ML22263A369

Alert and Notification System Evaluation Report - ANS Evaluation Redacted Pages96-190

ML22263A369
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Site:	Surry
Issue date:	05/01/2022
From:	Cindy Rosales-Cooper Policy and Oversight Branch
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Rosales-Cooper C
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ML22263A343	List: ML22263A361 ML22263A364 ML22263A369 ML22264A085
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Download: ML22263A369 (96)

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2 wireless providers is voluntary, but those that offer the service must adhere to the technical and operational requirements established by the FCC. Authorized public safety officials send the alerts through FEMA's Integrated Public Alert and Warning System (IPAWS) to wireless providers, which then push the alerts from cell towers to mobile devices in the affected area. The alerts appear like text messages on mobile devices.

(7-260 EAS & WEA Activation and 7-261 EAS & WEA Test Activation Procedures hyperlink)

3. VDEM Public Alerting and Notification System (PNS): PNS is a state-level public alert system that uses a database of telephone numbers and associated addresses to deliver geo-targeted emergency alerts to a specific geographic area via landline telephones and other communication methods, such as mobile and VoIP telephone records. The VDEM Public Notification System alerts residents and businesses in the host and risk jurisdictions for nuclear power stations by sending a text-to-speech message to telephones and mobile devices.

4. Systems used to perform Alert and Warning functions:

a.

Everbridge (Public Alerting Org): Commercial software application that includes statewide IPAWS functionality and nuclear risk jurisdiction PNS functionality.

b. IPAWS Technical Support Services Facility (TSSF): IPAWS TSSF, also known as IPAWS Lab, is a closed environment capable of demonstrating EAS and WEA messaging and providing technical support to alerting authorities. The IPAWS Lab is also used for alert and warning functional assessment, alert dissemination validation, training, procedural and process evaluation, and establishing functional requirements.

c.

Emergency Management Network (EMnet): Secondary IPAWS vendor with terrestrial internet connectivity with satellite backup. It allows users to send messages to individual stations, groups, or all stations, and provides confirmation of delivery. (7-250 EMnet Procedures and 7-251 EMNet Test Procedures hyperlink)

B. Public Alert and Warning Options

1. EAS Transmission only - In some instances, an EAS activation will result in the transmission of emergency messaging to local broadcast channels without the use of additional alerting mechanisms.

2. WEA and EAS Transmission - In instances in which XXX criteria are met, a WEA message will accompany the transmission of an EAS in order to increase the XXX.

3. WEA/PNS and EAS Transmission - In instances involving nuclear power station emergencies that result in the issuance of protective actions for the public, an activation of the PNS (Everbridge Resident Connection) will accompany the WEA and EAS transmission.1 1 For step by step procedures on public alert and warning for nuclear power stations, including the use of Resident Connection data, refer to 4-030 Radiological Emergency Procedures.

3 C. Public Alert and Warning Authorizations

1. Designated State Activation Officials The following officials have authorization to activate EAS at the state level. Their authority cannot be delegated to subordinates. For Richmond Extended activations, the same list applies although officials 1-11 will most likely not be involved.

a.

Governor of the Commonwealth of Virginia

b. State Coordinator, VDEM c.

Chief of Staff, Office of the Governor of Virginia

d. Secretary of Public Safety and Homeland Security e.

Virginias designated Homeland Security Advisor f.

Chief Deputy State Coordinator, VDEM

g. Deputy State Coordinator of Disaster Services, VDEM

h. Virginia Emergency Support Team (VEST) Bureau Chief, VDEM i.

Planning Division Director, VDEM j.

Operational Planning Branch Chief, VDEM k.

Virginia State Police (VSP)

2. Situations for Which EAS May Be Activated Any emergency situation where the immediate dissemination of information is likely to result in the saving of lives or poses an extraordinary threat to the safety of life and property. Examples are, but not limited to, tornadoes, flash floods, icing conditions, heavy snowstorms, widespread fires, discharge of toxic gases, widespread power failures, industrial explosions, civil disorders, toxic spills, aircraft crash, nuclear incidents and Americas Missing: Broadcast Emergency Response (Amber) Alerts. Amber Alerts are originated by VSP.

Related Documents x

SAU Equipment Manual #2 - Comlabs EMnet Remote Station Software Users Manual x

Commonwealth of Virginia EAS Plan Book (October, 6 2017) x 7-XXX Communications Platforms - Periodic Testing Procedures x

SAU Systems: Login Credentials List x

Virginia Federal Information Processing Standards (FIPS) Codes x

Federal Emergency Management Agency National Radio System (FNARS) Procedures x

VEOC Communications Circuit Failure Master Log x

VA-EAS.org Website: http://www.jmu.edu/wmra/eas/index.html Procedure A. EAS only transmissions

1. EAS - Primary Method (Everbridge)

When transmitting an EAS message using the Everbridge, the SAU Analyst will:

a.

