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IM Training Library for STAT Members

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 STAT/EOC dashboard, under the "STAT Operations" 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)?
  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. 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. 

Initiate  STAT incident roster  or an EOC roster

  1. Select Initiate STAT Roster.
  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.
  4. Leave the Activation Level set to “STAT”.
  5. To select roster positions/roles, for a full STAT activation, click Select All.
  6. Or, to only activate specific positions,  click into the field to see a list of STAT positions and select those to include in the roster.
  7. To clear any existing entries, select Yes for "Do you want to remove previous check-in positions/roles?" It is recommended that you do this when activating for a new incident.
  8. If “yes”, this will activate an option "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.
  9. In the lower right of the screen, select Add Selected Entries.
  10. 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.        
  11. The roster is now active.                                                 
  12. When individuals join the STAT room, they can claim their role and indicate the organization they are representing by scrolling to the Roster Check-In section. On the left hand side, click the RED box next to the appropriate role to claim that position. This will move the position to the right hand box and indicate the person representing that organization. The box on the right should then show the role and the identified individual. This builds the active STAT Roster one person at a time.

    NOTE: Use these same instructions after selecting “Initiate EOC Roster” if the STAT activates the EOC.

Convene STAT meetings, prepare a meeting agenda

  1. Select Meetings & Minutes and fill out the form.
  2. Scroll down to view "Upcoming Meetings" and access meeting minutes.

Activate the EOC from CardinalShield IM

  1. In  STAT Operations, select View Incidents/Events.
  2. On the Incident Tracking dashboard, select Activate EOC (red button).
  3. Fill out the form starting by selecting from the list of DOC activation entries.
  4. Launch the EOC by selecting Yes and submit the form.​

Start a STAT Zoom call in CardinalShield

  1. Select Start/Join STAT Zoom Call. This takes you directly to the Stanford Zoom call interface.
  2. Note that the AlertSU STAT alert notification still includes a direct link to join the STAT Zoom call.
  3. You can send out Zoom invitations, as usual in the Stanford Zoom interface outside of CardinalShield or share a link in the STAT Cockpit for other STAT members to see.​

View incidents/events

  1. Select View Incidents/Events.
  2. Use the dashboard to view “Active Incidents” and “All Incidents.”
  3. Select from the list on All Incidents to view details about all active university incidents.
  4. Go to the Incident Map, which will include an icon for each active incident.

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.

Answer a policy question to the STAT or EOC Policy Group

  1. Select DOC Policy Questions.
  2. Look for questions listed under “Policy Questions Pending STAT/EOC Review.”
  3. Select the pencil icon/edit pencil to the left of the list entry to be reviewed.
  4. Review the “Issue/Concern Description.”
  5. Scroll down to “STAT/EOC Response Details” and enter the response.
  6. There are two options at this point.  
    • Answered - if the STAT/EOC was able to officially answer the question without having to seek Policy group input, simply mark the issue as Answered. Sign the response. Click “Confirm” and click Submit to Next Step in the lower right. Confirm the response and click Ok.
    • Policy Group - if the question will be forwarded to the Policy Group for their discussion and response, select Policy Group. Then sign the form. Click Confirm. Select the Policy Group Member/List at the bottom and then submit the form by selecting Submit to Next Step in the lower right. Confirm the response and click Ok.
  7. You can also send the request back to the DOC for further DOC review by selecting Send Back to Previous Step in the lower right corner. There will be two options to send the issue back 1) DOC Approval or 2) Issue/Concern Description. Select Issue Concern/Description if the DOC needs to amend the request.
  8. It is also possible to Chat/Comment on the issue with the sender by clicking Show Toolbox, vertically displayed along the right side of the window. This will open a window that has several features. Along the top will be “Comments,” “Steps,” “Info,” and “History.” Select Comments if the Chat window is not immediately visible. Enter comments or questions. Use the “@name” feature to direct comments to specific individuals.       
  9. Questions forwarded to the Policy group will be elevated to the “Policy Questions Pending Policy Group Review.”
  10. Return to STAT Operations or EOC Operations, depending on which is activated for the incident.

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

Manage incident action planning

  1. Select “STAT IAP Dashboard.
  2. The IAP Dashboard includes tools to create an IAP.  First, fill in the form to “Create an Operational Period for the IAP.”
  3. Select Create STAT IAP.
  4. Fill in the information on the STAT IAP form.   
  5. The IAP form includes an approval process. When the signature is applied, indicate yes or no to publish the IAP to other DOCs.
  6. Select Create to finalize the IAP for that operational period.
  7. 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.

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 the STAT or specifically to someone on the STAT.
  4. To return to your home Dashboard, select the same light blue button in the upper right and select Dashboard.

Create an announcement

Click on the grey circle with the “+” symbol in the lower right corner of the Announcement box to create a new announcement.

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 STAT incident documents to CardinalShield.

Create and publish an after action report (AAR)

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