western Region. Sample 

tracking functionality of ISIS should be implemented if available.

Pest Identification System

The Plant Health Information System (PHIS) utilizes the Pest Identification 

System (PestID) to provide identification and diagnostic results related to plant 

health events. PestID is another system maintained internally in the PPQ 

Headquarters in Riverdale, MD and hosted at the National Information 

Technology Center (NITC) located in Kansas City, MO.

Emergency Action Notification System

The Plant Health Information System (PHIS) utilizes the Emergency Action 

Notification (EAN) system to provide regulatory documentation in support of 

plant health events. EAN is also a PPQ system maintained internally in the 

PPQ Headquarters and is also hosted at the National Information Technology 

Center (NITC).

Regulatory Response to Plant Health Incidents

The Plant Pest Act (PPA) provides USDA with the authority to regulate the 

movement into or within the United States of organisms that may pose a threat 

to agriculture. The PPA also provides USDA with the authority to prevent the 

introduction, dissemination, or establishment of such organisms. APHIS-PPQ 

is the lead Federal agency providing safeguards against exotic plant pests 

threatening agriculture and natural systems. APHIS can regulate interstate 

commerce, but it may only regulate intrastate commerce with a Declaration of 

Extraordinary Emergency (DOEE).

PPQ can exercise one or more of the following regulatory options in an effort 

to prevent the spread of plant pests and diseases of regulatory significance:

Emergency Action Notification

After an initial suspect positive detection, an Emergency Action Notification 

(PPQ Form 523) may be issued to hold articles or facilities, pending positive 

identification and/or further instruction from the USDA–APHIS–PPQ Deputy 

Administrator. This document is issued by a PPQ inspector to notify an owner 

or agent of carrier, premises, and/or articles, to apply specific remedial 

measures to prevent the potential spread of a plant pest or disease. This can be 

used when dealing with a relatively small number of regulated entities.
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Federal Quarantine Order

It is issued by PPQ with the approval of USDA’s Office of General Counsel 

(OGC) and the Deputy Administrator. A Federal Order is used to stop or 

regulate the movement of articles from a defined geographical area to prevent 

the spread of plant pests and diseases. It can also be used to announce that a 

host will be regulated, expand existing quarantine regulations or add to host 

lists in existing quarantine regulations.

A SPRO letter is a communication notice to State and Territory Agricultural 

Regulatory Officials, which serves as one of the main communication avenues 

used by PPQs Deputy Administrator for informing the States and stakeholders 

about various important plant health developments and policies. SPRO letters 

are used to transmit information about Federal Quarantine Orders, program 

and regulatory updates, and the detection of new pests.

Rulemaking

Rulemaking includes interim, proposed, and final rules.

Interim rules are issued by APHIS with USDA–Office of General Counsel, 

Departmental, and U.S. Office of Management and Budget (OMB) review. 

These rules are used to establish a new quarantine in the Code of Federal 

Regulations on an emergency basis or when prior public comment is not in the 

best interest of the public.

Proposed and final rules are issued by APHIS with review or clearance from 

the USDA–Office of General Counsel. These rules are used for the long-term 

regulatory requirements or maintenance of on-going programs. These rules can 

also be used to approve new treatments or protocols for interstate movement of 

regulated articles in existing regulations.

PPQ’s Planning, Analysis, and Regulatory Coordination (PARC) staff provides 

support and guidance to PPQ program managers in selecting the most 

appropriate regulatory option to engage in based upon the circumstances of the 

pest outbreak. PARC staff interfaces with the regulations writers in APHIS’ 

Policy and Program Development (PPD) support program, the USDA–Office 

of General Counsel, U.S. Office of Management and Budget, and others 

involved in regulatory decision-making to facilitate the development and 

codification of regulatory initiatives.

Regulatory Actions in Conjunction with State Departments of 

Agriculture

The Plant Protection Act of 2000 (Statute 7 USC 7701-7758) provides for 

authority for emergency quarantine action. This provision is for interstate 

regulatory action only; intrastate regulatory action is provided under state 
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authority. State departments of agriculture normally work in conjunction with 

federal actions by issuing their own parallel hold orders and quarantines for 

intrastate movement. However, if the U.S. Secretary of Agriculture determines 

that an extraordinary emergency exists and that the measures taken by the state 

are inadequate, USDA can take intrastate regulatory action provided that the 

governor of the state has been consulted and a notice has been published in the 

Federal Register. If intrastate action cannot or will not be taken by a state, the 

PPQ may find it necessary to quarantine an entire state.

PPQ works in conjunction with state departments of agriculture to conduct 

surveys, enforce regulations, and take control actions. PPQ employees must 

have permission of the property owner before entering private property. Under 

certain situations during a declared extraordinary emergency or if a warrant is 

obtained, PPQ can enter private property in the absence of owner permission. 

PPQ prefers to work with the state to facilitate access when permission is 

denied, however each state government has varying authorities regarding 

entering private property. A General Memorandum of Understanding (MOU) 

exists between PPQ and each state that specifies various areas here PPQ and 

the state department of agriculture cooperate. For clarification, check with 

your State Plant Health Director (SPHD) or State Plant Regulatory Official 

(SPRO) in the affected state.

Regulatory Actions in Consultations with Federally Recognized 

Indian Tribes

PPQ also works with Federally Recognized Indian tribes to conduct surveys, 

enforce regulations and take control actions. Each tribe stands as a separate 

governmental entity (sovereign nation) with powers and authorities similar to 

state governments. Permission is required to enter and access tribal lands.

Executive Order 13175, Consultation and Coordination with Indian and Tribal 

Governments, states that agencies must consult with Indian Tribal 

governments about actions that may have substantial direct effects on Tribes. 

Whether an action is substantial and direct is determined by the tribes. Effects 

are not limited to current tribal land boundaries (reservations) and may include 

effects on off-reservation land or resources which tribes customarily use or 

even effects on historic or sacred sites in states where tribes no longer exist.

Consultation is a specialized form of communication and coordination 

between the federal government and tribal government. Consultation must be 

conducted early in the development of a regulatory action to ensure that tribes 

have opportunity to identify resources which may be affected by the action and 

to recommend the best ways to take actions on tribal lands or affecting tribal 

resources. Communication with tribal leadership follows special 

communication protocols.
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For additional information, contact PPQ’s Tribal Liaison. To determine if there 

are Federally Recognized Tribes in a State, contact the State Plant Health 

Director. To determine if there are sacred or historic sites in an area, contact 

the State Historic Preservation Officer (SHPO).

For clarification, check with your State Plant Health Director (SPHD) or State 

Plant Regulatory Official (SPRO) in the affected State.

Environmental Compliance and Documentation

A key element in designing a program or an emergency response is compliance 

with various environmental laws and regulations such as the National 

Environmental Policy Act (NEPA), the Endangered Species Act (ESA), the 

Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA), and others 

necessary for protection of the environment and human health. In meeting 

these requirements, PPQ engages in consultation with Environmental Services, 

a unit of APHIS’ Policy and Program Development Staff (PPD). 

Environmental Services prepares environmental documentation such as 

Environmental Impact Statements (EIS) and Environmental Assessments (EA) 

to aid in program operational decisions, as well as endangered species 

consultation. In addition, PPQ’s Environmental Compliance Team (ECT) 

assists Environmental Services in the development of required documentation 

such as Categorical Exclusions and implements any environmental monitoring 

that may be required of program activities.

Control Options

The three major objectives considered for a plant health emergency are 

eradication, containment, or management (suppression) of the pest population. 

Eradication is often the desired outcome of PPQ emergency responses, but the 

impracticality of achieving it may give way to a containment strategy. 

Containment attempts to stop or mitigate the spread from one geographic area 

to another. This can be a combination of control tactics coupled with regulatory 

controls on the movement of potentially infested articles. Management 

strategies are normally chosen when eradication or containment cannot be 

achieved, or when the strategies have failed. Management of pests that become 

widespread or uncontrollable normally have no federal regulatory controls, and 

become more a purview of States, the research community, and industry 

working together to find affective local control options. An exception to that is 
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PPQ’s involvement in supporting biological control for a pest, which is a 

management option that, if successful, achieves an overall suppression of pest 

populations to minimize the impact.

Control options employed in plant health emergencies vary depending on the 

pest biology, extent of the infestation scientific and technical soundness, 

practicality and cost of implementation. Pest dispersal methods and 

reproductive cycles with seasonality may determine when and how the most 

effective control methods can be implemented. The size of an infestation may 

make eradication more or less feasible and will be determined by the results of 

delimitation and national surveys along with trace forward investigations. A 

large infestation may not be practical or cost effective to eradicate. The 

technical working group set up for the response is consulted for developing 

recommendations for the most effective and practical control methods. Newly 

developed pesticides and other new or novel control methods may be 

employed in combination with more traditional controls. Most often, it is a 

combination of cultural practices and regulatory controls with the control 

practices chosen.

The political and social acceptance of the control method(s) chosen is most 

important. Even with grower and industry support a plant heath emergency 

program can be delayed or halted without proper outreach and an accurate 

reading of the public’s reaction to the control method deployed. This is 

especially true when residential areas are included in a quarantine and control 

program.

For insect pests, the most advanced methods have been developed over 

decades for the control of fruit fly populations in fruit growing areas and 

residential areas and Lepidoptera pests in traditional agriculture. Some of the 

methods available include broad spectrum pesticides, biological pesticides, 

sterile insect technique, mating disruption, and host removal. Control or 

protection from certain wood boring pests in trees has been achieved using 

insecticide injections; however, host removal is currently the main method for 

control. Plant diseases in tree crops are also controlled in PPQ emergencies 

most often with removal of host trees. A buffer distance for host removal of 

most pests is based on the distance of dispersal for the pest species. Plant 

disease and insect control methods in eradication or containment may also 

include requirements that no hosts be grown in an area for a specified time. 

Weed programs may include herbicide treatments, mechanical removal, and 

cultural methods. Mollusk control programs may use metaldehyde bait 

formulations coupled with habitat modification.

Biological control is often used for pests where eradication or containment is 

not possible. An ideal biological control agent is host specific on the target 

pest, survives, reproduces, and disperses well in the same climate where the 
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pest is a problem, and achieves overall control of the pest to nearly 

undetectable levels. The agents should be in equilibrium with a very low pest 

population keeping it in check.

Eradication, Deregulation, and Program 

Establishment 

In all control programs with eradication as a goal, there is a requirement for a 

time period during which no detections of the pest are made in a particular 

geographic area. This may be a specified number of generations of insects, or 

growing seasons for plant diseases. Monitoring surveys are conducted to 

validate the eradication and once this outcome is established, quarantines are 

lifted and regulations are no longer in effect. This process may go beyond the 

initial emergency response, and can last a number of years. A program is 

normally funded and semi-permanent staffs replace the incident command 

response. Containment programs may become more permanent funded by a 

specific budget line-item incorporated into regular PPQ programs.

After Action Review 

The Incident Management Team will assemble a group to conduct a critique of 

the program. The purposes for critiquing a program are to determine project 

efficiency, and provide recommendations for a new program direction.

PPQ is moving toward a cooperative and transparent approach to program 

critique. For example, to review the Mediterranean fruit fly project, an 

international group was assembled.
Overview

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11/2010-1 Emergency Response Manual 3-1

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Emergency Response 

Manual

3 National and Regional 

Staff 1

Contents

Introduction 3-1

Organization 3-1

Responsibilities 3-4

 Secretary, USDA page 3-4

 Under Secretary, Marketing and Regulatory Programs page 3-4

 Administrator, APHIS page 3-5

 Emergency Management Leadership Council page 3-5

 Deputy Administrator, PPQ page 3-5

 Assistant Deputy Administrator page 3-5

 Director, Emergency Management page 3-6

 State Governor page 3-7

 State Plant Health Director page 3-7

 Regional Directors page 3-7

 Coordinator, National Emergency Response page 3-8

 Regional Emergency Program Coordinators page 3-9

 Rapid Assessment Team page 3-10

 Incident Management Team page 3-10

 Incident Commanders page 3-10

Introduction

This chapter describes how national and regional staff are organized to support 

emergency incidents and program personnel.

Organization

The supporting personnel for emergency eradication projects includes the 

following:

◆ PPQ–Emergency and Domestic Programs (PPQ–EDP) staff

◆ Regional PPQ staff
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◆ State cooperators and industry groups

◆ Other personnel able to assume responsibilities and to train others

The organization of national and regional staff responding to a plant health 

emergency is illustrated in Figure 3-1 on page 3-3.
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Figure 3-1 Organization of National and Regional Staff Supporting a Plant Health Emergency

Secretary, U. S. Department of Agriculture

Under Secretary, Marketing & 

Regulatory Programs

Administrator, Animal and Plant 

Health Inspection Service

Deputy Administrator, Plant 

Protection & Quarantine 

National Emergency Response 

Coordinator and Director, 

Emergency Management

Assistant Deputy Administrator 

and Director, Emergency & 

Domestic Programs 

Incident 

Management Team

Regional Emergency 

Program Coordinator

Rapid Assessment 

Team

State Plant Health Director 

State Governor

State Chain of Command

State Plant Regulatory Official

Incident Commanders
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Responsibilities

The responsibilities of PPQ–EDP staff, and regional PPQ staff, are described 

in this chapter. The responsibilities of State cooperators and industry groups, 

and other personnel, are described in later chapters.

Secretary, USDA

The chain of command of PPQ–EDP staff responding to a plant health 

emergency begins with the Secretary of Agriculture. As a member of the 

President's Cabinet, the Secretary of Agriculture is responsible to the President 

for all matters affecting American agriculture. Regarding emergency incidents, 

the Plant Protection Act provides the Secretary of Agriculture the authority to 

control threatening endemic pests and to eradicate threatening introduced 

pests. See Plant Protection Act of 2000 on page 1-7 for more information 

about the Act.

The responsibilities of the Secretary of Agriculture are as follows:

◆ Issues a Declaration of Emergency or a Declaration of Extraordinary 

Emergency, if necessary; and

◆ Authorizes funding for emergency projects, when required.

Issuing a Declaration of Emergency allows the Secretary to transfer funds from 

other sources to support the emergency program and to obtain resources and 

support from other departments, such as the military. Issuing a Declaration of 

Extraordinary Emergency allows the Secretary to apply quarantine or other 

remedial measures when actions taken by a State are inadequate. It also allows 

the Secretary to pay compensation for economic losses incurred as a result of 

the Agency's actions.

Under Secretary, Marketing and Regulatory Programs

Marketing and Regulatory Programs (USDA–MRP) is the unit of the 

Department of Agriculture that is responsible for promoting marketing, setting 

agricultural standards, and inspecting agricultural products.

Regarding emergency incidents, the responsibility of the Under Secretary is to 

serve as the Secretary of Agriculture's liaison with USDA–APHIS. The Under 

Secretary assumes the role of the Secretary.
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Administrator, APHIS

The Animal and Plant Health Inspection Service (USDA–APHIS) is a 

regulatory and facilitative agency responsible for the protection of plants and 

animals. In cooperation with State governments, USDA–APHIS administers 

Federal laws and regulations pertaining to animal and plant health.

Regarding emergency incidents, the Administrator of USDA–APHIS initiates 

the interim rule or notice of proposed rule making.

Emergency Management Leadership Council

APHIS’ Emergency Management Leadership Council (APHIS–EMLC) is 

charged with coordinating the Agency’s overall response and contributing of 

resources during an ESF #11 activation to an all hazards emergency. EMLC is 

made up of executive level emergency managers representing each of the 

Agency’s program areas from the National and Regional levels.

Deputy Administrator, PPQ

In addition to inspections of agricultural commodities at U.S. ports of entry to 

prevent the entry of foreign plant pests, PPQ is responsible for the control and 

eradication of endemic plant pests.

The Deputy Administrator’s responsibilities regarding emergency incidents 

are as follows:

◆ Consults with the PPQ Executive Team, and the National Plant Board;

◆ Authorizes the initial response of Regional Directors to emergency 

incidents;

◆ Directs Assistant Deputy Administrator of PPQ–EDP to initiate support 

activities;

◆ Directs Regional Directors to cooperate with the State departments of 

agriculture where infestations occur; and

◆ Issues Delegation of Authority to the Incident Commanders.

Assistant Deputy Administrator

The Assistant Deputy Administrator is also the Director of PPQ–Emergency 

and Domestic Programs (PPQ–EDP). This Administrator is also responsible 

for PPQ Emergency Programs at the national level. This position oversees the 

PPQ–EDP staff in PPQ Headquarters and ensures that PPQ emergency 

response objectives and goals are accomplished.

The Emergency Program responsibilities of the Assistant Deputy 

Administrator of PPQ–EDP are:
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◆ Supervises the Director of EDP–Emergency Management (EDP–EM); 

and

◆ Oversees coordination and development of budget planning to support 

emergency incident response and emergency program activities, 

including contingency fund requests and transfers from the Commodity 

Credit Corporation (CCC).

Director, Emergency Management

The Director of EDP–Emergency Management serves under the Assistant 

Deputy Administrator and is responsible for implementing policies and 

carrying out activities at the national level.

Regarding emergency incidents, this position has the following 

responsibilities:

◆ Institutionalizes strategic and operational planning efforts ensuring that 

our emergency response plans and policies are up to date;

◆ Conducts After Action Reviews and recommends adjustments where 

warranted;

◆ Supervises the activities of the PPQ–EDP staff who are responsible for 

supporting an emergency project on a day-to-day basis;

◆ Coordinates the activities of the PPQ–EDP staff with the Incident 

Commanders, Regional Directors, Regional Program Managers, 

Emergency Program Coordinators, and State Plant Health Directors;

◆ Communicates with the National Plant Board (NPB) and other Federal 

agencies where appropriate;

◆ Coordinates the initial response activities of PPQ–EDP with other units 

of APHIS, including pest evaluations, quarantine establishment, 

pesticide exemptions, environmental documentation, environmental 

monitoring, aircraft and equipment needs, response guidelines, and 

technical support;

◆ Assists in acquiring personnel resources outside of PPQ;

◆ Consults with the Regional Director on selecting Incident Commanders 

for high visibility incidents;

◆ Initiates the development or modification of operational plans;

◆ Works with the Regional Director to ensure that emergency projects 

have the necessary human and equipment resources;

◆ Directs PPQ–EDP staff to develop and process regulatory work plans 

when regulations are needed in support of emergency programs;

◆ Coordinates compensation needs with budget staffs and Incident 

Commanders;
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◆ Represents APHIS at industry and interest group meetings; and

◆ Responds to APHIS and interest group inquiries regarding project status.

State Governor

The chain of command of State-level emergency staff responding to a plant 

health emergency begins with the Governor.

State Plant Health Director

The State Plant Health Director (SPHD) has responsibility for APHIS 

scientific and administrative plant regulatory activities within the State(s). 

These activities include the following:

◆ Pest and disease risk analysis;

◆ Exclusion and prevention of:

❖ Effective export certification program for plant products and animal 

by-products,

❖ Design and implementation of survey programs for early pest 

detection, eradication of pest or disease outbreaks; and

◆ Conducting regulatory programs for domestic pests.

A SPHD is responsible for preparation and response to intentional 

(bioterrorism) and non-intentional introductions of plant pests and disease. The 

SPHD directs the State activities and sets priorities that balance consideration 

of public and industry demands against those of economics, efficiency and 

available resources and serves as the primary point of contact for plant health 

protection and emergency management and response in the State.

Regional Directors

Regional Directors have ultimate, day-to-day responsibilities of all aspects of 

emergency incidents and work closely with the office of the PPQ–EDP 

Director regarding policy, coordination, funding, and regulatory support.

During emergency incidents, Regional Directors are responsible for availing 

their region’s support to the management of the incident in the initial phases of 

setup while maintaining close contact with its development. Regional 

Directors interact with the incident through the State Plant Health Director, if 

appropriate, or if different directly with the Incident Commanders and the 

PPQ–EDP staff.

Regional Directors have the following responsibilities:

◆ Reports to the Deputy Administrator;
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◆ Disseminates daily, weekly reports to all interested parties;

◆ Directs the initial response in the field, in coordination with PPQ–EDP;

◆ Monitors the incident, in cooperation with State officials for Federal/

State incidents, to ensure effective and efficient operation;

◆ Selects an Incident Commander or makes the decision to setup a Unified 

Command structure, in consultation with the Director of PPQ–EDP and 

State officials, if involved;

◆ Selects an administrative officer;

◆ Assists with selection of a location for the field headquarters;

◆ Arranges initial staffing for administrative and operational personnel;

◆ Arranges for transporting and distributing needed material from regional 

emergency caches;

◆ Requests materials from the national emergency cache, if necessary;

◆ Starts appropriate action within 72 hours of notification following the 

guidelines in this manual and the New Pest Response Guidelines (if 

available);

◆ Estimates or arranges for the estimation of future needs from State, 

Federal land management agencies, and military resources (for example, 

access to an airstrip); and

◆ Develops a Memorandum of Understanding (MOU) with the 

Department of Defense.

Coordinator, National Emergency Response

The Coordinator of National Emergency Response at PPQ headquarters works 

under the direction of the Director of Emergency Management to take national 

leadership in preparedness and response by PPQ to plant health and all hazard 

emergencies.

The following are roles and responsibilities of the National Emergency 

Response Coordinator:

◆ Provides national leadership in coordinating the agency’s response and 

recovery from plant health and all hazards emergencies;

◆ Develops budgets, operational plans, strategies, and guidelines, for each 

of emergency assignment;

◆ Coordinates and directs PPQ programs utilizing existing PPQ and 

cooperator resources;

◆ Coordinates with other PPQ units, departmental agencies, Federal and 

State agencies, industry, professional organizations, and others when 

responding to plant health and all hazards emergencies;
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◆ Keeps PPQ officials fully informed of PPQ program activities and 

results that may have a significant bearing on the planning, development 

and administration of APHIS programs;

◆ Participates with PPQ–EDP–Prevention and Preparedness (PP) staff in 

developing program goals, objectives, budgets, strategic plans and action 

plans;

◆ Develops and writes status reports, briefing papers, decision memoranda 

and other administrative documents; and

◆ Identifies and acquires human, fiscal, and physical resources needed in 

support of PPQ emergency programs.

Regional Emergency Program Coordinators

Each region has a Regional Emergency Program Coordinator (REPC) who 

provides guidance and is responsible in their region for the overall 

implementation of emergency preparedness and response in the field.

The following are some of the roles and responsibilities of the Regional 

Emergency Program Coordinators:

◆ Provides input into Incident Command System (ICS) training and 

full-scale exercises;

◆ Acts as a liaison between Headquarters (HQ), State Plant Health 

Directors (SPHDs) and State Plant Regulatory Officials (SPROs) for 

Emergency Response information;

◆ Coordinates emergency preparedness efforts;

◆ Coordinates implementation of the National Response Framework 

(NRF), National Incident Management System (NIMS) and associated 

directives;

◆ Collaborates with SPHDs, SPROs, the PPQ–Professional Development 

Center (PDC), the U.S. Department of Homeland Security (DHS), the 

USDA– Cooperative State Research and Extension Education Service 

(CSREES), the APHIS–Office of Emergency Management and 

Homeland Security (OEMHS) in the development of emergency 

response exercises.

◆ Assists coordination of PPQ emergency programs;

◆ Advises and coordinates PPQ Incident Management Teams (IMT); and

◆ Develops and updates Continuity of Operations Plan (COOP) for the 

region.
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Rapid Assessment Team

For high-consequence plant pests a Rapid Assessment Team (RAT) may be 

utilized to quickly assess the pest situation in the area where the pest was 

detected. A RAT can be deployed quickly, usually within 24 hours of Federal 

confirmation of a pest of high consequence. The RAT will provide 

PPQ–Emergency and Domestic Programs staff and the regional staff with a 

focused and unbiased quick assessment of the pest situation on the ground. 

Because this is a rapid assessment, it is neither complete nor thorough and 

must be supplemented by additional information as necessary.

The RAT is usually composed of several members, but the groups are 

intentionally small and mobile. The RAT consists of one PPQ regional staff 

member, one USDA–CPHST scientist, one PPQ–EDP staff member, one or 

two USDA–Agricultural Research Service (USDA–ARS) or university 

scientific experts, and State regulatory officials. Usually the PPQ–EDP or 

USDA–CPHST staff member will author the report with input from all 

members. All members are an important part of the RAT and need to be 

included in the reporting process. Preliminary reports are often transmitted via 

email to the appropriate regulatory officials at day’s end. Final RAT reports are 

transmitted via email within 24 hours of completion of the assessment.

Incident Management Team

The Incident Management (IM) teams function is to assist PPQ and States in 

the response efforts of plant health emergencies. The major responsibilities of 

the National IMTs include responding to the following requests:

◆ From a SPHD or SPRO of any State or locality to assist in State plant 

health emergencies of nationally significant pests;

◆ By the Regional Director or Deputy Administrator to assist in regional or 

national plant health emergencies of nationally significant pests;

◆ From the Deputy Administrator, Secretary of Agriculture or Presidential 

Directive administered by the Secretary of Homeland Security to assist 

in all hazard emergency responses including ESF #11 and general all 

hazard activities.

Incident Commanders

Incident Commanders manage the plant health emergency at the field location 

where support operations are occurring. See Single Command Structure on

page 5-2 and Unified Command Structure on page 5-4 for a comprehensive 

description.
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Emergency Response 

Manual

4 Incident Command 

System 1

Contents

Introduction 4-1

History 4-1

Organization 4-2

Command Structure 4-4

Command Staff 4-6

 Incident Commanders page 4-7

 Public Information Officer page 4-7

 Liaison Officer page 4-7

 Safety Officer page 4-7

 Technical Working Group page 4-7

 Intelligence and Investigation Officer page 4-7

General Staff 4-8

 Planning Chief page 4-9

 Operations Chief page 4-9

 Logistics Chief page 4-9

 Finance and Administration Chief page 4-10

Incident Action Plan 4-10

Introduction

This chapter describes how PPQ Headquarters and PPQ–Emergency and 

Domestic Programs (EDP) staff use the Incident Command System (ICS) to 

respond to plant health emergencies.

History

The Incident Command System (ICS) is a standardized management tool used 

for meeting the demands of emergency or nonemergency situations. ICS was 

developed in the early 1970s by an interagency task force as a new approach to 

the problem of managing rapidly moving wildfires in California. ICS is now 

widely used throughout the United States for emergency and event 
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management, including plant health emergencies. It is applicable to simple and 

complex emergencies. ICS is used by various jurisdictions and functional 

agencies, both public and private, to organize field-level incident management 

operations.

The Incident Command System includes the combination of facilities, 

equipment, personnel, procedures, and communications, operating within a 

common organizational structure and designed to aid in the management of 

resources during incidents.

Organization

PPQ staff members responding to a plant health emergency are designated as 

Command Staff or General Staff. The organization of Command Staff and 

General Staff is illustrated in Figure 4-1 on page 4-3.
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Figure 4-1 Organization of PPQ Command Staff and General Staff Responding to a Plant Health Emergency
Incident Command System

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Command Structure

Command structures may be Single or Unified. Small incidents will be 

managed as a Single Command structure implemented by one Incident 

Commander.

For incidents that fall under the multiple jurisdictions of both Federal and State 

government, a Unified Command structure will most likely be implemented 

cooperatively by the State Plant Health Directors and State authorities. Under 

the Unified Command structure, agencies will work together through one or 

more Incident Commanders to establish a common set of objectives and 

priorities.

Together, the multiple Incident Commanders in a Unified Command structure 

have the same responsibilities as the single Incident Commander in a Single 

Command structure. However, the Incident Commanders in a Unified 

Command structure have additional responsibilities. See Unified Command 

Structure on page 5-4 for additional information concerning the 

responsibilities of Incident Commanders in a Unified Command structure.

Both Single and Unified Command structures are managed by emergency 

personnel using a collaborative approach with the following characteristics:

◆ Common organizational structure

◆ One command post

◆ Unified planning process

◆ Unified resource management

◆ One Incident Action Plan (IAP)

In a Unified Command structure, the Incident Commander position can be 

made up of more than one individual. All other positions within the Command 

Staff structure are filled by one individual. Larger incidents may require the 

use of deputies or assistants for some positions. Additionally, new sections 

may be created if necessary. For smaller incidents, one person may take on 

several positions. Very small incidents may require only one individual who 

would fill all of the roles.

The lead program unit will determine if more than one Incident Commander is 

needed to manage the incident. Once established, the Incident Commanders 

will be responsible for all aspects of the response, including developing 
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incident objectives and managing all incident operations. These 

responsibilities remain with the Incident Commanders until they are assigned 

to another individual.

At the beginning of a larger visible incident, the qualified State Plant Health 

Director (SPHD) and State Plant Regulatory Official (SPRO) within the State 

may assume the roles of Incident Commanders in a Unified Command 

structure. They may delegate the functions by mutual agreement. For smaller 

incidents, any qualified regulatory official can assume the role of the Incident 

Commander.

In a Unified Command structure, the Federal-level Incident Commander will 

consult with the Director of PPQ–EDP–Emergency Management, SPHDs, and 

with Regional Directors (RDs). The State-level Incident Commander consults 

with their State management structure. Both Federal and State personnel are 

encouraged to maintain a flexible attitude when setting up a structure to best 

accomplish the goals that are stated in the Incident Action Plan.

If the plant health 

emergency is at this level:

Then the lead program unit 

is:

And the Incident 

Commanders are selected 

by and accountable to:

Federal State Plant Health Director State Plant Health Director

State State Plant Regulatory 

Official

State Plant Regulatory 

Official

Combined Federal and State 

government

State Plant Health Director 

and State authorities

State Plant Health Director 

and State authorities

If an Incident Commander in a Unified 

Command structure is at this level: Then they consult with:

Federal Director, PPQ–EDP–Emergency 

Management, State Plant Health Directors, 

and Regional Directors

State Their State management
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Under a Unified Command structure, the Incident Action Plan (IAP) is 

developed by the Planning Chief and is approved by the Incident Commanders. 

An Operations Chief will develop and direct the tactical implementation of the 

IAP. The Incident Commanders will designate the Operations Chief. See 

Incident Action Plan on page 4-10 for more information. 