Log into Everbridge.

4

b. Click on VDEM (VDEM-Dispatcher) located at the top right corner of page c.

Hover the cursor over VDEM - Public Alerts under ORGANIZATION(S).

d. Click on VDEM-Public Alerts Dispatcher under ROLES e.

Click on the New Notification button.

f.

For the Title and Text body fields, complete by typing out the title and body of the message.

i. Do NOT copy and paste text from a web page or Word document.

ii. If the text comes from a web page or Word document, open Notepad and copy the text into Notepad.

iii. Then copy the text from Notepad and paste the text into the Title and/or Text body fields.

g. Click on Attach Files to add an attachment.

i.

Up to five (5) files totaling two (2) megabytes can be added.

ii.

FEMA's audio requirements are

1. MP3 files saved in single channel mono at a sample rate of 44100Hz

2. 118 seconds or less in length

h. Under Publishing Options, select Emergency Alert System (EAS) as the CAP Channel i.

The CAP Channels (EAS) box will appear below.

ii.

EAS column will appear at the right-hand side of the fields.

iii.

The gray bullets indicate the applicable fields to the EAS channels.

i.

Click on the Live button.

j.

Enter the Live PIN using the credentials for EAS and/or WEA - Everbridge found on the SAU Systems: Login Credentials List.

k.

Message Category field, select the appropriate category. If more than one applies, select the most appropriate category.

l.

Event Name field, select the appropriate event type. For more information, see the FEMA Event Code Descriptions for Use with IPAWS.

m. Urgency field, select the appropriate option.

i.

Immediate: Responsive action should be taken immediately. Applicable for EAS and WEA.

ii.

Expected: Responsive action should be taken soon (within next hour).

Applicable for EAS and WEA.

iii.

Future: Responsive action should be taken in the near future. Applicable for EAS only.

iv.

Past: Responsive action is no longer required. Applicable for EAS only.

v.

Unknown: Urgency not known. Applicable for EAS only.

n. Severity field, select the appropriate option.

i.

Extreme: Extraordinary threat to life or property. Applicable for EAS and WEA.

ii.

Severe: Significant threat to life or property. Applicable for EAS and WEA.

iii.

Moderate: Possible threat to life or property. Applicable for EAS only.

iv.

Minor: Minimal to no known threat to life or property. Applicable for EAS only.

v.

Unknown: Severity unknown. Applicable for EAS only.

o. Certainty field, select the appropriate option.

5 i.

Observed: Determined to have occurred or to be ongoing. Applicable for EAS and WEA.

ii.

Likely: Probability is greater than or equal to 50%. Applicable for EAS and WEA.

iii.

Possible: Probability is less than 50%. Applicable for EAS only.

iv.

Unlikely: Not expected to occur. Applicable for EAS only.

v.

Unknown: Certainty unknown. Applicable for EAS only.

p. Expires field, select the appropriate hourly duration of the event.

q.

Web Link field, type in a hyperlink for EAS messages, if requested.

r.

U.S. Time Zones field, select Eastern Time Zone.

s.

Affected Region SAME code(s) field, select all applicable areas to be notified of the event by clicking on the box next to the option. Note: EAS relies only on FIPS/SAME codes, and does not recognize polygons or circles. Up to 31 FIPS codes can be included in one alert.

t.

Remove Contact Layers by:

i.

Scroll down to the Contacts and click on Map.

ii.

Click on Select Contacts to view the menu.

iii.

Click on Contact Layers under the View Contacts section.

iv.

In the Contact Layers window, uncheck the

1. Static Location

2. Last Known Location

3. Expected Location v.

Ensure all Record Types do not have a check mark.

u. Ensure the Broadcast duration field is the same as the Expires field.

i.

To check the Broadcast duration field, click on More options in the Settings section to locate the field.

ii.

To edit the Broadcast duration field:

1. Click on Edit in the Settings section.

2. Click on More options.

3. Select the appropriate duration in hours.

v.

Scroll to the bottom and click on the Send button. WRVA and local broadcasters will immediately interrupt their programming and broadcast.

w. Ensure the EAS was sent successfully:

i. Click on the title of the EAS message.

ii. Click on the CAPS Channels tab.

iii. Ensure the Publishing Status field is EAS 500-Message successfully sent to EAS or follow guidance associated with the code. If the Publishing Status field does not display this message after troubleshooting

1. Contact the FEMA IPAWS Lab at

2. Notify the VDEM Operational Planning Branch Chief

3. Skip to the Technical Problems section.

x.

Monitor message transmission on:

i.

WRVA radio (https://player.radio.com/listen/station/newsradio-1140-wrva) or ii.

FNARS and local television station(s) to verify EAS activation. To operate FNARS, refer to the FNARS Procedures in the Application & Equipment Tab of the SAU SOP.

y.

