PBEM Volunteer Position Descriptions: Difference between revisions

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=== POLICY SUMMARY ===
In all media (including the Wiki), PBEM and the NET community will use a template to present volunteer position descriptions. <mark>Volunteer position descriptions should be treated and viewed as prospective legal documents.</mark> Therefore, a template is needed in order to provide a consistent and standardized format, reinforce organization, clarify expectations, and improve PBEM's risk management.


== Position Description Components ==
The template itself is linked under "Relevant Documents". The template ''can'' be modified under special circumstances, but a NET representative modifying it should check in with PBEM staff.  
 
{| class="wikitable"
=== Position ID ===
|+
The position ID indicates which VSF a position is assigned to, what subsection of the VSF, and the position's formal title.
! scope="col" width="300px" style="background-color: darkkhaki;color:white;" |Relevant Documents/Resources
 
! scope="col" width="100px" style="background-color: darkkhaki;color:white;" |Updated
=== Mission Area ===
|-
Indicates whether the position has a disaster preparedness role, a response role, a recovery role, or a combination of those three on the Disaster Management Cycle. For example, someone confirmed to provide mental health first aid would have a response role. However, those skills are also needed during the Recovery phase of a disaster.
|[[PBEM Volunteer Position Descriptions/Standard Position Description Template|PBEM Volunteer Position Description Template]]
 
|2025.06.09
It is important to note that this portion of the Position Description '''''does not''''' commit a volunteer to a specific part of the Disaster Management Cycle. It only indicates what the possibilities are.
|}
 
=== Lead Agency ===
Indicates which government agency is responsible for the recruitment, training, deployment, and management of volunteers taking this position. This will usually be the Portland Bureau of Emergency Management (PBEM), but some positions may report to Multnomah County or another agency.
 
=== Active NET Required? ===
Indicates whether a volunteer in this position must be a certified NET volunteer in good standing. If "no", ATVs can take this volunteer position.
 
=== Structure ===
Indicates who a volunteer in this position reports to.
 
=== '''Relevant Knowledge, Skills, Abilities''' ===
A list of ideal qualities and knowledge that a candidate for the volunteer position possesses. However, the purpose of listing them is to give volunteers a better idea of the expectations associated with the role. They are not intended as prescriptive.
 
=== Licenses and Certifications ===
Any licenses or certifications required or recommended for this volunteer position.
 
=== Currency ===
Indicates how often a volunteer must renew training and/or knowledge in order to be deployable in this volunteer position.
 
=== Physical Requirements ===
More detailed knowledge on the physical expectations associated with completing the position's key responsibilities.
 
=== Task Book ===
If a task book is available for this volunteer position, it will be linked here. Not every position has a task book.
 
=== '''PPE and Recommended Equipment''' ===
Any required personal protective equipment (PPE) associated with deploying in this volunteer position, and any relevant equipment that facilitates completing volunteer responsibilities.
 
=== Forms ===
Forms that a volunteer in the position should be familiar with and know how to complete.
 
=== Updated ===
Indicates by date the last time anything in the position description was changed.
 
=== Released ===
Indicates by date when the position was first released and published.
 
== Training Section ==
The completion of any training required in order to be deployable for this volunteer position.
 
== Standard Position Description Template ==
XXXX
<gallery mode="nolines" gallery="" style="float:right; margin-right:10px;">
File:VSF 14 Public Information.emblem.png|'''''VSF icon'''''
File:Communications Lifeline.png|'''''FEMA [https://www.fema.gov/emergency-managers/practitioners/lifelines Community Lifeline] icon'''''
</gallery>
A [[Volunteer Support Functions Introduction and Directory|Volunteer Support Function (VSF)]] is a functional area under which volunteers carry out their responsibilities. Each VSF is broken into position assignments. VSF 14.01 is the position assigned to general BEECN volunteers.
<br/>
<br/>
__TOC__
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<br/>
__TOC__
<br/>
<br/>
{| class="wikitable" style="width: 30%;"
|+
|'''Effective date'''
|June 9, 2025
|-
|'''Last revised'''
|June 9, 2025
|-
|'''Policy owner'''
|PBEM Community Preparedness Team
|-
|'''Author(s)'''
|Jeremy Van Keuren (PBEM),
|}
=== Forms ===
The template itself is linked as a sub-page to this Wiki page at: [[PBEM Volunteer Position Descriptions/Standard Position Description Template|Standard Position Description Template]]. To use the template, view the section below on Implementation Details.


