                                       



                    POSITION TASK BOOK FOR THE POSITION OF




ALL-HAZARDS
DIVISION / GROUP SUPERVISOR






	Version: April 2011


                    POSITION TASK BOOK FOR THE POSITION OF





                        Position Task Book Assigned To:

Individual's Name:
Duty Station:
Phone Number:


                       Position Task Book Initiated By:

Official's Name:
Title:
Duty Station:
Phone Number:


Location Position Task Book was Initiated: ____________________

Date Position Task Book was Initiated: _____________________

                                       


                                   EVALUATOR
                                       
DO NOT COMPLETE THIS UNLESS YOU ARE RECOMMENDING THE TRAINEE FOR CERTIFICATION
                                       
                                       
VERIFICATION/CERTIFICATION OF COMPLETED POSITION TASK BOOK FOR THE POSITION OF:
                                       
                       FINAL EVALUATOR'S VERIFICATION
                                       
I verify all tasks have been performed and are documented with appropriate initials.
I also verify_________________________________________________________
has performed as a trainee and should therefore be considered for certification in this 
position.
                                       
                                       
FINAL EVALUATOR'S SIGNATURE: ____________________________________ 

DATE: ____________________

Evaluator's Printed Name:
Title:
Duty Station:
Phone Number:

                                       
                 AGENCY HEAD RECOMMENDATION FOR CERTIFICATION
                                       
I certify ____________________________________________________________
has met all requirements for qualification in this position and I recommend he/she be
certified for the position.
                                       

OFFICIAL'S SIGNATURE: _____________________________________

DATE: ______________________________

Official's Name:
Title:
Duty Station:
Phone Number:
                                       
                                       
                                       
                                       
                                       
                                       

                  NATIONAL INCIDENT MANAGEMENT SYSTEM (NIMS)
                         INCIDENT COMMAND SYSTEM (ICS)
                          POSITION TASK BOOKS (PTBs)
                                       
Position Task Books (PTBs) are designed to be used by any individual (trainee) interested in becoming certified under the National Incident Management System (NIMS). The PTBs are intended to be used to document experiences that indicate successful completion of tasks specific to an Incident Command System (ICS) position. The performance requirements for each position are associated with core ICS competencies, behaviors, and tasks as suggested to the Federal Emergency Management Agency (FEMA) by a multi-disciplined, highly-experienced expert panel. 

Trainees are evaluated during this process by qualified evaluators, and the trainee's performance is documented in the PTB for each task by the evaluator's initials and date of completion. An Evaluation Record will be completed by all evaluators documenting the trainee's progress after each evaluation opportunity. 

Successful performance of all tasks, as observed and recorded by an evaluator, will result in a recommendation to the trainee's Authority Having Jurisdiction (AHJ), that the trainee be certified in that position. Evaluation and confirmation of the trainee's performance while completing all tasks will normally require more than one training assignment and several different evaluators. Incidents lasting several days may involve multiple evaluators. Tasks may be evaluated on incidents, in a classroom simulation, in training and exercises, and in other work situations as long as there is a qualified evaluator.  

It is important performances be critically evaluated and accurately recorded by each evaluator.  All tasks should be evaluated.  

The NIMS Qualification Process Guide lists the definitions for trainee, evaluator, training officer, and AHJ. 


Responsibilities:

1. Authority having jurisdiction (AHJ):
   * Selecting trainees based on the needs of their organization or to fulfill their obligations to contribute to Incident Management Teams (IMTs) or other Mutual Aid agreements
   * Providing opportunities for evaluation and/or making the trainee available for evaluation

2. Trainee:
   * Reviewing and understanding instructions in the PTB
   * Identifying desired objectives/goals whenever an opportunity for evaluation is recognized
   * Providing background information to an evaluator
   * Assuring the evaluation record is complete
   * Completing all tasks for an assigned position within the timeframe allowed for that position(all tasks with an approval older than the allowed timeframe should be reevaluated)
   * Notifying the local AHJ/training officer when the PTB is completed, and obtaining a signature recommending certification
   * Retaining the original PTB and provide a copy of the PTB to the appropriate individual/department to obtain a qualification from your agency

3. Evaluator(s):
   * Being qualified and proficient in the evaluated position
   * Meeting with the trainee and determining past experience, current qualifications, and desired objectives/goals
   * Reviewing tasks with the trainee
   * Explaining to the trainee the evaluation procedures that will be utilized and which tasks may be performed during the evaluation period
   * Accurately evaluating and recording demonstrated performance of tasks
   * Dating and initialing completion of the task to indicate satisfactory performance 
   * Documenting unsatisfactory performance
   * Completing the Evaluation Form found at the end of each PTB
   * Completing an Incident Personnel Performance Rating (ICS 225) form
   