Email the following VDEM personnel:

6

i. Sr VDEM Staff group ii. Email the on-call VEST Team Lead iii. Email the impacted VDEM Region(s) iv. Email the VDEM Operational Planning Branch Chief z.

Document all information including EAS scroll activation time(s) and actions taken into the WebEOC Daily Operations Log.

aa. When the emergency event is terminated, send a closing email to all previously contacted VDEM personnel and update the WebEOC Daily Operations Log entry.

7

2. EAS - First Alternate (EMnet EAS Encoder)

When transmitting a(n) EAS message using the EMnet EAS Encoder, the SAU Analyst will:

a.

If needed, notify the OPBC or designee to assist with the process.

b. From the EMnet terminal, ensure the EMnet satellite dish icon on the bottom taskbar is green. If the EMnet satellite dish icon is red, refer to the Technical Problems section in the EAS & WEA Activation Procedures.

c.

Click on the Windows Start icon.

d. Click on Message Manager.

e.

From the EMnet Message Manager window, click on the Compose EAS button.

f.

If applicable, click on the Quick Alert button to access the appropriate saved template.

g. Click on the dropdown menu under Choose Alert Type and select the appropriate alert type based on the event

h. Click on the dropdown menu under Alert Duration and select the appropriate duration. The alert duration is the time an alert is valid from the creation of the alert and is measured from the time the message is sent.

i.

Click on the Choose Destinations button and select the appropriate search:

i.

If by county, select By County and click on the appropriate county under Available FIPS destinations. Click on the Add button and the selected area will appear under Specified Destination Addresses.

ii.

If by FIPS, select By FIPS code and click on the appropriate FIPS code under Available FIPs destinations. Click on the Add button and the selected area will appear under Specified Destination Addresses.

iii.

Click on the OK button. In the EMnet EAS Encoder window, the selected areas will appear in the Areas to Alert box.

j.

Message Type, Event Category, Urgency, Severity, and Certainty fields will be completed automatically based on alert type selected. These fields can be changed by clicking on the dropdown menus.

k.

If applicable, add a Uniform Resource Locator (URL) in the URL for Additional Information field for EAS messages.

l.

Type an appropriate title for the message in the Headline field.

m. If a Quick Alert is not used, type in the text to be transmitted via EAS message in the Description field. The EAS message must be at least 40 characters and spell check is automatic.

n. Type data for Recommended action to be taken if desired-one or more recommended public protective actions.

o. Click on the dropdown menu under Siren Activation and select None.

p. Click on the dropdown menu under Repeat Voice Message and select appropriate cycle - 2 times is preferred.

q. To record an audio message:

i.

Click on the Record Audio button.

ii.

Make sure the microphone is on.

iii.

Click on the Record button.

iv.

Read the text in the Description field into the microphone.

v.

Click on the Stop button when complete.

8 vi.

Click on the Play button to ensure the audio is correct, audible, and less than 118 seconds.

vii.

When the audio is correct, click on the Done button and the audio file is added to the alert. Ensure the Record Audio button is green.

r.

To attach a prerecorded audio message:

i.

Click on the Pre-recorded Audio button.

ii.

Click on the appropriate file. Ensure it is the original audio file.

iii.

Click on the Open button to add the audio file to the alert. Ensure the Pre-recorded Audio button is green.

s.

Proofread the text and listen to the audio for accuracy.

i.

If an error is made, click on the Clear Alert button and ii.

Repeat instructions in section q (Above) t.

Click on the Activate button.

u. In the Distribution Channel(s) box, select EMnet EAS.

v.

After selecting the appropriate channel(s), click on the OK button.

w. Enter the password using the credentials for EAS and/or WEA - EMnet found on the SAU Systems: Login Credentials List.

x.

Click on the Confirm button to transmit the message. WRVA and local broadcasters will immediately interrupt their programming and broadcast.

y.

To exit the EMnet EAS Encoder window, click on the X in the top right.

z.

Monitor message transmission on:

i. WRVA radio (https://player.radio.com/listen/station/newsradio-1140-wrva) or ii. FNARS and local television station(s) to verify EAS activation. To operate FNARS, refer to the FNARS Procedures in the Application & Equipment Tab of the SAU SOP.

aa. Email the following VDEM personnel:

i. Sr VDEM Staff group.

ii. On-call VEST Team Lead.

iii. On-call VEST Operations Section Chief iv. Impacted VDEM Region(s).

v. Operational Planning Branch Chief.

bb. Document all information including EAS scroll activation time(s) and actions taken into the WebEOC Daily Operations Log.

cc. When the emergency event is terminated, send a closing email to all previously contacted VDEM personnel and update the WebEOC Daily Operations Log entry.

3. EAS - Second Alternate (IPAWS Lab)

When transmitting an EAS message using the IPAWS Lab, the SAU Analyst will:

a.