Command Staff

The organization of the Command Staff is illustrated in Figure 4-2 on 

page 4-8. Command Staff positions are established to assign responsibility for 

key activities not specifically identified in the General Staff functional 

elements.

When the Secretary of Agriculture issues a Declaration or authorizes the 

funding needed for an emergency project, the PPQ Deputy Administrator will 

delegate authority to the Command Staff. This process was described in greater 

detail in Responsibilities on page 3-4.

Command Staff positions include the following:

◆ Incident Commanders

◆ Public Information Officer

◆ Liaison Officer

◆ Safety Officer

◆ Technical Working Group Liaison Officer

◆ Intelligence and Investigations Officer

◆ Information Technology Officer

◆ Others as needed

If this Command structure: Then:

Single One individual can assume all roles

Unified ◆ Incident Action Plan is developed by the 

Planning Chief and approved by the 

Incident Commanders

◆ Operations Chief will develop and direct 

the tactical implementation of the 

Incident Action Plan

◆ Incident Commanders will designate the 

Operations Chief
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Incident Commanders

The Incident Commanders manage the plant health emergency at the field 

location where support operations are occurring. See Single Command 

Structure on page 5-2 and Unified Command Structure on page 5-4 for a 

comprehensive description.

Public Information Officer

The Public Information Officer is responsible for interfacing with the public, 

media, congress and other agencies and disseminating incident-related 

information. See Public Information Officer on page 6-1 for a 

comprehensive description.

Liaison Officer

The Liaison Officer is the point of contact for representatives of all 

organizations responding to the incident. See Liaison Officer on page 7-1 for 

a comprehensive description.

Safety Officer

The Safety Officer is responsible for monitoring safety procedures. See Safety 

Officer on page 9-1 for a comprehensive description.

Technical Working Group

The Technical Working Group Liaison identifies experts capable of addressing 

the objectives of the Incident Action Plan. See Technical Working Group 

Liaison Officer on page 8-1 for a comprehensive description.

Intelligence and Investigation Officer

The Intelligence and Investigation Officer develops and coordinates activities 

related to traceback and trace forward information. See Intelligence and 

Investigation Officer on page 10-1 for a comprehensive description.
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General Staff

The organization of the General Staff is illustrated in Figure 4-3 on 

page 4-9.The General Staff includes emergency management personnel who 

represent the major functional elements of the Incident Command System, 

including planning, operations, logistics, and finance or administrative 

Figure 4-2 Organization of PPQ Command Staff
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responsibilities. When established as separate functions under the Incident 

Commanders, they are managed by a Section Chief and can be supported by 

other functional units.

Planning Chief

The role of PPQs Planning Chief is to ensure the incident response is run in a 

cohesive and proactive manner. See Planning Chief on page 11-1 for a 

comprehensive description.

Operations Chief

The Operations Chief implements the strategy and tactics and actively pursues 

the objectives laid out in the Incident Action Plan. See Operations Chief on

page 12-1 for a comprehensive description.

Logistics Chief

The Logistics Chief is responsible for providing facilities, services, and 

material in support of the incident. See Logistics Chief on page 13-1 for a 

comprehensive description.

Figure 4-3 Organizational Structure of General Staff
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Finance and Administration Chief

The Finance and Administration Chief has the overall responsibility of 

coordinating the site finance and administrative operations for the incident 

response. See Finance and Administration Chief on page 14-1 for a 

comprehensive description.

Incident Action Plan

The Incident Action Plan (IAP) is a guide that responders should use to 

eradicate or contain a new or reintroduced plant pest or disease. Under the 

Unified Command structure, the IAP is developed by the Planning Chief and 

approved by the Incident Commanders. Under the Single Command structure, 

the Incident Commander is responsible for ensuring that the IAP is prepared, 

and for achieving its objectives.

The Operations Chief will develop and direct the tactical implementation of 

the IAP. Both Federal and State personnel are encouraged to maintain a 

flexible attitude when setting up a plan to best accomplish the goals that are 

stated in the IAP.
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Emergency Response 

Manual

5 Incident Commander 1

Contents

Introduction 5-1

Organization 5-1

Selection 5-1

Roles 5-2

Responsibilities 5-2

 Single Command Structure page 5-2

 Unified Command Structure page 5-4

Section Chiefs 5-4

State Support 5-4

Introduction

This chapter describes the functions of Incident Commanders under both 

Single Command and Unified Command structures.

Organization

Incident Commanders are part of the Command Staff. See Command Staff on

page 4-6 for a description of the Command Staff.

Selection

Incident Commanders are selected by the State Plant Health Director, State 

Plant Regulatory Official, and/or State authorities.
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Roles

The Incident Commanders manage the plant health emergency at the field 

location where support operations are in progress.

Responsibilities

Single Command Structure

Within the Single Command structure, one Incident Commander will be 

selected. The Incident Commander in a Single Command structure is solely 

responsible (within the confines of his or her authority) for establishing 

incident management objectives. This Commander is directly responsible for 

ensuring that all activities are directed toward accomplishment of the 

objectives.

The Incident Commander in a Single Command structure may have a deputy 

from the same agency, or from an assisting agency. Deputies may also be used 

at section and branch levels. Deputies must have the same qualifications as the 

person for whom they work because they must be ready to take over that 

position at any time. The extent of the incident, and the incident response, will 

determine if a Deputy Incident Commander is necessary.

The responsibilities of the Incident Commander in a Single Command 

structure are as follows:

◆ Receive, agree to, and implement direction in the Delegation of 

Authority from the appropriate upper level of management for the 

incident;

◆ Accomplish tasks for any position left unassigned;

◆ Report directly to the State Plant Health Director (SPHD) or State Plant 

Regulatory Officer (SPRO) or a higher authority;

◆ Establish an Incident Command Post with input from the SPHD and 

SPRO;

◆ Organize the managing structure of the incident response;

◆ Review all Environmental Assessments and Environmental Impact 

Statements, and ensure their provisions are followed;

◆ Analyze the scale of the incident and fill Command and General Staff 

positions as needed;
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◆ Conduct periodic briefings and staff meetings with Command and 

General Staff1

;

◆ Determine objectives for dealing with the incident;

◆ Authorize the implementation of the Incident Action Plan;

◆ Select Command Staff, Section Chiefs, and field personnel2;

◆ Supervise Section Chiefs and/or Officers dependent on span of control;

◆ Identify or delegate preliminary scientific, data and technical support 

needs and reporting structure;

◆ Ensure appropriate section heads provide plans, reports;

◆ Maintain or delegate a chronology of project events;

◆ Authorize release of information to the news media as per delegation of 

authority;

◆ Approve necessary purchases and requests exceeding an established 

amount;

◆ Approve release of incident resources;

◆ Arrange for notification of initiating a project to concerned individuals 

and agencies or groups including but not limited to

❖ State departments of agriculture

❖ Affected county and/or city governments

❖ Tribal governments

❖ Concerned agricultural industries

❖ Federal and affected State environmental protection agencies

❖ Federal/State extension and research agencies

❖ Federal/State wildlife services for compliance with the Endangered 

Species Act

❖ General public

❖ Special interest groups;

◆ Establish performance measurements for all supervised personnel;

◆ Evaluate or delegate the evaluation of performance of APHIS 

employees; and

◆ Approve transfer of command and transition plan.

1 At the onset of the response, the frequency of staff meetings should be daily, or at least twice a week.

2 For larger incidents Section Chiefs manage Branches, Divisions and Groups that perform incident response activities. For smaller incidents, Section Chiefs may not be assigned, and individual officers within 

the sections report directly to the Incident Commander.
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Unified Command Structure

Within a Unified Command structure, more than one individual will be 

designated as Incident Commanders by their jurisdictional authorities (or by 

departments within a single jurisdiction). Incident Commanders within a 

Unified Command structure must jointly determine objectives and priorities 

and work together to execute integrated incident operations and maximize the 

use of assigned resources.

PPQ Incident Commanders working as part of a Unified Command structure 

are to complete the same tasks as described for the Incident Commander in a 

Single Command structure (see Single Command Structure on page 5-2). 

The following are additional responsibilities for Incident Commanders 

working in a Unified Command structure:

◆ Work cooperatively with other members of the Command Staff and 

General Staff, and other incident personnel;

◆ Establish consolidated incident objectives and priorities;

◆ Coordinate to establish a single system for ordering resources;

◆ Approve the Incident Action Plan for the next operational period;

◆ Establish procedures for joint decision-making and documentation; and

◆ Continue to follow the chain of command in reporting to the upper levels 

of their respective agencies or organizations.

Section Chiefs

For larger incidents, Section Chiefs will manage Branches, Divisions and 

Groups that perform incident response activities. For smaller incidents, Section 

Chiefs may not be assigned, and individual officers within the sections will 

report directly to the Incident Commanders.

State Support

State relationships are an important element of the nature of a plant health 

organization. There is a critical need for teamwork between State regulatory 

agencies and PPQ during an emergency response because of an increasing 

interest and sophistication of State agencies, declining State and Federal 

budgets, increasing accessibility to critical expertise, and the reconciling of 

traditional agricultural and emerging environmental interests.
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Refer to the National Plant Board Web site for a list of State and Territory 

Plant Regulatory Officials.

In order to clearly understand the shared responsibilities among cooperators 

and to adequately allocate funds and resources to a specific project, two kinds 

of cooperative documents are established:

◆ Cooperative Agreements, which identify financial issues; and

◆ Memorandums of Understanding, which identify roles of cooperators.

Address National Plant Board

wttp://www.aphis.usda.gov/npb/npbmemb.html
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11/2010-1 Emergency Response Manual 6-1

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Emergency Response 

Manual

6 Public Information 

Officer 1

Contents

Introduction 6-1

Organization 6-1

Roles 6-1

Responsibilities 6-2

Media and Other Communication 6-3

 Press Releases page 6-3

 Contact With Commanders page 6-3

 Clearance Procedures page 6-3

 Response to Media Requests page 6-4

 Freedom of Information Act page 6-4

 Media Referral Guide page 6-4

Tips for Positive Communication 6-5

Introduction

This chapter describes the roles and responsibilities of the Public Information 

Officer.

Organization

The Public Information Officer (PIO) is part of the Command Staff. See 

Responsibilities on page 3-4 for a description of the Command Staff. The 

Incident Commanders will select the individual to fill the position of the PIO.

Roles

The Public Information Officer (PIO) plays an important role in providing 

accurate information and projecting the image of the incident response before 

the media and public. Legislative and Public Affairs (LPA) staff may fill the 
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role of the PIO for some incidents. In all cases, the PIO must maintain 

communication with LPA staff who will provide advice and counsel on public 

information policy and procedures.

Responsibilities

Beginning at an early stage of the emergency incident, the Public Information 

Officer (PIO) works directly with the Incident Commanders at the Incident 

Command Post. After the need for a PIO has passed, future support may be 

provided from another location.

The Public Information Officer has the following responsibilities:

◆ Report directly to the Incident Commanders;

◆ Plan, coordinate, and implement an effective public information program 

to support the objectives of the Incident Action Plan and APHIS program 

goals;

◆ Be aware of all changes in emergency project operations, policies, and 

plans in order to provide the most current and accurate information;

◆ Provide information to emergency project personnel, headquarters 

personnel, State information officers, industry representatives, the 

general public, media representatives, and others;

◆ Provide training, or guidance as needed, to project personnel on proper 

procedures for dealing with the media;

◆ Distribute slides, exhibits, brochures, and other visual materials for 

emergency project personnel;

◆ Act as primary contact for the emergency project to the mass media and 

the general public;

◆ Coordinate and assist emergency project personnel when it is necessary 

or desirable for them to be interviewed by the media;

◆ Maintain clearance procedures after consultation with and approval by 

the Incident Commanders;

◆ Coordinate tours and interviews for reporters, other Federal agency 

personnel, headquarters personnel, and, on occasion, for foreign visitors;

◆ Setup telephone hotline, if necessary;

◆ Supervise phone bank and other personnel;

◆ Put classified legal notices of Environmental Assessments in the local 

paper prior to treatment; and
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◆ Write press releases.

Media and Other Communication

APHIS–Legislative and Public Affairs (APHIS–LPA) has published fact 

sheets, press releases, and question and answer sheets for use during 

emergency programs. They coordinate meetings between the spokesperson for 

PPQ and the media. LPA also determines how to inform the public, what to 

inform the public of, and when to inform the public based on program 

activities.

APHIS–LPA is also open to direct contact by employees and the media when 

problems occur or the requested information is not known.

Press Releases

The Public Information Officer (PIO) should write feature articles and fact 

sheets for print, radio and television. Obtain clearance from the Incident 

Commanders and Legislative and Public Affairs headquarters as necessary. 

The PIO provides advance notification to Public Affairs staff at APHIS 

Headquarters and the Director of PPQ–EDP–Emergency Management for all 

information releases. Press releases for dockets and declarations must be 

cleared by the Director of PPQ–EDP–Emergency Management. The Director 

is also responsible for immediately sending copies of cleared press releases to 

the Incident Commanders and PIO.

Contact With Commanders

The Public Information Officer (PIO) advises the Incident Commanders on the 

release of information to the public. The PIO must ensure that APHIS–LPA is 

continuously informed of all incident response operations that have impact on 

public information activities. In turn, PPQ Headquarters will ensure that the 

Director of PPQ–EDP–Emergency Management is informed of developments 

that have impact on media coverage or public reaction.

Clearance Procedures

APHIS–LPA is charged with ensuring that information provided to 

congressional representatives and reporters is up to date, accurate, and 

consistent with information being provided by officials at the Department 

level, including the Office of Communications, the Office of Congressional 

Relations, and the Office of Intergovernmental Affairs.

PPQ staff members must refer the following types of requests to APHIS–LPA:
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◆ Congressional calls;

◆ Written inquiries from Congress, other agencies, countries, or industry;

◆ Requests to testify before or brief a State legislature;

◆ Requests for PPQ records; and

◆ National and local media calls from network news programs, television 

shows, radio networks, news wire services, and daily newspapers.

Response to Media Requests

Follow the steps outlined below when a request is received from the media:

 1. Ask for the name, affiliation, and phone number of the individual.

 2. Determine the topic for the interview or visit.

 3. Find out when the media representative needs the information.

 4. Respond to the request according to the clearance guidelines outlined 

earlier.

 5. Tell interviewers that someone will get back to them after the most 

appropriate and knowledgeable spokesperson for the Agency is 

identified.

 6. Notify your supervisor and APHIS–LPA.

Freedom of Information Act

Agency records that are not published, bound, or in brochure format for public 

dissemination, or that are not found on the USDA–APHIS Web site, are 

subject to review and analysis under the Freedom of Information Act (FOIA). 

If you receive a phone call or a written request for records or information that 

your office does not normally give out, then the requester needs to make a 

written FOIA request for the information.

Media Referral Guide

If you receive this type of inquiry: Then refer the call to:

Congressional calls (202) 720-2511

Congressional letters (301) 734-7776 and fax the letter to

(301) 734-5387

Media inquiries National [(202) 720-2511] or local LPA 

Office

Freedom of Information Act Refer the call to (301) 734-8296

Address APHIS–Legislative and Public Affairs

http://www.aphis.usda.gov/about_aphis/programs_offices/lpa/index.shtml
Public Information Officer

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Tips for Positive Communication

Listed below are tips on dealing with reporters, community leaders, or 

members of organizations so you can help them inform the public about 

APHIS activities and programs:

◆ Be courteous and polite

◆ Stay within your area of expertise

◆ Do not debate

◆ Do not speculate

◆ Do not offer opinions

◆ Do not justify Agency programs

◆ Offer information to clarify a story

◆ Avoid jargon and technical terms

◆ Be aware of deadlines

◆ Use pre-cleared information pieces

◆ Keep PPQ Headquarters informed
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11/2010-1 Emergency Response Manual 7-1

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Emergency Response 

Manual

7 Liaison Officer 1

Contents

Introduction 7-1

Organization 7-1

Roles 7-1

Responsibilities 7-1

Introduction

This chapter describes the roles and responsibilities of the Liaison Officer.

Organization

The Liaison Officer is part of the Command Staff. See Responsibilities on

page 3-4 for a description of the Command Staff. The Incident Commanders 

will select the individual to fill this position.

Roles

The Liaison Officer is the point of contact for representatives of all 

organizations responding to the incident.

Responsibilities

The Liaison Officer has the following responsibilities:

◆ Report directly to the Incident Commanders;
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◆ Act as a clearinghouse for information between PPQ Command Staff and 

other agencies;

◆ Act as the contact point for Federal, State, and local, government 

representatives, keeping supporting agencies aware of the incident 

status;

◆ Monitor incident operations to identify current or potential 

interorganizational problems;

◆ Participate in planning meetings, providing current resource status, 

including limitations and capability of assisting agency resources; and

◆ Develop a list of contacts and cooperators and act as a liaison with 

cooperators.
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Emergency Response 

Manual

8 Technical Working Group 

Liaison Officer 1

Contents

Introduction 8-1

Organization 8-1

Roles 8-1

Responsibilities 8-1

Introduction

This chapter describes the roles and responsibilities of the Technical Working 

Group Liaison Officer.

Organization

The Technical Working Group Liaison Officer is part of the Command Staff. 

See Responsibilities on page 3-4 for a description of the Command Staff. The 

Incident Commanders will select the individual to fill this position.

Roles

The Technical Working Group Liaison Officer provides technical support and 

contact with the Technical Working Group.

Responsibilities

The Technical Working Group (TWG) is an ad hoc group of subject matter 

experts that provide PPQ with timely technical information about the particular 

pest or disease for which the response is being mounted.
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The TWG Liaison Officer has the following responsibilities:

◆ Report directly to the Incident Commanders;

◆ Identify experts capable of addressing the objectives of the Incident 

Action Plan;

◆ Provide and coordinate regular communication between the TWG and 

the Incident Commanders;

◆ Provide guidance and recommendations concerning the biology, 

epidemiology, survey protocols, dispersal, predictive modeling, 

identification, and treatment of the pest;

◆ Convene meetings and teleconferences as often as necessary to provide 

timely technical information in support of the emergency;

◆ Assist the Information Technology and Geographic Information Systems 

(GIS) specialist in the development of necessary infrastructure for data 

collection, including hand held devices, mapping, and communications;

◆ Incorporate improved identification procedures; and

◆ Coordinate, communicate, test, and assist in implementing new 

procedures recommended by the TWG.
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Emergency Response 

Manual

9 Safety Officer 1

Contents

Introduction 9-1

Organization 9-1

Roles 9-2

Responsibilities 9-2

Gathering Information 9-2

Safety Regulations 9-3

Safety Officer Kit 9-4

Hazard Identification 9-4

Staff Management 9-6

Incident Objectives 9-6

Agency Documentation 9-8

 Facility Documentation page 9-8

 Incident Command Documentation page 9-8

 Incident Documentation page 9-8

Incident Safety Action Plan 9-9

Introduction

This chapter describes the roles and responsibilities of the Safety Officer.

Organization

The Safety Officer is part of the Command Staff. See Responsibilities on page 

3-4 for a description of the Command Staff. The Incident Commanders will 

select the individual to fill this position.
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Roles

The role of the Safety Officer (SO) is to reduce the risks associated with the 

program. The SO as well as all supervisors are responsible for monitoring 

safety procedures. The SO should demonstrate a genuine concern for the 

well-being of every individual working toward making the objectives of the 

incident response a reality.

Responsibilities

The following are the responsibilities of the Safety Officer:

◆ Gather information and plan safety activities;

◆ Follow all regulations pertaining to safety;

◆ Prepare Safety Officer’s kit;

◆ Identify hazards, prioritize risks, and mitigate as necessary;

◆ Manage staff to meet incident needs;

◆ Coordinate with Command Staff and General Staff to safely accomplish 

incident objectives;

◆ Ensure agency documentation and regulations are completed and filed 

with the administrator; and

◆ Write the Incident Safety Action Plan.

Each responsibility has been described in greater detail in the remaining 

sections of this chapter.

Gathering Information

The Safety Officer is responsible for gathering information and planning safety 

activities. In that capacity, the Safety Officer will:

A. Report directly to the Incident Commanders.

B. Obtain incident briefing from direct supervisor, which may include 

the following:

i. Current situation
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ii. Current resource commitments

iii. Identified hazards or risks

iv. Reportable injuries or accidents that have occurred

v. Incident communications that are in place

vi. Incident policies and procedures

C. Review the following components of the Incident Action Plan 

(Incident Action Plan on page A-44) for the current operational 

period and determine support needs:

i. Incident Objectives (ICS 202 on page A-50)

ii. Organization Assignment List (ICS 203 on page A-52)

Is span of control being met or exceeded?

Is position contact information up to date?

iii. Assignment List (ICS 204 on page A-54)

What are the assigned resources?

Are work assignments valid?

Are there any special instructions of concern?

iv. Incident Communication Plan (ICS 205 on page A-56)

Is information accurate and updated?

v. Medical Plan (ICS 206 on page A-58)

Have medical facilities and their locations been identified?

Are emergency procedures in place?

Is contact information up to date?

vi. Air Operations Summary (ICS 220 on page A-72)

What are the aircraft types?

Is contact information up to date?

What is the schedule of operation for aircraft?

vii. Safety Message

Are hazards and risks identified?

Are there any special concerns?

Safety Regulations

The Safety Officer is responsible for following all regulations pertaining to 

safety.
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Knowledge of Occupational Safety and Health Act (OSHA) regulations is key 

to a Safety Officer’s success in creating that environment. Though the 

regulations may help guide the Safety Officer in some areas, the Safety Officer 

should consult qualified APHIS personnel for guidance on subjects specific to 

the agency. Additional regulations may apply. See Authorities and Enabling 

Legislation on page 1-6 for information concerning OSHA and other Acts.

Safety Officer Kit

The Safety Officer is responsible for preparing the Safety Officers kit.

Information and materials specific to the Safety Officers’ duties should be 

assembled and prepared in a Safety Officer kit. Suggested items include the 

following:

◆ APHIS Safety and Health Manual

◆ Measuring tape (100 feet)

◆ Flagging tape

◆ Clipboard

◆ Writing pad

◆ Flashlight and batteries

◆ Pencils, pens, and markers

◆ Pocket notebook

◆ Digital camera

◆ Safety checklists

The APHIS Safety and Health Manual is available online at the Forms, 

Issuances and Records Library of APHIS–Marketing and Regulatory Programs 

and Business Services. 

Hazard Identification

The Safety Officer is responsible for identifying hazards, prioritizing risks, and 

mitigating as necessary.

Address APHIS Safety and Health Manual

http://www.aphis.usda.gov/library/manuals/index.shtml
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Hazard identification is the first step in creating a safe incident response. 

Classify hazards as subjective or objective.

Subjective hazards are created by incident personnel and can be controlled 

through attitudes and abilities. Examples include excessive speed in vehicle 

operation, handling pesticides without use of proper safety gear, and tangled 

layout of cords and wires.

Objective hazards are inherent to the incident itself which cannot be eliminated 

and must be dealt with. Examples include weather (rain, wind), geography 

(hills, rocky terrain, marshland), environmental conditions (dead tree with 

overhead snag), plants (irritant plants), and fauna (snakes, bees).

Use the following techniques to identify hazards:

◆ Personal observation or experience with a particular region or program

◆ Following a checklist to determine hazards present at a certain location

◆ Communicating with incident personnel that have been involved with 

the incident

◆ Determining trends in hazard exposure

◆ Contacting local groups or authorities that may have information crucial 

to project safety

Once the hazards are identified, a risk assessment is performed to prioritize 

hazard mitigation. A risk is the chance that humans take in relationship to the 

hazard. Safety risk management enables the supervisors at levels to manage 

risks. All projects and incidents have hazards connected with them. However, 

hazards are not equally severe, so it is up to Incident Commanders to balance 

the risks and benefits of an operation.

Prioritize risks by identifying which hazards to mitigate, based upon the 

following:

◆ Consequence if the accident occurs

◆ Likelihood of the hazard causing harm

◆ Actions taken to prevent the hazard from causing harm

Hazards are not equally severe. For example, overhead power lines may have 

the potential of causing harm, but the likelihood of operations being impacted 

by overhead power lines may be minimal. However, if a power line were to 

fall, the severity of the line is the same, but the probability of harm being 

caused increases dramatically.
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Mitigation is the process of regulation and control for safe operations on the 

incident. When all of the hazards and risks have been identified and prioritized, 

the methods of corrective action need to be considered.

The Safety Officer should keep in mind that many hazards are easy to mitigate, 

and usually only require simple avoidance of the hazard itself or a reduction in 

exposure. However, due to limited resources, it is not possible to identify and 

control all of the hazards. In this case, priority should be that all serious 

hazards be addressed, eliminated, mitigated or controlled by management, as 

in Table 9-1.

Once the hazards of an incident have been identified, the risks of each hazard 

prioritized, and mitigation procedures developed, they will be incorporated 

into the Incident Safety Action Plan. See Incident Safety Action Plan on page 

9-9 for additional information.

Staff Management

The Safety Officer is responsible for managing staff to meet the needs of the 

incident. The scope of an incident may be too large or complex for a single 

officer to oversee. In such cases, the Safety Officer may request additional 

Assistant Safety Officers to oversee a divisional or functional component of 

the incident.

Incident Objectives

The Safety Officer is responsible for coordinating with the Command and 

General Staffs to safely accomplish the incident objectives.

Table 9-1 Examples of Actions Taken to Prevent a Hazard from Causing Harm

Action Taken Example

Design the hazard or risk out of the 

procedures of the incident response

Instruct personnel to limit driving on dirt and 

gravel roads and use paved roads as much 

as possible

Incorporate safety devices to limit or reduce 

exposure to a hazard or risk

Wear hats and sunscreen to reduce effects 

of sun exposure

Implement warning devices to alert personnel 

of hazards

Use orange cones or high visibility tape to 

identify areas of vegetation with poison oak

Develop special procedures of operation to 

limit hazard or risk exposure

Contact a grower or nursery owner before 

entering a field to ensure pesticide 

application reentry intervals have elapsed
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Working on an incident requires working with a team. Learning to work 

effectively as a team takes time and experience, and how quickly a team can 

unify to work toward accomplishing incident objectives depends on how well 

the team can come together. The following responsibilities are standard on any 

incident response:

◆ Establish and maintain positive interpersonal and interagency working 

relationships

◆ Recognize functional capabilities of cooperating agencies and 

cooperators

◆ Interact and coordinate with all Command and General Staff through 

information exchange

Exercising authority to stop and prevent unsafe operational procedures is an 

important function of the Safety Officer. Along with the Incident Commanders, 

the Safety Officer may halt any operational procedure at any time, using direct 

intervention to correct any extremely dangerous act. Such actions should be 

discussed with the Incident Commanders and actions documented on the Unit 

Log (ICS 214 on page A-64).

Training incident personnel in proper safety techniques goes a long way in 

reducing accidents. The Safety Officer should oversee all safety and health 

related training needed on the incident, based on the risk assessments 

completed. Certain APHIS trainings are mandated for employees involved in 

incidents, meeting the minimum legal requirements of OSHA. Refer to the 

APHIS Safety and Health Manual for more information. Training commonly 

provided during incidents may include the following topics:

◆ Hazardous communication

◆ Emergency Action Plans

◆ Fire prevention

◆ Pesticide application

◆ Defensive driving

◆ Protective equipment

◆ Operation of all terrain vehicles 

Address APHIS Safety and Health Manual

http://www.aphis.usda.gov/library/manuals/index.shtml
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Agency Documentation

The Safety Officer is responsible for ensuring that agency documentation is 

completed and filed with the Incident Commanders.

The Safety Officer must use the following documents and policies during 

incidents. Many are mandated by USDA requirements.

Facility Documentation

◆ APHIS Safety Inspection Checklist, Machine/Workshop (APHIS 256-4

on page A-13)

◆ APHIS Safety Inspection Checklist, Laboratories (APHIS 256-3 on

page A-7)

◆ APHIS Facility Security Profile (APHIS 271-R on page A-22)

Incident Command Documentation

◆ Incident Objectives (ICS 202 on page A-50)

◆ Medical Plan (ICS 206 on page A-58)

◆ Unit Log (ICS 214 on page A-64)

◆ Incident Action Plan Safety Analysis (ICS 215A on page A-66)

◆ Incident Action Plan Health and Safety Message (ICS 223 on page 

A-75)

Incident Documentation

◆ Federal Employee’s Notice of Traumatic Injury (CA-1 on page A-31)

◆ Notice of Occupational Disease and Claim for Compensation (CA-2 on

page A-37)

◆ Authorization for Exam and/or Treatment (CA-16)

◆ Incident Report (APHIS 515)-Theft/property damage

◆ Workplace Incident Report (APHIS 259-R on page A-19)

◆ Motor Vehicle Accident Report (SF 91 on page A-96)

◆ Defensive Driver Training Log (MRP 125-R on page A-94)

◆ Vehicle Inspection Checklist (MRP 65 on page A-92)

◆ OSHA for USDA Employees (AD-1010), Standard Employer Rights

◆ Occupational Exposure (APHIS 29 on page A-3)
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◆ OSHA Forms for Recording Work-Related Injuries and Illnesses (OSHA 

300)

◆ Pesticide/Chemical Storage Questionnaire (APHIS 156R)

Incident Safety Action Plan

The Safety Officer is responsible for writing the Incident Safety Action Plan 

(ISAP). The Incident Safety Action Plan is a guide to enhance and establish a 

safe working environment for all incident personnel. Specific to each incident, 

the focus of the Incident Safety Action Plan is to convey the safety attitude that 

must be projected by the entire Incident Management Team. Components of 

the Plan include the following:

◆ Safety messages

◆ Incident Action Plan safety messages

◆ Safety briefings

◆ Incident bulletin boards with safety component

◆ News releases

◆ Field comments of safety concerns

◆ Incident Status Summary (ICS 209 on page A-60)

◆ Communication plans

◆ Medical plans

◆ Operational briefings

◆ Timely correction of problems

◆ APHIS Safety and Health Manual

Address APHIS Safety and Health Manual

http://www.aphis.usda.gov/library/manuals/index.shtml
Safety Officer

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Emergency Response 

Manual

10 Intelligence and 

Investigation Officer 1

Contents

Introduction 10-1

Organization 10-1

Roles 10-1

Responsibilities 10-2

Plant Protection and Quarantine 10-2

Investigative and Enforcement Services 10-3

Introduction

This chapter describes the roles and responsibilities of the Intelligence and 

Investigation Officer.