4. Final Evaluator:
   * Being qualified and proficient in the position being evaluated
   * Reviewing the trainee's record to ensure completeness
   * Signing the verification statement on page 2 of the PTB when all tasks have been initialed 
   * Ensuring all tasks have been completed within the three years prior to submission for final approval (any task with an approval older than three years should be reevaluated and brought up to date)
      
5. Training Officer:
   * Providing the correct version of the PTB to the individual in order to document performance
   * Explaining to the trainee the purpose and processes of the PTB as well as the trainee's responsibilities
   * Tracking progress of the trainee
   * Identifying incidents or situations where the trainee may have evaluation opportunities
   * Identifying and assigning an evaluator who can provide a positive experience for the trainee, when the evaluation opportunity is within the AHJ's jurisdiction 
   * Receiving and filing documentation from the assignment

6.  AHJ Designee
   * Issuing the PTB to document task performance
   * Explaining to the trainee the purpose and processes of the PTB as well as the trainee's responsibilities
   * Tracking progress of the trainee
   * Identifying incident evaluation opportunities
   * Identifying and assigning an evaluator who can provide a positive experience for the trainee and make an accurate and honest appraisal of the trainee's performance
   * Documenting the assignment
   * Conducting progress reviews
   * Conducting a closeout interview with the trainee and evaluator and assuring documentation is proper and complete


Competencies, Behaviors and Tasks:

Each PTB  lists the performance requirements (tasks) for specific positions set by the ICS competencies and behaviors (September 2007) recognized by FEMA's National Integration Center and posted to the NIMS Resource Center Web site, http://www.fema.gov/emergency/nims/.

There are numerous bullet statements listed under each task. The bullet statements are listed as guidelines/examples for the evaluator to follow to insure the intent of the task has been completed. Not all bullet statements for a task are required to be completed if the overall intent of the task has been satisfied.

Each task has a code associated with the type of training assignment where the task may be completed. These include: O = other, I = incident/event and R = rare event. Definitions for these codes may be found below*. While tasks can be performed in any situation, they should be evaluated on the specific type of incident/event for which they are coded. Tasks coded "I" should be evaluated on an incident/event, and so on. Performance of any task other than the designated assignment is not valid for qualification.

*Code:	
    O 	= Task can be completed in a variety of situations, such as in a classroom, exercise or simulation, incident or event, or daily job.
    I	=	Task should be performed on an incident or event which is managed under the ICS. 
    R	=	Rare events seldom occur and opportunities to evaluate trainee performance in real settings are limited. Examples of rare events include accidents, injuries, vehicle and aircraft crashes. Through interviews, the evaluator may be able to determine if the trainee could perform the task in a real situation.

                                       
Competency: Assume position responsibilities
Description: Successfully assume role of Division/Group Supervisor and initiate position activities at the appropriate time according to the following behaviors. 

Behavior: Ensure readiness for assignment

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   1. Obtain and assemble information and materials needed for kit. Kit assembled and prepared prior to receiving an assignment. Kit contains critical items needed for the assignment and items needed for functioning during the assignment. Kit is easily transportable. The basic information and materials needed may include, but are not limited to, any of the following: 

Reference Materials
      * References appropriate for the incident type and agencies involved
      * Functional Guidelines relative to incident type (e.g. Agency guidance and/or functional guidelines)
      * Emergency Response Field Operations Guide (ER FOG)
      * Division/Group Supervisor Position manuals
      * IMT contact information

Forms
      * ICS 213, General Message
      * ICS 214, Activity Log
      * ICS 215, Operation Planning Worksheet
      * Agency specific forms appropriate to the function

Supplies
      * Supplies appropriate to the function
                                       O


   2. Arrive properly equipped at incident assigned location within acceptable time limits.  
                                       I


   3. Check in according to receiving agency/organization guidelines.
                                       I



Behavior: Ensure availability, qualifications, and capabilities of resources to complete assignment.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   4. Review division/group assignment from Incident Action Plan (IAP) or relevant plans to identify resources assigned to division/group by type and quantity.
      * Determine location and status 
      * Verify resources have completed check-in process 
                                       I



Behavior: Gather, update, and apply situational information relevant to the assignment.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   5. Obtain initial briefing from Branch Director, Operations Section Chief or Incident Commander. 
      * Obtain current IAP or relevant plan.
                                       I



Behavior: Establish effective relationships with relevant personnel.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   6. Establish and maintain positive interpersonal and interagency working relationships.
                                       I



Behavior: Establish organization structure, reporting procedures, and chain of command of assigned resources.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   7. Organize assigned resources into configurations that will meet incident/tactical objectives.
                                       I



Behavior: Understand and comply with ICS concepts and principles.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   8. Coordinate with functional areas within the ICS structure.
                                       I




Competency: Lead assigned personnel 

Description: Influence, guide, and direct assigned personnel to accomplish objectives and desired outcomes in a potentially rapidly changing environment.