Notify the FEMA IPAWS Lab at to request the FEMA IPAWS Lab transmit an EAS or/and WEA message on behalf of the Virginia Department of Emergency Management.

b. For EAS messages, monitor WRVA radio (https://player.radio.com/listen/station/newsradio-1140-wrva) or on FNARS and local television station(s) to verify EAS activation. To operate FNARS, refer to the FNARS Procedures in the Application & Equipment Tab of the VEOC SAU SOP.

c.

Email the following VDEM personnel:

i. Sr VDEM Staff group.

9 ii. On-call VEST Team Lead iii. On-call VEST Operations Section Chief iv. Impacted VDEM Region(s)

v. Operational Planning Branch Chief

d. Document all information including EAS scroll activation time(s) and actions taken into the WebEOC Daily Operations Log.

e.

When the emergency event is terminated, i.

Send a closing email to all previously contacted VDEM personnel and ii.

Update the WebEOC Daily Operations Log entry.

4. EAS - Third Alternate (Non-Electronic)

When transmitting an EAS message using the non-electronic method, the SAU Analyst will:

a.

Receive the request from the caller by obtaining the following:

i. Callers name ii. Agency or local government affiliation iii. Title iv. Call back number

v. Nature of the emergency and area impacted vi. Specific instructions the caller requests to have broadcast

b. For local EAS events if the locality is NOT within the Richmond Extended Area, advise the caller to contact their local EAS station directly.

c.

The list of jurisdictions in the Richmond Extended Area includes is included in the Commonwealth of Virginia EAS Plan and summarized in the table below:

10 Virginia EAS - Richmond Extended Ope ration Area Caroline County Hanover County Northumberland County Charles City County Henrico County Petersburg City Chesterfield County Hopewell City Powhatan County Colonial Heights City King and Queen County Prince George County Dinwiddie County King William County Richmond City Emporia City Lancaster County Richmond County Essex County Louisa County Southampton County Goochland County Middlesex County Sussex County Greensville County New Kent County Westmoreland County

d. Advise the caller that you will have the on-call VEST Operations Section Chief make contact with them at the number provided.

e.

Immediately contact the on-call VEST Operations Section Chief and relay to him/her request information received.

f.

If needed have the on-call VEST Operations Section Chief and WRVA exchange information.

g. Once confirmation for the activation and the direct information to broadcast is received from the on-call VEST Operations Section Chief, contact WRVA via telephone at

. Use the following format with WRVA:

This is the Virginia Emergency Operations Center with a request to activate the Virginia Emergency Alert System for a(n)

Emergency reference (Describe nature of the emergency). The Authenticator word is (Provide EAS code word located in the Communications Resource Manual Volume I, EAS Section).

h. Notify the Associated Press (AP) Broadcast Desk at i.

AP is not staffed from 0100 hours0.00116 days <br />0.0278 hours <br />1.653439e-4 weeks <br />3.805e-5 months <br /> to 0600 hours0.00694 days <br />0.167 hours <br />9.920635e-4 weeks <br />2.283e-4 months <br /> ii.

After reaching the AP Broadcast Desk, provide the information on the emergency, giving the authenticator information as requested by AP.

iii.

The Authenticator word is located in EAS section of the Communications Resource Manual, Volume I.

i. To verify EAS activation and confirm transmission, monitor i.

WRVA radio (https://player.radio.com/listen/station/newsradio-1140-wrva) ii.

FNARS and local television station(s). To operate FNARS, refer to the FNARS Procedures in the Application & Equipment Tab of the SAU SOP.

j. Email the following VDEM staff:

i.

Sr VDEM Staff group ii.

On-call VEST Team Lead iii.

On-call VEST Operations Section Chief iv.

Impacted VDEM Region(s) v.

Operational Planning Branch Chief

k. Document all information including EAS scroll activation time(s) and actions taken into the WebEOC Daily Operations Log.

l. When the emergency event is terminated:

i.

Notify WRVA and AP ii.

Send a closing email to all previously contacted VDEM personnel iii.

Update the WebEOC Daily Operations Log entry

11 B. WEA and EAS Transmissions

1. WEA/EAS - Primary Method (Everbridge)

When transmitting a WEA and EAS message using the Everbridge, the SAU Analyst will:

a.

Log into Everbridge.

b. Click on VDEM (VDEM-Dispatcher) located at the top right corner of page c.

Hover the cursor over VDEM - Public Alerts under ORGANIZATION(S).

d. Click on VDEM-Public Alerts Dispatcher under ROLES e.

Click on the New Notification button.

f.