Organization

The Intelligence and Investigation Officer is part of the Command Staff. See 

National and Regional Staff on page 3-1 for a description of the Command 

Staff. Within 24 hours of arrival on the site, the Incident Commanders or 

Logistics Chief will contact the APHIS–Investigative and Enforcement 

Service (IES) regional office for the assignment of an Intelligence and 

Investigation Officer, if appropriate, for the incident.

Roles

The Intelligence and Investigation Officer will develop and coordinate 

activities related to traceback and trace forward information, in cooperation 

with the Smuggling Interdiction and Trade Compliance (SITC) Program when 

appropriate, and develop cases against violators if necessary.
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Responsibilities

The Intelligence and Investigation Officer has the following responsibilities:

◆ Report directly to the Incident Commanders (or Planning Chief or 

Operations Chief);

◆ Initiate and implement investigations on the origin, routing, and 

destination of infested or potentially infested articles, employing the 

PPQ–Smuggling Interdiction and Trade Compliance program when 

appropriate;

◆ Work with emergency incident personnel and PPQ–SITC to develop pest 

pathway analysis based on information gathered in investigations;

◆ Gather evidence on possible violations relating to pest introductions;

◆ Develop cases against alleged violators; and

◆ Keep Incident Commanders informed of investigation’s progress with 

regular reports.

Plant Protection and Quarantine

Incident response personnel will provide Investigative and Enforcement 

Services (IES) Investigators with specific information to assist them in 

establishing the extent and scope of the investigative services needed.

The Incident Commanders or the Logistics Chief will identify the availability 

of logistical support needed including facilities, office space, vehicles, travel, 

lodging, budget assistance, and funding under program accounts available for 

IES participation in emergency programs.

The Incident Commanders will work with IES Investigators to identify the 

level of coordination, assistance from SITC, and the delegation of authorities 

for investigative and enforcement responsibilities between IES and other 

Federal, State or local governmental cooperators.
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Investigative and Enforcement Services

During the initial stages of a new emergency program, it is important to 

identify the mode of introduction for the pest, the possible methods the pest 

was disseminated, and the potential pathways the pest may take for further 

dissemination. This traceback and trace forward information can be crucial to 

eventual containment or eradication in an emergency control program.

The gathering of traceback and trace forward information often requires the 

investigative expertise of APHIS–Investigative and Enforcement Services 

(IES). Investigators with IES have the tools to gather evidence and 

documentation that may be useful in reconstructing pest pathways. 

Additionally, violations that may have resulted in pest introduction and 

dissemination must be investigated in a way that builds a strong case for 

successful prosecution if necessary. IES Investigators, versed in the rules of 

evidence-gathering, regularly assemble such cases in their work.

In cases where pathways may involve smuggling or other illegal movements of 

regulated articles, traceback and trace forward investigations, and pathway 

analysis involving cargo or contraband, the IES investigator will solicit the 

assistance of PPQ–Smuggling Interdiction and Trade Compliance (SITC) 

teams to assist with warehouse and/or market inspections and other 

investigations into the movement of regulated articles.

When assistance is requested, APHIS–Investigative and Enforcement Services 

(IES) will strive to join the emergency program as soon as possible. IES will 

have the following responsibilities:

◆ Provide PPQ with an enforcement perspective and work with PPQ to 

determine which investigative components are needed;

◆ Work with emergency program personnel to investigate pest pathways of 

regulated articles (traceback and trace forward), using PPQ–Smuggling 

Interdiction and Trade Compliance personnel where appropriate;

◆ Identify investigators for rapid deployment for temporary duty and help 

identify short and long term staffing needs; and

◆ Keep Incident Commanders apprized of progress and results of the 

investigations.
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Emergency Response 

Manual

11 Planning Chief 1

Contents

Introduction 11-1

Organization 11-1

Roles 11-2

Responsibilities 11-2

Unit Leaders 11-3

 Resources Unit Leader page 11-3

 Situation Unit Leader page 11-3

 GIS and Mapping Specialist page 11-3

Data Management 11-4

 Computer Technical Specialist page 11-4

 Identification Diagnostic Specialist page 11-5

 Documentation Unit Leader page 11-6

 Demobilization Unit Leader page 11-6

 Termination page 11-7

 Training Specialist page 11-7

Introduction

This chapter describes the roles and responsibilities of the Planning Chief.

Organization

The Planning Chief is part of the General Staff. See National and Regional 

Staff on page 3-1 for a description of the General Staff. The Incident 

Commanders will select the individual to fill this position.
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Roles

The role of PPQ’s Planning Chief is to ensure the incident response is run in a 

cohesive and proactive manner.

Responsibilities

The responsibilities of the Planning Chief are as follows:

◆ Report directly to the Incident Commanders;

◆ Oversee the resource, situation, documentation, demobilization, 

Geographic Information Systems and mapping, and training units as they 

are needed;

◆ Update response guidelines, or develop response guidelines if they have 

not yet been developed;

◆ Oversee official documentation for the incident;

◆ Conduct meetings;

◆ Prepare the Incident Action Plan;

◆ Collect, evaluate, process, and disseminate incident information;

◆ Identify need for specialized resources;

◆ Assemble information, and propose alternative strategies, when 

appropriate;

◆ Provide revisions of objectives and strategies;

◆ Compile and report incident status information, and report significant 

changes in incident status;

◆ Reassign out-of-service personnel already on the site to ICS 

organizational positions as appropriate;

◆ Oversee preparation of incident demobilization plan; and

◆ As needed, oversees the resource unit, situation unit, documentation unit, 

demobilization unit, training unit, data management leader, and any 

technical specialists.
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Unit Leaders

Resources Unit Leader

The responsibilities of the Resources Unit Leader are as follows:

◆ Maintain check-in, current status and location of all personnel and 

tactical resources at an incident;

◆ Collect all parts of the Incident Action Plan and deliver the plan to the 

Documentation Unit Leader; and

◆ Participate in Tactics and Planning Meeting.

Situation Unit Leader

The responsibilities of the Situation Unit Leader are as follows:

◆ Ensure that incident information is shared throughout the entire 

organization;

◆ Assign and manage staff of Display Processors, Field Observers and 

Technical Specialists; and

◆ Develop situation reports.

GIS and Mapping Specialist

The responsibilities of the Geographic Information Systems (GIS) and 

Mapping Specialist are as follows:

◆ Develop and maintain incident related databases

◆ Use databases for both reports and GIS products analyzing all pertinent 

program related data

The GIS products and database reports will assist the program manager in 

making appropriate decisions on the following:

◆ Current distribution and intensity of the pest;

◆ Future effectiveness;

◆ Monitoring effectiveness and efficiency of survey protocol;

◆ Risk analysis and assessments for the establishment of quarantine and 

treatment boundaries, utilizing environmental and endangered species 

data;

◆ Identification of possible host introduction sites, sites of vulnerability, 

and short- and long-term objectives and procedures; and
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◆ Facilities.

Data Management

The responsibilities of the Data Management Leader are as follows:

◆ Report to the Planning Chief, and cooperate with the Mapping, 

Detection, Control, and Regulatory Groups to field worksheets and or 

implement electronic data collection devices suitable for project data 

collection;

◆ Upload data from data collection devices, or coordinate the entry of 

worksheet data into the database;

◆ Ensure the accuracy of data collection methods;

◆ Prepare reports and maps, as needed;

◆ Develop life cycle information from the life stage and temperature data;

◆ Establish needs and request personnel to maintain data management 

activities; and

◆ Provide Cooperative Agricultural Pest Survey (CAPS) positive and 

negative survey data and ensure data is entered into the National 

Agricultural Pest Information System (NAPIS).

The use of Geographic Information Systems (GIS) methods in an emergency 

situation greatly facilitates the gathering of local information for analysis of 

products to determine pest distribution. An emergency-based GIS is used to 

predict geographic areas where program intervention will be necessary to 

prevent further spread of the pest. Also, control strategies can be efficiently 

planned with a GIS and then the results can be monitored, documented, and 

evaluated.

The responsibilities of other Data Management personnel are listed below.

Computer Technical Specialist

The responsibilities of the Computer Technical Specialist are as follows:

◆ Setup computers and Local Area Network

◆ Maintain and support computer operations

◆ Assist users as necessary

◆ Report to Planning Chief
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Identification Diagnostic Specialist

The responsibilities of the Identification Diagnostic Specialist are as follows:

◆ Identify all specimens promptly and accurately;

◆ Be present at the beginning, during, and end of the emergency incident;

◆ Maintain records of all identifications;

◆ Incorporate improved identification procedures;

◆ Train personnel and issue identification authority if appropriate;

◆ Coordinate procedures with science panel;

◆ Establish needs and request personnel to provide continuous 

identification support such as establishing laboratories, and negotiating 

resources with National Identification Services, Agricultural Research 

Service, Biological Control Institute, and others;

◆ Maintain written laboratory protocols; and

◆ Supervise personnel.

To be most effective, the USDA–APHIS must have the resources to recognize 

and identify new or reintroduced plant pests, and then to delimit their 

population. Discovery or reports of new or reintroduced plant pests can come 

from various sources. Survey results, monitoring activities, literature reports, 

research, or interceptions are all possible sources. Plant pests may also be 

brought to USDA attention by other government agencies, or the public.

The following all have a role in the identification and tracking of new pests:

◆ Federal and State cooperators;

◆ University scientists;

◆ PPQ identifiers and managers;

◆ PPQ–Emergency and Domestic Programs–National Agricultural Pest 

Information System (NAPIS) (Database identifies new plant pests found 

in the United States and alerts the National Survey Coordinator, a 

position within PPQ–EDP;)

◆ PPQ–Regulations, Permits, and Manuals–Manuals Unit, and 

PPQ–National Identification Services (NIS) (Technical personnel 

research literature and identify plant pests); and

◆ Systematic Entomology Laboratory (SEL), Agricultural Research 

Service (ARS) (Taxonomist confirms suspect insect plant pest from 

surveys).
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Suspect plant pests are submitted to a Regional Survey Identifier or an Area 

Identifier. When a suspect plant pest is positively identified, the confirmation 

is communicated to the Regional Office. Cooperatively, PPQ–National 

Identification Service (NIS), and the Region determine the identification 

support that will be needed in the field for the emergency situation. Nationallyknown experts for particular taxa must confirm pest identifications before 

emergency actions are declared. PPQ–EDP has the responsibility to contact 

PPQ–Regulations, Permits, and Manuals, and PPQ–NIS for emergency 

guidelines established for pest and host identification.

Once a new or reintroduced plant pest is confirmed, a delimiting survey or 

screening of target hosts will begin in the field or at the work site. 

PPQ–Emergency and Domestic Programs, and the Incident Commanders will 

consult with PPQ–NIS to clarify or develop identification protocols for an 

Emergency Program once it begins.

Documentation Unit Leader

The responsibilities of the Documentation Unit Leader are as follows:

◆ Manage all incident related information

◆ Prepare copies of the Incident Action Plan

◆ Assemble the final incident package

The following are examples of documentation related to the incident:

◆ Incident Management Documentation from other ICS functions

◆ Data generated during the incident

◆ New Pest Response Guidelines

◆ Operational Plan

◆ Quarantine regulations

◆ Cooperative Agreements 

◆ Memorandums of Understanding 

◆ Briefing papers

◆ State Plant Regulatory Official (SPRO) letters

◆ Environmental documents

◆ Orientation package

See Orientation Package on page H-1 for related information.

Demobilization Unit Leader

The responsibilities of the Demobilization Unit Leader are as follows:
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Emergency and Domestic Programs

◆ Coordinate with Command and General Staff for release of personnel

◆ Coordinate with Dispatch for release of personnel

◆ Complete Demobilization Plan

◆ Ensure checkout form is completed

Termination

An emergency incident response, project, or program can be terminated under 

any of the following conditions:

◆ Successful eradication of the target pest;

◆ Target pest becomes established and available resources are insufficient 

for eradication;

◆ Target pest becomes established and a domestic quarantine is 

established;

◆ Control measures (i.e., pest management, biological control) are found 

and an emergency project or program is no longer necessary;

◆ Sociopolitical opposition prevents emergency action; and

◆ Pest is reclassified, so that it is no longer actionable.

Training Specialist

The responsibilities of the Training Specialist are as follows:

◆ Work with trainee and mentor

◆ Maintain training records and send copies to trainees home unit

◆ Advise Planning Chief if trainee/trainer ration needs adjusting
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11/2010-1 Emergency Response Manual 12-1

Emergency and Domestic Programs

Emergency Response 

Manual

12 Operations Chief 1

Contents

Introduction 12-1

Organization 12-1

Roles 12-1

Responsibilities 12-2

 Operations Chief page 12-2

 Survey Group Supervisor page 12-2

 Control Group Supervisor page 12-3

 Regulatory Group Supervisor page 12-3

 Air Operations Branch Director page 12-3

Introduction

This chapter describes the roles and responsibilities of the Operations Chief.

Organization

The Operations Chief is part of the General Staff. See Responsibilities on

page 3-4 for a description of the General Staff. The Incident Commanders will 

select the individual to fill this position.

Roles

The Operations Chief implements the Incident Action Plan and actively 

pursues the project objectives.
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Responsibilities

Early in an incident, the Operations Chief will take on all the responsibilities 

described in this chapter. As the project expands over the coming weeks or 

months, the Operations Chief may assign qualified individuals the fill the 

following positions, as well additional people to work within the groups. If the 

project continues to expand, branches may be established. Each branch would 

likely contain each one of the four groups described here.

Branches may be used to serve several purposes, and may be functional or 

geographical in nature. In general, branches are established when the number 

of divisions or groups exceeds the recommended span of control of one 

supervisor to three to seven subordinates for the Operations Chief. A ratio of 1 

to 5 is normally recommended.

Operations Chief

The following are responsibilities of the Operations Chief:

◆ Report directly to the Incident Commanders;

◆ Oversee the Survey, Control, and Regulatory groups;

◆ Interact with Branch Director and Division or Group Supervisor(s) to 

develop and implement the operations portion of the Incident Action 

Plan;

◆ Make or approve expedient changes to the Incident Action Plan during 

the operational period as necessary.

◆ Provide overall supervision, direction, and coordination for the 

operations section throughout the process of Incident Action Plan 

implementation and follow through;

◆ Request resources needed to implement the Operations portion of the 

Incident Action Plan. Request any exemptions necessary for pesticides, 

and implement environmental monitoring when necessary;

◆ Approve release of resources from assigned status; and

◆ Work with the Safety Officer to ensure safe tactical operations.

Survey Group Supervisor

The following are responsibilities of the Survey Group Supervisor:

◆ Report to Operations Chief

◆ Provide orientation for survey procedures

◆ Implement delimiting survey plan
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◆ Resolve logistics problems

◆ Conduct or lead other surveys as required

◆ Carry out Quality Assurance protocols for all surveys

Control Group Supervisor

Within 24 hours of arrival, the Incident Commanders will select a qualified 

employee as the Control Group Supervisor. For introduced plant pests, the 

Control Group Supervisor will immediately establish a treatment program to 

either eradicate the introduced pest or to reduce the initial population.

Any modification of the treatment program must be coordinated through the 

Incident Commanders and the Operations Chief.

The responsibilities of the Control Group Supervisor are as follows:

◆ Report to Operations Chief;

◆ Establish the needs and request personnel, equipment, and material to 

maintain a continuous treatment program;

◆ Provide orientation for control procedures. Ensure that all pesticide 

safety and other safety issues are addressed; and

◆ Implement and oversee treatment plans, and ensure that logistical 

support relating to control is provided. Inform PIO via the Operations 

Chief, treatment activities for dissemination of information to 

stakeholders.

Regulatory Group Supervisor

The following are responsibilities of the Regulatory Group Supervisor:

◆ Report to Operations Chief;

◆ Provide orientation and overall direction for the enforcement of 

regulations. Monitor quarantines and regulated movements for 

compliance;

◆ Actively seek compliance with regulations, gather evidence, and prepare 

all necessary documents to assist in the prosecution of violators; and

◆ Work through the Liaison Officer and Incident Commanders to make 

contact and maintain working relationships with local police, sheriffs, 

and other law enforcement agents to gain assistance and advice when 

needed.

Air Operations Branch Director

The role of the Air Operations Branch Director is to ensure that Aircraft and 

Equipment Operations provides oversight for aerial application equipment.
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The following are responsibilities of the Air Operations Branch Director:

◆ Report to the Operations Chief

◆ Responsible for all phases of aviation operations for the incident

◆ Coordinate with the Contracting Officer Representative for treatment 

contracts oversight
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Emergency Response 

Manual

13 Logistics Chief 1

Contents

Introduction 13-1

Organization 13-1

Roles 13-2

Responsibilities 13-2

 Space and Utilities page 13-2

 Services, Supplies, Equipment page 13-2

 Communication page 13-3

 Vehicles page 13-3

Logistics Units 13-3

 Supply Unit Leader page 13-3

 Facilities Unit Leader page 13-3

 Ground Support Unit Leader page 13-3

 Communications Unit Leader page 13-4

 Food Unit Leader page 13-4

 Medical Unit Leader page 13-4

Introduction

This chapter describes the roles and responsibilities of the Logistics Chief.

Organization

The Logistics Section is part of the General Staff. See Responsibilities on

page 3-4 for a description of the General Staff. The Incident Commanders will 

select the individual to fill this position.
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Roles

PPQ’s Logistics Chief is responsible for providing facilities, services, and 

material in support of the incident.

Responsibilities

The following are responsibilities of the Logistics Chief:

◆ Report directly to the Incident Commanders;

◆ Oversee the Supply, Facilities, Ground Support, Communications, Food, 

and Medical units as they are needed;

◆ Establish and maintain an inventory control system for property and 

supplies;

◆ Arrange for office, parking, storage space, and associated utilities;

◆ Arrange for computers and communication equipment;

◆ At demobilization of an incident, make the proper distribution of the 

records and correspondence;

◆ Arrange for incident security if necessary, to include all phases of 

security (i.e., facilities, personnel, property, bid-containment, and 

information); and

◆ Request and mobilize emergency equipment and supplies.

Space and Utilities

The Logistics Chief arranges for office, parking, storage space, and associated 

utilities such as electric, water, sewage, and telephone lines for 

communications and to support computer equipment. Initially, temporary 

space is obtained where project members can assess the scope, impact, and 

extended nature of the emergency situation and determine long-term space 

needs for the duration of the emergency project.

Services, Supplies, Equipment

The Logistics Chief arranges for the purchase or lease the necessary services, 

supplies and equipment to setup and support project operations. Local blanket 

purchase arrangements/orders will be established to meet these needs, where 

appropriate, to support ongoing operational needs. Regional and national 
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emergency caches are used to satisfy immediate needs to the extent available; 

then standard supply sources can be used. Provide assistance in developing 

contract specifications when necessary.

Communication

The Logistics Chief arranges for computers and communication equipment, 

e.g., computer hardware and software for word processing, financial systems, 

electronic mail and Internet; telephone; facsimile machines; and modems.

Vehicles

The Logistics Chief acquires and maintains vehicles and related equipment, 

and prepares and submits associated reports.

Logistics Units

The following are responsibilities of the Unit Leaders.

Supply Unit Leader

◆ Places all orders for overhead and equipment

◆ Manages and accounts for supplies

◆ Setup of resource cache as needed

◆ Reports to Logistics Chief

Facilities Unit Leader

◆ Sets up and manages work areas

◆ Sets up and manages sleep areas

◆ Supervises incident security needs

◆ Reports to Logistics Chief

Ground Support Unit Leader

◆ Acquires needed vehicles

◆ Manages and maintains vehicles

◆ Corrects deficiencies in vehicles

◆ Reports to Logistics Chief
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Communications Unit Leader

◆ Requests, manages and maintains communication equipment

◆ Reports to Logistics Chief

◆ Prepares and maintains Communications Plan

Food Unit Leader

◆ Supervises contracts for food providers

◆ Takes action in case of food illness

◆ Reports to Logistics Chief

Medical Unit Leader

◆ Reports to Logistics Chief

◆ Provides medical assistance to incident personnel

◆ Supervises medical staff

◆ Prepares and maintains the Medical Plan in the Incident Action Plan
11/2010-1 Emergency Response Manual 14-1

Emergency and Domestic Programs

Finance.fm

Emergency Response 

Manual

14 Finance and 

Administration Chief 1

Contents

Introduction 14-1

Organization 14-1

Roles 14-2

Responsibilities 14-2

 Finance and Administration Chief page 14-2

 Time Unit Leader page 14-3

 Procurement Unit Leader page 14-3

 Compensation and Claims Unit Leader page 14-3

 Cost Unit Leader page 14-3

 Incident Commanders page 14-4

Emergency Eradication 14-4

Unforeseen and Unpredictable Programs 14-5

Program Costs 14-5

 Controlling Costs page 14-6

 Compensation and Claims Unit Leader page 14-6

 Declaration of Extraordinary Emergency page 14-7

 Duties of Project Directors page 14-8

Introduction

Use Chapter 14 Finance and Administration to learn more about the costs and 

paperwork that are associated with responding to a plant health emergency.

Organization

The Finance and Administration Chief is part of the General Staff. See 

Responsibilities on page 3-4 for a description of the General Staff. The 

Incident Commanders will select the individual to fill this position.
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Roles

In large, complex scenarios involving significant funding originating from 

multiple sources, the Finance and Administration section is vital to 

maintaining a clear understanding of incident finances. The Finance and 

Administration Chief has the overall responsibility of coordinating the site 

finance and administrative operations for the incident response.

Refer to the MRPBS Emergency Response Manual for personnel, budget, and 

administrative services functions.

Responsibilities

This section describes the responsibilities of the Finance and Administration 

staff.

Finance and Administration Chief

The following are responsibilities of the Finance and Administration Chief:

◆ Report directly to the Incident Commanders;

◆ Oversee the following units as they are needed:

❖ Time

❖ Procurement

❖ Compensation and Claims, and

❖ Cost

◆ Acquire permanent employees and hire temporary employees for both 

administrative and field positions;

◆ Maintain accurate personnel records on all employees;

◆ As necessary, prepare and provide administrative orientation packages 

and training to employees as they arrive on site;

◆ Work with the Safety Officer to review and process accident reports;

◆ Monitor the use of resources, and modify budget estimates in response to 

changing conditions;

Address MRPBS Emergency Response Manual

http://inside.aphis.usda.gov/er_manual/
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◆ Arrange for prompt and accurate payment of salaries, incident expenses, 

and authorized compensation to individuals or organizations for 

economic losses incurred;

◆ Setup Cooperative Agreements; and

◆ Maintain accurate budget and fiscal records.

Time Unit Leader

The following are responsibilities of the Time Unit Leader:

◆ Report to the Finance and Administration Chief on time and attendance

◆ Ensure that all personnel are aware of time and attendance procedures

◆ Maintain accurate overtime reporting

Procurement Unit Leader

The following are responsibilities of the Procurement Unit Leader:

◆ Report to the Finance and Administration Chief on all procurement 

related activities

◆ Responsible for procurement and coordination with MRPBS

Compensation and Claims Unit Leader

The following are responsibilities of the Compensation and Claims Unit 

Leader:

◆ Report to the Finance and Administration Chief

◆ Investigate all claims involving property associate with or involving the 

incident

◆ Investigate all incident accidents

◆ Develop incident claims

◆ Maintain all files on injuries and illnesses associated with the incident

Cost Unit Leader

The following are responsibilities of the Cost Unit Leader:

◆ Report to the Finance and Administration Chief

◆ Prepare incident cost summaries

◆ Prepare budgets for the incident
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Incident Commanders

The Incident Commanders may also have financial or administrative 

responsibilities. In emergency programs for which compensation is a part, the 

Incident Commanders may be responsible for developing procedures, in 

consultation with the PPQ–EDP staff, for various aspects ensuring the proper 

awarding of funds is implemented. Some of these responsibilities include the 

following:

◆ Provide to SEPPC staff information necessary to formulate a 

compensation rule and economic analysis, including acres and crops 

affected, market value of crop, estimating costs to growers of regulatory 

or control measures, or future lost incomes cost estimates;

◆ In cooperation with the Financial Management Analysis staff, 

development of a payment method to ensure proper accounting and 

documentation, in cooperation with the USDA Farm Service Agency if 

agreements can be developed;

◆ Distributing information to affected parties on instructions for applying 

for compensation;

◆ Verification of claims made by those seeking compensation once a 

program is established; and

◆ Maintaining detailed records (phone logs, complaint letters, audits, 

requests of information) in case there are future disputes, audits, or 

threats of litigation.

Emergency Eradication

If the pest situation escalates to an economic one that impacts trade and results 

in the implementation of an emergency eradication program by PPQ, then 

PPQ–EDP works with the Deputy Administrator and the Financial 

Management Analysis Staff (FMAS) to secure funding for emergency 

eradication programs. FMAS keeps the Budget and Accounting Service 

Enhancement Staff (BASE) updated on the emergency and the funding needed.

If the emergency eradication is projected to cost less than $50,000 and action 

can be taken quickly, then most likely regional allocations are used. FMAS 

would work with the regional office to implement and maintain support.

If the emergency eradication is projected to cost over $50,000, then a 

preliminary cost estimate is prepared and submitted to FMAS. BASE is 

informed that PPQ will be submitting a formal request and provided an 

estimate. The cost estimate is based on what needs to be done to eradicate the 
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Emergency and Domestic Programs

plant pests. The program headquarters, regional office, SEPPC, and FMAS 

work together through the process of allocating and distributing funds for 

emergency projects. FMAS, along with the headquarters program staff, 

maintain constant dialog to keep BASE updated. BASE immediately is 

involved in the process. They will begin to work on the required decision 

memorandums, etc.

There are different ways funds can be allocated for emergency eradications and 

most likely there will be a combination of ways used. One way is 

reprogramming funds and combining funds, and another is APHIS 

contingency funds. The program units work with BASE to evaluate and weigh 

the political significance when affecting critical programs.

Unforeseen and Unpredictable Programs

APHIS contingency funds take care of unforeseen, unpredictable programs. 

According to APHIS Directive 2210.1, the following four conditions must 

exist to qualify for the release of Agency contingency funds:

◆ Outbreak must pose an economic threat

◆ Eradication technology must be feasible and cost effective

◆ Program or effective program are currently absent

◆ Proposed program must have industry support

When regional allocations, contingency funds, reprogramming or combining 

funds have been considered or used, then a declaration of emergency would be 

prepared for approval by the Office of Management and Budget (OMB) for 

access of emergency funds. The program units work with BASE to prepare the 

background information. BASE prepares the paperwork and negotiation with 

OMB; however, the document is forwarded to the Office of Budget and 

Program Analysis who in turn forwards to OMB.

Program Costs

Accessing emergency funds is difficult—the process is inflexible and there are 

few resources readily available. Therefore, the Agency’s practice is to share 

program costs. The following are cost measures that project directors and other 

personnel can use as a guide.
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Controlling Costs

Use the right number of people and use local people first. As much as possible, 

share human resources among Federal and State agencies, local Tribes, and 

military services.

Evaluate travel. In conjunction with the Supply Unit Leader, research different 

ways to acquire supplies, equipment, and services. Local Federal or State 

agencies may have inventory, or may be able to purchase cheaper.

Maintain the flow of information. Make sure the appropriate unit is notified 

early in the process about needs. For example, when requiring supplies or 

requiring special equipment and aircraft, notify Aircraft and Equipment 

Operations (AEO). If AEO does not have supplies on hand or cannot meet 

equipment needs, contact the Regional Office or the appropriate Field 

Servicing Office (FSO) team.

Compensation and Claims Unit Leader

The Plant Protection Act (Section 415, e) states:

The Secretary may pay compensation to any person for economic losses 

incurred by the person as a result of action taken by the Secretary under 

this section. The determination by the Secretary of amount of any 

compensation to be paid under this subsection shall be final and shall not 

be subject to judicial review.

In some emergency programs, growers are compensated for losses incurred 

from control or regulatory measures carried out to eradicate a pest. 

Compensation is not guaranteed or appropriate for all emergency programs, 

but is usually included in order to better gain the cooperation of those directly 

affected by regulatory actions taken to control a pest. Individuals suffering 

financial loss can be eligible for compensation only if certain conditions are 

met and a regulatory mechanism is in place.

If compensation is deemed necessary by USDA–APHIS, then the staff within 

PPQ–Emergency and Domestic Programs will develop a decision memo for 

the Secretary of Agriculture including the estimated cost for his consideration. 

After the Secretary’s approval, in order for emergency funds to be used for 

compensation, they must be first authorized through a Declaration of 

Extraordinary Emergency. The steps necessary for a Declaration of 

Extraordinary Emergency include a regulatory workplan prepared by the 

SEPPC Staff, docket for publication in the Federal Register prepared by the 

Regulatory Analysis and Development (RAD) Staff, and an economic analysis 

conducted by the Policy Analysis and Development (PAD) Staff.
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Declaration of Extraordinary Emergency

When PPQ detects a plant pest or disease which poses a serious economic 

threat to American plant resources, PPQ is required to estimate the level of 

program, budgetary, and personnel resources that will be required to combat 

the infestation. If the estimated resources cannot be met within the existing 

PPQ appropriation, reprogramming from other line items or accessing the 

contingency fund, PPQ must pursue having the Secretary declare an 

emergency and request a transfer of funds from other appropriations available 

to the Department, usually the Commodity Credit Corporation (CCC).

