NET Incident Command System (ICS) Forms

ICS forms provide a template to NET volunteers for documenting activities during a deployment. Though efforts to save life and property take priority over documentation, documenting activities is nonetheless important and should be a routine part of NET training, drills, and response. Documentation serves several crucial functions:

• Documentation passed on to other emergency responders will help them understand the status of resources, and allow them to deploy their own resources effectively and appropriately. Good documentation saves time, and therefore, lives.
• Liability exposure for volunteers will be documented.
• Communication will be improved between functional areas and between shifts.
• Thorough documentation facilitates reimbursements from FEMA.

The purpose of this NETwiki page is to:

• Clarify the responsibilities each team position in a deployment has for documenting activities.
• Specify what the recommended forms ICS forms are, and how they are used.
• Demonstrate how documentation "flows" through an incident response.

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It is accepted and understood that ICS forms are not required for documenting operations. In a pinch, a sheet of ordinary notebook paper will suffice, or the back of a paper plate. The benefit of the forms is that they guide NET volunteers to documenting the most relevant information and help them to accomplish their work. In this respect, ICS forms are not so much cumbersome paperwork as they are a helpful tool.

The Role of the Scribe

PBEM recommends that each Operations Plan anticipate the need for a “scribe” or even several scribes during NET operations. Otherwise, the responsibility of tracking forms and ensuring volunteers keep proper documentation falls to the Team Leader, which compromises her/his span of control.

Every NET has volunteers who are enthusiastic to serve but who do not feel physically ready to engage hands-on in search and rescue tasks such as cribbing, lifting, or other activities that require physical exertion. Acting as the scribe for the NET, therefore, is a great job for them. Ideally, these team members are identified in the NET’s Operations Plan and, as the designated scribe, make themselves familiar with the ICS forms and ICS framework. However, acting as a scribe is also a task that can be delegated to an SUV with little training.

Furthermore, PBEM recommends that a NET have at least one scribe for the NET Staging Area, and one scribe each for the functional teams conducting search and rescue operations. For example, a Team Leader deploys five NET volunteers to a community center after an earthquake to search for survivors. Four of those volunteers will do cribbing, victim carries, extrication, and so forth; the fifth volunteer is present to document the activities of the other four (and perhaps also communicate with the Staging Area via radio). In this way, the important work of documentation gets done without diverting the attention of those volunteers carrying out physical rescue activities.

Completed forms should never be thrown away. Forms serve as a response record and will be important when requesting reimbursement from FEMA.

Documentation Flow

The most important forms to a NET are forms 1 through 4, explained below. Forms 5 through 8 are designed to supplement work at specific stations (e.g. radio, medical, logistics, etc). Any form that is filled out and is no longer of use should be kept for the NET Coordinator.

Forms 1, 3, and 4 flow in a way that outlines an anticipated NET response (see Figure 1, next page). The first form, Damage Assessment, is used by NET volunteers transiting to the NET Staging Area; the form is used to record observed damage and other trouble spots along the way.

Form 3, the Team Leader Assignment Tracking Log, acts as a “dashboard” for the Team Leader. Working with his/her team, the TL transfers any potential area of response from Damage Assessment forms collected from the team onto the Tracking Log. This tool thereby helps the TL easily track each functional team deployed from the NET staging area.

Form 4, the Assignment Briefing, is filled out by the Team Leader when she/he is ready to deploy a functional team to respond to an item on the Tracking Log. On the front, the Assignment Log has spaces for giving the functional team the information they need to get to the scene quickly and safely. The functional team then records their response actions on the reverse side, and turn the form in to the Team Leader when they return to the NET staging area. The Team Leader reviews the reverse side, transferring relevant details to his/ her Tracking Log. The Assignment Briefing is then archived with the team’s Logistics section.

Optional: Tracking Numbers

As an option, NETs may use the tracking number spaces provided on some forms. Tracking numbers are not used with standard ICS forms; this is a NET embellishment.

Forms 2a through 5b provide a space for an arbitrarily assigned tracking number. Tracking numbers are for internal team use; therefore, a NET Team Leader can decide on whatever number convention works best (e.g. 0001, or simply “1”, etc).

Tracking numbers are intended as a means of connecting forms to each other where those forms are used on a specific mission; in other words, the tracking number is the same as a “mission number”. Assigning mission numbers may make it easier for teams and emergency professionals reviewing documents to connect events.

For example, let’s say that a Team Leader sends one functional team to conduct search and rescue in a house (tracking number #001) and another functional team to establish radio communication (tracking number 002). Any forms associated with those respective missions (e.g. a medical treatment log or an assignment briefing) will also include their mission tracking number. Later, when reviewing documents, a Team Leader knows that any document with the number “001” on it is associated with the house search and rescue mission.

NET ICS Form Instructions and Descriptions

NET Form 1: Damage Assessment Form

NET Form 1: Damage Assessment Form
Recommended kit:	3/personal kit
Completed by:	Team Member
Turned in to:	Incident Team Leader
CERT/ICS Form equivalent:	CERT Form 1
Last updated:	2017.02.05

The Damage Assessment Form is the most basic and essential form in a volunteer’s kit. A volunteer uses the form to record damage observed in a neighborhood (such as fires, utility hazards, structural damage, injuries and casualties, and available access) while moving through the area to the NET Staging Area. Upon arriving at the NET Staging Area, the volunteer turns the Damage Assessment Form in to the Team Leader. The Team Leader then uses all the Damage Assessment Forms turned in to formulate and prioritize action plans (reflected on Form 4: Team Leader’s Assignment Tracking Log).