Behavior: Model leadership values and principles. 

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   9. Exhibit principles of duty.
      * Be proficient in the job, both technically and as a leader.
      * Make sound and timely decisions.
      * Ensure tasks are understood, supervised and accomplished.
      * Train and mentor assigned subordinates.
                                       I


   10. Exhibit principles of respect.
      * Know subordinates and look out for their well-being.
      * Keep subordinates informed.
      * Build the team.
      * Assign subordinates in accordance with their capabilities.
                                       I


   11. Exhibit principles of integrity.
      * Know yourself and seek improvement.
      * Seek responsibility and accept responsibility for your actions.
      * Set the example.
                                       I



Behavior: Ensure the safety, welfare, and accountability of assigned personnel.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   12. Ensure assigned resources are following health and safety guidelines appropriately.
                                       I



Behavior: Establish work assignments and performance expectations, monitor performance, and provide feedback.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   13. Determine assigned resources ability to complete assignment within time frame.
                                       I


   14. Assign responsibilities within the division/group.
                                       I



Behavior: Emphasize teamwork.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   15. Establish cohesiveness among assigned resources.
      oo Provide for open communication.
      oo Seek commitment.
      oo Set expectations for accountability.
      oo Focus on the team result.
                                       I



Behavior: Coordinate interdependent activities.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   16. Coordinate activities with adjacent division/groups. 
      * Review division/group assignments to determine specific areas or tasks involving coordination.
      * Maintain communications with adjoining divisions/groups.
                                       I


   17. Coordinate activities with air operations as needed.
                                       R




Competency: Communicate effectively
 
Description: Use suitable communication techniques to share relevant information with appropriate personnel on a timely basis to accomplish objectives in a potentially rapidly changing environment.

Behavior: Ensure relevant information is exchanged during briefings and debriefings.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   18. Obtain briefing from previous shift supervisor.
                                       I


   19. Provide subordinates tactical briefings. 
      * Discuss alternate plan based on strategies, control objectives and type of resources available.
                                       I


   20. Obtain periodic reports from subordinates and adjacent resources on progress. 
                                       I


   21. Inform Branch Director or Operations Section Chief as appropriate.
      * Conditions affecting division/group operations 
      * Recognize potentially hazardous situations in your work area
      * Unresolved conflicts with adjacent divisions/groups
                                       I


   22. Brief relief forces. 
      * Current status/conditions/concerns regarding assignment
                                       I


   23. Participate in functional area briefings and After Action Reviews (AARs).
                                       I



Behavior: Ensure documentation is complete and disposition is appropriate.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   24. Report unexpected occurrences to immediate supervisor.
      * Receive reports of events from subordinates or personal observation of events (e.g. nature of event, location, magnitude, personnel involved, action taken). 
      * Request assistance as established in response protocol outlined in the IAP or relevant plan.
                                       I


   25. Submit demobilization documentation as requested.
                                       I



Behavior: Communicate and ensure understanding of work expectations within the chain of command and across functional areas.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   26. Coordinate across functional areas.
                                       I


   27. Provide timely feedback in response to requests from other ICS sections.
                                       I



Behavior: Develop and implement plans and gain concurrence of affected agencies and/or the public.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   28. Participate in the development of the IAP or relevant plan for the next operational period. 
      * Submit situation and resources status to Branch Director or Operations Section Chief (e.g.,  summary of resource utilization, work progress, changes from assignment, conditions affecting division/group operations, hazards, threats, unresolved conflicts with adjacent divisions/groups, effectiveness of air operations within division/group area).
      * Place orders for resources and logistical needs. 
      * Recommend objectives for next operational period.
                                       I


   
Competency: Ensure completion of assigned actions to meet identified objectives

Description: Identify, analyze, and apply relevant situational information and evaluate actions to complete assignments safely and meet identified objectives. Complete actions within established timeframe.