A Declaration of Extraordinary Emergency is issued by the Secretary to 

request a transfer of CCC or other USDA funds to the Animal and Plant Health 

Inspection Service (APHIS) for a specific PPQ program activity. The 

Declaration may be issued in conjunction with regulations (for example, an 

interim or proposed rule to contain a plant pest or disease). A Declaration of 

Emergency is sometimes used in conjunction with a Declaration of 

Extraordinary Emergency. A Declaration of Extraordinary Emergency 

provides PPQ with the following authority:

◆ Conduct surveys and implement eradication measures

◆ Control movement of regulated articles within a State

◆ Pay compensation

A Declaration of Extraordinary Emergency is almost always accompanied by 

either an interim or proposed rule for a specific pest. However, Declarations of 

Emergency and Declarations of Extraordinary Emergency, in and of 

themselves, require only a notice in the Federal Register. The transfer of CCC 

or other USDA funds (Declaration of Emergency) and Declaration of 

Extraordinary Emergency are usually announced in separate Federal Register

notices. If necessary, subsequent Federal Register notices are used to publish 

interim, proposed, and/or final rule.

Alternative Funding of Compensation Programs

In the cases where a special appropriation is made by Congress for 

compensation, the Declaration of Extraordinary Emergency is not necessary. 

However, other requirements such as Federal Register publication and 

economic analysis must still take place. States may also share in funding 

compensation by their own appropriations. These funds may be included in the 

package of information developed by APHIS for review and approval by the 

Secretary and the Office of Management and Budget (OMB).
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Duties of Project Directors

In emergency programs for which compensation is a part, Project Directors 

may be responsible for developing procedures, in consultation with the 

PPQ–EDP staff, for various aspects ensuring the proper awarding of funds is 

implemented. Some of these responsibilities include:

◆ Provide to SEPPC Staff information necessary to formulate 

compensation rule and economic analysis, including acres and crops 

affected, market value of crop, estimating costs to growers of regulatory 

or control measures, future lost incomes cost estimates, etc.;

◆ In cooperation with the Financial Management Analysis Staff, 

development of a payment method to ensure proper accounting and 

documentation, including cooperation with the USDA Farm Service 

Agency if agreements can be developed;

◆ Distributing information to affected parties on instructions for applying 

for compensation;

◆ Verification of claims made by those seeking compensation once a 

program is established; and

◆ Maintaining detailed records (phone logs, complaint letters, audits, 

requests of information) in case there are future disputes, audits, or 

threats of litigation.
11/2010-1 Emergency Response Manual 15-1

Emergency and Domestic Programs

IM.fm

Emergency Response 

Manual

15 Operational Planning for 

Incident Commanders 1

Contents

Introduction 15-1

Delegation of Authority 15-1

Operational Period 15-3

Incident Command System Operational Planning Process 15-3

Resource Ordering and Status System 15-9

Introduction

This chapter describes the planning process that Incident Commanders should 

follow in order to manage employees and resources most effectively when 

responding to a plant health emergency.

Delegation of Authority

Authority is a right or obligation to act on behalf of a department, agency, or 

jurisdiction. The process of granting authority to carry out specific functions is 

called the Delegation of Authority.

Key components of a Delegation of Authority include the following:

◆ Granting authority to carry out specific functions of the response;

◆ Issuing by the chief elected official, chief executive officer, or agency 

administrator;

◆ Allowing the Incident Commanders to assume command of the 

response; and

◆ Maintaining ultimate responsibility of incident to granting authority.

A Delegation of Authority is a letter issued by an agency’s Administrator to 

delegate authority and responsibilities to the Incident Commanders and the 

incident management team assigned to the response, included in the original 
Operational Planning for Incident Commanders

15-2 Emergency Response Manual November 2, 2010

Emergency and Domestic Programs

Administrator briefing. Only when a signed Delegation of Authority letter is 

completed will the incident management team assume the authority to manage 

the incident.

The Delegation of Authority should encompass the following critical aspects 

of a program:

◆ Legal aspects or restrictions of the response

◆ Financial aspects or restrictions

◆ Reporting requirements and timeliness

◆ Demographic issues

◆ Political ramifications of the response

◆ Agency or jurisdictional priorities

◆ Public information plans

◆ Communication process

◆ Plan for ongoing incident evaluation

In most cases, the Delegation of Authority will be distributed from the Agency 

Administrator to the State Plant Health Director overseeing the response, who 

may in turn distribute another Delegation of Authority to the Incident 

Commanders.

When a response occurs, a Delegation of Authority should be issued when:

◆ Response activities are considered outside of the Incident Commander’s 

jurisdiction

◆ Scope of the incident is complex or goes beyond existing authorities

◆ Required by the agency or law

On any response, the Incident Commanders must have the authority to 

establish objectives for the incident, determine strategies, and acquire 

necessary resources. The Incident Commanders must also have the delegated 

authority to develop an organizational structure in order to provide for public 

and project safety, to protect environmental infrastructure, and to reach 

objectives.

The development of a Delegation of Authority is the beginning of the process 

of assigning program management to the Incident Commanders. From there, 

the Commander will implement a plan using the ICS Planning Process.
Operational Planning for Incident Commanders

November 2, 2010 Emergency Response Manual 15-3

Emergency and Domestic Programs

Operational Period

Responders follow the Incident Action Plan in order to accomplish certain 

operational tasks within a specified time period, termed an operational period. 

An operational period can vary between a few hours to over 24 hours or even 

several days. The Incident Commanders will determine the length of an 

operational period, which is the primary step before the Incident Command 

System planning process begins. See Incident Action Plan on page 4-10 for 

more information concerning the Incident Action Plan.

Incident Command System Operational Planning 

Process

During a plant health emergency, it is up to the Incident Commanders to assign 

employees and other resources to various tasks. Regardless of the size of the 

emergency, the planning process described in this section helps to determine 

which resources are available and where they should be assigned.

The steps in the ICS operational planning process are illustrated in the 

Operational Planning P (Figure 15-1 on page 15-4). Incident Commanders 

should use the ICS Operational Planning P as a job aide to manage an 

emergency response at the site of operations. The Operational Planning P 

encompasses all of the steps necessary to effectively respond to a plant health 

emergency. Becoming familiar with the Operational Planning P will help a 

response team to move through the steps and activities necessary to develop an 

Incident Action Plan.

The ICS Operational Planning P consists of two parts, the initial response 

followed by the planning response.
Operational Planning for Incident Commanders

15-4 Emergency Response Manual November 2, 2010

Emergency and Domestic Programs

Figure 15-1 Graphic Illustration of ICS Operational Planning P (Adapted from U.S. 

Coast Guard, U.S. Department of Homeland Security)
Operational Planning for Incident Commanders

November 2, 2010 Emergency Response Manual 15-5

Emergency and Domestic Programs

Initial Response

The objective of the initial response period is to determine the length of an 

operational period. The first five steps of the ICS Operational Planning P are 

the initial response activities of an incident. The five steps happen only once at 

the beginning of each emergency. The activities are operationally driven and 

have few or no planning considerations and instead rely on initial resources 

and personnel. Plant health emergencies can use just a few of the steps or all of 

the steps based on need. Step numbers one through five are described in this 

section.

Step 1 First Event

During a plant health emergency, the incident officially begins when 

PPQ–National Identification Services staff members confirm the identity of the 

new pest in a geographic area.

Step 2 Notification

Notification occurs when leaders in PPQ–EDP–Pest Detection declare that an 

emergency situation exists. Pest Detection personnel will notify other PPQ 

staff members.

Step 3 Initial Response and Assessment

Initial response and assessment activities are usually dictated by agency 

protocols and standard operating procedures. The Incident Commanders will 

perform most of the Command Staff and General Staff functions at this time, 

until the functions are delegated to another individual. Initial response and 

assessment activities include the following:

◆ Ensure that an appropriate initial response is deployed

◆ Provide direction as needed

◆ Monitor initial response operations

◆ Complete the Incident Action Plan (ICS 201 on page A-45)

Step 4 Briefing with Incident Action Plan

The Incident Commanders will use the completed ICS Form 201 as the 

Incident Action Plan to provide a briefing to incoming response personnel. 

Responsibilities of the Incident Commanders during the briefing include the 

following:

◆ Determine Incident Action Plan briefing time frame and receive briefing

◆ Initiate change of command

◆ Brief Command Staff on initial response activities
Operational Planning for Incident Commanders

15-6 Emergency Response Manual November 2, 2010

Emergency and Domestic Programs

◆ Clarify issues and concerns

◆ Discuss planned operations and direction

◆ Determine incident complexity

◆ Brief superiors 

Step 5 Initial Meeting of Unified Command Staff

Incident Commanders will meet with personnel from all of the agencies 

participating in the incident. The meeting participants will define the 

objectives and priorities of the incident. The Incident Commanders will define 

the operational period. This meeting between agencies will set the stage for an 

effective response. The participants also share the following responsibilities:

◆ Identify Unified Command representatives

◆ Agree on the organization structure

◆ Identify the command post and support facilities

◆ Clarify the roles and responsibilities of the Unified Command Staff

◆ Select Operations Section Chief

◆ Order appropriate staffing

◆ Make key decisions

Planning Response

The remaining steps in the Operational Planning P (numbers 6 through 14) are 

grouped together as a circle that can be repeated as the response to an incident 

proceeds. Each new cycle begins with a meeting to update the objectives, and 

ends when the plan is executed and then assessed. After the last step, the 

planning response can begin again, incorporating changes that occur as the 

incident evolves. Step numbers 6 through 14 are described below.

Step 6 Development

In this step, personnel will develop the objectives for the next operational 

period. Because the incident situation may change, the objectives can change 

between operational periods. During most plant health emergencies, the 

objectives will remain the same. Staff members will complete the following 

tasks:

◆ Establish priorities

◆ Identify constraints and limitations

◆ Develop response objectives

◆ Identify necessary standard operating procedures for the Incident 

Management Team
Operational Planning for Incident Commanders

November 2, 2010 Emergency Response Manual 15-7

Emergency and Domestic Programs

◆ Identify response emphasis

◆ Agree on operating policy procedures and guidelines

◆ Identify staff assignments

◆ Determine the division of the workload of the Unified Command

Step 7 Command Staff and General Staff Meeting

The Incident Commanders will meet with Section Chiefs from both the 

Command and General Staffs, as well as State-level personnel. Together, they 

will

◆ Discuss relevant issues and clarify information, objectives, and priorities

◆ Assign work tasks

◆ Resolve problems

◆ Clarify the roles and responsibilities of staff

Step 8 Preparation for Tactics Meeting

Incident Commanders will take the following actions in order to prepare for 

the tactics meeting:

◆ Meet one-on-one with Command Staff and General Staff members for 

follow-up on assignments

◆ Prepare further guidance and clarification as needed

◆ Receive operations briefing

Step 9 Tactics Meeting

In the tactics meeting, staff members will discuss how tactical operations will 

be conducted during the next operational period. The strategies developed will 

be presented to the Resources Unit Leader, Logistics Chief, Situation Unit 

Leader, and Safety Officer, to ensure the strategies can be properly supported.

Step 10 Preparation for Planning Meeting

This step ensures that all of the information to be presented at the upcoming 

Planning Meeting is as accurate and up-to-date as possible and that resource 

availability is confirmed. The Incident Commanders have the following 

responsibilities:

◆ Select an individual to present the Unified Command’s response 

emphasis and motivation remarks

◆ Review task assignments, objectives, decisions, and directions

◆ Receive operations briefing
Operational Planning for Incident Commanders

15-8 Emergency Response Manual November 2, 2010

Emergency and Domestic Programs

Step 11 Planning Meeting

The Planning Meeting is the step in the planning process where members of 

the Command Staff and General Staff agree on the Incident Action Plan for the 

next operational period. The responsibilities of the Incident Commanders are 

as follows:

◆ Provide opening remarks

◆ Review response plan as presented to ensure that the Command Staff’s 

directions and objectives have been properly addressed

◆ Provide further guidance and resolve issues

◆ Give tacit approval of the proposed plan

◆ Agree when written plan will be ready for review and approval

Step 12 Incident Action Plan Preparation and Approval

The Planning Section develops and assembles the components of the Incident 

Action Plan, and forwards it to the Incident Commanders where it receives 

final approval. The responsibilities of the Incident Commanders are as follows:

◆ Review the Incident Action Plan for completion and make changes as 

needed

◆ Approve the Plan

Step 13 Operations Briefing

The Operations Briefing ensures the Operations Chief briefs the organization 

and clarifies any questions on the tactical assignments for the operational 

period. It is attended by the Incident Commanders, most of the Command Staff 

and General Staff, and Operations Section Directors and Leaders. The Incident 

Commander has the following responsibilities:

◆ Provide overall guidance and clarification

◆ Provide leadership presence and motivational remarks

◆ Emphasize response philosophy

Step 14 Execute Plan & Assess Progress

This step in the planning process ensures the developed plan is meeting the 

operational situation and that decisions and direction support the objectives of 

the Incident Commanders. The Incident Commanders have the following 

responsibilities:

◆ Monitor ongoing operations

◆ Review progress of assigned tasks
Operational Planning for Incident Commanders

November 2, 2010 Emergency Response Manual 15-9

Emergency and Domestic Programs

◆ Receive periodic situation briefings

◆ Review work progress

◆ Identify changes that need to be made during current and future 

operations

◆ Prepare for the Unified Command’s Update Objectives Meeting

Resource Ordering and Status System

Use the Resource Ordering and Status System (ROSS) as a tool to quickly 

dispatch qualified personnel and resources to an incident. Dispatchers utilize 

ROSS for current information on availability and location of personnel, 

equipment, supplies and services. Resources can be tracked to and from an 

incident, mobilized, and requested utilizing ROSS. The system allows 

managers to identify and mobilize resources at the national level within a short 

time period. It is also used at an incident to track costs and resources as well as 

enhance planning efforts.
Operational Planning for Incident Commanders

15-10 Emergency Response Manual November 2, 2010

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11/2010-1 Emergency Response Manual GLOSSARY-1

Emergency and Domestic Programs

Emergency Response 

Manual

Glossary 1

Use this glossary to find the meaning of specialized words, abbreviations, 

acronyms, and terms used by USDA–APHIS–PPQ–EDP. To locate where in 

the manual a given definition, term, or abbreviation is mentioned, refer to the 

Index.

Definitions, Terms, and Abbreviations

AAR. After Action Review

AC. Area Command

All Hazards Emergency.

APHIS. USDA–Animal and Plant Health Inspection Service

AQAS. Agricultural Quarantine Activity System, a Web database

AQIPT. USDA–CPHST–Agricultural Quarantine Inspection and Port 

Technology

AQI. Agricultural Quarantine and Inspection

ARS. USDA–Agricultural Research Service

authorities. Accepted source of expert information or advice; reference book 

often cited as an authority; one that is invested with this power, especially a 

If: Then: At this Web site:

You need to define a term or 

acronym in this manual

Look for the term or 

acronym and its 

corresponding 

definition in this 

glossary

You need more information about 

the acronyms or special terms 

that are related to Federal 

emergency management

Consult the glossary 

of Federal emergency 

management terms at 

the Web site of the 

USDHS–FEMA–NIM

S–Resource Center

http://www.fema.gov/

emergency/nims/

Glossary.shtm

You need to define a PPQ 

acronym that is not included in 

this manual

Consult the Acronym 

Dictionary in Internal 

Communication 

Guidelines for PPQ

http://inside.aphis.usda.gov/

ppq/communications/

downloads/icguidelines.pdf 

Consult the acronym 

dictionary in U.S. 

Government Printing 

Office Style Manual:

http://www.gpoaccess.gov/

stylemanual/index.html
Glossary

GLOSSARY-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

government or body of government officials

BASE. Budget and Accounting Service Enhancement

bioterrorism. Intentional introductions of plant pests and disease

CAPS. Cooperative Agricultural Pest Survey Program, a partnership between 

all 50 States and USDA to detect and monitor exotic pests of economic impact

CCC. Commodity Credit Corporation, a Federally owned and operated 

corporation within the USDA

COOP. Continuity of Operations Plan

COP. Continuation of pay

CPHST. USDA–Center for Plant Health Science and Technology

CSREES. USDA–Cooperative State Research, Education, and Extension 

Service

DHS. U. S. Department of Homeland Security

DEE. Declaration of Extraordinary Emergency

EC. EDP–Environmental Compliance

EDP. PPQ–Emergency and Domestic Programs

EM. PPQ–Emergency Management

EP. EDP–Emergency Planning

EPC. Emergency Program Coordinator

ERC. Emergency Response Coordinator

ES. EDP–Environmental Services

ESF. Emergency Support Function

FOI. Freedom of Information

GIS. Geographic Information System

HQ. PPQ Headquarters

HSPD. Homeland Security Presidential Directive

hot zone. Also known as a targeted area. Area in which to concentrate surveys 

based on known pathway information

ICP. Incident Command Post

ICS. Incident Command System

IMT. Incident Management Team

ISIS. Integrated Survey Information System

JFO. Joint Field Office.

MDB. Molecular Diagnostics and Biology

MRPBS. APHIS–Marketing and Regulatory Programs Business Services

NIMS. National Incident Management System

NIS. PPQ–National Identification Service

NITC. National Information Technology Center

NPAG. New Pest Advisory Group

NPDRS. National Plant Disease Recovery System

NRCC. National Response Coordination Center

NPRG. New Pest Response Guidelines

OBPA. USDA–Office of Budget and Program Analysis

OGC. USDA–Office of General Counsel

OMB. U.S. Office of Management and Budget
Glossary

11/2010-1 Emergency Response Manual GLOSSARY-3

Emergency and Domestic Programs

OPIS. Offshore Pest Information System

OSHA. Occupational Safety and Health Administration

OWCP. Office of Worker's Compensation Program

PARC. PPQ–Planning, Analysis, and Regulatory Coordination

PERAL. Plant Epidemiology and Risk Analysis Laboratory

pest. insects, weeds, plant disease agents, microorganisms

PestID. Pest Identification System, a database containing all the information 

recorded from the PPQ Form 309 Pest Interception Record

PHIS. Plant Health Information System

PHP. PPQ–Plant Health Programs

PPA. Plant Protection Act of 2000

PPD. APHIS–Policy Program and Development

PPQ. APHIS–Plant Protection and Quarantine

PRA. PPQ–Regulations, Permits, and Manuals

QPAS. Quarantine Policy Analysis and Support

REM. Regional Emergency Management

REPC. Regional Emergency Program Coordinator

ROSS. Resource Ordering and Status System

RPM. PPQ–Regional Program Managers; also PPQ–PHP–Regulations, 

Permits, and Manuals

RRCC. Regional Response Coordination Center

select agents. Pathogens that have been deemed a severe threat to the public, 

animal or plant health, or animal or plant products

SEL. Systematic Entomology Laboratory

SEPPC. Surveillance and Emergency Program, Planning and Coordination

SITC. PPQ–Smuggling Interdiction and Trade Compliance

SPHD. State Plant Health Director

SPRO. State Plant Regulatory Official

SDI. Survey Detection and Identification

TED. APHIS–Marketing and Regulatory Programs Business Services–Human 

Resources Division–Training and Employee Development

TWG. Technical Working Group

UC. Unified Commander

Unified Command Structure. Application of ICS when there is more than 

one agency with incident jurisdiction, or when incidents cross political 

jurisdictions

UCG. Unified Coordination Group

USDA. United States Department of Agriculture
Glossary

GLOSSARY-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs
11/2010-1 Emergency Response Manual A-1

Emergency and Domestic Programs

Emergency Response 

Manual

A Appendix A 1

Forms

Contents

APHIS 29 A-3

APHIS 256-3 A-7

APHIS 256-4 A-13

APHIS 259-R A-19

APHIS 271-R A-22

APHIS 515-R A-29

CA-1 A-31

CA-2 A-37

Incident Action Plan A-44

ICS 201 A-45

ICS 202 A-50

ICS 203 A-52

ICS 204 A-54

ICS 205 A-56

ICS 206 A-58

ICS 209 A-60

ICS 214 A-64

ICS 215A A-66

ICS 216 A-68

ICS 217 A-70

ICS 220 A-72

ICS 223 A-75

ICS 223-5 A-77

ICS 309 A-78

PPQ 301 A-80

PPQ 391 A-83

PPQ 523 A-88

PPQ 540 A-90

MRP 65 A-92

MRP 125-R A-94

SF 91 A-96
Appendix A

Forms

A-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Introduction

Appendix A contains images of forms that PPQ staff will use when responding 

to a plant health emergency. Some of the forms are also available as electronic 

documents online.

If you need electronic versions of forms 

from this source: Then go to this Web site:

Incident Command System http://training.fema.gov/EMIWeb/IS/

ICSResource/ICSResCntr_Forms.htm

APHIS or PPQ http://www.aphis.usda.gov/library/forms/

Occupational Safety and Health 

Administration (OSHA)

http://www.osha.gov/recordkeeping/

RKforms.html

Marketing and Regulatory Programs 

Business Services (MRPBS)–Emergency 

Response Forms

http://inside.aphis.usda.gov/mrpbs/forms/

emergency_response.shtml
Appendix A

Forms

11/2010-1 Emergency Response Manual A-3

Emergency and Domestic Programs

APHIS 29 

Figure A-1 Example of APHIS Form 29, Occupational Medical Monitoring Program, Occupational 

Exposures, page 1
Appendix A

Forms

A-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Figure A-2 Example of APHIS Form 29, Occupational Medical Monitoring Program, Occupational 

Exposures, page 2
Appendix A

Forms

11/2010-1 Emergency Response Manual A-5

Emergency and Domestic Programs

Purpose

APHIS Form 29, Occupational Medical Monitoring Program, Occupational 

Exposures is designed to protect Agency employees from actual or potential 

occupational exposures in their environment and to reduce these actual/

potential exposures. The medical information collected is necessary in making 

accurate medical determinations and conclusions about the impact on 

employees of actual or potential exposure to possible biological, chemical, or 

other physical threats. Medical records maintained will document health status, 

changes in physical conditions through the years, and provide an account of 

any care rendered, advice given, and consultations recommended. The physical 

examination and laboratory tests provided by this program are not intended to 

substitute for the care provided by a personal physician.

Instructions

Print or type all information requested. If you have more than 19 items to list in 

section B, use the Continuation Sheet, as needed. On the Continuation Sheet, 

fill in your name, telephone number, and the date. Omit your Social Security 

number. Additional instructions are provided in Table A-1 on page A-6.

Distribution

The Safety Officer is responsible for ensuring that agency documentation is 

completed and filed with the Incident Commander. 
Appendix A

Forms

A-6 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Table A-1 Instructions for Completing APHIS Form 29

Section Description Instructions

A Site Data ENTER your name, date of birth, title, series, grade, work 

address, and telephone number in the appropriate 

sections; mark an X in the appropriate box to indicate your 

sex

B Respirator Use MARK an X in the appropriate boxes

Pesticide Applicator MARK an X in the appropriate box

Occupational 

Exposure1

LIST all actual or potential occupational exposures with 

which you work; be specific; use continuation sheet, if 

necessary

CAS or EPA 

Number2

ENTER the CAS or EPA number

Work Use ENTER one or more of the following to describe how you 

use the exposure listed in the first column: FH–Fume 

Hood, BT–Bench Top, BS–Back Sprayer, T–Tractor, 

BSC–Biological Safety Cabinet, O–Outdoors, AP–Aircraft, 

E–Explosives, or SH–Shooting

Route of Entry ENTER one or more of the following to describe the route 

of entry of the exposure listed in the first column: S–Skin 

Exposure, I–Ingestion Exposure, or R–Respiratory 

Exposure

Frequency MARK an X in the appropriate box to indicate the 

frequency of use of the exposure listed in the first column: 

F1–Daily, F2–Weekly, F3–Monthly, or F4–Seasonal

Duration MARK an X in the appropriate box to indicate the possible 

exposure time per day for each exposure listed in the first 

column: 1D–Less than 1 hour, 2D–Less than 8 hours, 

3D–Greater than 8 hours. Do not use < or > signs

C Employee 

Certification

Review the information provided and certify that it is 

accurate to the best of your knowledge; SIGN, complete 

address, telephone number, and date in area provided in 

this section3

D Employee’s 

Supervisor 

Certification

Review the information provided on this form with your 

employee; make corrections as necessary; have 

employee INITIAL any changes; determine if 

recommended participation is appropriate; SIGN, 

complete address, telephone number, and date in area 

provided in this section3, 4

1 For potential or actual exposures due to spills, equipment failures, etc., attach any available 

documentation showing the date and the amount of spill or accidental exposure.

2 CAS Number = Chemical Abstract Serial Number

EPA Number = Environmental Protection Agency Number

3 If you have questions, contact the APHIS Safety Office at 301-734-6116.

4 Some employees may be initially required to take a physical examination due to their work environment as covered by Occupational Safety and Health Administration (OSHA) or other regulatory standards.
Appendix A

Forms

11/2010-1 Emergency Response Manual A-7

Emergency and Domestic Programs

APHIS 256-3 

Figure A-3 Example of APHIS Form 256-3, Safety Inspection Checklist (Laboratories), page 1
Appendix A

Forms

A-8 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Figure A-4 Example of APHIS Form 256-3, Safety Inspection Checklist (Laboratories), page 2
Appendix A

Forms

11/2010-1 Emergency Response Manual A-9

Emergency and Domestic Programs

Figure A-5 Example of APHIS Form 256-3, Safety Inspection Checklist (Laboratories), page 3
Appendix A

Forms

A-10 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Figure A-6 Example of APHIS Form 256-3, Safety Inspection Checklist (Laboratories), page 4
Appendix A

Forms

11/2010-1 Emergency Response Manual A-11

Emergency and Domestic Programs

Purpose

Use APHIS Form 256-3, Safety Inspection Checklist (Laboratories), to 

evaluate the safety of laboratories.

Instructions

Follow the instructions in Table A-2 on page A-12. If an item applies to your 

section and is not in this checklist, then describe the item in Section Other on 

page 3. Use Section P-Corrective Action on page 4 to explain all negative 

responses. Direct questions regarding this form to the Collateral Duty Safety 

and Health Officer, or to Safety, Health, and Environmental Protection Branch.

Refer to the APHIS Safety and Health Manual, Chapters 2 and 10, for 

additional information. 

Distribution

During a plant health incident, the Safety Officer is responsible for ensuring 

that agency documentation is completed and filed with the Incident 

Commanders.

Address Safety, Health, and Environmental Protection Branch

Emergency Management, Safety, and Security Division

Marketing and Regulatory Programs-Business Services

Unit 124

4700 River Road

Riverdale, MD, 20737

Address APHIS Safety and Health Manual

http://www.aphis.usda.gov/library/manuals/index.shtml
Appendix A

Forms

A-12 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Table A-2 Instructions for Completing APHIS Form 256-3

Section Description Instructions

Top of 

Page 1

Site Data ENTER your name, the location of the facility inspected, 

and the date of the inspection

A Refrigerator and 

Environmental 

Chambers

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

B Autoclaves and 

Sterilizers

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

C Compressed 

Gases

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

D Emergency 

Showers and Eye 

Wash Stations

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

E Laboratory Hoods MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

F Hazardous 

Chemical Storage

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

G Hazardous Waste MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

H Personal Protective 

Equipment

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

I Biological Safety 

Program

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

J Infectious Waste MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

K Records MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

L Miscellaneous MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

M Other ENTER items not listed in this checklist that are applicable 

to your section

N Corrective Action ENTER the item number; DESCRIBE the deficiencies 

identified, the required actions to correct the deficiencies, 

and the accomplishment
Appendix A

Forms

11/2010-1 Emergency Response Manual A-13

Emergency and Domestic Programs

APHIS 256-4

Figure A-7 Example of APHIS Form 256-4, Safety Inspection Checklist (Machine/Workshop), page 1
Appendix A

Forms

A-14 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Figure A-8 Example of APHIS Form 256-4, Safety Inspection Checklist (Machine/Workshop), page 2
Appendix A

Forms

11/2010-1 Emergency Response Manual A-15

Emergency and Domestic Programs

Figure A-9 Example of APHIS Form 256-4, Safety Inspection Checklist (Machine/Workshop), page 3
Appendix A

Forms

A-16 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Figure A-10 Example of APHIS Form 256-4, Safety Inspection Checklist (Machine/Workshop), page 4
Appendix A

Forms

11/2010-1 Emergency Response Manual A-17

Emergency and Domestic Programs

Purpose

Use APHIS Form 256-4, Safety Inspection Checklist (Machine/Workshop), to 

evaluate the safety of machine shops and work shops.

Instructions

Follow the instructions in Table A-3 on page A-18. For each question, mark 

an X in the appropriate box to indicate yes, no, or not applicable (N/A). If an 

item applies to your section and is not in this checklist, describe the item in 

Section Other on page 3. Use Section P-Corrective Action on page 4 to explain 

all no responses. Direct questions regarding this form to the Collateral Duty 

Safety and Health Officer, or to Safety, Health, and Environmental Protection 

Branch.

Refer to the APHIS Safety and Health Manual, Chapters 2 and 10, for 

additional information. 

Distribution

During a plant health incident, the Safety Officer is responsible for ensuring 

that agency documentation is completed and filed with the Incident 

Commanders.

Address Safety, Health, and Environmental Protection Branch

Emergency Management, Safety, and Security Division

Marketing and Regulatory Programs-Business Services

Unit 124

4700 River Road

Riverdale, MD, 20737

Address APHIS Safety and Health Manual

http://www.aphis.usda.gov/library/manuals/index.shtml
Appendix A

Forms

A-18 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Table A-3 Instructions for Completing APHIS Form 256-4

Section Description Instructions

Top of 

Page 1

Site Data ENTER your name, the location of the facility inspected, 

and the date of the inspection

A Refrigerator and 

Environmental 

Chambers

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

B Autoclaves and 

Sterilizers

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

C Compressed 

Gases

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

D Emergency 

Showers and Eye 

Wash Stations

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

E Laboratory Hoods MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

F Hazardous 

Chemical Storage

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

G Hazardous Waste MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

H Personal Protective 

Equipment

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

I Biological Safety 

Program

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

J Infectious Waste MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

K Records MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

L Miscellaneous MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

M Other ENTER items not listed in this checklist that are applicable 

to your section

N Corrective Action ENTER the item number. DESCRIBE the deficiencies 

identified, the required actions to correct the deficiencies, 

and the accomplishment
Appendix A

Forms

11/2010-1 Emergency Response Manual A-19

Emergency and Domestic Programs

APHIS 259-R 

Figure A-11 Example of APHIS Form 259-R, Workplace Incident Report
Appendix A

Forms

A-20 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Purpose

Use APHIS Form 259-R, Workplace Incident Report, to report all incidents 

involving alleged assault, threats of assault (including telephone and 

electronic), intimidation, or interference.