For the Title and Text body fields, complete by typing out the title and body of the message.

i. Do NOT copy and paste text from a web page or Word document.

ii. If the text comes from a web page or Word document, open Notepad and copy the text into Notepad.

iii. Then copy the text from Notepad and paste the text into the Title and/or Text body fields.

g. Click on Attach Files to add an attachment.

i. Up to five (5) files totaling two (2) megabytes can be added.

ii. FEMA audio requirements:

1. MP3 files saved in single channel mono at a sample rate of 44100Hz

2. 118 seconds or less in length

h. Under Publishing Options, select i.

Emergency Alert System (EAS) AND ii. Wireless Emergency Alerts (WEA) as the CAP Channel iii. The CAP Channels (EAS) box will appear below:

1. EAS and WEA columns will appear at the right-hand side of the fields.

2. The gray bullets indicate the applicable fields to the EAS and WEA channels.

i.

Click on the Live button.

j.

Enter the Live PIN using the credentials for EAS and/or WEA - Everbridge found on the VEOC SAU Systems: Login Credentials List.

k.

For the Message Category field, select the appropriate category. If more than one applies, select the more appropriate category.

l.

For the Event Name field, select the appropriate event type. For more information, see the FEMA Event Code Descriptions for Use with IPAWS.

m. WEA message only: The WEA Handling field will automatically select a default value based on the selected Event Name n.

Urgency field choice will be Immediate: Responsive action should be taken immediately. Applicable for EAS and WEA.

o. Severity field choices include:

i. Extreme: Extraordinary threat to life or property. Applicable for EAS and WEA.

ii. Severe: Significant threat to life or property. Applicable for EAS and WEA.

p.

Certainty field choices include:

i. Observed: Determined to have occurred or to be ongoing. Applicable for EAS and WEA

12 ii. Likely: Probability is greater than or equal to 50%. Applicable for EAS and WEA

q. For the Expires field, select the appropriate hourly duration of the event.

r.

For WEA messages, the public will continue to receive the message if they enter the area of the alert before it expires. This time should be the same or shorter than the Broadcast duration field time under Settings to ensure the alert could be stopped or extended.

s.

The Headline field will automatically populate with the text from the Title field.

t.

For the WEA English Message (Required - 90 characters) field:

i. Type out the WEA message or clicking on Load message text to copy the message from the Text body field.

ii. Do NOT copy and paste text from a web page or Word document. If the text comes from a web page or Word document, open Notepad and copy the text into Notepad.

iii. Then copy the text from Notepad and paste the text into the WEA English Message (Required - 90 characters) field.

iv. There is a 90-character limit.

v. If requested, add a hyperlink in these fields, not in the Web Link field. If the hyperlink is too long, use https://tinyurl.com to shorten the length. Avoid special characters, as most are rejected.

u. If applicable, click on Add optional WEA message fields to access the following fields. Not all cell phones support 360 characters or Spanish.

i. For the WEA English Message (Optional - 360 characters) field, the WEA English Message (Required - 90 characters field must be filled out to utilize this field.

ii. For the WEA Spanish Message (Optional - 90 characters) field, the user must type in the proper translation, as Everbridge will not translate the message from English to Spanish.

iii. For WEA Spanish Message (Optional - 360 characters), the user must type in the proper translation, as Everbridge will not translate the message from English to Spanish. The WEA Spanish Message (Required - 90 characters field must be filled out to utilize this field.

v.

For the Web Link field, type in a hyperlink for EAS messages, if requested.

w. Do not fill out for WEA messages, as the hyperlink will go in the WEA English/Spanish Message field(s).

x.

For the U.S. Time Zones field, select Eastern Time Zone.

y.

For the Affected Region SAME code(s) field, select all applicable areas to be notified of the event by clicking on the box next to the option. The applicable areas must be selected when using a shape file.

z.

Remove Contact Layers by:

i. Scroll down to the Contacts and click on Map.

ii. Click on Select Contacts to view the menu.

iii. Click on Contact Layers under the View Contacts section.

iv. In the Contact Layers window, uncheck the Static Location, Last Known Location, and Expected Location boxes. Ensure all Record Types do not have a check mark.

v. In the Contacts window, click on the Select button in the right corner.

13 aa. If applicable, add a shape:

i. To draw a shape:

1. From the Contacts window in the step above, ensure the map is zoomed into the appropriate area. Double click on the mouse to zoom.

2. Click on Draw shapes under the Select Contacts section.

3. Click on Polygon or Circle under the Draw Shapes window.

a.

For a polygon:

1. Move the cursor to the appropriate point on the map. The cursor will have a blue circle at the point.

2. Use the left click button on the mouse to drop a point, then move the cursor again to another point and use the left click button to drop another point, and repeat until the polygon shape is complete. Each shape cannot exceed more than 100 points and no boundary lines can overlap. If two shapes are necessary, no two shapes can overlap.

