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IM Training Library for DOC Coordinators and Teams

Whether you are new to the system or need a refresher on specific functions, the step-by-step guides in the training library will ensure you are well-equipped to step into the DOC room and use CardinalShield effectively in critical moments. Click on a task to expand and view the instructions.

Report an incident or emergency

In the CardinalShield IM DOC dashboard, under the "DOC Actions" menu in the upper left, select Report an Incident or Emergency and fill out the “SU Incident Activation - Create Entry” form.

  1. Is the incident you are reporting related to an existing incident that has already been reported? If "yes," Select Yes for "Do you want to link Incident(s)?" 
    Example: A fire in a building has already been reported. If you are reporting flooding as a result of the sprinkler system being activated, this should be linked to the existing incident.
  2. Then click All Active Incidents to select the existing incident to link the reports.
  3. If the answer is "No" there is not an existing incident, select No and a new Incident ID will automatically be generated for this incident. For the “Reported By” field, select the icon for a list of members or select me.
  4. Fill in incident-related information: date/time, hazard/incident type, summary, potential impacts.
  5. Select which DOCs are affected. 
    IMPORTANT:All DOCs listed will receive an email notification.
  6. Select a location from the Stanford list of addresses/buildings or select from a map or use “Add A Location” if one doesn't appear in the address/building list.
  7. If your DOC will be activated for this incident, Select Yes for DOC Activation. This will send a notification to members of YOUR DOC that the DOC has been activated.

Watch the video:

Request STAT support in the Report an Incident or Emergency form

  1. If you require support from the STAT, you can request STAT activation by selecting Yes for "Escalate Response to STAT."
  2. If "Yes," this will send a notification to STAT members to respond.
  3. Complete the “Report an Incident or Emergency” form and click "Submit" in the lower right.
  4. If you are not prepared to submit the form at this time, you can "Save as Draft" and come back to the form when ready to submit by (HOLD waiting on instructions from Veoci on how to access a saved DRAFT form)

Access incident information

There are three different ways to access incident information:

  1. In the list of “Active Incidents - <Your DOC Name>,” click the name of the incident to open the detailed view for an incident.
  2. In the list of “All Active Incidents,” click on the name of the incident to open the detailed view for an incident.
  3. On the Incident Map, hover over an icon to see the incident name. Click on the icon to open the detailed view.

Initiate an incident roster

  1. On the CardinalShield IM DOC dashboard, under "DOC Actions," click the tile titled "Initiate DOC Roster." This will open a new form.
  2. If an incident has already been submitted for this event, select Yes to "Do you have an incident created from this roster?"
  3. Click SU-Incident Activation and then select the incident from the list of current incidents. If this is for your DOC, leave the next option on the default setting for "DOC."
  4. If the roster is for your DOC, leave DOC selected as the Activation Level.
  5. To select roster positions/roles (DOC), for a full DOC activation, click Select All. Note: The list is created from the list provided to the CardinalShield Administrator by your DOC.
  6. To clear any existing entries, select Yes for "Do you want to remove previous check-in positions/roles?" Note: It is recommended that you do this when activating for a new incident.
  7. This will activate an option  to "Initiate Removal."  Click Initiate Removal. On the next page, select Remove. Then select the first check box in the upper left to select all open positions.
  8. In the lower right of the screen, select Add Selected Entries.
  9. On the next screen, in the lower right, select Submit. This should return you to the "Initiate Roster" form. In the lower right, select Submit.
  10. The roster is now active.
  11. When individuals join the DOC room, they can claim their role by scrolling to the Roster Check-In section. On the left side, click the RED box next to the appropriate role to claim that position. The box on the right should then show the role and the identified individual. This builds the DOC Roster one person at a time.

Watch the video:

Clear a DOC Roster

  1. On the CardinalShield IM Dashboard, click Clear DOC Roster under DOC Actions.
  2. Once in the form, select Remove to select the positions to clear.
  3. You can either click the box in the upper left hand corner to select all positions, or only select the positions you want to clear individually.
  4. Click Add Selected entries.
  5. Click Submit.