Instructions

Follow the instructions in the instructions block at the top of APHIS Form 

259-R. Additional instructions are provided in Table A-5 on page A-9. 

Provide all supporting documents such as police reports, written witness 

reports, written threats, etc. This form is available electronically at the APHIS 

Forms Web site.

Distribution

The Safety Officer is responsible for completing APHIS Form 259-R. Send 

one copy to your supervisor and one copy to the Workplace Violence 

Prevention and Resolution Program Office. If you have questions, call the 

Program Office hotline. 

Address APHIS Forms

http://www.aphis.usda.gov/mrpbs/forms/aphis.shtml

Address Workplace Violence Prevention and Resolution Program Office

4700 River Road, Unit 151

Riverdale, MD 20737

FAX: (301)734-7439

Program Office Hotline: 1(866)234-3174
Appendix A

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11/2010-1 Emergency Response Manual A-21

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Table A-4 Instructions for Completing APHIS Form 259-R

Section Description Instructions

Top of 

Page 1

Site Data ENTER your name, the location of the facility inspected, 

and the date of the inspection

A MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

B MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

C MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

D MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

E MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

F Hazardous 

Chemical Storage

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

G Hazardous Waste MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

H Personal Protective 

Equipment

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

I Biological Safety 

Program

MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

J Infectious Waste MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

K Records MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

L Miscellaneous MARK an X in the appropriate boxes to indicate YES, NO, 

or NOT APPLICABLE (N/A)

M Other ENTER items not listed in this checklist that are applicable 

to your section

N Corrective Action ENTER the item number. DESCRIBE the deficiencies 

identified, the required actions to correct the deficiencies, 

and the accomplishment
Appendix A

Forms

A-22 Emergency Response Manual 11/2010-1

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APHIS 271-R 

Figure A-12 Example of APHIS Form 271-R, Facility Security Profile, page 1
Appendix A

Forms

11/2010-1 Emergency Response Manual A-23

Emergency and Domestic Programs

Figure A-13 Example of APHIS Form 271-R, Facility Security Profile, page 2
Appendix A

Forms

A-24 Emergency Response Manual 11/2010-1

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Figure A-14 Example of APHIS Form 271-R, Facility Security Profile, page 3
Appendix A

Forms

11/2010-1 Emergency Response Manual A-25

Emergency and Domestic Programs

Figure A-15 Example of APHIS Form 271-R, Facility Security Profile, page 4
Appendix A

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A-26 Emergency Response Manual 11/2010-1

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Purpose

Use APHIS Form 271-R, Facility Security Profile, to document the security of 

an APHIS facility.

Instructions

Follow the instructions in Table A-5 on page A-27.

Distribution

The Safety Officer is responsible for completing and distributing APHIS Form 

271-R.
Appendix A

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11/2010-1 Emergency Response Manual A-27

Emergency and Domestic Programs

Table A-5 Instructions for Completing APHIS Form 271-R

Item Description Instructions

Page 1 Top

Date ENTER today’s date

Region MARK an X to indicate Eastern or Western region

Facility Name ENTER the name of the facility

Facility Address ENTER the number and street address of the facility

Point of Contact ENTER the name of the contact person

Email ENTER the email address of the contact person

Telephone ENTER the telephone number of the contact person

City, State, ZIP 

Code

ENTER the name of the city, State, and ZIP Code

1 General Physical Environment

A Access/Egress MARK an X to indicate paved, dirt, gravel, or other

Winter 

Maintenance

MARK an X to indicate yes or no

Major Highway MARK an X to indicate the distance to the nearest 

highway

Major 

Transportation

ENTER the name of the nearest city; ENTER the name of 

its major airport, train station, or bus terminal

B Surrounding Area MARK an X to indicate rural, industrial, college campus, 

or neighborhood

C Facility Description MARK an X to indicate the type of facility

D Building Plan MARK an X to indicate the status of building and floor 

plans

E Construction ENTER the date construction was completed; MARK an X 

to indicate brick, block, concrete, glass, metal, or other 

materials; explain other materials; ENTER the total 

number of floors above ground; ENTER the total number 

of floors below ground; ENTER the total number of 

building, APHIS, and USDA occupants; ENTER the total 

number of daily visitors (estimate if necessary)

F Areas in Operation MARK an X to indicate each type of critical USDA area in 

operation

G Public Access ENTER the distance in yards from the building to the 

nearest public street, on-street parking, and parking lot; 

MARK an X to indicate adjacent public areas; MARK an X 

to indicate uncontrolled external access

Page 2

H Onsite Parking MARK an X to indicate the types of parking onsite

I Perimeter Security MARK an X to indicate the types of security

J (1) Emergency 

Planning

MARK an X to indicate:

◆ Status of Occupant Emergency Plan

◆
Appendix A

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A-28 Emergency Response Manual 11/2010-1

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J (2) Reason for 

Execution

MARK an X to indicate the reason for executing the 

Occupant Emergency Plan

K Security Guards ENTER the total number of guards and number of weekly 

hours of coverage; MARK an X to indicate other types of 

guards

L (1) Security Systems MARK an X to indicate the types of security systems

L (2) Areas Monitored MARK an X to indicate the areas monitored

M (1) Utilities MARK an X to indicate the sources of power

Page 3

M (2) Fire System MARK an X to indicate types of fire detection and 

suppression

2 Threats

A Criminal Threat MARK an X to indicate the threats that have taken place in 

the past two years

B Other Threats DESCRIBE the documented security incidents or threats 

that have occurred in or around your building/facility in the 

past five years

C Greatest Danger MARK an X to indicate the greatest source of danger; 

explain

Page 4

3 Miscellaneous Mark an X to indicate if the building or site has animals; 

the site is closing within one year; the site is scheduled for 

major modifications within 18 months

Additional 

Comments

DESCRIBE the types of activities conducted at the 

location

Table A-5 Instructions for Completing APHIS Form 271-R

Item Description Instructions
Appendix A

Forms

11/2010-1 Emergency Response Manual A-29

Emergency and Domestic Programs

APHIS 515-R

Figure A-16 Example of APHIS Form 515-R, Incident Report
Appendix A

Forms

A-30 Emergency Response Manual 11/2010-1

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Purpose

Use APHIS Form 515-R, Incident Report, to report the following:

◆ Theft of Government-owned property or official records;

◆ Damage to Government-owned property or official records;

◆ Break-in or attempted break-in at an APHIS-owned or -leased facility;

◆ Vandalism which occurs in or on the grounds of Agency-occupied 

building or space, including offenses which occur in 

Government-controlled, -leased, or -owned parking areas.

Instructions

Follow the instructions in Table A-6 on page A-30.

Distribution

Fax or mail the completed form to the attention of the National Security Team. 

Address USDA–APHIS–MRPBS–ESD

National Security Team

4700 River Road, Unit 114

Riverdale, MD 20737

Fax: 301/734-3868

Table A-6 Instructions for Completing APHIS Form 515-R

Section Instructions

Type of 

Incident

ENTER a description of the offense or incident

Location ENTER the specific location of the incident

Program ENTER the name of the program

Date ENTER the date of the incident

Time ENTER the time of the incident

Reported ENTER the date the incident was reported

Office ENTER the name of the Office reported to; for example, Federal Protective 

Service, Local Law Enforcement, Office of the Inspector General, etc.

Official 

Reporting 

Incident

ENTER the name and phone number of the Official reporting the incident

Value If theft, ENTER the approximate value of item(s) stolen

Damage If break-in, attempted break-in, or vandalism, ENTER the amount of damage to 

the facility or property

Narrative Provide any other pertinent information and include circumstances surrounding 

theft; for example: item left in unlocked room, item left in airport waiting area, 

etc.
Appendix A

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11/2010-1 Emergency Response Manual A-31

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CA-1 

Figure A-17 Example of CA-1, Federal Employee's Notice of Traumatic Injury and Claim for 

Continuation of Pay/Compensation, page 1
Appendix A

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A-32 Emergency Response Manual 11/2010-1

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Figure A-18 Example of CA-1, Federal Employee's Notice of Traumatic Injury and Claim for 

Continuation of Pay/Compensation, page 2
Appendix A

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11/2010-1 Emergency Response Manual A-33

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Purpose

Use CA-1, Federal Employee's Notice of Traumatic Injury and Claim for 

Continuation of Pay/Compensation, to report a traumatic injury, and to file a 

claim for continuation of pay or compensation.

Instructions

Line-by-line instructions are provided in Table A-7 on page A-34.

This form includes separate sections for employees, supervisors, and 

employing agencies. Complete all of the items for your section of the form. If 

additional space is required to explain or clarify any point, attach a 

supplemental statement to the form.

The injured employee should complete boxes one through 15 on page one. Do 

not complete the shaded areas. The witness should complete the bottom section 

16. The supervisor or compensation specialists should complete the shaded 

boxes a, b, and c.

Distribution

In progress. 
Appendix A

Forms

A-34 Emergency Response Manual 11/2010-1

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Table A-7 Instructions for Completing Form CA-1

Section Instructions

Page 1 Employee Data

1 ENTER your last, first, and middle, name

2 Leave this item blank

3 ENTER your birth date as XX/XX/XXXX (month/date/year)

4 MARK an X in the box to indicate male or female

5 ENTER your home telephone number

6 ENTER the grade level and step of your job as on the date of your injury

7 ENTER the mailing address of your home, including the city, State, and ZIP Code

8 MARK an X in the box to indicate the following dependents: Wife, Husband, 

Children under 18 years, or Other

Description of Injury

9 ENTER the place where the injury occurred; for example: 2nd floor, Main Post 

Office Bldg., 12th & Pine

10 ENTER the date on which the injury occurred

11 ENTER the date of this notice

12 ENTER your occupation

13 DESCRIBE what happened and why; describe in detail how and why the injury 

occurred; give appropriate details; for example: If you fell, how far did you fall and 

in what position did you land?

14 ENTER both the injury and the part of the body; give a complete description of 

the conditions resulting from your injury; specify the right or left side if applicable; 

for example: fracture of left leg, or cut on right index finger

15 MARK an X in the appropriate box, and then ENTER your signature and date. If 

another person is acting on your behalf, he/she must sign and date this section. If 

you are disabled for work as a result of this injury and filed CA-1 within 30 days of 

the injury, you may be entitled to receive continuation of pay from your employing 

agency. Continuance of pay is paid for up to 45 calendar days of disability, and is 

not charged against sick or annual leave. If you elect sick or annual leave you 

may not claim compensation to repurchase leave used during the 45 days of 

continuance of pay entitlement.

Page 1 Witness Statement

16 Witness will DESCRIBE what he/she saw, heard, or know, about this injury; 

include the name and address of the witness; witness will SIGN and DATE this 

section

Page 2 Supervisors Report

At the time the form is received, complete the receipt of notice of injury and give it 

to the employee. In addition to completing items 17 through 39, the supervisor is 

responsible for obtaining the witness statement in item 16 and for filling in the 

proper codes in shaded boxes a, b, and c on the front of the form. If medical 

expense or lost time is incurred or expected, the completed form should be sent 

to Office of Worker's Compensation Program (OWCP) within 10 working days 

after it is received.

The supervisor should also submit any other information or evidence pertinent to 

the merits of this claim.

If the employing agency controverts Continuance of Pay (COP), the employee 

should be notified and the reason for controversion explained to him or her.
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11/2010-1 Emergency Response Manual A-35

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17 ENTER the agency name and address of reporting office; include city, State, and 

ZIP Code; the name and address of the office to which correspondence from 

OWCP should be sent (if applicable, the address of the personnel or 

compensation office)

18 ENTER the address and ZIP Code of the establishment where the employee 

actually works

19 MARK an X to indicate the employee’s retirement coverage as one of the 

following: CSRS, FERS, or OTHER

20 ENTER the employee’s regular work hours; ENTER the day of the week, and 

then MARK an X to indicate a.m. or p.m.; include the starting and ending day and 

time

21 MARK an X in the appropriate boxes to indicate the days you work

22 ENTER the date of the injury

23 ENTER the date on which you first received notice of the injury

24 ENTER the date on which the employee stopped working

25 ENTER the date on which pay was stopped

26 ENTER the date on which the 48-hour period began

27 ENTER the date and time the employee returned to work

28 MARK an X to indicate whether the employee was injured in the performance of 

duties

29 MARK an X to indicate whether the injury occurred due to willful misconduct, 

intoxication, or intent to injure self or another

30 MARK an X to indicate whether the injury was caused by a third party; if no, skip 

question 31; a third party is an individual or organization (other than the injured 

employee or the Federal government) who is liable for the injury

31 ENTER the name and address of the third party

32 ENTER the name and address of the physician first providing medical care for 

this injury; if initial care given by a nurse or other health professional (not a 

physician) in the employing agency’s health unit or clinic, indicate this on a 

separate sheet of paper

33 ENTER the date of the first visit to the physician listed in item 31

34 MARK an X to indicate whether medical reports show employee is disabled for 

work

35 MARK an X to indicate whether your knowledge of the facts about this injury 

agree with statements of the employee or witnesses; if no, explain

Table A-7 Instructions for Completing Form CA-1

Section Instructions
Appendix A

Forms

A-36 Emergency Response Manual 11/2010-1

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36 If the employing agency disputes continuation of pay, ENTER the reason in detail. 

COP may be disputed for any reason; however, the employing agency may refuse 

to pay COP only if the dispute is based upon one of the following reasons:

◆ The disability was not caused by a traumatic injury

◆ The employee is a volunteer working without pay or for nominal pay, or a 

member of the office staff of a former President

◆ The employee is not a citizen or a resident of the United States or Canada

◆ The injury occurred off the employing agency’s premises and the employee 

was not involved in official off-premises duties

◆ The injury was proximately caused by the employees willful misconduct, intent 

to bring about injury or death to self or another person, or intoxication

◆ The injury was not reported on Form Ca-1 within 30 days following the injury

◆ Work stoppage first occurred 45 days or more following the injury

◆ The employee initially reported the injury after his or her employment was 

terminated

◆ The employee is enrolled in the Civil Air Patrol, Peace Corps, Youth 

Conservation Corps, Work Study Programs, or other similar groups

37 ENTER the employees rate of pay at the time work stopped

38 ENTER your signature, name, title, telephone number, and today’s date

39 MARK an X to indicate filing instructions

Table A-7 Instructions for Completing Form CA-1

Section Instructions
Appendix A

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11/2010-1 Emergency Response Manual A-37

Emergency and Domestic Programs

CA-2 

Figure A-19 Example of CA-2, Notice of Occupational Disease U. S. Department of Labor and Claim for 

Compensation, page 1
Appendix A

Forms

A-38 Emergency Response Manual 11/2010-1

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Figure A-20 Example of CA-2, Notice of Occupational Disease U. S. Department of Labor and Claim for 

Compensation, page 2
Appendix A

Forms

11/2010-1 Emergency Response Manual A-39

Emergency and Domestic Programs

Purpose

Use CA-2, Notice of Occupational Disease U. S. Department of Labor and 

Claim for Compensation, to claim compensation for an occupational disease.

Instructions

Line-by-line instructions are provided in Table A-8 on page A-42.

Complete all items on your section of the form. If additional space is required 

to explain or clarify any point, attach a supplemental statement to the form. In 

addition to the information requested on the form, both the employee and the 

supervisor are required to submit additional evidence as described below. If 

this evidence is not submitted along with the form, the responsible party should 

explain the reason for the delay and State when the additional evidence will be 

submitted.

Employee

Complete items one through 18 and submit the form to the employees 

supervisor along with the statement and medical reports described below. Be 

sure to obtain the Receipt of Notice of Disease or Illness completed by the 

supervisor at the time the form is submitted.

Employees Statement—In a separate narrative statement attached to the 

form, the employee must submit the following information:

◆ A detailed history of the disease or illness from the date it started

◆ Complete details of the conditions of employment which are believed to 

be responsible for the disease or illness

◆ A description of specific exposures to substances or stressful conditions 

causing the disease or illness, including locations where exposure or 

stress occurred, as well as the number of hours per day and days per 

week of such exposure or stress

◆ Identification of the part of the body affected (If disability is due to a 

heart condition, give complete details of all activities for one week prior 

to the attach with particular attention to the final 24 hours of such period)

◆ A statement as to whether the employee ever suffered a similar condition 

(If so, provide full details of onset, history, and medical care received, 

along with names and addresses of physicians rendering treatment)

Medical Report—

◆ Dates of examination or treatment

◆ History given to the physician by the employee
Appendix A

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A-40 Emergency Response Manual 11/2010-1

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◆ Detailed description of the physicians findings

◆ Results of x-rays, laboratory tests, etc.

◆ Diagnosis

◆ Clinical course of treatment

◆ Physicians opinion as to whether the disease or illness was caused or 

aggravated by the employment, along with an explanation of the basis 

for this opinion (Medical reports that do not explain the basis for the 

physicians opinion are given very little weight in adjudicating the claim

Wage Loss—If you have lost wages or used leave for this illness, Form CA-7 

should also be submitted

Supervisor

The supervisor, or the appropriate official in the employing agency, should 

complete the Supervisors Section. At the time the form is received, complete 

the Receipt of Notice of Disease or illness and give it to the employee. In 

addition to completing items 19 through 34, the supervisor is responsible for 

filling in the proper codes in shaded boxes a, b, and c on the front of the form. 

If medical expense or lost time is incurred or expected, the completed form 

must be sent to OWCP within ten working days after it is received. In a 

separate narrative statement attached to the form, the supervisor must do the 

following:

◆ Describe in detail the work performed by the employee. Identify fumes, 

chemicals, or other irritants or situations that the employee was exposed 

to which allegedly caused the condition. State the nature, extent, and 

duration of the exposure, including hours per days and days per week, 

requested above.

◆ Attach copies of all medical reports (including x-ray reports and 

laboratory data) on file for the employee.

◆ Attach a record of the employees absence from work caused by any 

similar disease or illness. Have the employee State the reason for each 

absence.

◆ Attach statements from each co-worker who has first-hand knowledge 

about the employees condition and its cause. (The co-workers should 

state how such knowledge was obtained.)

◆ Review and comment on the accuracy of the employees statement 

requested above.

◆ Submit any other information or evidence pertinent to the merits of this 

claim.
Appendix A

Forms

11/2010-1 Emergency Response Manual A-41

Emergency and Domestic Programs

Distribution

In progress.
Appendix A

Forms

A-42 Emergency Response Manual 11/2010-1

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Table A-8 Instructions for Completing Form CA-2

Item Instructions

Page 1 Employee Data

1 ENTER your last, first, and middle, name

2 Leave this item blank

3 ENTER your birth date as XX/XX/XXXX (month/date/year)

4 ENTER your sex

5 ENTER your home telephone number

6 ENTER the grade level and step of your job as on the date of your last exposure

7 ENTER the mailing address of your home, including the city, State, and ZIP Code

8 MARK an X in the box to indicate the following dependents: Wife, Husband, 

Children under 18 years, or Other1

Claim Information

9 ENTER your occupation

10 ENTER the address where you worked when the disease or illness occurred

11 ENTER the date on which you first became aware of the disease or illness

12 ENTER the date on which you first realized the disease or illness was caused or 

aggravated by your employment

13 DESCRIBE the relationship to your employment and why you came to this 

realization

14 DESCRIBE the nature of the disease or illness; give a complete description; 

specify the left or right side if applicable (such as rash on left leg; carpal tunnel 

syndrome, right wrist)

15 If more than 30 days have passed since the date in item 12, DESCRIBE the 

reason for the delay

16 If your statement is not submitted with this form, DESCRIBE the reason for the 

delay

17 If your medical reports are not submitted with this form, DESCRIBE the reason 

for the delay

18 SIGN your name and ENTER the date.

Page 2 Official Supervisors Report

19 Enter the name and address of the office to which correspondence from OWCP 

should be sent (if applicable, the address of the personnel or compensation 

office)

20 ENTER the street address and ZIP Code of the establishment where the 

employee actually works

21 ENTER the hours regularly worked; MARK an X to indicate a.m. and p.m.

22 MARK an X to indicate the week days regularly worked

23 ENTER the name and address of the physician first providing medical care, 

including city, State, and ZIP Code; if initial care was given by a nurse or other 

health professional (not a physician) in the employing agency’s health unit clinic, 

indicate this on a separate sheet of paper

24 ENTER the date of the first visit to the physician listed in item 23

25 MARK an X in the box to indicate whether medical reports indicate the employee 

is disabled for work

26 ENTER the date the employee first reported the condition to supervisor
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11/2010-1 Emergency Response Manual A-43

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27 ENTER the date and hour the employee stopped work; ENTER the date as 

2-digit month, 2-digit date, and 4-digit year; ENTER the hour and MARK an X in 

the box to indicate a.m. or p.m.

28 ENTER the date and hour the employees pay stopped; ENTER the date as 

2-digit month, 2-digit date, and 4-digit year; ENTER the hour and MARK an X in 

the box to indicate a.m. or p.m.

29 ENTER the date the employee was last exposed to conditions alleged to have 

caused disease or illness; ENTER the date as 2-digit month, 2-digit date, and 

4-digit year

30 ENTER the date and hour the employee returned to work; ENTER the date as 

2-digit month, 2-digit date, and 4-digit year; ENTER the hour and MARK an X in 

the box to indicate a.m. or p.m.

31 If the employee has returned to work and the work assignment has changed, 

describe the new duties

32 MARK an X in the box to indicate the employees retirement coverage as CSRS, 

FERS, or Other; if Other, name the retirement coverage

33 MARK an X in the box to indicate whether the injury was caused by a third party; 

if NO, go to item 342

34 ENTER the name and address of the third party mentioned in item 33; include 

the city, State, and ZIP Code

35 ENTER your signature, name, title, telephone number, and today’s date

1 On the Federal form, item 8 is mislabeled as item 6

2 A third party is an individual or organization (other than the injured employee or the Federal government) who is liable for the disease

Table A-8 Instructions for Completing Form CA-2

Item Instructions
Appendix A

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A-44 Emergency Response Manual 11/2010-1

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Incident Action Plan

Purpose

The Incident Action Plan documents the actions developed by the Incident 

Commander, and Command and General Staffs, during the Planning Meeting. 

When all of the forms are included, the Plan specifies the control objectives, 

tactics to meet the objectives, resources, organization, communications plan, 

medical plan, and other appropriate information for use in tactical operations.

The Incident Action Plan is a compilation of the following forms:

 1. Incident Briefing (ICS Form 201)

 2. Incident Objectives (ICS Form 202)

 3. Organization Assignment List (ICS Form 203)

 4. Assignment List (ICS Form 204)

 5. Radio Communications Plan (ICS Form 205)

 6. Medical Plan (ICS Form 206)

Instructions

The Incident Commander, and the Command and General Staff, will complete 

the Incident Action Plan following each formal planning meeting. The plan 

must be approved by the Incident Commander prior to distribution.

Distribution

Reproduce sufficient copies of the Incident Action Plan and distribute to all 

supervisory personnel at the Section, Branch, Division/Group, and Unit leader 

levels.
Appendix A

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11/2010-1 Emergency Response Manual A-45

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ICS 201 

Figure A-21 Example of ICS Form 201, Incident Briefing, page 1
Appendix A

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A-46 Emergency Response Manual 11/2010-1

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Figure A-22 Example of ICS Form 201, Incident Briefing, page 2
Appendix A

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11/2010-1 Emergency Response Manual A-47

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Figure A-23 Example of ICS Form 201, Incident Briefing, page 3
Appendix A

Forms

A-48 Emergency Response Manual 11/2010-1

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Figure A-24 Example of ICS Form 201, Incident Briefing, page 4
Appendix A

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11/2010-1 Emergency Response Manual A-49

Emergency and Domestic Programs

Purpose

The ICS Form 201, Incident Briefing, provides the Incident Commanders (and 

the Command Staff and General Staff assuming command of the incident) with 

basic information regarding the incident situation and the resources allocated 

to the incident. It also serves as a permanent record of the initial response to the 

incident.

Instructions

The briefing form is prepared by the Incident Commander for presentation to 

the incoming Incident Commander along with a more detailed oral briefing. 

Additional pages may be added if needed. Follow the instructions provided in 

Table A-9 on page A-49.

Distribution

After the initial briefing of the Incident Commander and General Staff 

members, distribute copies of the ICS Form 201 to the Command Staff, 

Section Chiefs, Branch Directors, Division/Group Supervisors, and 

appropriate Planning and Logistics Section Unit Leaders. Give the sketched 

map and summary of current action portions of the briefing form to the 

Situation Unit. Give the Current Organization and Resources Summary portion 

to the Resources Unit.

Table A-9 Instructions for Completing ICS Form 201

Section Description Instructions

1 Incident Name ENTER the name of the incident

2 Date Prepared ENTER the current date as MONTH/DATE/YEAR

3 Time Prepared ENTER the current time as HOURS PM/AM

4 Map Sketch DRAW a map of the area; indicate the location of pertinent 

objects such as houses, helispots, the incident command 

post, wooded areas, edges of fires, etc.; include also the 

direction of the wind, the direction of north, etc.

5 Prepared By ENTER your name and title

6 Summary of 

Current Actions

ENTER a summary of the actions that have occurred; for 

example: established perimeter control

7 Current 

Organization

ENTER a summary of the current organization

8 Resources 

Summary

ENTER a summary of the resources
Appendix A

Forms

A-50 Emergency Response Manual 11/2010-1

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ICS 202

Figure A-25 Example of ICS Form 202, Incident Objectives
Appendix A

Forms

11/2010-1 Emergency Response Manual A-51

Emergency and Domestic Programs

Purpose

The ICS Form 202, Incident Objectives, is a description of the objectives of the 

incident.Instructions

Follow the instructions provided in Table A-10 on page A-51.

Distribution

The ICS Form 202 is prepared by the Planning Section Chief, and reviewed by 

the Safety Officer. This form serves only as a cover sheet and is not considered 

complete until attachments are included. Attach this form to the Incident 

Action Plan immediately after the cover page. 

Table A-10 Instructions for Completing ICS Form 202

Section Description Instructions

1 Incident Name ENTER the name of the incident

2 Date ENTER the current date as MONTH/DATE/YEAR

3 Time ENTER the current time using the 24-hour clock

4 Operational Period ENTER the range of dates and/or times of the operation

5 General Control ENTER short, clear, and concise statements of the 

objectives for managing the incident including alternatives; 

control objectives usually apply for the duration of the 

incident

6 Weather ENTER the weather that is forecasted for the operational 

period

7 Safety Message ENTER information such as known safety hazards and 

specific precautions to be observed during this operational 

period; if available, a safety message should be 

referenced and attached

8 Attachments MARK an X in the appropriate box to indicate documents 

that are attached to this form; ENTER the name of any 

attachments not included in this list

9 Signature Planning Section Chief SIGNS here

10 Approval Incident Commander SIGNS here
Appendix A

Forms

A-52 Emergency Response Manual 11/2010-1

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ICS 203 

Figure A-26 Example of ICS Form 203, Organization Assignment List
Appendix A

Forms

11/2010-1 Emergency Response Manual A-53

Emergency and Domestic Programs

Purpose

The ICS Form 203, Organization Assignment List, provides ICS personnel 

with information on the units that are currently activated and the names of 

personnel staffing each position unit. It is used to complete the Incident 

Organization Chart (ICS Form 207) which is posted on the Incident Command 

Post display.

Instructions

An Organization Assignment List may be completed any time the number of 

personnel assigned to the incident increase or decrease or a change in 

assignment occurs. Attach the completed form to the ICS Form 202, Incident 

Objectives. Follow the instructions provided in Table A-11 on page A-53.

Distribution

The list is prepared and maintained by the Resources Unit under the direction 

of the Planning Section Chief. The Organization Assignment List is duplicated 

and attached to the Incident Objectives form and given to all recipients of the 

Incident Action Plan. The Safety Officer must review this form. 

Table A-11 Instructions for Completing ICS Form 203

Section Description Instructions

1 Incident Name ENTER the name of the incident

2 Date ENTER the current date as MONTH/DATE/YEAR

3 Time ENTER the current time as HOURS PM/AM

4 Operational Period ENTER the range of dates and/or times of the operation

5 Incident Command 

and Staff

ENTER the names of the individuals selected for the 

positions

6 Agency 

Representatives

ENTER the names of the agencies, and the names of 

each representative

7 Planning Section ENTER the names of personnel assigned to each 

position; additional positions can be written in the blank 

spaces at the bottom of the section

8 Logistics Section ENTER the names of the Chief and Deputy of the 

Logistics Section; in A, ENTER the names of the Director, 

Supply Unit, Facilities Unit, and Ground Support Unit; in B, 

ENTER the names of the Director, Communications Unit, 

Medical Unit, and Food Unit

9 Operations Section ENTER the names of personnel assigned to each position

10 Finance and 

Administration 

Section

ENTER the names of personnel assigned to each position

Bottom Signature Resources Unit SIGNS here
Appendix A

Forms

A-54 Emergency Response Manual 11/2010-1

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ICS 204

Figure A-27 Example of ICS Form 204, Assignment List
Appendix A

Forms

11/2010-1 Emergency Response Manual A-55

Emergency and Domestic Programs

Purpose

Use the ICS Form 204, Assignment List, to inform Operations Section 

personnel of incident assignments. Once the assignments are agreed to by the 

Incident Commander and General Staff, give the assignment information to the 

appropriate Units and Divisions via the Communications Center.

Instructions

The Assignment List must be approved by the Planning Section Chief. When 

approved, it is attached to the Incident Objectives as part of the Incident Action 

Plan. Follow the instructions provided in Table A-12 on page A-55.