3. Double click on your last point to complete the shape.

b. For a circle:

1. Move the cursor to the appropriate point on the map.

2. Hold the left click button on the mouse to drop a point and expand the size of the circle.

3. Release the left click button when the circle is complete. If two shapes are necessary, no two shapes can overlap.

ii. To upload a shape file:

1. From the Contacts window in the step above, click on Shape Library under Draw Shapes section.

2. Click on the appropriate folder name

3. Click on Load next to the file name iii. To remove a polygon or circle,

1. Click on Remove under Draw Shapes section and click on the shape

2. The shape should turn purple and an X should appear in the shape

3. Click on the X to remove the shape

14 bb. In the Contacts window, click on the Select button.

cc. If the shape is added, the Polygon field should display You have selected polygons in green under CAP Fields.

dd. If applicable, select the appropriate attachment in the Attachment field ee. Ensure the Broadcast duration field is the same as the Expires field.

i.

To check the Broadcast duration field, click on More options in the Settings section to locate the field.

ii.

To edit the Broadcast duration field:

1. Click on Edit in the Settings section

2. Click on More options

3. Select the appropriate duration in hours ff. Scroll to the bottom and click on the Send button. WRVA and local broadcasters will immediately interrupt their programming and broadcast.

gg. Ensure the EAS and WEA message was sent successfully:

i.

Click on the title of the EAS and/or WEA message.

ii.

Click on the CAPS Channels tab.

1. Ensure the Publishing Status field is EAS 500-Message successfully sent to EAS or 600-Message successfully sent to WEA or follow guidance associated with the code.

2. If the Publishing Status field does not display this message after troubleshooting:

a.

Contact FEMA IPAWS Lab at

b. Notify VDEM Operational Planning Branch Chief c.

Skip to the Troubleshooting section hh. Confirm EAS messages either on:

i.

WRVA radio (https://player.radio.com/listen/station/newsradio-1140-wrva) or ii.

FNARS and local television station(s) to verify EAS activation. To operate FNARS, refer to the FNARS Procedures in the Application & Equipment Tab of the SAU SOP.

ii. For WEA messages, check activate alerts at https://warn.pbs.org/.

jj. Email the following VDEM personnel:

i. Sr VDEM Staff group.

ii. On-call VEST Team Lead.

iii. Impacted VDEM Region(s).

iv. Operational Planning Branch Chief.

v. OPBC kk. Document all information including EAS scroll activation time(s) and actions taken into the WebEOC Daily Operations Log.

ll. When the emergency event is terminated, send a closing email to all previously contacted VDEM personnel and update the WebEOC Daily Operations Log entry.

15

2. WEA/EAS - First Alternate (EMnet EAS Encoder)

When transmitting a WEA/EAS message using the EMnet EAS Encoder, the SAU Analyst will:

a.

If needed, notify the OPBC or designee to assist with the process.

b.

From the EMnet terminal, ensure the EMnet satellite dish icon on the bottom taskbar is green. If the EMnet satellite dish icon is red, refer to the Technical Problems section in the EAS & WEA Activation Procedures c.

Click on the Windows Start icon d.

Click on Message Manager e.

From the EMnet Message Manager window, click on the Compose EAS button.

f.

If applicable, click on the Quick Alert button to access the appropriate saved template.

g.

Click on the dropdown menu under Choose Alert Type and select the appropriate alert type based on the event.

i. If applicable, a WEA message will not transmit if required monthly test or required weekly test is selected for the alert type.

ii. Do NOT transmit a WEA message without the consent of the VDEM Operational Planning Branch Chief.

h.

Click on the dropdown menu under Alert Duration and select the appropriate duration. The alert duration is the time an alert is valid from the creation of the alert and is measured from the time the message is sent.

i.

Click on the Choose Destinations button and select the appropriate search:

i.

If by county, select By County and click on the appropriate county under Available FIPS destinations. Click on the Add button and the selected area will appear under Specified Destination Addresses.

ii.

If by FIPS, select By FIPS code and click on the appropriate FIPS code under Available FIPs destinations. Click on the Add button and the selected area will appear under Specified Destination Addresses.

iii.

The option to draw or upload a polygon shape for a WEA message only is under By FIPS. The appropriate FIPS codes must be selected when adding a polygon shape.

1. To draw a polygon shape:

i. Click on Add polygon.

ii. Wait for the map to display in the Geo Location window.

iii. Zoom in to the appropriate area by using the plus or minus icons at the top left corner of the window or by using the scroll wheel on the mouse.

When hovering the mouse cursor over the map, a plus sign will appear as the cursor.

iv. Click a point to start the shape.

1. Each subsequent click will add another point that will define the perimeter of the shape.

2. The program will automatically fill the in the space between the points with a blue field.

3. Keep adding points until the desired area is contained within the blue field.

4. Each shape cannot exceed more than 100 points and no boundary lines can overlap.

16

5. If two shapes are necessary, no two shapes can overlap.

v. To remove a shape, left click on the map and select Clear all shape.

vi. When shape is complete, click on Save and Return.