Behavior: Gather, analyze, and validate information pertinent to the incident or event and make recommendations for setting priorities.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   29. Identify kind, type and number of resources required to achieve objectives. 
                                       I


   30. Implement objectives and special instructions for division/group. 
      * Monitor work progress and evaluate incident situation. 
      * Evaluate different uses of single and combined resources based on tactical needs within division/group 
      * Compare accomplishments to division ICS 204 (Assignment List). 
      * Develop recommendations for next operational period.
                                       I



Behavior: Make appropriate decisions based on analysis of gathered information.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   31. Determine need for assistance. 
      * Identify need for additional assistance by monitoring work progress or based on reports from subordinates. 
      * Coordinate with Operations Section Chief or Branch Director and request assistance according to procedures discussed in briefing. 
      * Notify Operations Section Chief when resources are moved or shared between divisions/groups or excess to operational needs.
                                       I



Behavior: Take appropriate action based on assessed risks.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   32. Apply a Risk Management Process.
                                       I


   33. Manage an incident within an incident and take appropriate action based on established procedure.
      * Notify your supervisor of situation
      * Document actions taken
                                       R



Behavior: Modify approach based on evaluation of incident situation.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   34. Adjust tactical plan in response to opportunities or problems encountered.
                                       I



Behavior: Provide logistical support as necessary.

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   35. Identify and plan for logistical support needs.
      * Review logistics elements of plan to determine if they meet operational needs.
      * Maintain documentation of accountable property assigned to the division/group.
      * Anticipate and resolve logistical needs.
                                       I



Behavior: Transfer position duties while ensuring continuity of authority and knowledge and taking into account the increasing or decreasing incident complexity. 

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   36. Coordinate an efficient transfer of position duties when mobilizing/demobilizing (e.g. incoming Incident Management Team (IMT), host agency/organization).
      * Inform subordinate staff and IC.
      * Document follow-up action needed and submit to supervisor.
                                       I







Behavior: Plan for demobilization and ensure demobilization procedures are followed. 

                                     TASK
                                     CODE
                              EVALUATION RECORD #
                                   EVALUATOR
   37. Anticipate demobilization of resources.
      * Identify excess resources.
      * Prepare schedule for demobilization. 

                                       I


   38. Ensure demobilization of resources.
      * Brief subordinate staff on demobilization procedures and responsibilities.
      * Ensure incident and agency/organization demobilization procedures are followed.
                                       I





	


               INSTRUCTIONS FOR COMPLETING THE EVALUATION RECORD

There are four separate blocks allowing evaluations to be made. These evaluations may be made on incidents, simulations in classroom or in daily duties, depending on what the PTB indicates.  This should be sufficient for qualification in the position if the individual is adequately prepared. If additional blocks are needed, a page can be copied from a blank task book and attached.

COMPLETE THESE ITEMS AT THE START OF THE EVALUATION PERIOD:
Evaluator's Name, Incident/Office Title and Agency:  List the name of the evaluator, his/her incident position or office title, and agency.
Evaluator's Home Unit Address and Phone:  Self-explanatory
Incident Number:  The number next to the evaluator's name in the upper left corner of the evaluation record identifies a particular incident or group of incidents. This number should be placed in the column labeled "Evaluation Record #" on the PTB for each task performed satisfactorily. This number enables reviewers of the completed PTB to ascertain the qualifications of the different evaluators prior to making the appropriate sign-off on the PTB.
Location of Incident/Simulation:  Identify the location where the tasks were performed by agency and office.
Incident Kind:  Enter kind of incident (e.g. hazmat, wildland fire, structural fire, search and rescue, flood, tornado, etc)

COMPLETE THESE ITEMS AT THE END OF THE EVALUATION PERIOD:
Number and Type of Resources:  Enter the number of resources and types assigned to the incident pertinent to the trainee's position.
Duration:  Enter inclusive dates during which the trainee was evaluated. This block may indicate a span of time covering several small and similar incidents if the trainee has been evaluated on that basis (e.g. several initial response wildfires in similar fuel types).
Recommendation:  Check as appropriate and/or make comments regarding the future needs for development of this trainee.
Date:  List the date the record is being completed.
Evaluator's Initials:  Initial here to authenticate recommendations and to allow for comparison with initials in the PTB.
Evaluator's Relevant Certification:  List your certification relevant to the trainee position you supervised.
                               Evaluation Record
                                       
--------------------------------------------------------------------------------

                                 TRAINEE NAME
--------------------------------------------------------------------------------

                               TRAINEE POSITION
                                       
#1
Evaluator's name:
Incident/office title & agency:
Evaluator's home unit address & phone:
        Name and Location
of Incident or
Situation
(agency & area)
Incident Kind
(hazmat, tornado, flood, structural fire, wildfire, search & rescue, etc.)
       Number & Type of
Resources
Pertinent to
Trainee's Position
                 Duration
(inclusive dates
in trainee status)