Distribution

The Assignment List is normally prepared by the Resources Unit using 

guidance from the Incident Objectives (ICS Form 202), Operational Planning 

Worksheet (ICS Form 215), and Operations Section Chief. The Assignment 

List is duplicated and attached to the Incident Objectives and given to all 

recipients of the Incident Action Plan. In some cases, assignments may be 

communicated via radio. 

Table A-12 Instructions for Completing ICS Form 204

Section Description Instructions

1 Branch ENTER the name of the branch

2 Division/Group ENTER the name of the division/group

3 Incident Name ENTER the name of the incident

4 Operational Period ENTER the range of dates and/or times of the operation

5 Operational 

Personnel

ENTER the names of the individuals selected for the 

positions

6 Resources ENTER the information that applies to assignments made 

to this period

7 Control Operations ENTER the control operations

8 Special Instructions ENTER a statement calling attention to any safety 

problems or specific precautions to be exercised or other 

important information

9 Communications ENTER the summary of communications for the division/

group; resource Unit Leader SIGNS on the bottom line; 

Planning Section Chief SIGNS on the bottom line; ENTER 

the current date and time
Appendix A

Forms

A-56 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

ICS 205

Figure A-28 Example of ICS Form 205, Incident Radio Communications Plan
Appendix A

Forms

11/2010-1 Emergency Response Manual A-57

Emergency and Domestic Programs

Purpose

The ICS Form 205, Incident Radio Communications Plan, provides in one 

location information on all radio frequency assignments for each operational 

period. The plan is a summary of information obtained from the Radio 

Requirement Worksheet (ICS Form 216) and the Radio Frequency Assignment 

Worksheet (ICS Form 217). Information from the Radio Communications Plan 

on frequency assignments is normally placed on the appropriate Assignment 

List (ICS Form 204).

Instructions

The Incident Radio Communications Plan is prepared by the Communications 

Unit Leader and given to the Planning Section Chief. Detailed instructions on 

preparing this form may be found in ICS 223-5, Communications Unit Position 

Manual. Follow the instructions provided in Table A-13 on page A-57.

Distribution

The Incident Radio Communications Plan is duplicated and given to all 

recipients of the Incident Objectives form including the Incident 

Communications Center. Information from the plan is placed on Assignment 

Lists. 

Table A-13 Instructions for Completing ICS Form 205

Section Description Instructions

1 Incident Name ENTER the name of the incident

2 Date/Time ENTER the date and time of preparation

3 Operational Period ENTER the range of dates and/or times of the operation

4 Basic Radio 

Channel Utilization

ENTER the radio cache system(s) assigned and used on 

the incident (e.g., Boise Cache, FIREMARS, Region 5 

Emergency Cache, etc.)

Channel Number ENTER the radio channel numbers assigned

Function ENTER the function each channel number is assigned 

(i.e., command, support, division tactical, and 

ground-to-air)

Frequency ENTER the radio frequency tone number assigned to 

each specified function (e.g., 153.400)

Assignment ENTER the ICS organization assigned to each of the 

designated frequencies (e.g., Branch I, Division A)

Remarks ENTER narrative information regarding special situations

5 Prepared By ENTER the name of the Communications Unit Leader 

preparing the form
Appendix A

Forms

A-58 Emergency Response Manual 11/2010-1

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ICS 206

Figure A-29 Example of ICS Form 206, Medical Plan
Appendix A

Forms

11/2010-1 Emergency Response Manual A-59

Emergency and Domestic Programs

Purpose

The ICS Form 206, Medical Plan, provides information on incident medical 

aid stations, transportation services, hospitals, and medical emergency 

procedures.

Instructions

The Medical Plan is prepared by the Medical Unit Leader and reviewed by the 

Safety Officer. Follow the instructions in Table A-14 on page A-59.

Distribution

The Medical Plan can be an attachment to the Incident Objectives, or 

information from the plan pertaining to incident medical aid stations and 

medical emergency procedures may be taken from the plan and placed on 

Assignment Lists.

Table A-14 Instructions for Completing ICS Form 206

Section Description Instructions

1 Incident Name ENTER the name of the incident

2 Date ENTER the date of preparation

3 Time ENTER the time of preparation

4 Operational Period ENTER the date and time of the operational period for 

which this plan is in effect

5 Incident Medical 

Aid Station

ENTER the name and location of incident medical aid 

stations (e.g., Cajon Staging Area, Cajon Camp Ground) 

and MARK an X if paramedics are located at the site

6A Transportation

Ambulance 

Services

ENTER the name and address of ambulance services 

(e.g., Shaeffer, 4358 Brown Parkway, Corona); provide 

phone number and indicate if ambulance company has 

paramedics

6B Transportation 

Incident 

Ambulances

ENTER the name of the organization providing 

ambulances and the incident location; indicate if 

paramedics are aboard

7 Hospitals LIST the hospitals which could serve this incident; include 

incident name, address, the travel time by air and ground 

from the incident to the hospital, phone number, and 

indicate with a X if the hospital is a burn center and has a 

helipad

8 Medical Emergency 

Procedures 

ENTER any special emergency instructions for use by 

incident personnel; MARK an X in the box to indicate the 

availability of a helipad and burn center

9 Prepared By ENTER the name of the Medical Unit Leader preparing 

the form

10 Reviewed By ENTER the name of the Safety Officer who must review 

the plan
Appendix A

Forms

A-60 Emergency Response Manual 11/2010-1

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ICS 209

Figure A-30 Example of ICS Form 209 (FS-5100-11), Incident Status Summary
Appendix A

Forms

11/2010-1 Emergency Response Manual A-61

Emergency and Domestic Programs

Purpose

Use the ICS 209 (FS-5100-11), Incident Status Summary, to summarize the 

status of plant health emergencies. The Incident Status Summary is used by 

Situation Unit personnel for posting information on Incident Command Post 

displays. When duplicated and provided to Command Staff members, it 

provides them with basic information for use in planning for the next 

operational period. It provides basic information to the Information Officer for 

preparation of media releases. It also provides incident information to agency 

dispatch and off-incident coordination centers.

Instructions

The Incident Status Summary is prepared by the Situation Unit. Resource 

information should be obtained from the Resources Unit. It is scheduled for 

presentation to the Planning Section Chief and other General Staff members 

prior to each Planning Meeting and may be required at more frequent intervals 

by the intervals by the Incident Commander or Planning Section Chief. Follow 

the instructions in Table A-15 on page A-62.

Distribution

When completed, the form is duplicated and copies are distributed to the 

Incident Commander and staff, and all Section Chiefs, Planning Section Unit 

Leaders, and Agency Dispatch Centers. It is also posted on the display board 

located at the Incident Command Post. 
Appendix A

Forms

A-62 Emergency Response Manual 11/2010-1

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Table A-15 Instructions for Completing ICS Form 209

Section1 Description Instructions

1 m Date/Time ENTER the date and time of preparation

2 m Status MARK an X in the box to indicate an initial, update, or 

final summary

3 m Incident Name ENTER the name given to the incident by the Incident 

Commander or Agency

4 m Incident Number ENTER the number assigned to the incident by the 

agency

5 Incident 

Commander

ENTER the first initial and last name of the Incident 

Commander

6 m Jurisdiction ENTER the name of the agency or municipality

7 County ENTER the name of the county where the incident is 

occurring

8 m Type ENTER the type of the incident: wildland fire (enter fuel 

type), structure fire, hazardous chemical spill, etc.

9 m Location ENTER the legal description and general location; use 

Section 31, Remarks, for additional date if necessary

10 m Started Date/Time ENTER the date and time the incident started

11 m Cause ENTER the specific cause or “Under Investigation”

12 m Area Involved DESCRIBE the area involved, such as 50 acres, or top 

three floors of building, or other.

13 m Percent Controlled ENTER an estimate of percent of containment.

14 m Expected 

Containment

ENTER the estimated date and time of total 

containment.

15 m Estimated 

Controlled

ENTER the estimated date and time of control.

16 m Declared 

Controlled

ENTER the actual date and time the fire was declared 

controlled.

17 m Current Threat DESCRIBE significant threats to structures, watershed, 

timber, wildlife habitat, or other valuable resources.

18 m Control Problems DESCRIBE control problems, e.g.accessibility, fuels, 

rocky terrain, high winds, structures.

19 m Estimated Loss ENTER the estimated dollar value of total damage to 

date. Include structures, watershed, timber, etc. Be 

specific.

20 Estimated Savings ENTER an estimate of values saved as a result of all 

suppression efforts.

21 m Injuries DESCRIBE any serious injuries or deaths which have 

occurred since the last report. Use Section 31, Remarks, 

for more specific detail.

22 Line Built DESCRIBE the extent of line completed by chains or 

other units of measurement.

23 Line to Build DESCRIBE line to be constructed by chains or other 

units of measurement.

24 m Current Weather ENTER the wind speed, wind direction, temperature, 

and relative humidity at the incident.
Appendix A

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11/2010-1 Emergency Response Manual A-63

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25 Predicted Weather ENTER the predicted weather conditions for the next 

operational period.

26 Cost to Date ENTER the total cost to date of the incident.

27 Estimated Total 

Cost

ENTER the estimated total cost for the entire incident.

28 m Agencies LIST the agencies which have resources assigned to the 

incident.

29 m ENTER the resource information under the appropriate 

Agency column by single resource (SR) or strike team 

(ST).

30 m Cooperating 

Agencies

LIST by name those agencies which are providing 

support (e.g. Salvation Army, Red Cross, Law 

Enforcement, National Weather Service, etc.).

31 m Remarks ENTER: 1. Additional resources not covered in Section 

28/29; 2. More information on location; 3. Additional 

information regarding threat control problems, 

anticipated release or demobilization, etc.

32 m Prepared By ENTER the name of the Incident Situation Status Unit 

Leader.

33 m Approved By ENTER the name of the Incident Planning Section Chief.

34 Sent To ENTER the ID of the Agency entering the report.

1 If the section number is followed by m then the section is mandatory.

Table A-15 Instructions for Completing ICS Form 209 (continued)

Section1 Description Instructions
Appendix A

Forms

A-64 Emergency Response Manual 11/2010-1

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ICS 214

Figure A-31 Example ICS Form 214, Unit Log
Appendix A

Forms

11/2010-1 Emergency Response Manual A-65

Emergency and Domestic Programs

Purpose

Use the ICS Form 214, Unit Log, to record details of unit activity including 

strike team activity. The file of these logs provides a basic reference from 

which to extract information for inclusion in any after-action report.

Instructions

Follow the instructions in Table A-16 on page A-65.

Distribution

A Unit Log is initiated and maintained by Command Staff members, Division/

Group Supervisors, Air Operations Groups, Strike Team/Task Force Leaders, 

and Unit Leaders. Completed logs are forwarded to supervisors who provide to 

the Documentation Unit. At the end of each operational period, give the 

completed ICS Form 214 to your immediate supervisor. The Documentation 

Unit maintains a file of all Unit Logs. One copy of each log must be submitted 

to the Documentation Unit. 

Table A-16 Instructions for Completing ICS Form 214

Section Description Instructions

1 Incident Name ENTER the name given to the incident by the Incident 

Commander.

2 Date ENTER the date of preparation.

3 Time ENTER the time of preparation.

4 Unit Name ENTER the title of the organizational unit or resource 

designator (such as Facilities Unit, Safety Officer, other).

5 Unit Leader ENTER the name and ICS position of the individual in 

charge of the unit.

6 Operational Period ENTER the range of dates and/or times of the operation.

7 Personnel Roster 

Assigned

LIST the name, position, and home base of each member 

assigned to the unit during the operational period.

8 Activity Log LIST the name and briefly describe each significant 

occurrence or event (such as task completions, injuries, 

difficulties encountered, other).

9 Prepared By ENTER the name and title of the person completing the 

log. Provide log to immediate supervisor at the end of 

each operational period.
Appendix A

Forms

A-66 Emergency Response Manual 11/2010-1

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ICS 215A

Figure A-32 Example of ICS Form 215A, Incident Action Plan Safety and Risk Analysis Form
Appendix A

Forms

11/2010-1 Emergency Response Manual A-67

Emergency and Domestic Programs

Purpose

Use ICS Form 215a, Incident Action Plan Safety and Risk Analysis Form, to 

communicate to the Operations and Planning Section Chiefs safety and health 

issues identified by the Safety Officer. The Resources Unit will issue the form 

in order to complete ICS 204 and operations briefings.

Instructions

Follow the instructions in Table A-17 on page A-67. Use additional sheets, as 

needed.

Distribution

The Safety Officer is responsible for completing this form.

Table A-17 Instructions for Completing ICS Form 215a

Section Description Instructions

1 Incident Name ENTER the name given to the incident by the Incident 

Commander.

2 Date ENTER the date of preparation.

3 Time ENTER the time of preparation.

Division or Group ENTER Division or Group identifiers.

Potential Hazards Identify the hazards associated with the incident, and then 

ENTER each hazard in the column marked “Type of 

hazard:”

Prepared By ENTER the name and title of the person completing the 

form.
Appendix A

Forms

A-68 Emergency Response Manual 11/2010-1

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ICS 216

Figure A-33 Example of ICS Form 216, Radio Requirements Worksheet
Appendix A

Forms

11/2010-1 Emergency Response Manual A-69

Emergency and Domestic Programs

Purpose

Use ICS Form 216, Radio Requirements Worksheet, to determine the total 

number of personal portable radios required for each Division/Group and 

Branch. The form provides a listing of all units assigned to each Division, and 

thus depicts the total incident radio needs.

Instructions

This worksheet need not be used if the Communications Unit Leader can easily 

obtain the information directly from Assignment Lists. Follow the instructions 

in Table A-18 on page A-69.

Distribution

The worksheet is prepared by the Communications Unit for each operational 

period and can only be completed after specific resource assignments are made 

and designated on Assignment Lists. The worksheet is for internal use by the 

Communications Unit and therefore there is no distribution of the form.

Table A-18 Instructions for Completing ICS Form 216

Section Description Instructions

1 Incident Name ENTER the name given to the incident by the Incident 

Commander.

2 Date ENTER the date of preparation.

3 Time ENTER the time of preparation.

4 Branch ENTER the Branch number (I, II, etc.) for which radio 

requirements are being prepared.

5 Agency ENTER the name of the agency.

6 Operational Period ENTER the three-letter designator of the agency staffing 

the Branch Director position (VNC, CDF, ANF, LFD, etc.).

7 Tactical Frequency ENTER the radio frequency to be used by the Branch 

Director to communicate with each Division/Group 

Supervisor in the Branch.

8 Division/Group ENTER for each Division/Group in the Branch the 

Division/Group identifier (A, B, etc.) and the agency 

assigned (e.g., LAC, VNC, etc.).

9 Agency/ID No./

Radio 

Requirements

LIST all units assigned to each Division/Group. Record the 

agency designator, unit or resource identification, and total 

number of radios needed for each unit or resource.

10 Prepared By ENTER the name and position of the person completing 

the worksheet.
Appendix A

Forms

A-70 Emergency Response Manual 11/2010-1

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ICS 217

Figure A-34 Example of ICS Form 217, Radio Frequency Assignment Worksheet
Appendix A

Forms

11/2010-1 Emergency Response Manual A-71

Emergency and Domestic Programs

Purpose

ICS Form 217, Radio Frequency Assignment Worksheet, is used by the 

Communications Unit Leader to assist in determining frequency allocations.

Instructions

List the cache radio frequencies available to the incident on the form. Major 

agency frequencies assigned to the incident should be added to the bottom of 

the worksheet. Follow the instructions provided in Table A-19 on page A-71.

Distribution

The worksheet, prepared by the Communications Unit, is for internal use.

Table A-19 Instructions for Completing ICS Form 217

Section Description Instructions

1 Incident Name ENTER the name given to the incident by the Incident 

Commander.

2 Date ENTER the date of preparation.

3 Operational Period ENTER the time interval for which the assignment applies. 

Record the start date/time and end date/time.

4 Incident 

Organization

LIST frequencies allocated for each channel for each 

organizational element activated, record the number of 

radios required to perform the designated function on the 

specified frequency.

5 Radio Data ENTER the associated function for each radio cache and 

frequency assigned. Functional assignments are 

command, support, division tactical, and ground-to-air

6 Total Radios 

Required

ADD each column and ENTER the total in Line 6. This 

provides the number of radios required by each 

organizational unit. Also total each row which provides the 

number of radios using each available frequency.

7 Prepared By ENTER the name and position of the person completing 

the worksheet.
Appendix A

Forms

A-72 Emergency Response Manual 11/2010-1

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ICS 220

Figure A-35 Example of ICS Form 220, Air Operations Summary
Appendix A

Forms

11/2010-1 Emergency Response Manual A-73

Emergency and Domestic Programs

Purpose

The ICS Form 220, Air Operations Summary, provides the Air Operations 

Branch with the number, type, location, and specific assignments of helicopters 

and air tankers.

Instructions

General air resources assignment information is obtained from the Operational 

Planning Worksheet (ICS Form 215) which also is completed during each 

Planning Meeting. Specific designators of the air resources assigned to the 

incident are provided by the Air and Fixed-Wing Support Groups. Follow the 

instructions in Table A-20 on page A-74.

Distribution

The Operations Section Chief or the Air Operations Branch Director will 

complete this form during each Planning Meeting. After the worksheet is 

completed by Air Operations personnel (except item 11), the form is given to 

the Air Support Group Supervisor and Air Tanker/Fixed-Wing Coordinator 

personnel. These personnel complete the form by indicating the designators of 

the helicopters and air tankers assigned missions during the specified 

operational period. This information is provided to Air Operations personnel 

who, in turn, give the information to the Resources Unit.
Appendix A

Forms

A-74 Emergency Response Manual 11/2010-1

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Table A-20 Instructions for Completing ICS Form 220

Section Description Instructions

1 Incident Name ENTER the name given to the incident by the Incident 

Commander.

2 Operational Period ENTER the time interval for which the assignment applies. 

Record the start date/time and end date/time.

3 Air Operations 

Distribution

ENTER the time and date when ICS Form 220 and 

attachments were sent to all fixed-wing bases and 

helibases supporting the incident.

4 Personnel and 

Communications

ENTER the name of the individuals in Air Operations and 

the primary air/air and air/ground (if applicable) radio 

frequencies to be used.

5 Remarks ENTER special instructions or information, including 

safety notes, hazards, and priorities for Air Operations 

personnel.

6 Location and 

Function

ENTER the name of the incident to which air resources 

will be assigned (i.e., Div. A, Branch II, Standby), or the 

function to which they will be assigned (i.e., Air Tactical 

Group Supervisor, Situation Unit, MEDIVAC, etc.).

7 Assignment ENTER the specific assignment (e.g., water or retardant 

drops, logistical support, or availability status for a specific 

purpose, support backup, recon, MEDIVAC, etc.). If 

applicable, enter the primary air/air and air/ground radio 

frequency to be used.

8 Fixed-Wing ENTER the number and type (1, 2, or 3) of air tankers 

allocated to the location/function.

9 Helicopters ENTER the number and type of helicopters allocated to 

the location/function.

10 Time Available/

Commence

As applicable, ENTER the time (24-hour clock), when 

allocated air resources should be available and when they 

should commence their assignment.

11 Aircraft Assigned ENTER the designators of the aircraft assigned. Gather 

information from Resources Unit, helibases, and 

fixed-wing bases.

12 Operating Base ENTER the name the base (helibase, helispot, fixed-wing 

base) that each air resource is expected to initiate 

operations from.

13 Totals ENTER the total number of fixed-wing and helicopters 

assigned to the incident in the number columns. ENTER 

the total number of each type air tanker and helicopter 

assigned in the Type column.

14 Air Operations 

Support

ENTER the designators and location of other support 

resources (i.e., helicopter support units, engines, IR, etc.) 

assigned to Air Operations.

15 Prepared By ENTER the name of the person in Air Operations 

completing the form. ENTER the date and time form was 

completed.
Appendix A

Forms

11/2010-1 Emergency Response Manual A-75

Emergency and Domestic Programs

ICS 223

Figure A-36 Example of ICS Form 223, Incident Action Plan Health and Safety Message
Appendix A

Forms

A-76 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Purpose

Use the ICS Form 223, Incident Action Plan Health and Safety Message, to 

summarize the major hazards and risks associated with an action plan.

Instructions

Follow the instructions provided in Table A-21 on page A-76.

Distribution

In progress.

Table A-21 Instructions for Completing ICS Form 223

Description Instructions

Incident Name ENTER the name given to the incident by the Incident 

Commander.

Date ENTER the date of preparation.

Time ENTER the time of preparation.

Operational Period 

Date and Time

ENTER the time interval for which the assignment applies. Record 

the start date/time and end date/time.

Major Hazards and 

Risks

LIST the major hazards and risks.

Narrative DESCRIBE the major hazards and risks.

Prepared By ENTER the name and position of the person completing the 

worksheet.
Appendix A

Forms

11/2010-1 Emergency Response Manual A-77

Emergency and Domestic Programs

ICS 223-5

ICS Form 223-5, Communications Unit Position Manual, has not been located.
Appendix A

Forms

A-78 Emergency Response Manual 11/2010-1

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ICS 309

Figure A-37 Example of ICS Form 309, Communications Log
Appendix A

Forms

11/2010-1 Emergency Response Manual A-79

Emergency and Domestic Programs

Purpose

Use ICS Form 309, Communications Log, as a record of communications.

Instructions

Follow the instructions provided in Table A-22 on page A-79

Distribution

In progress.

Table A-22 Instructions for Completing ICS Form 309

Section Description Instructions

1 Incident Name ENTER the name given to the incident by the Incident 

Commander.

2 Date ENTER the date and time of preparation.

3 Unit Name and 

Station 

Identification

ENTER the name of the unit and the station identification.

4 Radio Operator ENTER the name of the operator of the radio.

5 Operational Period ENTER the time interval for which the assignment applies. 

Record the start date/time and end date/time.

6 Log LIST the time, station identifications, and subject for each 

radio communication.

7 Prepared By ENTER the name and position of the person completing 

the worksheet.
Appendix A

Forms

A-80 Emergency Response Manual 11/2010-1

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PPQ 301 

Figure A-38 Example of Remedial Measures Billing, PPQ Form 301-R
Appendix A

Forms

11/2010-1 Emergency Response Manual A-81

Emergency and Domestic Programs

Purpose

Use PPQ Form 301-R, Remedial Measures Billing (Statement of Services) to 

record costs incurred when DHS–Customs and Border Protection arranges and 

takes remedial action for articles (import cargo) after the importer or agent fails 

to comply with prescribed remedial measures.

Instructions

Distribution

After the form is complete, distribute PPQ Form 301-R as follows:

Table A-23 Instructions for Completing PPQ Form 301-R 

Block Instructions

1 ENTER the issuing office’s city, State, and telephone number (including area 

code)

2 ENTER the fourth through seventh digits of your local accounting code

3 ENTER the date the service is provided. If the service extends over two or more 

days, enter the beginning date

4 ENTER the IRS-assigned taxpayer identification number (TIN) or the individual’s 

Social Security number; all Federal Agencies are required to obtain a TIN from 

each person doing business with the Agency

5 ENTER the company or agent’s name

6 ENTER the company or agent’s complete mailing address

7 ENTER the company or agent’s telephone number (including area code)

8 ENTER a two-hour minimum time, regardless of when the service is provided; 

the two-hour minimum includes the Officer’s time, time spent making all 

necessary arrangements, and time spent completing paperwork

9 Current hourly and quarter cost for services are already listed on the form

10 ENTER the number of units next to the service provided

11 1. Multiply the cost per unit by the number of units

2. ENTER the total amount for that particular line

12 1. Add all the dollar amounts in Block 11

2. ENTER the total dollar amount

13 1. Check the appropriate boxes

2. ENTER the actual costs for each service

3. Attach supporting documentation (invoices, etc.) to the PPQ Form 301-R to 

substantiate the claim

14 1. Add all the amounts in Block 13, Additional Costs

2. ENTER the total dollar amount

15 ENTER applicable information to identify the specific cargo abandoned or seized

16 1. Add the amounts in Block 12 and Block 14

2. ENTER the total dollar amount

17 List any additional comments

18 CBP Officer performing the service signs this block

19 ENTER the date the CBP Officer signed Block 18
Appendix A

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A-82 Emergency Response Manual 11/2010-1

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◆ Forward the billing worksheet, and copies of all associated bills, 

invoices, EANs, VISA and check payments, statements, etc., to the 

Minneapolis Financial Services Branch. The MBS will collect the money 

and reimburse the funds to the national accounting code.

◆ Keep a copy for the port file

Address USDA-APHIS-FMD-Minneapolis Financial Services Branch

Attn: Billings and Collection Team

100 N. Sixth Street, 5th Floor

Minneapolis, MN 55403

Telephone: 612/336-3293
Appendix A

Forms

11/2010-1 Emergency Response Manual A-83

Emergency and Domestic Programs

PPQ 391

Figure A-39 Example of PPQ Form 391, Specimens For Determination, page 1

This report is authorized by law (7 U.S.C. 147a). While you are not required to respond 

your cooperation is needed to make an accurate record of plant pest conditions. 

FORM APPROVED 

See reverse for additional OMB information. OMB NO. 0579-0010

FOR IIBIII USE 

LOT NO. 

 

PRIORITY 

U.S. DEPARTMENT OF AGRICULTURE 

ANIMAL AND PLANT HEALTH INSPECTION SERVICE 

SPECIMENS FOR DETERMINATION

Instructions: Type or print information requested. Press hard and print legibly 

when handwritten. Item 1 - assign number for each collection beginning with 

year, followed by collector’s initials and collector’s number. Example (collector, 

John J. Dingle): 83-JJD-001. 

Pest Data Section – Complete Items 14, 15 and 16 or 19 or 20 and 21 as 

applicable. Complete Items 17 and 18 if a trap was used. 1. COLLECTION NUMBER 2. DATE 3. SUBMITTING AGENCY

MO DA YR 

 PPQ Other 

4. NAME OF SENDER 

 

5. TYPE OF PROPERTY (Farm, Feedmill, Nursery, etc.) 

 

6. ADDRESS OF SENDER 

 

7. NAME AND ADDRESS OF PROPERTY OR OWNER

 

 

SENDER AND ORIGIN

 ZIP 

INTERCEPTION SITE

 COUNTRY/ 

COUNTY 

8. REASON FOR IDENTIFICATION (“x” ALL Applicable Items)

A. Biological Control (Target Pest Name ) E. Livestock, Domestic Animal Pest 

B. Damaging Crops/Plants F. Possible Immigrant (Explain in REMARKS)

C. Suspected Pest of Regulatory Concern (Explain in REMARKS) G. Survey (Explain in REMARKS)

PURPOSE 

D. Stored Product Pest H. Other (Explain in REMARKS)

9. IF PROMPT OR URGENT IDENTIFICATION IS REQUESTED, PLEASE PROVIDE A BRIEF EXPLANATION UNDER “REMARKS”.

10. HOST INFORMATION 11. QUANTITY OF HOST 

NAME OF HOST (Scientific name when possible) 

 

NUMBER OF 

ACRES/PLANTS 

 

PLANTS AFFECTED (Insert figure and 

indicate Number

 Percent): 

12. PLANT DISTRIBUTION 13. PLANT PARTS AFFECTED

HOST DATA 

LIMITED

SCATTERED

WIDESPREAD

Leaves, Upper Surface 

Leaves, Lower Surface

Petiole

Stem

Trunk/Bark 

Branches

Growing Tips

Roots

Bulbs, Tubers, Corms 

Buds

Flowers

 Fruits or Nuts

Seeds 

14. PEST DISTRIBUTION 15. INSECTS NEMATODES MOLLUSKS

NUMBER 

SUBMITTED LARVAE PUPAE ADULTS CAST SKINS EGGS NYMPHS JUVS. CYSTS 

ALIVE 

FEW

COMMON

ABUNDANT

EXTREME DEAD 16. SAMPLING METHOD 

 

17. TYPE OF TRAP AND LURE

 

18. TRAP NUMBER 

 19. PLANT PATHOLOGY – PLANT SYMPTOMS (“X” one and describe symptoms)

ISOLATED GENERAL 

PEST DATA 

20. WEED DENSITY 

FEW SPOTTY GENERAL 

21. WEED GROWTH STAGE 

SEEDLING VEGETATIVE FLOWERING/FRUITING MATURE 

22. REMARKS 

 

23. TENTATIVE DETERMINATION

 

24. DETERMINATION AND NOTES (Not for Field Use) FOR IIBIII USE

DATE RECEIVED 

 

NO. 

LABEL 

SORTED 

 

PREPARED 

 

DATE ACCEPTED 

 

SIGNATURE DATE RR 

 

 PPQ FORM 391 Previous editions are obsolete. 

 (AUG 02) 

This is a 6-Part form. Copies must be disseminated as follows: 

PART 1 – PPQ PART 2 – RETURN TO SUBMITTER AFTER IDENTIFICATION PART 3 – IIBIII OR FINAL IDENTIFIER 

PART 4 – INTERMEDIATE IDENTIFIER PART 5 – INTERMEDIATE IDENTIFIER PART 6 – RETAINED BY SUBMITTER

State 

Cooperator
Appendix A

Forms

A-84 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Figure A-40 Example Of PPQ Form 391, Specimens for Determination, page 2

OMB Information 

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection 

of information unless it displays a valid OMB control number. The valid OMB control number for this 

information collection is 0579-0010. The time required to complete this information collection is 

estimated to average .25 hours per response, including the time for reviewing instructions, searching 

existing data sources, gathering and maintaining the data needed, and completing and reviewing the 

collection of information. 

Instructions 

Use PPQ Form 391, Specimens for Determination, for domestic collections (warehouse inspections, 

local and individual collecting, special survey programs, export certification). 