2. To upload a polygon shape file:

i. Click on Add polygon.

ii. Wait for the map to display in the Geo Location window.

iii. Right click on the map and select Load Shape file.

iv. Find and attach the appropriate shape file and click on the Open button.

v. To remove a shape, left click on the map and select Clear all shape.

vi. When the shape file is attached, click on the Save and Return button.

3. If by radius, select By Radius and complete

i. the County of incident, ii. ZIP Code of incident, or iii. Radius in miles fields.

4. To add additional counties, select By County

i. Click on the appropriate county under Available FIPS destinations.

ii. Click on the Add button and the selected area will appear under Specified Destination Addresses.

iii. Return to the By FIPS.

5. Click on the OK button.

6. In the EMnet EAS Encoder window, the selected areas will appear in the Areas to Alert box.

j.

Message Type, Event Category, Urgency, Severity, and Certainty fields will be completed automatically based on alert type selected. These fields can be changed by clicking on the dropdown menus. When transmitting a WEA message:

i.

Urgency field must be Immediate or Expected ii.

Severity field must be Extreme or Severe iii.

Certainty field must be Observed or Likely k.If applicable, add a Uniform Resource Locator (URL) in the URL for Additional Information field for EAS messages.

Do not fill out for WEA messages, as the hyperlink will go in the Mobile Text (for WEA distribution) field.

l.

Type an appropriate title for the message in the Headline field.

m.

If a Quick Alert is not used, type in the text to be transmitted via EAS message in the Description field. The EAS message must be at least 40 characters and spell check is automatic.

n.

For a WEA, type general information into the Mobile Text field.

i. The message must be under 90 characters with no special characters; only commas and periods.

ii. If requested, add a hyperlink in this field, not in the URL for Additional Information field.

iii. If the hyperlink is too long, use https://tinyurl.com to shorten the length.

o.

Type data for Recommended action to be taken if desired-one or more recommended public protective actions.

p.

Click on the dropdown menu under Siren Activation and select None.

17 q.

Click on the dropdown menu under Repeat Voice Message and select appropriate cycle - 2 times is preferred.

r.

To record an audio message:

i. Click on the Record Audio button.

ii. Make sure the microphone is on.

iii. Click on the Record button.

iv. Read the text in the Description field into the microphone.

v. Click on the Stop button when complete.

vi. Click on the Play button to ensure the audio is correct, audible, and less than 118 seconds.

vii. When the audio is correct, click on the Done button and the audio file is added to the alert.

viii. Ensure the Record Audio button is green.

s.

To attach a prerecorded audio message:

i. Click on the Pre-recorded Audio button.

ii. Click on the appropriate file. Ensure it is the original audio file.

iii. Click on the Open button to add the audio file to the alert.

iv. Ensure the Pre-recorded Audio button is green.

t.

Proofread the text and listen to the audio for accuracy.

u.

If an error is made, click on the Clear Alert button and repeat instructions for step 15.

v.

Click on the Activate button.

w.

In the Distribution Channel(s) box, select ALL three:

i. EMnet EAS ii. IPAWS EAS iii. IPAWS WEA iv. After selecting the appropriate channel(s), click on the OK button.

x.

If transmitting a WEA message, type yes in the box.

y.Enter the password using the credentials for EAS and/or WEA - EMnet found on the VEOC SAU Systems: Login Credentials List.

z.

Click on the Confirm button to transmit the message. WRVA and local broadcasters will immediately interrupt their programming and broadcast.

aa. To exit the EMnet EAS Encoder window, click on the X in the top right.

bb. Confirm transmission i.

EAS messages:

1. WRVA radio (https://player.radio.com/listen/station/newsradio-1140-wrva) or

2. FNARS and local television station(s) to verify EAS activation. To operate FNARS, refer to the FNARS Procedures in the Application & Equipment Tab of the VEOC SAU SOP.

ii.

WEA messages at https://warn.pbs.org/.

cc.

Email the following VDEM personnel:

i.

Sr VDEM Staff group.

ii.

On-call VEST Team Lead.

iii.

On-call VEST Operations Section Chief iv.

Impacted VDEM Region(s).

v.

Operational Planning Branch Chief.

18 dd.

Document all information including EAS scroll activation time(s) and actions taken into the WebEOC Daily Operations Log.

ee. When the emergency event is terminated:

i. Send a closing email to all previously contacted VDEM personnel and update the WebEOC Daily Operations Log entry.

3. WEA/EAS - Second Alternate (IPAWS Lab)

When transmitting an EAS message using the IPAWS Lab, the SAU Analyst will:

a.

Notify the FEMA IPAWS Lab at 1-84-IPAWSLAB or 1-844-729-7522 to request the FEMA IPAWS Lab transmit an EAS or/and WEA message on behalf of the Virginia Department of Emergency Management.

b. Confirm transmission by monitoring:

i.