=== Summary ===
=== Reason for Policy ===
[https://www.portland.gov/beecn BEECN] volunteers operate in organized cohorts, perform regular equipment checks, participate in drills, and deploy communication nodes (BEECNs) 24–48 hours after a major earthquake.
Using a template for volunteer position descriptions serves several ends. Those include:


A Basic Earthquake Emergency Communication Node (BEECN) Volunteer plays a vital role in disaster response by establishing communication between neighborhoods and Portland’s [[PBEM Emergency Operations Center (EOC)|Emergency Operations Center]] (EOC) in the aftermath of a major earthquake. Volunteers assist at designated BEECN sites to relay critical information, such as scene stabilization information, emergency requests, and damage reports, using durable communication systems.
* '''Consistency''': A standardized format ensures that all volunteer roles are described clearly and uniformly. This helps avoid confusion and reinforces organizational professionalism.
* '''Clarity of expectations''': A template helps ensure every position includes key information—such as responsibilities, required qualifications, time commitment, and reporting structure—so that volunteers know exactly what is expected of them.
* '''Efficiency''': Templates save time. Instead of creating each description from scratch, staff can fill in the necessary details while maintaining a consistent structure.
* '''Recruitment and retention''': Clear, well-structured descriptions make it easier to match the right people to the right roles, leading to a more satisfying and effective volunteer experience.
* '''Risk management''': Including standard language around safety expectations, supervision, and boundaries helps reduce liability and improve compliance with organizational policies. Volunteer position descriptions are prospective legal documents and should be treated as such.


BEECN Volunteers are the only PBEM volunteers who can be a NET volunteer '''''or''''' an [[Affiliated Team Volunteers (ATVs)|ATV]] but are [[Indemnification|indemnified]] by the City of Portland either way.
=== Policy Statement ===
In service to PBEM's volunteers, a volunteer position description template will be maintained in order to promote consistency and clarity of expectations PBEM has of volunteers. Any individual who edits NETwiki should use the template when creating, editing, documenting, or describing volunteer positions associated with PBEM. Modifications to the template for specific position descriptions are allowed if approved by PBEM staff. Any modification should preserve the principles of consistency, clarity, and risk management.
 
=== Scope ===
This policy applies to all volunteer position descriptions associated with PBEM whether in the NETwiki and/or published elsewhere (online or in print).  


=== Responsibilities ===
=== Responsibilities ===
; Portland Bureau of Emergency Management (PBEM) Community Preparedness Team
: Creates and maintains the template. Approves requested changes to the template for individual position descriptions.
; NETwiki content creators
: Uses the template at any time they wish to publish a volunteer position description. Emails requests for changes to the template for an individual position description to PBEM staff.


* Deploy to assigned BEECN sites within 24–48 hours following a major earthquake.
=== Definitions ===
* Set up communication equipment, including handheld radios and tents, at BEECN locations.
The [[PBEM Volunteer Position Descriptions/Standard Position Description Template|template]] itself is divided into several sections. The table below defines the purpose and intention behind each section:
* Relay and log emergency messages between the public and emergency responders via radio.
{| class="wikitable" style="width: 50%;"
* Conduct periodic checks and inventory of BEECN caches to ensure readiness.
* Participate in scheduled training, drills, and activation exercises to maintain operational competence.
* Represent PBEM professionally and follow safety and operational guidelines at all times.
* Log all volunteer hours.
 