Watch the video:

Create incident tasks for the DOC team

To create a task in your DOC, fill out and submit the “Create Task” form. Task details can be tracked on the "DOC Tasks-Current Incident" tile.

Watch the video:

Start a DOC Zoom call in CardinalShield

  1. If your DOC has set up a standing Zoom conference call for your DOC, simply click Start/Join a DOC Zoom Call and you will automatically be placed into your DOC Zoom call.
  2. If your DOC has not set up a Zoom call in advance, the link will simply take you to the Stanford Zoom interface where you will need to start a Zoom and share the call details with your DOC partners.
  3. You can send out Zoom invitations, as usual in the Stanford Zoom interface outside of CardinalShield or share them in the DOC Cockpit for other DOC members to see.

Request resources

  1. The Resource Request Dashboard includes a form to "Create a Resource Request."
  2. You can track resources requested by other DOCs, which you may be able to fulfill and resources requested by your DOC.
  3. Select the environment for the request.

Use the incident action planning (IAP) process

  1. DOCs have the ability to create a local Incident Action Plan for a specified Operational Period to help with managing an event. This is usually done immediately during or after your management team convenes to triage the event and set priorities and action plans. To start the process, click the IAP Dashboard tile under DOC Actions.
  2. The IAP Dashboard includes tools to create an IAP.  To start, click Create an Operational Period in the IAP menu. Indicate the Start and End times for your Operational Period.
  3. Then click Create DOC IAP and fill in the information on the DOC IAP form. Many of the fields are optional to use. Complete those that are helpful and simply ignore those that you will not be using.
  4. The IAP form includes an approval process. When the signature is applied, indicate yes or no to publish the IAP to other DOCs. This will allow other DOCs to see your IAP. If you do not wish other DOCs to see your IAP, do not publish it.
  5. Select Create to finalize the IAP for that operational period.
  6. The IAP Dashboard displays your DOC IAP for each operational period and the most recent IAP. IAPs published by other DOCs are also listed on the dashboard.

Use incident maps

  1. Go to the Incident Map on the DOC dashboard. The main map display will show all active incidents.
  2. When an incident is reported, an icon will appear on the map indicating the incident location. Hover over the icon for a quick summary of the incident.
  3. Click on the icon to open a window with all of the incident details.
  4. To comment on an incident click Show Toolbox on the right side of the screen, which will slide open a panel on the right side.
  5. Click Comments along the top to open the SLACK style chat tool to comment on the incident. Use the "@name" feature to direct a comment to a specific individual.

Maintain situational awareness

Click this button to access multiple Situational Awareness resources including:

  • Earthquakes
  • Power Outages
  • Responding Local, State Partners
  • Stanford in the News
  • Transportation / Traffic
  • Weather
  • Wildfires, Smoke & Air Quality
     

Submit a question for consideration by the STAT or EOC Policy Group

  1. On the DOC dashboard, under DOC Actions, select Submit a Policy Question.
  2. Fill out the form and submit it to send a question to the STAT or EOC.
  3. An approval from a DOC Approver is needed to submit the form.
  4. The DOC dashboard includes a list of DOC Policy Questions Submitted and DOC Policy Questions Answered. The display shows questions from your DOC and other DOCs.

Watch the video:

Chat in real-time with the DOC team and with other DOCs using CardinalShield

  1. From any dashboard in the DOC room, go to the square blue box in the upper right corner. This is the change room view button.
  2. Select Cockpit to go to a chat room with conversation threads.
  3. Use the convention @name to chat with someone from Stanford outside of your DOC or specifically to someone in your DOC.
  4. To return to your home Dashboard, select the same light blue button in the upper right and select Dashboard.

Upload files to CardinalShield IM

  1. On the far left of the screen, hover your mouse over the icon that looks like two pieces of paper on top of each other. This will slide open a menu that includes an icon for Files.
  2. Click Files to open a feature for storing files within CardinalShield for use during emergency events. Use this tool to upload EOC incident documents to CardinalShield.

Create and publish an after action report (AAR)

The AAR Dashboard contains a form to create, approve, and publish a DOC AAR. The dashboard also includes lists to view all AARs and the most recent AAR.

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