EAS message:

1. WRVA radio (https://player.radio.com/listen/station/newsradio-1140-wrva) or

2. FNARS and local television station(s) to verify EAS activation. To operate FNARS, refer to the FNARS Procedures in the Application & Equipment Tab of the SAU SOP.

ii.

WEA message at https://warn.pbs.org/

a.

Email the following VDEM personnel:

i. Sr. VDEM Staff group ii. On-call VEST Team Lead iii. On-call VEST Operations Section Chief iv. Impacted VDEM Region(s)

v. Operational Planning Branch Chief

b. Document all information including EAS scroll activation time(s) and actions taken into the WebEOC Daily Operations Log.

c.

When the emergency event is terminated, i.

Send a closing email to all previously contacted VDEM personnel and ii.

Update the WebEOC Daily Operations Log entry

2 If internal hyperlink fails, refer to 7-400 SAU Computer, Internet, or iPhone Equipment Failure Procedures in the SAU Standard Operating Procedures for detailed instructions.

19 C. Troubleshooting The SAU Analyst will prioritize the delivery of all public alert and warning coordination over complete documentation of the technical problem (or until staffing and workflows allow.)

Once the messaging has been successfully completed, the SAU Analyst can initiate documentation and additional internal notifications.

If a problem occurs with either IPAWS software platform, the SAU Analyst will:

a.

If the problem is with Everbridge:

i.

Contact Everbridge Technical Support at ii.

Contact FEMA IPAWS Lab at

b. If the problem is with EMnet:

i.

Contact Comlabs Technical Support at and the ii.

Contact FEMA IPAWS Lab at

1. Internet Connectivity The SAU analyst should attempt to check the internet connectivity to see if the issue is limited to one position or if all positions are impacted.

a.

If the problem is with the internet, refer to the 7-400 SAU Computer, Internet, or iPhone Equipment Failure Procedures in SAU Standard Operating Procedures. 2

b. Contact VDEM c.

Operational Planning Branch Chief (OPBC)

d. Information Technology Helpdesk e.

Email VDEM staff (if possible):

1. Radiological Planner

2. State Coordinator

3. Chief Deputy Coordinator

4. Deputy State Coordinator of Disaster Services

5. Planning Division Director

6. IT Helpdesk f.

Log trouble ticket in Circuit Failure Master Log (if applicable)

g. Document problem and all actions in WebEOC Daily Operations Log

h. Updates and/or problem resolution:

Internet Connectivity Options The SAU maintains multiple methods to connect to the internet.

In the event that the primary connections is lost, the SAU analyst will attempt to connect one or more computer using the following methods:

1. 791L 73D0 full time hotspot

2. EMnet computer - linked to Comlabs satellite modem

3. SAU and/or SAU analyst mobile device hotspot(s)

Internet outages may impact the functionality of the VOIP phones.

If this occurs, the SAU analyst will attempt to utilize one or more of the options below

1. SAU mobile phone (needed for verification),

2. Issued SAU analyst mobile phones, and

3. SAU Satellite phone(s)

3 If internal hyperlink fails, refer to 7-400 SAU Computer, Internet, or iPhone Equipment Failure Procedures in the SAU Standard Operating Procedures for detailed instructions.

20

1. Email all previously contacted staff

2. Update Communications Circuit Failure Log (if applicable)

3. Updated the WebEOC Daily Operations Log entry

2. Computer Performance The SAU analyst should attempt to check each workstation to see if the issue is limited to one position or if all positions are impacted.

a.

If the problem:

1. Involves more than two computers and

2. Interferes with the ability to conduct The SAU analyst will complete the following

steps3,

b. Log the trouble ticket information into the VEOC Communications Circuit Failure Master Log binder (if applicable).

c.

Notify the following VDEM personnel:

1. On-call VEST Information Technology (IT)

Support.

2. Operational Planning Branch Chief.

d. Email the following VDEM Personnel:

1. State Coordinator.

2. Chief Deputy State Coordinator.

3. Deputy State Coordinator of Disaster Services.

4. Planning Division Director

5. On-call VEST Operations Section Chief

6. VDEM IT Help Desk at vdemithelpdesk@vdem.virginia.gov.

e.

Document problem and all actions in WebEOC Daily Operations Log f.

Updates and/or problem resolution:

1. Email all previously contacted staff

2. Update Communications Circuit Failure Log (if applicable)

3. Updated the WebEOC Daily Operations Log entry SAU operations, Computer Performance Challenges The SAU maintains at least 2 COOP laptops configured to function as replacements for positions 1 & 2.

SAU analysts may also attempt to leverage their issued laptops (which should be mapped to contain both an employee profile and a position 3 profile.

All of the laptops above should be connected to the VDEM network regularly to ensure that they are updated and functional, if need.