Situational Reporting

Situational Awareness and Reporting

The gathering of situational awareness information is to aid the recovery process and ultimately provide the Senior Management Team (Chancellor/Vice Chancellor group) and COOP command a sense of the time required for recovery for each unit during an emergency response.  These Situational Reports (SITREPS) establish the priority and effect of additional campus support resources, if they can be made available.

The unit level SITREPS will help UIC SMT during a response in the following ways:

  • Assess current and potential impact on operations by administrative unit or college on a daily basis;
  • Determine recovery priorities based on unit assessments;
  • Deploy resources to assist in recovery of operations;
  • Estimate time for operations to return to normal after incident;
  • Communicate regularly with faculty, staff, students, and support personnel internally using standard reporting formats;
  • Collect data which can be aggregated or disaggregated for analysis and decision-making;
  • Provide feedback on areas of concern to SMT; and
  • Track impact on critical functions pre-, intra-, and post- incident.

The unit level SITREPS will be completed by each Leader and reported to the Coordinator.  The Coordinator will combine the unit level SITREPS into a summary report for the administrative unit(s) or college(s) and send it to the Operations Section Chief. The Section Chief will discuss the priorities and resource deployments with the Incident Commander based on the information in the SITREPS.  The Incident Commander, under the direction of the SMT, can then modify the SITREP priorities and resource allocations based on the impact tolerance and RTOs.  Recommendations are then included in a report which describes: the size and extent of disruption to campus operations (backlogged services); prioritization of problems identified by the Leader(s); prioritization for special recovery resources based on unit requests; a time-phased schedule for the allocation or re-allocation of campus resources; and the estimated time to eliminate backlogs and return to normal operations.

This information is meant to give the COOP command and the SMT a factual basis upon which they can assess the best approach to efficiently return to normal operations as well as creating a process by which the SMT can develop reasonable information to assure the campus community that a plan exists for recovery.  

The SITREPS are designed to be concise yet comprehensive.  The SITREP template below uses standard terminology that can be applicable across the campus units. This facilitates communication within the COOP branch, as well as communication between the COOP branch and the campus ICS response team.