{|class="wikitable" style="width: 50%"
|-
|style="background: #13135a; color: white" width="105px"|'''Position ID''' <sup>'''[[PBEM Volunteer Position Descriptions#Position ID|※]]'''</sup>
|style="text-align: center; background: #13135a; color: white"|<big>'''VSF 14.01: BEECN Volunteer'''</big>
|}
{| class="wikitable" style="width: 50%; "
|+
|+
|style="background: #13135a; color: white" width="25%" |'''Mission Area <sup>[[PBEM Volunteer Position Descriptions#Cycle Position|※]]</sup>'''
!Term
|style="text-align: center; background: darkgray; color: gainsboro" width="25%"|'''<big>Preparedness</big>'''
!Definition
|style="text-align: center; background: firebrick; color: white" width="25%"|'''<big>Response</big>'''
|style="text-align: center; background: darkgray; color: gainsboro" width="25%"|'''<big>Recovery</big>'''
|}
{| class="wikitable" style="width: 50%"
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Lead Agency''' <sup>'''[[PBEM Volunteer Position Descriptions#Lead Agency|※]]'''</sup>
|'''Position ID'''
|style="background: white; padding: 10px"|Portland Bureau of Emergency Management
|The position ID indicates which VSF a position is assigned to, what subsection of the VSF, and the position's formal title.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Active NET Required?''' <sup>'''[[PBEM Volunteer Position Descriptions#Active NET Required?|※]]'''</sup>
|'''Mission Area'''
|style="padding: 10px"|No; this position is available to [[Affiliated Team Volunteers (ATVs)|ATVs]].
|Indicates whether the position has a disaster preparedness role, a response role, a recovery role, or a combination of those three on the Disaster Management Cycle. For example, someone confirmed to provide mental health first aid would have a response role. However, those skills are also needed during the Recovery phase of a disaster.
It is important to note that this portion of the Position Description '''''does not''''' commit a volunteer to a specific part of the Disaster Management Cycle. It only indicates what the possibilities are.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Structure''' <sup>'''[[PBEM Volunteer Position Descriptions#Structure|※]]'''</sup>
|'''Lead Agency'''
|style="background: white; padding: 10px"|The BEECN Volunteer is part of a BEECN Cohort, and the BEECN Volunteer reports to the BEECN Coordinator for their assigned BEECN.
|Indicates which government agency is responsible for the recruitment, training, deployment, and management of volunteers taking this position. This will usually be the Portland Bureau of Emergency Management (PBEM), but some positions may report to Multnomah County or another agency.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Relevant Knowledge, Skills, Abilities''' <sup>'''[[PBEM Volunteer Position Descriptions#Relevant Knowledge, Skills, Abilities|※]]'''</sup>
|'''Active NET Required?'''
|style="padding: 10px"|Leadership, radio, communication. Ability to remain cool headed in intense situations. First aid is also helpful, but not as important as the other skills listed.
|Indicates whether a volunteer in this position must be a certified NET volunteer in good standing. If "no", [[Affiliated Team Volunteers (ATVs)|ATVs]] can take this volunteer position.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Licenses and Certifications''' <sup>'''[[PBEM Volunteer Position Descriptions#Licenses and Certifications|※]]'''</sup>
|'''Structure'''
|style="background: white; padding: 10px"|None required.
|Describes the position describes span of control and chain of command for the volunteer position.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Currency''' <sup>'''[[PBEM Volunteer Position Descriptions#Currency|※]]'''</sup>
|'''Relevant Knowledge, Skills, Abilities'''
|style="padding: 10px"|BEECN volunteers must be in touch with their BEECN Coordinator and appear on the roster of their BEECN Response Framework. They should also participate in BEECN inventories and exercises as their time allows. Because all BEECN volunteers are indemnified, they '''''are''''' '''''required''''' to log their hours but '''''not''''' required to meet the [[Minimum Service Contribution (MSC)|Minimum Service Contribution (MRC)]] unless they are also a NET volunteer.
|A list of ideal qualities and knowledge that a candidate for the volunteer position possesses. However, the purpose of listing them is to give volunteers a better idea of the expectations associated with the role. They are not intended as prescriptive.
BEECN Volunteers are required to complete a [[Criminal Background|criminal background check]] at the same frequency as NET volunteers.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Physical Requirements''' <sup>'''[[PBEM Volunteer Position Descriptions#Physical Requirements|※]]'''</sup>
|'''Licenses and Certifications'''
|style="background: white; padding: 10px"|A BEECN volunteer must be inside a 20-minute walk or bike ride of the BEECN they are assigned to. They should be able to access BEECN equipment from storage and move it to the BEECN site with the assistance of at least one other person.
|Any licenses or certifications required or recommended for this volunteer position.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Task Book''' <sup>'''[[PBEM Volunteer Position Descriptions#Task Book|※]]'''</sup>
|'''Currency'''
|style="padding: 10px"|None at this time.
|"Currency" means how often they need to renew training or certifications, and/or contact with their team or team leader. In other words, indicates how often a volunteer must renew training and/or knowledge in order to be deployable in this volunteer position.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''PPE and Recommended Equipment''' <sup>'''[[PBEM Volunteer Position Descriptions#PPE and Recommended Equipment|※]]'''</sup>
|'''Physical Requirements'''
|style="background: white; padding: 10px"|'''PPE:''' Weather appropriate clothes. BEECN volunteers should wear the hard hats and vests found in their BEECN cache when conducting BEECN operations.
|More detailed knowledge on the physical expectations associated with completing the position's key responsibilities.
'''Equipment:''' All the equipment a BEECN volunteer needs should be in their [[BEECN Caches|BEECN Cache]].
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Forms''' <sup>'''[[PBEM Volunteer Position Descriptions#Forms|※]]'''</sup>
|'''Task Book'''
|style="padding: 10px"|[[Operations at BEECN Sites#Deployment Planning: the BEECN Response Framework|BEECN Response Framework]]
|If a task book is available for this volunteer position, it will be linked here. Not every position has a task book.
[[NET Incident Command System (ICS) Forms#NET Form 6: Communications Log|NET Form 6: Communications Log]]
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Updated''' <sup>'''[[PBEM Volunteer Position Descriptions#Updated|※]]'''</sup>
|'''PPE and Recommended Equipment'''
|style="background: white; padding: 10px"|2025.01.15 ''(version 2.0)''
|Any required personal protective equipment (PPE) associated with deploying in this volunteer position, and any relevant equipment that facilitates completing volunteer responsibilities.
|-
|-
|style="background: #13135a; color: white" width="105px"|'''Released''' <sup>'''[[PBEM Volunteer Position Descriptions#Released|※]]'''</sup>
|'''Forms'''
|style="padding: 10px"|2017.10.03
|Forms that a volunteer in the position should be familiar with and know how to complete.
|}
 
