INSTRUCTIONS FOR COMPLETION/USE OF FORM

1.  LINE 1

Line 1, "MSG. NO.", should reflect the message number assigned by the "FROM" addressees supporting communications/message center for  "each" message prepared/transmitted. No two messages will have the same message number.

2.  LINE 2

     Line 2, "PRECEDENCE", should indicate the appropriate level for handling the transmission/receipt of the message.   Precedences used and criteria are:

IMMEDIATE (I):                 Message concerns a situation where lives are endangered/ gravely impacted and immediate action/response is required.  Message will be approved and initialed by the emergency management director and/or appropriate elected official at the local level and by the state EOC Supervisor and/or Disaster Manager at the state level. Action/response should occur within 30 minutes to one (1) hour after "receipt" of message. IMMEDIATE messages should be transmitted ahead of any priority or routine messages.

PRIORITY (P):                   Message concerns a situation where a timely operational response is required that would ensure that lives are not further endangered. Action/response should occur within four (4) to six (6) hours after "receipt" of message. PRIORITY messages should be transmitted ahead of any routine messages.

ROUTINE (R):                     Message(s) that reflect routine data reference operational, logistical, and administrative concerns. Examples: periodic situation updates, requests for routine information or services needed to sustain support of operations. Action/response

                                                should occur within twelve (12) to eighteen (18) hours.

Note:                 Abuse of precedence levels could impede response, as messages received at the state EOC will be handled within each precedent according to the time of receipt. Use the highest precedences, IMMEDIATE and PRIORITY, when appropriate.

3.  LINE 3                                                                                                                                                                             

     Line 3, "DATE", should reflect the date the message was prepared by originator, expressed as month/day/year (i.e. 03/20/00)

4.  LINE 4

     Line 4, "TIME", should reflect the time the message was prepared by originator, expressed in international 24-hour local time (i.e. 1400 hrs).

5.  LINE 5 AND 5A

Line 5, "TO" address, should be the agency(s) that is/are to receive message. When addressing "TO" the state EOC indicate, if known, which  agency should take action/respond to message (i.e. STATE EOC TRANS, STATE EOC WSP, STATE EOC MIL, etc.). If specific agency is unknown, address message to appropriate functional staff (i.e. STATE EOC OPS, STATE EOC PLNS, STATE EOC LOG, STATE EOC ADMIN, STATE EOC SUPERVISOR). If individual's name and agency is known, indicate that in this line. Line 5A, "REPLY", should be circled Yes or No to indicate if a reply is/is not required.

6.  LINE 6

Line 6, "FROM" address, should be the agency that originates the message and who desires a response or acknowledgement of message. A person's name and agency may be indicated here.

7.  LINE 7

     Line 7, "SUBJECT" should be the general subject of the message (i.e. Medical Request, Request for Assistance, Situation Update, etc.)

8.  LINE 8

A.       Line 8, "TEXT", is the message content. For high precedence messages, to be transmitted via radio, messages should be concise, brief, and printed in uppercase block letters, five (5) words per line , ten (10) lines maximum.

B.           When using this form for exercises, line 8A should state the following: "THIS IS AN EXERCISE MESSAGE".

C.           If using as a fax cover sheet, for a multi-page document, indicate in the text area the number of pages to follow.

9.  LINE 9:              Indicate page number and number of pages of the message.

10. COMMUNICATIONS CENTER SECTION

      A.      Operator sending and/or receiving should initial and indicate the time messages are sent/received .

      B.       The operator who transmits/receives a message should indicate the method used.

                CEMNET:  EMD's VHF Low Band radio system

                STAEN:                    State Agency Emergency Network, 800 MHz radio system

                RACES:                   Amateur radio provided to state/local government

                STARC:                   Military Department's HF State Area Command net

                OPSECURE:             EMD's HF Operations, State Emergency Communications Using Radio Effectively radio system

                FNARS:                   Federal National Radio System (HF)

                ACCESS:                 A Centralized Computer Enforcement Service System (WSP teletype)

                FAX:                        Facsimile