BLOCK INSTRUCTIONS 

1 

1. Assign a number for each collection beginning the year, followed by the 

collector’s initials and collector’s number 

EXAMPLE 

2. Enter the collection number 

2 Enter date 

3 Check block to indicate Agency submitting specimens for identification 

4 Enter name of sender 

5 Enter type of property specimen obtained from (farm, nursery, feedmill, etc.) 

6 Enter address 

7 Enter name and address of property owner 

8A-8L Check all appropriate blocks 

9 Leave Blank 

10 Enter scientific name of host, if possible 

11 Enter quantity of host and plants affected 

12 Check block to indicate distribution of plant 

13 Check appropriate blocks to indicate plant parts affected 

14 Check block to indicate pest distribution 

15 Check appropriate block to indicate type of specimen 

Enter number specimens submitted under appropriate column 

16 Enter sampling method 

17 Enter type of trap and lure 

18 Enter trap number 

19 Enter X in block to indicate isolated or general plant symptoms 

20 Enter X in appropriate block for weed density 

21 Enter X in appropriate block for weed growth stage 

22 Provide a brief explanation if Prompt or URGENT identification is requested 

23 Enter a tentative determination if you made one 

24 Leave blank 

Distribution of PPQ Form 391 

Distribute PPQ Form 391 as follows: 

1. Send Original along with the sample to your Area Identifier. 

2. Retain and file a copy for your records. 

In 2001, Brian K. Long collected his first specimen for determination 

of the year. His first collection number is 01-BLK-001
Appendix A

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11/2010-1 Emergency Response Manual A-85

Emergency and Domestic Programs

Purpose

Submit PPQ Form 391, Specimens for Determination, along with specimens 

sent for positive or negative identification. PPQ 391 is also used for other 

domestic collections (other special survey programs, export certification, local 

and individual collections, and warehouse inspections).

Instructions

Follow the instructions in Table A-24 on page A-86.

Distribution

Distribute PPQ Form 391 as follows:

 1. Send the original along with the sample to your Area Identifier.

 2. Retain and file a copy for your records.
Appendix A

Forms

A-86 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Table A-24 Instructions for Completing PPQ Form 391, Specimens for 

Determination

Block Instructions

1 COLLECTION NUMBER 1. ASSIGN a collection number for each collection 

as follows: last 2 digits of the current year - 

collector’s initials - 3-digit number, starting with 

001

2. CONTINUE consecutive numbering for each 

subsequent collection

3. ENTER the collection number

2 DATE ENTER the date of the collection

3 SUBMITTING AGENCY PLACE an X in the PPQ block

4 NAME OF SENDER ENTER the sender’s or collector’s name

5 TYPE OF PROPERTY ENTER the type of property where the specimen 

was collected (farm, feed mill, nursery, etc.)

6 ADDRESS OF SENDER ENTER the sender’s or collector’s address

7 NAME AND ADDRESS OF 

PROPERTY OR OWNER

ENTER the name and address of the property 

where the specimen was collected

8A-8H REASONS FOR IDENTIFICATION PLACE an X in the correct block

9 IF PROMPT OR URGENT 

IDENTIFICATION IS 

REQUESTED, PLEASE PROVIDE 

A BRIEF EXPLANATION UNDER 

"REMARKS"

LEAVE blank; ENTER remarks in Block 22

10 HOST INFORMATION

NAME OF HOST

If known, ENTER the scientific name of the host

11 QUANTITY OF HOS If applicable, ENTER the number of acres planted 

with the host

12 PLANT DISTRIBUTION PLACE an X in the applicable box

13 PLANT PARTS AFFECTED PLACE an X in the applicable box

14 PEST DISTRIBUTION

FEW/COMMON/ABUNDANT/

EXTREME

PLACE an X in the appropriate block

15 INSECTS/NEMATODES/

MOLLUSKS

PLACE an X in the applicable box to indicate type 

of specimen

NUMBER SUBMITTED ENTER the number of specimens submitted as 

ALIVE or DEAD under the appropriate stage

16 SAMPLING METHOD ENTER the type of sample

17 TYPE OF TRAP AND LURE ENTER the type of sample

18 TRAP NUMBER ENTER the sample numbers

19 PLANT PATHOLOGY-PLANT 

SYMPTOMS

If applicable, check the appropriate box; 

otherwise LEAVE blank

20 WEED DENSITY If applicable, check the appropriate box; 

otherwise LEAVE blank

21 WEED GROWTH STAGE If applicable, check the appropriate box; 

otherwise LEAVE blank

22 REMARKS If PROMPT or URGENT identification is required, 

indicate and give a brief explanation
Appendix A

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11/2010-1 Emergency Response Manual A-87

Emergency and Domestic Programs

23 TENTATIVE DETERMINATION ENTER the suspected pest; and DET: [initials and 

last name] for tentative determination 

24 DETERMINATION AND NOTES 

(Not for Field Use)

LEAVE blank; will be completed by the official 

identifier

Table A-24 Instructions for Completing PPQ Form 391, Specimens for 

Determination (continued)

Block Instructions
Appendix A

Forms

A-88 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

PPQ 523

FIGURE A-1 Example of Emergency Action Notification, PPQ 523

FORM APPROVED - OMB NO. 0579-0102

U.S. DEPARTMENT OF AGRICULTURE

ANIMAL AND PLANT HEALTH INSPECTION SERVICE

PLANT PROTECTION AND QUARANTINE

EMERGENCY ACTION NOTIFICATION

1. PPQ LOCATION

3. NAME AND QUANTITY OF ARTICLE(S) 4. LOCATION OF ARTICLES

5. DESTINATION OF ARTICLES

8. SHIPMENT ID NO.(S)

13. COUNTRY OF ORIGIN

7. NAME OF CARRIER

10. PORT OF LADING 11. DATE OF ARRIVAL

17. AFTER RECEIPT OF THIS NOTIFICATION COMPLETE SPECIFIED ACTION

 WITHIN (Specify No. Hours or No. Days):

18. SIGNATURE OF OFFICER:

 ACKNOWLEDGMENT OF RECEIPT OF EMERGENCY ACTION NOTIFICATION

I hereby acknowledge receipt of the foregoing notification.

SIGNATURE AND TITLE: DATE AND TIME:

19. REVOCATION OF NOTIFICATION

ACTION TAKEN:

SIGNATURE OF OFFICER: DATE:

PPQ FORM 523 (JULY 2002) Previous editions are obsolete.

9. OWNER/CONSIGNEE OF ARTICLES

Name:

Address:

PHONE NO. FAX NO.

SS NO. TAX ID NO.

15. FOREIGN CERTIFICATE NO.

15a. PLACE ISSUED 15b. DATE

Under Sections 411, 412, and 414 of the Plant Protection Act (7 USC 7711, 7712, and 7714) and Sections 10404 through 10407 of the Animal Health Protection Act (7 USC 8303 through 8306), you are hereby notified, as owner or agent of the owner of said carrier, premises, and/or articles, to apply remedial measures for

the pest(s), noxious weeds, and or article(s) specified in Item 12, in a manner satisfactory to and under the supervision of an Agriculture Officer. Remedial

measures shall be in accordance with the action specified in Item 16 and shall be completed within the time specified in Item 17.

AFTER RECEIPT OF THIS NOTIFICATION, ARTICLES AND/OR CARRIERS HEREIN DESIGNATED MUST NOT BE MOVED EXCEPT AS DIRECTED BY AN AGRICULTURE OFFICER. THE LOCAL OFFICER MAY BE CONTACTED AT:

Should the owner or owner's agent fail to comply with this order within the time specified below, USDA is authorized to recover from the owner or

agent cost of any care, handling, application of remedial measures, disposal, or other action incurred in connection with the remedial action,

destruction, or removal.

6. SHIPPER

12. ID OF PEST(S), NOXIOUS WEEDS, OR ARTICLE(S)

16. ACTION REQUIRED

TREATMENT:

RE-EXPORTATION:

DESTRUCTION:

OTHER:

SERIAL NO.

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control number for this

information is 0579-0102. The time required to complete this information collection is estimated to average 1 hour per response, including the time for reviewing instructions, searching existing data sources,

gathering and maintaining the data needed, and completing and reviewing the collection of information.

2. DATE ISSUED

14. GROWER NO.

12a. PEST ID NO. 12b. DATE INTERCEPTED
Appendix A

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11/2010-1 Emergency Response Manual A-89

Emergency and Domestic Programs

Purpose

The primary purpose of PPQ Form 523, Emergency Action Notification, is to 

order an individual or company to take an action, such as the treatment of 

articles, cargoes, or carriers or the destruction of articles or cargoes within a 

specified period of time. This form is used for all plants, plant products, animal 

products and animal by-products, including meat and meat products in cargo, 

and is issued to the owner (or owner’s agent) of the article, cargo, or carrier. 

PPQ Form 523 is available in electronic format and is useful for tracking and 

communication purposes. Ad hoc reports can be created and are useful for 

compliance and validation, analysis of pest and animal disease risk, regulatory 

enforcement, and to support domestic surveys and trapping. The data can be 

used by both USDA–APHIS and DHS–CBP personnel in the U.S. and 

International Services.

Instructions

Complete instructions for using and distributing PPQ Form 523 can be found 

in the PPQ Manual for Agricultural Clearance.

Address PPQ Manual for Agricultural Clearance

http://www.aphis.usda.gov/import_export/plants/manuals/

online_manuals.shtml
Appendix A

Forms

A-90 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

PPQ 540

Figure A-41 Example of Federal Certificate, PPQ Form 540
Appendix A

Forms

11/2010-1 Emergency Response Manual A-91

Emergency and Domestic Programs

Purpose

PPQ Form 540 is normally used for the certification of bulk shipments of 

regulated articles which meet the certification requirements of all Federal or 

State cooperative domestic plant quarantines applicable at point of origin.

Instructions

Information written on PPQ Form 540 must be legible and accurate. If 

erroneous entries are made, destroy the certificate and make another. Minor 

errors may be crossed out but must be initialed.

The void date entered in block 2 should receive the particular attention of the 

issuing officer and any officer intercepting shipment in transit. The issuing 

officer should be sure sufficient time is allowed for the shipment to reach 

destination. An intercepting officer should note the void date on the certificate. 

If the time noted has elapsed and there is question concerning it, contact should 

be made between the intercepting and issuing officers for clarification.

Distribution

The original copy accompanies the shipment and is attached to the copy of the 

shipping document which is surrendered to the consignee at destination.

The first carbon (green) is forwarded, at the discretion of the issuing officer, to 

the destination officer to alert him about the shipment coming into the State.

The second carbon (white) is kept by the issuing officer and is retained for one 

year after issuance.
Appendix A

Forms

A-92 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

MRP 65 

Figure A-42 Example of MRP Form 65, Annual Vehicle Inspection
Appendix A

Forms

11/2010-1 Emergency Response Manual A-93

Emergency and Domestic Programs

Purpose

Use MRP Form 65, Annual Vehicle Inspection, as a record of vehicle 

inspections. The need for vehicle inspections will vary among agencies and 

States. Follow the guidelines outlined in the MRP Motor Vehicle Fleet 

Management Manual. The Manual provides guidance to MRP employees and 

contractors operating MRP-owned and -leased motor vehicles in support of the 

MRP mission. The Manual is intended to aid motor vehicle operators in 

maintaining vehicle safety, obtaining better fuel efficiency, and ensuring 

maximum vehicle utilization.

During plant health emergencies, staff members may be assigned 

Government-owned or leased vehicles from other programs. If so, the vehicle 

remains under the parent program’s administrative control, unless the vehicle 

requires servicing while being used for the emergency. If a vehicle requires 

inspection or service while being used in for a plant health emergency, then the 

emergency program is responsible for providing the necessary service.

Consult with Incident Commanders for more detailed information.

Instructions

Section I should be completed at a commercial or government facility by a 

qualified mechanic. Section II should be completed by the driver, Vehicle 

Accountable Officer, or Safety Officer.

Distribution

The Incident Commanders, and the Safety Officer, are responsible for 

maintaining a local file for the MRP Form 65.

Address Marketing and Regulatory Programs Motor Vehicle Manual MRP 5400

http://www.aphis.usda.gov/library/manuals/index.shtml
Appendix A

Forms

A-94 Emergency Response Manual 11/2010-1

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MRP 125-R 

Figure A-43 Example of Defensive Driver Training Log, MRP 125-R
Appendix A

Forms

11/2010-1 Emergency Response Manual A-95

Emergency and Domestic Programs

Purpose

Use the MRP Form 125-R, Defensive Driver Training Log, as a record of 

Driver Safety Training for all emergency staff. Employees must complete the 

Driver Safety Training course prior to driving a Government-owned or -leased 

vehicle. A refresher course is required every three years.

The Driver Safety Training course is available for new and returning students 

on the Safety Serve Web site. Before taking the online course, students must 

request a password from the Safety, Health, and Wellness Branch. 

Additional information concerning the operation of vehicles can be found in 

the MRP Motor Vehicle Fleet Management Manual. The Manual provides 

guidance to MRP employees and contractors operating MRP-owned and 

-leased motor vehicles in support of the MRP mission. The Manual is intended 

to aid motor vehicle operators in maintaining vehicle safety, obtaining better 

fuel efficiency, and ensuring maximum vehicle utilization.

Consult with Incident Commanders for information that may be specific to the 

plant health emergency. 

Instructions

The supervisor is responsible for ensuring that the employee’s defensive 

driving training is current, and employees are to inform them of successful 

completion of training. Employees will keep their course completion card 

readily available in the event of emergency program call-up.

Distribution

Employees should inform their supervisors when they have successfully 

completed defensive driver training.

Address MRPBS–Safety and Security–Safety, Health & Wellness Branch

http://inside.aphis.usda.gov/mrpbs/safety_health_wellness.shtml

Address USDA Driver Safety Training Course

http://www.safetyserve.com/usda

Address Marketing and Regulatory Programs Motor Vehicle Manual MRP 5400

http://www.aphis.usda.gov/library/manuals/index.shtml
Appendix A

Forms

A-96 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

SF 91 

Figure A-44 Example of Motor Vehicle Accident Report, SF 91, page 1
Appendix A

Forms

11/2010-1 Emergency Response Manual A-97

Emergency and Domestic Programs

Figure A-45 Example of Motor Vehicle Accident Report, SF 91, page 2
Appendix A

Forms

A-98 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Figure A-46 Example of Motor Vehicle Accident Report, SF 91, page 3
Appendix A

Forms

11/2010-1 Emergency Response Manual A-99

Emergency and Domestic Programs

Figure A-47 Example of Motor Vehicle Accident Report, SF 91, page 4
Appendix A

Forms

A-100 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Purpose

Use SF Form 91, Motor Vehicle Accident Report, to report an accident 

involving a Government-owned motor vehicle.

Instruction

Follow the instructions provided in Table A-25 on page A-101.

Distribution

Give the completed form to your supervisor. Within seven days, your 

supervisor must send the completed form to Marketing and Regulatory 

Programs Business Services–Administrative Services Division–Personal 

Property. Find contact information at the MRPBS–ASD–Personal Property 

Web site.

Address Marketing and Regulatory Programs Business Services–Administrative 

Services Division–Personal Property (MRPBS–ASD)

https://aphis.usda.gov/mrpbs/contact_us/

,DanaInfo=www.aphis.usda.gov+asd_personal_property.shtml
Appendix A

Forms

11/2010-1 Emergency Response Manual A-101

Emergency and Domestic Programs

Table A-25 Instructions for Completing SF Form 91, Motor Vehicle Accident 

Report

Section Description Instructions

I Federal Vehicle Data

1 Driver’s Name ENTER the last, first, and middle names of the driver

2 Driver’s License ENTER the driver’s license number, State, and limitations

3 Date ENTER the date of the accident

4a Address ENTER the name of the Department and Federal Agency, 

and the permanent office address of the driver

4b Telephone Number ENTER the office telephone number of the driver

5 Tag ENTER the number of the tag or identification

6 Estimate Repair ENTER the amount of the estimate of costs, in dollars, to 

repair the vehicle

7 Year of Vehicle ENTER the year of the vehicle

8 Make of Vehicle ENTER the make of the vehicle

9 Model of Vehicle ENTER the model of the vehicle

10 Seat Belts Used MARK the appropriate box with an X to indicate Yes or No

11 Vehicle Damage DESCRIBE the damage to the Federal vehicle

II Other Vehicle Data (Use Section VII if additional space is needed)

12 Driver’s Name ENTER the last, first, and middle names of the driver

13 Driver’s License ENTER the driver’s license number, State, and limitations

14a Driver’s Address ENTER the address of the driver’s place of work

14b Work Telephone ENTER the office telephone number of the driver

15a Driver’s Address ENTER the home address of the driver

15b Home Telephone ENTER the home telephone number of the driver

16 Vehicle Damage DESCRIBE the damage to the vehicle

17 Estimate Repair ENTER the amount of the estimate of costs, in dollars, to 

repair the vehicle

18 Year of Vehicle ENTER the year of the vehicle

19 Make of Vehicle ENTER the make of the vehicle

20 Model of Vehicle ENTER the model of the vehicle

21 Tag and State ENTER the tag number and State of the vehicle

22a Insurance ENTER the name and address of the driver’s insurance 

company

22b Policy Number ENTER the number of the driver’s insurance policy

22c Telephone Number ENTER the telephone number of the owner

23 Ownership MARK the appropriate box with an X to indicate the 

ownership of the vehicle: co-owned, rental, leased, or 

privately owned

24a Name of Owner ENTER the last, first, and middle names of the owner

24b Telephone Number ENTER the telephone number of the owner

25 Owner’s Address ENTER the addresses of the owners

III Killed or Injured (Use Section VIII if additional space is needed)
Appendix A

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A-102 Emergency Response Manual 11/2010-1

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26 Name of A ENTER the last, first, and middle name of killed or injured 

person designated as A

27 Sex ENTER F to indicate female; ENTER M to indicate male

28 Birth Date ENTER the date of birth for the killed or injured individual

29 Address ENTER the address of the killed or injured individual

30 Status and Role MARK an X in the appropriate box to indicate killed or 

injured, and then MARK an X in a box to indicate their role 

as one of the following: Driver, Helper, Passenger, or 

Pedestrian

31 In Which Vehicle MARK an X in the appropriate box to indicate whether or 

not the vehicle was Federally-owned

32 Location in Vehicle ENTER the seating location of the individual inside the 

vehicle

33 First-Aid ENTER the name of the person performing first-aid

34 Transported ENTER the means of transportation away from the site

35 Transported To ENTER the destination of the individual

36 Name of B ENTER the last, first, and middle name of killed or injured 

person designated as B

37 Sex ENTER F to indicate female. ENTER M to indicate male

38 Birthdate ENTER the date of birth for the killed or injured person

39 Address ENTER the address of the killed or injured person

40 Status and Role MARK an X in the appropriate box to indicate killed or 

injured, and then MARK an X in a box to indicate their role 

as one of the following: Driver, Helper, Passenger, or 

Pedestrian

41 In Which Vehicle MARK an X in the appropriate box to indicate whether or 

not the vehicle was Federally-owned

42 Location in Vehicle ENTER the seating location of the person inside the 

vehicle

43 First-Aid ENTER the name of the person performing first-aid

44 Transported ENTER the means of transportation away from the site

45 Transported To ENTER the destination of the person

46a Street or Highway ENTER the location of the pedestrian at the time of the 

accident

46b Direction ENTER the direction of travel of the pedestrian; for 

example: from SW corner to NE corner

46c Description ENTER what the pedestrian was doing at the time of the 

accident

Table A-25 Instructions for Completing SF Form 91, Motor Vehicle Accident 

Report

Section Description Instructions
11/2010-1 Emergency Response Manual B-1

Emergency and Domestic Programs

Emergency Response 

Manual

B Appendix B 1

All Hazards Management 

Contents

Introduction B-1

Emergency Support Function #11 B-1

All Hazards Management B-2

Activation B-2

Coordination B-3

Incident Management Assistance Team B-3

Introduction

Use this appendix to learn more about the roles of PPQ staff members when 

responding to emergencies that are unrelated to outbreaks of pests and diseases 

that threaten agricultural production.

Emergency Support Function #11

Emergency Support Function #11–Agriculture and Natural Resources Annex

provides guidance for all USDA agencies during an emergency response, 

including APHIS–PPQ staff members. The incidents are referred to as all 

hazards incidents, and their management is referred to as all hazards 

management. All hazards emergencies are those unrelated to outbreaks of pests 

and diseases threatening agricultural production.

The National Response Framework (NRF) presents the guiding principles that 

enable all response partners to prepare for and provide a unified national 

response to disasters and emergencies—from the smallest incident to the 

largest catastrophe. As part of the NRF, Emergency Support Functions (ESFs) 

are primary mechanisms at the operational level used to organize and provide 

Address Emergency Support Function # 11–Agriculture and Natural Resources 

Annex

http://www.fema.gov/pdf/emergency/nrf/nrf-esf-11.pdf
Appendix B

All Hazards Management

B-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

assistance. This series of courses provides an overview of each of the 15 ESFs. 

This course introduces Emergency Support Function #11–Agriculture and 

Natural Resources Annex.

APHIS follows the statutory authority to respond to animal and plant health 

emergencies. The National Response Framework designates fifteen 

Emergency Support Function (ESF) annexes that define various components of 

potential emergency response needs. Coordinated by the Federal Emergency 

Management Agency (FEMA), the 15 ESFs are activated as appropriate during 

emergencies.

All Hazards Management

Emergency Support Function #11 (ESF #11) encompasses the agricultural 

components of emergency response. Three agencies within USDA (APHIS, 

Food and Nutrition Service (FNS), and Food Safety and Inspection Service 

(FSIS)) and the Department of the Interior (DOI) support FEMA in ESF #11 

functions. Areas of support include:

◆ Nutrition assistance

◆ Animal disease and plant disease response activities

◆ Safety and security of the commercial food supply

◆ Protection of natural and cultural resources and historic properties

◆ Safety and well-being of household pests.

USDA-APHIS has been designated by FEMA as the Federal coordinator for 

ESF #11 efforts, which includes preparation and response activities. APHIS’ 

Office of Emergency Management and Homeland Security (OEMHS) is the 

lead program in ESF #11 oversight, coordinating communication and activities 

among APHIS, FNS, FSIS and DOI on behalf of USDA, ensuring each 

program is properly prepared and capable of responding to an all-hazards 

emergency should ESF #11 activation occur by FEMA.

Activation

The Secretary of Homeland Security and the Federal Emergency Management 

Agency (FEMA) will activate ESF #11 in response to a potential or actual 

incident that will require a coordinated effort by Federal agencies. Coordinated 

with State, Tribal and local incident management officials and private entities, 
Appendix B

All Hazards Management

11/2010-1 Emergency Response Manual B-3

Emergency and Domestic Programs

ESF #11 actions are conducted with the Joint Field Office (JFO) Unified 

Coordination Group, the Regional Response Coordination Center (RRCC), 

and the National Response Coordination Center (NRCC) as required.

Coordination

National coordination by USDA occurs at the National Response Coordination 

Center. The coordinator, together with support agencies and non-Federal 

partners, assesses the situation and appropriate actions. Supporting 

organizations are alerted and requests are forwarded that they provide 

representation. At the regional level, USDA provides the regional point of 

contact at the Regional Response Coordination Center. Staffing for ESF #11 

will also occur on a 24 hour basis at the Joint Field Office for the duration of 

the incident.

Incident Management Assistance Team

The U.S. Department of Homeland Security–Federal Emergency Management 

Agency (FEMA), in coordination with the Regional Response Coordination 

Center and the State government, may initiate and deploy an Incident 

Management Assistance Team. Composed of subject matter experts and 

Incident Command System professionals, Team members may be drawn from 

national or regional Federal department and agency staff according to 

established protocols. The Teams may make arrangements to establish Federal 

field facilities and initiate the establishment of the Joint Field Office.
Appendix B

All Hazards Management

B-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs
11/2010-1 Emergency Response Manual C-1

Emergency and Domestic Programs

Emergency Response 

Manual

C Appendix C 1

Data Systems

Contents

Introduction C-1

Plant Health Information System C-1

Geographic Information System C-2

Introduction

In an effort to ensure program objectives are met, PPQ Emergency Programs 

requires a great deal of resources and personnel in collecting and report of data. 

Operational information is collected from activities including survey and 

detection, regulatory and compliance, pesticide treatment applications, and 

identification.

Plant Health Information System

The Plant Health Information System (PHIS) will be used in PPQ emergency 

programs by integrating current data systems focused on the core program 

functions of survey, detection, diagnostics, and regulation. With a standard 

data definition, each core program has been developed and integrated with one 

current system, those being the Integrated Survey Information System (ISIS) 

for Survey and Detection activities; the Pest Identification Database and 

included PHIS module for Diagnostic efforts; and the Emergency Action 

Notification (EAN) database for required Regulatory needs. Being adaptable, 

PHIS has the capability to integrate other systems as long as standard 

definitions are met and communication protocols are followed.
Appendix C

Data Systems

C-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Geographic Information System

Geographic Information System (GIS) is a type of software program that 

enables the management of location data and associated attributes related to 

the spatial reference of Earth. GIS is utilized in PPQ’s emergency programs to 

provide a visual display of operational activities, including survey and 

detection (trap location) regulatory and compliance (establishment location), 

and treatment activities (grower location).
11/2010-1 Emergency Response Manual D-1

Emergency and Domestic Programs

Emergency Response 

Manual

D Appendix D 1

Identification Services

Contents

National Identification Services D-1

Procedure for New Pest Detection Initiating a Potential Response D-2

 Identifiers, Taxonomists, or Laboratories page D-2

 State Taxonomist, University, or Area Identifier page D-3

Shipping D-4

Taxonomic Authority D-4

Identification Confirmations of Pests from New Areas D-4

Sorting and Screening of Samples D-5

Setting Up a Local Identification Center for an Emergency Response D-5

National Identification Services

The USDA–APHIS–PPQ–National Identification Services (PPQ–NIS) 

coordinates the identification of plant pests in support of USDA’s emergency 

and regulatory programs. Accurate and timely identifications provide the 

foundation for quarantine action decisions and are essential in the effort to 

safeguard the nation’s agricultural and natural resources.

National Identification Services works with scientists who specialize in 

various plant pest groups, including weeds, insects, mites, snails, and plant 

diseases. These scientists are stationed at a variety of institutions around the 

country, including Federal research laboratories, plant inspection stations, land 

grant universities, and natural history museums.

Additionally, the NIS–Molecular Diagnostics Laboratory is responsible for 

providing biochemical testing services in support of pest monitoring programs.
Appendix D

Identification Services

D-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

On June 13, 2007, the PPQ Deputy Administrator issued PPQ Policy No. 

PPQ-DA-2007-02 which established the role of PPQ–NIS as the point of 

contact for all domestically-detected and -introduced plant pest confirmations 

and communications. For additional information, contact the Domestic 

Diagnostics Coordinator. 

Procedure for New Pest Detection Initiating a 

Potential Response

Prior to the initiation of an emergency response, a suspected new pest must be 

identified by a NIS-recognized authority in order for Federal action to proceed. 

Use the following procedures:

Identifiers, Taxonomists, or Laboratories

If identifiers, taxonomists, or laboratories at the State, university, or institution 

level suspect they have a plant pest that is new to the United States, or a 

quarantine pest of limited distribution in a new State, the specimens should be 

forwarded to a NIS-recognized taxonomic authority for final confirmation. 

Before forwarding suspect specimens from a Cooperative Agricultural Pest 

Survey Program (CAPS) survey, please complete a PPQ Form 391 

(page A-83) with the tentative determination and notify the State Plant 

Regulatory Official (SPRO), State Plant Health Director (SPHD) in your State 

Address Joel Floyd, Domestic Diagnostics Coordinator

USDA–APHIS–PPQ–Plant Safeguarding and Pest Identification

National Identification Service

4700 River Rd., Unit 52

Riverdale, MD 20737

Telephone: (301) 734-4396

Fax (301) 734-5276

Email: joel.p.floyd@aphis.usda.gov
Appendix D

Identification Services

11/2010-1 Emergency Response Manual D-3

Emergency and Domestic Programs

along with the PPQ Regional Office and the PPQ Domestic Diagnostics 

Coordinator. See Shipping on page D-4 and Taxonomic Authority on page 

D-4 for additional information.

State Taxonomist, University, or Area Identifier

If a State taxonomist, or a university or area identifier believes they have a 

plant pest that is new to the United States, special routing and documentation 

may be necessary depending on the suspect pest. Notify the Regional Program 

Manager and the Domestic Diagnostics Coordinator to determine where to 

send it for confirmation if guidelines are not clear. Most suspect specimens will 

be sent to an address found in the Manual for Agricultural Clearance, 

Appendix G, Lists of PPQ Area Identifiers and PPQ National Specialists,

Tables G-1-4 and G-1-5. Use Table G-1-4 (urgent listings) for suspected new 

country or State record; and, use Table G-1-5 (prompt listings) for all others. 

See Shipping on page D-4 and Taxonomic Authority on page D-4 for 

additional information. 

If you have a plant 

pest that is: Then: And: And:

◆ New to the 

United States, or

◆ A quarantine 

pest of limited 

distribution in a 

new State

Forward the specimens 

to a NIS-recognized 

taxonomic authority for 

final confirmation

Complete a 

PPQ Form 391 

with the 

tentative 

determination 

(See PPQ 391

on page A-83)

Notify your: 

◆ State Plant 

Regulatory Official

◆ State Plant Health 

Director

◆ PPQ Regional Office

◆ PPQ Domestic 

Diagnostics 

Coordinator

Address Joel Floyd, Domestic Diagnostics Coordinator

USDA–APHIS–PPQ–Plant Safeguarding and Pest Identification

National Identification Service

4700 River Rd., Unit 52

Riverdale, MD 20737

Telephone: (301) 734-4396

Fax: (301) 734-5276

Email: joel.p.floyd@aphis.usda.gov

Address Manual for Agricultural Clearance, Appendix G, Lists of PPQ Area Identifiers 

and PPQ National Specialists, Tables G-1-4 and G-1-5

http://www.aphis.usda.gov/import_export/plants/manuals/ports/downloads/

mac_pdf/g_app_identifiers.pdf
Appendix D

Identification Services

D-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Shipping

When the specimen is being forwarded to a specialist, follow these steps:

 1. Select an overnight carrier.

 2. Ensure the specimen is properly and securely packaged.

 3. Include the hard copy of the PPQ Form 391 (PPQ 391 on page A-83) marked 

as urgent if it is a suspect new pest, or prompt as above.