=== Training for '''VSF 14.01: BEECN Volunteer''' ===
<mark>'''Important note: ONLY the trainings listed as REQUIRED are required!'''</mark> Optional training and supplemental resources are presented as a path for a volunteer to increase their knowledge and confidence carrying out their volunteer responsibilities. However, no volunteer's Active status depends on completing training marked as "Optional" or "Supplemental". For more information, please visit the article on [[PBEM Volunteer Position Descriptions#Training Section|Position Descriptions: Training Section]].
{| class="wikitable" style="width: 75%"
|+
!style="background: #13135a; color: white"|<big>Training or Resource</big>
!style="background: #13135a; color: white"|<big>Type</big>
!style="background: #13135a; color: white"|<big>Delivery</big>
!style="background: #13135a; color: white"|<big>Duration</big>
!style="background: #13135a; color: white"|<big>Learning Objective</big>
|-
|-
|Basic BEECN Training
|'''Updated'''
|style="background: #d35d30; color: white"|'''Required'''
|Indicates by date the last time anything in the position description was changed.
|Online
|1.5 hours
|Summarizes BEECN Guidelines and prepares a new volunteer for working with their BEECN cohort.
|-
|-
|[https://training.fema.gov/is/courseoverview.aspx?code=is-100.c&lang=en IS-100: Introduction to the Incident Command System]
|'''Released'''
|style="background: #e9ae97"|Optional
|Indicates by date when the position was first released and published.
|Online
|}The template also includes a Training section and a Knowledge Base. The Training section lists all required and optional training in order for a volunteer to be approved as qualified for the position description. The Knowledge Base includes any materials (websites, articles, books, files) that would aid a volunteer wanting to take a deep dive into information that would make them more adept at fulfilling the position responsibilities.
|2.0 hours
 
|Course describes the history, features and principles, and organizational structure of the Incident Command System. Knowing the basics of ICS can give BEECN volunteers context to the City's overall response effort.
== Implementation Details ==
|-
In order to use the template, PBEM recommends the following steps:
|Crowd Management
 