                                       
The tasks initialed and dated by me have been performed under my supervision in a satisfactory manner by the above named trainee. I recommend the following for further development of this trainee.
______	The individual has successfully performed all tasks for the position and should be considered for certification.
______	The individual was not able to complete certain tasks (comments below) or additional guidance is required.
______	Not all tasks were evaluated on this assignment and an additional assignment is needed to complete the evaluation.
______	The individual is severely deficient in the performance of tasks for the position and needs further training in both required knowledge and skills prior to additional assignment(s) as a trainee.

Recommendations: ______________________________________________________________________________________

_______________________________________________________________________________________________________

Date: ____________________________ Evaluator's initials: ________________________

Evaluator's relevant agency certification or rating:___________________________________________________________

#2
Evaluator's name:
Incident/office title & agency:
Evaluator's home unit address & phone:
        Name and Location
of Incident or
Situation
(agency & area)
Incident Kind
(hazmat, tornado, flood, structural fire, wildfire, search & rescue, etc.)
       Number & Type of
Resources
Pertinent to
Trainee's Position
                 Duration
(inclusive dates
in trainee status)



                                      to
The tasks initialed and dated by me have been performed under my supervision in a satisfactory manner by the above named trainee. I recommend the following for further development of this trainee.
______	The individual has successfully performed all tasks for the position and should be considered for certification.
______	The individual was not able to complete certain tasks (comments below) or additional guidance is required.
______	Not all tasks were evaluated on this assignment and an additional assignment is needed to complete the evaluation.
______	The individual is severely deficient in the performance of tasks for the position and needs further training in both required knowledge and skills prior to additional assignment(s) as a trainee.

Recommendations: ______________________________________________________________________________________

_______________________________________________________________________________________________________

Date: ____________________________ Evaluator's initials: ________________________

Evaluator's relevant agency certification or rating:_____________________________________________________
                               Evaluation Record
                             (Continuation Sheet)
                                       
--------------------------------------------------------------------------------

                                 TRAINEE NAME
--------------------------------------------------------------------------------

                               TRAINEE POSITION
                                       
#3
Evaluator's name:
Incident/office title & agency:
Evaluator's home unit address & phone:
        Name and Location
of Incident or
Situation
(agency & area)
Incident Kind
(hazmat, tornado, flood, structural fire, wildfire, search & rescue, etc.)
       Number & Type of
Resources
Pertinent to
Trainee's Position
                 Duration
(inclusive dates
in trainee status)



                                       
The tasks initialed and dated by me have been performed under my supervision in a satisfactory manner by the above named trainee. I recommend the following for further development of this trainee.
______	The individual has successfully performed all tasks for the position and should be considered for certification.
______	The individual was not able to complete certain tasks (comments below) or additional guidance is required.
______	Not all tasks were evaluated on this assignment and an additional assignment is needed to complete the evaluation.
______	The individual is severely deficient in the performance of tasks for the position and needs further training in both required knowledge and skills prior to additional assignment(s) as a trainee.

Recommendations: ______________________________________________________________________________________

_______________________________________________________________________________________________________

Date: ____________________________ Evaluator's initials: ________________________

Evaluator's relevant agency certification or rating:_____________________________________________________


#4
Evaluator's name:
Incident/office title & agency:
Evaluator's home unit address & phone:
        Name and Location
of Incident or situation
(agency & area)
Incident Kind
(hazmat, tornado, flood, structural fire, wildfire, search & rescue, etc.)
       Number & Type of
Resources
Pertinent to
Trainee's Position
                 Duration
(inclusive dates
in trainee status)



                                       
The tasks initialed and dated by me have been performed under my supervision in a satisfactory manner by the above named trainee. I recommend the following for further development of this trainee.
______	The individual has successfully performed all tasks for the position and should be considered for certification.
______	The individual was not able to complete certain tasks (comments below) or additional guidance is required.
______	Not all tasks were evaluated on this assignment and an additional assignment is needed to complete the evaluation.
______	The individual is severely deficient in the performance of tasks for the position and needs further training in both required knowledge and skills prior to additional assignment(s) as a trainee.

Recommendations: ______________________________________________________________________________________

_______________________________________________________________________________________________________

Date: ____________________________ Evaluator's initials: ________________________

Evaluator's relevant agency certification or rating:_____________________________________________________