 4. Fax a copy of the completed PPQ Form 391 to the Domestic Diagnostics 

Coordinator, or send a PDF in an email to nis.urgents@aphis.usda.gov with the 

tracking number of the overnight carrier.

Taxonomic Authority

The USDA–ARS–Systematic Entomology Laboratory (SEL) is typically the 

taxonomic authority for insects and mites. For mollusks and weeds, PPQ has 

their own identifiers at the national level for confirmations of new 

introductions. In the case of plant diseases requiring molecular confirmation, 

laboratories performing screening of suspect samples may have to be 

accredited by USDA–CPHST and proficiency tested for a particular organism 

before being authorized to process program samples. The final confirmation of 

a new plant diseases and nematodes of regulatory importance require 

confirmation at our laboratories in Beltsville, Maryland.

All final confirmations received from PPQ–NIS recognized authorities, 

positive or negative, are communicated by PPQ–NIS to the PPQ Emergency 

and Domestic Programs (PPQ–EDP) staff in PPQ headquarters. PPQ–EDP 

then notifies the appropriate PPQ program managers and the SPHD and SPRO 

simultaneously.

Identification Confirmations of Pests from New Areas

Once the first U.S. detection is made for a new pest requiring a response by 

PPQ and States, subsequent new detections may require further confirmation 

by an PPQ–NIS recognized authority until a system is agreed upon for 

confirming pests by the State or locally. Depending on the visibility of the pest 

program and the difficulty of identifying the pest, new county records may also 
Appendix D

Identification Services

11/2010-1 Emergency Response Manual D-5

Emergency and Domestic Programs

require a PPQ–NIS recognized authority for confirmation of the pest. If a new 

detection of the same pest is made in other States, this normally requires 

confirmation by an NIS recognized authority.

Sorting and Screening of Samples

During delimitation surveys, samples should be prepared prior to examination 

by an identifier. Sample preparation includes sorting, screening, and 

documentation. Training of surveyors to properly prepare samples is essential 

for smooth processing during an emergency.

Sorting is the first level of activity that assures samples are of the correct target 

group of pests. Sorting insect samples includes removing debris and 

confirming the insect order or family. Sorting of plant disease survey samples 

includes selecting samples with appropriate symptoms. Surveyors may be 

required to demonstrate their ability to recognize the target pest.

Screening requires a higher level of expertise. Screening of samples includes 

separation of suspect target pests from known nontarget pests, or from a native 

species of similar taxa. Only the suspect target species or unknown species are 

forwarded to an identifier for confirmation. There can be first level screening 

and second level depending on the difficulty and complexity of the group. The 

degree of screening required is dependent on the difficulty of identifying the 

target group. Screeners require training, experience, and demonstrated ability.

Check individual survey protocols to determine if samples should be sorted, 

screened or sent entire (raw) before submitting for identification. If not 

specified in the protocol, assume that samples should be sorted at some level.

Setting Up a Local Identification Center for an 

Emergency Response

The Incident Commanders and Regional Program Managers should consult 

with PPQ–NIS when setting up an identification infrastructure, during the 

initial stages of a response. After the first confirmation, subsequent 

confirmations may continue to require national level confirmations. Depending 

on the pest species targeted for a response, it may be necessary for a local 

laboratory or identification center to be established in order to handle samples 

collected during delimiting surveys or trace forward investigations. This may 

be as simple as microscopic examination of a pest. Identification of some pests 
Appendix D

Identification Services

D-6 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

might require the establishment of a center where certain extraction protocols 

are performed in order to properly obtain samples for identification from plant 

or soil samples. There may be a molecular diagnostic component conducted at 

the center as well.

Standards for receiving samples should be in place including logging them in, 

and tracking them as they are processed. Laboratories must be arranged to 

prevent contamination, either from the environment, or from other samples 

being processed in the same facility. If samples are being tested from other 

States, and are potentially alive or viable, USDA–APHIS permits for interstate 

movement of samples are required for the laboratory. The facility, if being 

considered within, or especially outside a quarantine area, may have certain 

additional containment requirements assessed at the time permits are issued. 

Contact the PPQ–Permit Unit for more information.

If final determinations are being made on samples at the response 

identification center or laboratory, then qualified identifiers or diagnosticians 

with that responsibility must be making those determinations. This may be in 

the form of identification authority conferred by PPQ–NIS or some kind of 

accreditation system put in place for the location. Specialized training of 

diagnosticians and identifiers may be necessary along with prior experience, 

demonstrated ability, and educational credentials. A system of quality control 

that includes labeled unknown specimens may be necessary to test the integrity 

of the processing and diagnostic processes.

Procedures for extractions and processing samples for identification must be 

written, including methods for decontamination, documentation, routing, 

sample data recording and reporting, as well as safety precautions. A 

laboratory or facility manager must take responsibility to ensure everyone 

involved in the activity is qualified and trained properly and that standards are 

adhered to for proper sample integrity and accountability.

Address USDA–APHIS–Plant Health Permits

http://www.aphis.usda.gov/permits/ppq_epermits.shtml
11/2010-1 Emergency Response Manual E-1

Emergency and Domestic Programs

Emergency Response 

Manual

E Appendix E 1

Pesticide Use

Contents

Authority E-1

 Exemptions page E-1

Labeling E-2

Authority

In accordance with Section 18 of the Federal Insecticide, Fungicide, and 

Rodenticide Act (FIFRA) as Amended, the Environmental Protection Agency 

(EPA) permits PPQ to make off-label treatments for an emergency project on a 

short-term basis under a crisis or quarantine exemption. PPQ develops and 

makes control measures available with involved States. If treatments selected 

or proposed are not in conformance with current pesticide labels, an 

emergency exemption can be requested and obtained under Section 18, or 

24(c), special local need, of FIFRA, as amended.

Exemptions

Detailed information on exemptions is available in the Code of Federal 

Regulations (CFR 40, Chapter I, Part 166).

The FIFRA Coordinator in the Emergency Management Staff of PPQ’s 

Emergency Domestic Programs will submit the appropriate paperwork to EPA.

Under the provisions of Section 18 of FIFRA, EPA can grant exemptions of 

FIFRA if emergency conditions exist. Emergency conditions exist only when 

the situation is urgent and non-routine; in addition, the following two 

conditions must be met:

◆ No effective pesticides are registered and available

◆ No feasible alternative practices are available

There are three types of emergency exemptions used by APHIS–PPQ:

◆ Specific

◆ Quarantine
Appendix E

Pesticide Use

E-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

◆ Crisis

However, using a pesticide in an emergency project on a long-term basis 

requires a specific or quarantine exemption.

At times, PPQ will cooperate on emergency projects where the State holds the 

Section 18 or Special Local Need under FIFRA section 24(c).

Specific Exemptions

Specific exemptions, which last one year, are usually requested by States. They 

may be authorized in an emergency situation to: Avert a significant economic 

loss or significant risk to endangered species, threatened species, beneficial 

organisms, or the environment.

Quarantine Exemptions

Quarantine exemptions, which last three years, may be granted in an 

emergency situation to either State or Federal authorities to control the 

introduction or spread of any pest new to or not known to be widely distributed 

in the United States or its Territories.

Crisis Exemptions

Crisis exemptions may be used in an emergency situation by either States or 

Federal authorities when: The time from discovery of the emergency to the 

time when the pesticide use is needed is insufficient to allow for the 

authorization of a quarantine exemption. After a crisis exemption is authorized 

by EPA, the requesting authority has 15 days to submit a quarantine exemption 

application to EPA.

Labeling

Pesticides may be applied legally only to those sites specifically listed on the 

label as follows:

◆ On a standard pesticide label;

◆ On an EPA quarantine exemption authorization letter (40 CFR Part 166; 

“Exemption of Federal and State Agencies for use of pesticides under 

emergency conditions”); 

Address Pesticide Emergency Exemptions

http://www.epa.gov/opprd001/section18/

Guidance on FIFRA registrations

http://www.epa.gov/opprd001/24c/
Appendix E

Pesticide Use

11/2010-1 Emergency Response Manual E-3

Emergency and Domestic Programs

◆ Upon verbal approval by EPA, as described in a Crisis Request Letter 

written to the EPA by a Federal or State Agency (40 CFR Part 166.40); 

or

◆ On a Section 18 or 24(c) Special Local Need label.

A standard pesticide label must be registered within the State where its use is 

intended. Some States may also require State registrations for 

Federally-approved Crisis or Quarantine Exemptions.

While the proposed chemicals below are approved for an effective eradication 

program, these chemicals may not be labeled, at the time of a pest detection, 

for the specific use-site where treatment is required. If a chemical is not labeled 

for the needed use, it may be possible to request a Federal crisis or quarantine 

exemption from EPA under Section 18 of the Federal Insecticide, Fungicide, 

and Rodenticide Act (FIFRA).

All applicable label directions for use must be followed, including 

requirements for personal protection equipment, maximum treatment rates, 

storage and disposal.
Appendix E

Pesticide Use

E-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs
11/2010-1 Emergency Response Manual F-1

Emergency and Domestic Programs

Emergency Response 

Manual

F Appendix F 1

Remedial Measures and Cost Recovery 

Contents

Emergency Action Notification F-1

Cost Recovery F-1

Violations F-2

Emergency Action Notification

In emergency programs where regulatory or treatment actions are taken to 

mitigate or prevent the potential spread of a new or uncommon pest or noxious 

weed, an Emergency Action Notification is issued generally specifying 

remedial measures that must be carried out by the owner of an infested, or 

potentially infested item. These regulatory actions are ordered to take place 

within a specified, reasonable time period (length depending on the pest risk) 

in order to properly safeguard an item from potentially disseminating pests that 

are new or not widely prevalent. For further information, refer to PPQ 523 on

page A-88.

Cost Recovery

If owners or agents of these regulated articles fail to comply with the 

recommended actions within the specified time period, PPQ has the authority 

under section 414 (a) (1,2,3) of the Plant Protection Act, to take the action and 

recover costs from the owner or agent. This policy applies to domestic 

regulatory activities and to programs situations where a Declaration of 

Extraordinary Emergency has been made by the Secretary of Agriculture.
Appendix F

Remedial Measures and Cost Recovery

F-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Violations

Violations are documented and then the owner or agent is given a warning to 

take action, after which PPQ arranges for the remediations to take place. The 

Remedial Measures Billing Form (PPQ 391 on page A-83) is used to 

document these costs and is submitted to the Minneapolis business site where 

collections are processed.
11/2010-1 Emergency Response Manual G-1

Emergency and Domestic Programs

Emergency Response 

Manual

G Appendix G 1

Environmental Compliance

Contents

Overview G-1

National Environmental Policy Act G-2

Endangered Species Act G-2

Federal Insecticide, Fungicide, and Rodenticide Act G-3

Other Laws G-3

Environmental Monitoring G-4

Overview

Virtually all programs and emergency responses require documentation of 

compliance with environmental laws prior to the start of program activities, 

which is usually done via consultation with Environmental Services (ES), a 

unit of APHIS’ Policy and Program Development Staff (PPD). ES prepares 

environmental documentation such as Environmental Impact Statements (EIS) 

and Environmental Assessments (EA) to aid in program operational decisions, 

as well as Endangered Species Act consultation. ES also coordinates pesticide 

registration and approvals for APHIS pest control and eradication programs, 

ensuring that registrations and approvals meet program use needs and conform 

to pesticide use requirements.

In addition, PPQs Environmental Compliance Team assists ES in the 

development of required documentation and implements any environmental 

monitoring that may be required of program activities.

To answer questions about PPQ environmental compliance and to ensure that 

any regulatory and other program actions anticipated have the proper 

environmental documentation, contact the Environmental Compliance team in 

PPQ headquarters. They are within the PPQ Emergency and Domestic 

Programs (EDP) staff. 

Address USDA–APHIS–Policy and Program Development–Environmental Services

http://inside.aphis.usda.gov/ppd/environment/index_environment.shtml
Appendix G

Environmental Compliance

G-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

National Environmental Policy Act

The National Environmental Policy Act (NEPA) requires that Federal agencies 

document the potential adverse effects of their actions. The process often 

requires public input. The exact nature of the documentation and public 

involvement is dictated by the potential for adverse effects and the significance 

of those effects.

It is likely that most pest control responses will include actions that need up to 

30 days of public comment prior to initiation. Therefore, it is imperative to 

involve Environmental Services and Environmental Compliance early in the 

planning process. Doing so assures public involvement and a quick response. 

Depending on the proposed program, NEPA requirements will be met with a 

categorical exclusion, environmental assessment, or environmental impact 

statement. Some programs can prepare their own NEPA documentation.

Contact Environmental Services (ES) or Environmental Compliance (EC) if 

you are unsure which document should be prepared, or if you have little 

experience writing such document.

Endangered Species Act

The Endangered Species Act (ESA) requires that all Federal actions, including 

emergency responses, do not harm Federally protected threatened or 

endangered species. Before an action can begin, it must be determined if 

protected species are in the project area. If such species are present, measures 

must be put in place to protect them from potential adverse effects of the 

action. Such work requires coordination with the U.S. Fish and Wildlife 

Service and/or the National Marine Fisheries Service. Several methods are 

available to ensure compliance with ESA, but the exact one chosen is dictated 

by the nature of the emergency, proposed response, and location.

Address USDA–APHIS–Emergency and Domestic Programs–Environmental 

Compliance

http://inside.aphis.usda.gov/ppq/edp/index.shtml

Address USDA–APHIS–Emergency and Domestic Programs–Environmental 

Compliance

http://inside.aphis.usda.gov/ppq/edp/index.shtml
Appendix G

Environmental Compliance

11/2010-1 Emergency Response Manual G-3

Emergency and Domestic Programs

As soon as possible in the early stages of the response, contact staff at 

Environmental Services (ES) or Environmental Compliance (EC), who can 

provide the necessary guidance and support in conducting the necessary 

analyses and developing the required documentation. 

Federal Insecticide, Fungicide, and Rodenticide Act

The Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) requires that 

chemicals used for control have approved labels and that all label requirements 

are followed. These requirements can include applicable uses, maximum 

application rates, handling instructions, and personal protective equipment. If 

no label is available for the emergency in question (i.e., the pest of concern is 

not listed as one for which the chemical may be used), it is possible to obtain a 

new label or a label exemption. If a label change is needed or no label can be 

located for your program needs, immediately contact Environmental Services 

(ES), who can assist in label changes and emergency use exemptions.

Other Laws

The National Environmental Policy Act, Endangered Species Act, and the 

Federal Insecticide, Fungicide, and Rodenticide Act, are of critical importance 

to all pest control programs, but other laws may apply depending on program 

locations and activities. These include the Migratory Bird Treaty Act, the 

Coastal Zone Management Act, and the Bald and Golden Eagle Protection Act. 

By including Environmental Services (ES) and Environmental Compliance 

(EC) early in program planning, guidance can be provided on meeting the 

requirements of these and other laws that may apply. 

Address USDA–APHIS–Policy and Program Development–Environmental Services

http://inside.aphis.usda.gov/ppd/environment/index_environment.shtml

Address USDA–APHIS–Emergency and Domestic Programs–Environmental 

Compliance

http://inside.aphis.usda.gov/ppq/edp/index.shtml

Address USDA–APHIS–Policy and Program Development–Environmental Services

http://inside.aphis.usda.gov/ppd/environment/index_environment.shtml

Address USDA–APHIS–Policy and Program Development–Environmental Services

http://inside.aphis.usda.gov/ppd/environment/index_environment.shtml
Appendix G

Environmental Compliance

G-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Environmental Monitoring

Environmental monitoring of APHIS pest control activities may be required as 

part of compliance with the above laws, as requested by program managers, or 

as suggested to address concerns with controversial activities. This is 

especially true for less benign chemical controls and aerial application of 

chemicals.

Monitoring may be conducted with regards to worker exposure, quality 

assurance and control, off-site deposition, or program efficacy. Different tools 

and techniques are used depending on the monitoring goals, program 

chemicals, and control techniques. Environmental monitoring is coordinated 

by Environmental Compliance (EC). Staff from EC will work with the 

program manager to develop an environmental monitoring plan, conduct 

training to implement the plan, provide day-to-day guidance on monitoring, 

and provide an interpretive report of monitoring activities.

Address USDA–APHIS–Emergency and Domestic Programs–Environmental 

Compliance

http://inside.aphis.usda.gov/ppq/edp/index.shtml

Address USDA–APHIS–Emergency and Domestic Programs–Environmental 

Compliance

http://inside.aphis.usda.gov/ppq/edp/index.shtml
11/2010-1 Emergency Response Manual H-1

Emergency and Domestic Programs

Emergency Response 

Manual

H Appendix H 1

Orientation Package

Contents

Introduction H-1

Topics for Orientation Packages H-1

Introduction

One of the personnel responsibilities of the Planning Section is to prepare 

orientation packages and provide orientation and training to the employees 

coming on site. The orientation packages may include information about the 

program’s mission, directions on completing record keeping forms such as 

time and attendance records and travel vouchers, maps and information about 

the local area and motel accommodations, and details of assignments, 

responsibilities, safety hazards and precautions, and work hours.

Topics for Orientation Packages

Following is a list of common topics found in orientation packages that were 

prepared for emergency program orientations.

Program Orientation

◆ Program organizational chart

◆ Project work sites

◆ Plant pest life history

◆ Pesticide fact sheet information

◆ List of hosts

◆ Guidelines for dealing with the news media

◆ Daily activity report

◆ Program questionnaire

◆ Safety information specific to the program
Appendix H

Orientation Package

H-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

Personnel

◆ Personal data sheet

◆ Personnel emergency information

◆ Employment data sheet

◆ Policy on performance evaluation

◆ Sexual harassment statement

◆ Local hiring requirements

Communication

◆ Authorized card number for business calls

◆ Identification codes and passwords for data entry

◆ Telephone toll call register (blanks and samples)

◆ Radio procedures

◆ List of program numbers for telephone, FAX, and email

Travel

◆ Travel voucher checklist

◆ Travel voucher (blanks and samples)

◆ Lodging (hotel/apartment)/restaurants

◆ Per diem/general information

◆ Rental vehicle/air transportation

Procurement

◆ Accounting code

◆ Credit card or accounts

◆ Procedures

◆ VISA

◆ Office supplies

Vehicles

◆ Federal vehicle policy

◆ Driver’s license verification

◆ Vehicle maintenance and repair

◆ Monthly vehicle report (blanks and samples)

◆ Vehicle problems
Appendix H

Orientation Package

11/2010-1 Emergency Response Manual H-3

Emergency and Domestic Programs

◆ Vehicle accident procedures

Time And Attendance

◆ Worksheet (blanks and samples)

◆ How to complete, when to send, where to send

◆ Unscheduled overtime (blank)

Miscellaneous

◆ Earthquake information

◆ Sources for maps (aerial, city, county)

To support the regulatory aspects of a program, the orientation package may 

include information on such topics as:

◆ List and map of quarantine area

◆ Copy of authority to enforce quarantine

◆ Daily regulatory activity report

◆ Models of Compliance Agreements for regulated public

◆ Guidelines for seizures

◆ Notice of violation forms

◆ Civil penalties flow chart
Appendix H

Orientation Package

H-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs
11/2010-1 Emergency Response Manual Index-1

Emergency and Domestic Programs

Emergency Response 

Manual

A

C

E

G

I

K

M

O

Q

S

U

W

Y

B

D

F

H

J

L

N

P

R

T

V

X

Z

Index 2

A

acronyms 1-1

Administrator of USDA–APHIS

responsibilities of 3-5

After Action Review (AAR) 2-19

Assistant Deputy Administrator 3-5

responsibilities of 3-5

B

Bald and Golden Eagle Protection Act G-3

black bar in left margin, explanation of 1-5

C

chain of command

of Emergency and Domestic Programs (EDP) 

staff 3-4

Coastal Zone Management Act G-3

Command Staff 4-6

command structures

explanation of 4-4

Commodity Credit Corporation (CCC) 14-7

compensation paid to growers 14-6

contingency funds

cost of programs 14-5

for unforeseen and unpredictable 

programs 14-5

Cooperative Agreements

and State regulatory agencies 5-5

Cooperative Agricultural Pest Survey Program 

(CAPS) D-2

cost recovery F-1

costs, tracking of 15-9

D

data systems C-1

Declaration of Extraordinary Emergency 14-7

and cost recovery F-1

definitions of terms and acronyms 1-1

Delegation of Authority

and Incident Commanders 15-1

Department of the Interior (DOI) B-2

Deputy Administrator

responsibilities of 3-5

Deputy Incident Commanders 5-2

detection of pests 2-4

and communication 2-5

confirmed identification 2-5

preliminary identification 2-5

Director of Emergency and Domestic Programs 

(EDP) 3-5

Director of Emergency and Domestic Programs 

(EDP)–Emergency Management

responsibilities of 3-6

documentation required by APHIS during an 

emergency 9-8

E

emergencies unrelated to plant pests and 

diseases B-1

Emergency Action Notification (EAN) C-1

and regulatory response 2-14

and remedial measures F-1

Emergency and Domestic Programs (EDP)

responsibilities of staff 3-4

role of Pest Detection in ICS Operational 

Planning P 15-5

emergency eradication

of pests 14-4

organization of supporting personnel 3-1

Emergency Management Leadership Council (EMLC)

responsibilities of 3-5

Emergency Support Function (ESF) #11

activation to all hazards emergency 3-5

and all hazards management B-1

and role of Incident Management Team 

(IMT) 3-10

guidance during emergencies 1-17

Endangered Species Act (ESA) G-2

Environmental Assessments (EA) G-1

environmental compliance 1-20, 2-17, G-1

Environmental Compliance (EC) G-2

team G-1

environmental documentation 2-17

Environmental Impact Statements (EIS) G-1

Environmental Services (ES) G-1, G-2, G-3

evaluation of pest 2-6

and communication 2-7

early stages of response 2-9

F

Federal Emergency Management Agency (FEMA)

and activation of ESF #11 B-2

and coordination of ESF # 11 B-2

and Incident Management Assistance 

Team B-3

Federal Insecticide, Fungicide, and Rodenticide Act 

(FIFRA) 1-11, G-3

Finance and Administration Chief 14-1

Compensation and Claims Unit Leader 14-3

Procurement Unit Leaderf 14-3

Project Directors 14-8

responsibilities of 4-10, 14-2

roles of 14-2

selection of 14-1

Time Unit Leader 14-3
Index

Index-2 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

A

C

E

G

I

K

M

O

Q

S

U

W

Y

B

D

F

H

J

L

N

P

R

T

V

X

Z

Finance and Administration ChiefCost Unit 

Leader 14-3

Food and Nutrition Service (FNS) B-2

Food Safety and Inspection Service (FSIS) B-2

forms A-1

Freedom of Information Act (FOIA) 6-4

G

General Staff

organization of 4-8

responsibilities of 4-8

Geographic Information System (GIS)

and data systems C-2

glossary 1-1

H

hazards unrelated to plant pests and diseases B-1

how to use the manual 1-1

I

identification 2-12

center during initial response D-5

confirmed 2-5

preliminary 2-5

services D-1

Incident Action Plan (IAP) 4-10

and determination of period of 

operations 15-3

and ICS Form 201 15-5

develpment under Unified Command 

structure 4-6

Incident Command System (ICS)

and command structure 4-4

history of 4-1

how to use 4-1

organization of 4-2

role in Incident Management Assistance 

Team B-3

Incident Commanders 5-1

financial and administrative responsibilities 

of 14-4

general responsibilities of 3-10

in a Single Command structure 4-4

in a Unified Command structure 4-4

responsibilities in a plant health 

emergency 4-4, 4-7

responsibilities in a Single Command 

structure 5-2

responsibilities in a Unified Command 

structure 5-4

role in ICS Operational Planning P 15-5

role in operational planning 15-1

selection of 4-5

Incident Management (IM) team

responsibilities of 3-10

Incident Safety Action Plan (ISAP) 9-6

preparation of 9-9

Indian Tribes

and regulatory response 2-16

Integrated Survey Information System (ISIS) 2-14, 

C-1

Intelligence and Investigation Officer 10-1

assignment by Investigative and Enforcement 

Service (IES) 10-1

responsibilities of 4-7, 10-2

roles of 10-1

Investigative and Enforcement Services (IES)

roles of 10-3

J

Joint Field Offices (JFO) B-3

K

kit for Safety Officers 9-4

L

Legislative and Public Affairs (LPA) 6-1

responsibilities 6-3

Liaison Officer

responsibilities of 4-7, 7-1

roles of 7-1

liaison to the Secretary of Agriculture 3-4

Logistics Chief

Communications Unit Leader 13-4

Facilities Unit Leader 13-3

Food Unit Leader 13-4

Ground Support Unit Leader 13-3

Medical Unit Leader 13-4

responsibilities of 4-9, 13-2

role in ICS Operational Planning P 15-7

roles of 13-2

selection of 13-1

Supply Unit Leader 13-3
Index

11/2010-1 Emergency Response Manual Index-3

Emergency and Domestic Programs

A

C

E

G

I

K

M

O

Q

S

U

W

Y

B

D

F

H

J

L

N

P

R

T

V

X

Z

M

manual

administrative guidelines for emergency 

programs 1-19

authorities and enabling legislation of 1-6

changes to 1-5

conventions 1-4

how to use 1-4

purpose of 1-2

related documents to 1-15

reporting problems with 1-21

scope of 1-3

users of 1-3

media

how to communicate with 6-5

referral guide 6-4

requests 6-4

Memorandum of Understanding

and State regulatory agencies 5-5

Migratory Bird Treaty Act G-3

monitoring of environment G-4

N

National Emergency Response Coordinator

responsibilities of 3-8

National Environmental Policy Act (NEPA) G-2

National Identification Services

role in ICS Operational Planning P 15-5

National Identification Services (NIS) D-1

National Marine Fisheries Service G-2

National Plant Board

and State regulatory agencies 5-5

National Response Framework (NRF) B-1

national staff

organization of 3-1

New Pest Advisory Group (NPAG)

and evaluation of pests 2-7

New Pest Response Guidelines (NPRG)

and evaluation of pests 2-6

O

Office of Emergency Management and Homeland 

Security (OEMHS)

and all hazards management B-2

operational planning 15-1

process 15-3

Operational Planning P

as a job aide to manage an emergency 

response 15-3

Operations Chief

Air Operations Branch Director 12-3

and implementation of Incident Action Plan 

(IAP) 4-6

Control Group Supervisor 12-3

responsibilities of 4-9, 4-10, 12-2

role in ICS Operational Planning P 15-8

roles of 12-1

selection of 12-1

Survey Group Supervisor 12-2

Operations Chief, Regulatory Group 

Supervisor 12-3

Operations Section

role in ICS Operational Planning P 15-8

orientation

of new responders H-1

packages H-1

overview of manual 2-1

P

pesticides E-1

aerial application of 1-19

and PPQ Treatment Manual 1-20

Planning Chief

Computer Technical Specialist 11-4

Data Management Leader 11-4

Demobilization Unit Leader 11-6

Documentation Unit Leader 11-6

Geographic Information System (GIS) and 

Mapping Specialist 11-3

Identification Diagnostic Specialist 11-5

Resources Unit Leader 11-3

responsibilities of 4-9, 11-2

roles of 11-2

selection of 11-1

Situation Unit Leader 11-3

Training Specialist 11-7

Planning P 15-3

Planning Section

responsibilities for orientation H-1

role in ICS Operational Planning P 15-8

Plant Health Decision Framework 2-4

Plant Health Information System (PHIS) 2-14

and data systems C-1

Policy and Program Development (PPD) staff G-1

public information 6-1

Public Information Officer (PIO) 6-1

responsibilities of 4-7, 6-2

roles of 6-1

R

Rapid Assessment Team (RAT)

responsibilities of 3-10

recovery of costs F-1

Regional Directors

responsibilities of 3-7
Index

Index-4 Emergency Response Manual 11/2010-1

Emergency and Domestic Programs

A

C

E

G

I

K

M

O

Q

S

U

W

Y

B

D

F

H

J

L

N

P

R

T

V

X

Z

Regional Emergency Program Coordinator

responsibilities of 3-9

regional staff

organization of 3-1

regulatory action

intrastate 2-15

remedial measures F-1

Resource Ordering and Status System (ROSS) 15-9

Resources Unit Leader

role in ICS Operational Planning P 15-7

Response Coordination Centers B-3

response to emergencies

and chain of command 3-4

and deregulation 2-19

and eradication 2-19

and evaluation of pest 2-6

and organization of staff 3-1

and Plant Health Decision Framework 2-4

control options 2-17

establishing data management 2-13

reason for procedures 2-2

regulating movement of organisms 2-14

review of programs 2-19

roles of PPQ 2-2

standardizing identification and 

communication 2-12

rulemaking

and regulatory response 2-15

S

Safety Officer

responsibilities of 4-7, 9-2

roles of 9-2

selection of 9-1

Safety Officer kit 9-4

samples

shipping of D-6

sorting and screening of D-5

Secretary of Agriculture

responsibilities of 3-4

Secretary of Homeland Security B-2

Section Chiefs

responsibilities in a plant health 

emergency 5-4

responsibilities of 4-9

role in ICS Operational Planning P 15-7

Single Command structure 4-4, 5-2

Smuggling Interdiction and Trade Compliance (SITC) 

Program 10-1

specimens, shipping of D-4

State Governor

responsibilities of 3-7

State Plant Health Director (SPHD)

responsibilities of 3-7

State regulatory agencies

roles of 5-4

State-level personnel

role in ICS Operational Planning P 15-7

Systematic Entomology Laboratory (SEL)

and taxonomic authority D-4

T

Technical Working Group (TWG) Liaison Officer

responsibilities of 4-7, 8-2

roles of 8-1

U

U.S. Fish and Wildlife Service (FWS) G-2

Under Secretary

responsibilities of 3-4

Unified Command structure 4-4, 5-4

Unit Leaders

of the Logistics Units 13-3

V

violations

and remediations F-2