| style="background: #e9ae97" |Optional
# When a NETwiki editor wishes to create a volunteer position description, the first step is to create a page for it. The initial link for that page should ''always'' appear in the [[Volunteer Support Functions Directory|VSF Directory]], under the appropriate VSF.
|Online or in-person
# Once the page for the position description is created, open another browser window with the [[PBEM Volunteer Position Descriptions/Standard Position Description Template|template]] and click on the "edit source" tab along the source. Select all (CTRL+A) and copy (CTRL+C).
|2.0 hours
# Go into the page for the VSF and paste the source code (CTRL+V).  
|'''Not to be confused with "Crowd Control".''' It is possible that large numbers of people will visit the BEECN Site. Crowd management training helps BEECN volunteers guide the behavior and movement of crowds.
# Edit the text to shape the volunteer description and submit for review.
|-
If an editor would like to deviate from the template significantly, PBEM suggests they ask PBEM staff by emailing [mailto:Net@portlandoregon.gov net@portlandoregon.gov].
|Mental Health Crisis De-escalation
 
| style="background: #e9ae97" |Optional
If an editor would like to view a good example of a published volunteer position description, the BEECN volunteer descriptions aint slouchin':
|In-person
 
|3.0 hours
[[VSF 14.01.01: BEECN Volunteer]]
|If an individual visiting a BEECN Site is in a state of agitation, this training helps volunteers identify the precipitants of agitated behavior, the importance of non-verbal communication, and skills/strategies to manage an agitated person.
 
|-
[[VSF 14.01.02: BEECN Coordinator]]
|[https://training.fema.gov/is/courseoverview.aspx?code=IS-242.c&lang=en IS-242: Effective Communication]
 
|style="background: #e9ae97"|Optional
[[VSF 14.01.04: Fire Station UHF Volunteer]]
|Online
 
|8.0 hours
== Compliance ==
|This course covers basic communication skills, how to communicate in an emergency, how to identify community-specific communication issues, using technology as a communication tool, and effective oral communication. Not every sub-topic in this course is relevant to the responsibilities of a BEECN volunteer.
As position descriptions are prospectively legal documents, '''PBEM staff must approve their publication.''' Position descriptions without PBEM approval are subject to immediate deletion, and the permissions of the editor may also be revoked.
|-
 
|[https://training.fema.gov/is/courseoverview.aspx?code=IS-2901&lang=en IS-2901: Introduction to Community Lifelines]
== Related Information ==
|style="background: #e9ae97"|Optional
None.
|Online
 
|1.0 hours
== Frequently Asked Questions (FAQs) ==
|Introduces the FEMA Community Lifelines construct, an outcome-driven response structure used to achieve incident stabilization. PBEM uses Community Lifelines, and knowing them will help BEECN volunteers communicate more effectively with the EOC.
None yet!
|-
|First Aid (certification)
|style="background: #e9ae97"|Optional
|In-person
|6.5 hours
|Instructs volunteers how to preserve life, prevent further injury or deterioration, and promote recovery by providing immediate, temporary care to an injured or ill person. The BEECN caches include first aid supplies, and first aid certification can help BEECN volunteers use and/or distribute them effectively.
|-
|Basic NET or CERT (certification)
| style="background: #e9ae97" |Optional
|In-person
|24 hours
|Basic NET/CERT training provides more and varied disaster response skills and situational awareness to BEECN volunteers.
|-
|[https://www.portland.gov/pbem/documents/basic-emergency-operations-plan-beop-2016/download Portland Basic Emergency Operations Plan (BEOP)]
| style="background: #f4d6cb" |Supplemental
|Online
|N/A
|The BEOP is the framework that governs how the City of Portland responds in the aftermath of a major disaster. Being familiar with it can provide BEECN volunteers with heightened situational awareness.
|-
|[[Main Page#Basic Earthquake Emergency Communication Nodes (BEECN)|BEECN Guidelines]]
| style="background: #f4d6cb" |Supplemental
|Online
|N/A
|The BEECN Guidelines is the "blueprint" for the BEECN program and covers the nuances of program policies. A regular BEECN volunteer doesn't need to know the Guidelines to carry out their responsibilities, but reviewing them will enhance knowledge and provide a more complete picture of the program.
|-
|[https://portlandnet.tumblr.com/tagged/beecn BEECN on Tumblr]
| style="background: #f4d6cb" |Supplemental
|Online
|N/A
|Media articles tagged as relevant to BEECN volunteer responsibilities.
|-
|[[Recommended Video Content|BEECN video content]]
| style="background: #f4d6cb" |Supplemental
|Online
|N/A
|Video content relevant to BEECN volunteer responsibilities.
|}
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