National Oceanic and Atmospheric Administration
NATIONAL WEATHER SERVICE
Silver Spring, Md. 20910
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U.S. DEPARTMENT OF COMMERCE National Oceanic and Atmospheric Administration NATIONAL WEATHER SERVICE Silver Spring, Md. 20910
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TO: All Holders of Operations Manual
SUBJECT: Transmittal Memorandum for Operations Manual Issuance 86-13
l. Material Transmitted:
WSOM Chapter A-13, Station Duty Manual.
2. Summary:
This is a complete revision of WSOM Chapter A-13, the Station Duty Manual. Many Station Duty Manuals are bulky, hard-to-use and consequently often little used. The intent of the revision is to point the Station Duty Manuals in the direction of a ready reference book. The revised Chapter contains the philosophy of what a Station Duty Manual is and guidance to what it should cover. The Chapter uses the standardized terms in policy statements as required by OML 6-86 dated April 15, 1986.
The recommended organizational outline for the Station Duty Manual is different from the old organizational outline. Some items, such as Introduction, Purpose, and Station Operations Log, are dropped from the Station Duty Manual. Most of the present Station Duty Manuals should basically be renumbering pages. To help in the management of individual office administrative workload, we are providing about a l-year "compliance lead time." All Station Duty Manuals shall be in compliance with this Chapter by November l, 1987.
3. Effect on Other Instructions:
This cancels WSOM Chapter A-13, the Station Duty Manual, WSOM Issuance 74-28 dated December 30, 1974.
Richard E. Hallgren
Assistant Administrator
for Weather Services
Issue Date Org. Code NATIONAL WEATHER SERVICE Part Chap.
12-29-86 W/OM1x1 Operations Manual A-13
STATION DUTY MANUAL
Table of Contents:
1. Purpose
2. General
Exhibits:
* * * * *
1. Purpose. This chapter provides the general guidance for the content or organization, preparation, and maintenance of the Station Duty Manual (SDM).
2. General. The SDM is a set of local office instructions which documents the office operations and describes how the local operations, local managerial and administrative matters, emergency procedures, and the office's assigned programs are to be accomplished. It should be an easy-to-use reference source with cross references to detailed instructions where appropriate. There is no national requirement for a large SDM, the design of an SDM should be in the direction of a ready reference book. Each page of the SDM should be numbered and dated with the date of its preparation. Each National Weather Service field office shall maintain a complete SDM.
3. Responsibility. It is the responsibility of each Meteorologist in Charge, Hydrologist in Charge, or Official in Charge (hereafter referred to as MIC) to ensure that the SDM is complete and kept current. Changes to the SDM are to be made only by the MlC or his/her designate. The hydrologist, the area electronics supervisor, the supervisory meteorological technician the AFOS system manager, program leader, and focal point may be designated to make changes to the manual covering their respective programs. Each area manager is responsible for ensuring the general quality of the SDM's of the Weather Service Forecast Office and its subordinate Weather Service Offices (WSFO) and Weather Service Meteorological Observatories.
4. Content of the Station Duty Manual (SDM). SDM's will vary in content due to the size, scope, and number of station programs. Only those programs, functions, and items pertinent to the particular office shall be contained in that office's SDM. To allow for a rapid familiarization of office procedures by new employees and to enhance locating seldom-used procedures during stress situations, the SDM's should approach a standard in content and organization. To this end, the SDM will:
a. Locally document the office's programs (program operations, instructions, etc.) and office operations (hours of operation, shift hours, shift duties, etc.).
b. Contain standing local office instructions and those area instructions pertinent to the office's operations.
c. Provide instructions, guidance, and references in dealing with administrative actions pertinent and/or routine to the office (second order station management, collection of funds, designation of timekeepers and imprest fund cashiers, handling of administrative matters in the absence of the MIC, etc.).
d. Provide instructions for actions to take for non-operational emergencies (fire, building damage, injury, illness, etc.).
e. Provide instructions or references for actions to take in the event of power/communications/systems failures. This includes back up sources and back up procedures.
f. Provide instructions and references for procedures necessary to back up another office.
g. Provide instructions and/or references for the criteria and procedures for locally issuing warnings, watches, and weather statements.
5. Reference to WSOM Chapters. OML's. ROML's. and Systems Operating Instructions. While the SDM may cite pertinent portions of WSOM Chapters, OML's, ROML's, Systems Operating Instructions, and Program Manuals, in most cases it would be more appropriate to direct the reader to the specific chapter, section, and paragraphs of the reference document for the detailed instructions. The SDM should not be a redundant elaboration of the WSOM or Systems Operating Instructions.
6. Program/System Ready Reference Notebooks. Locally developed ready reference notebooks for individual forecast/service programs or systems operations need not be considered as a part of the SDM. If local program/system ready reference notebooks are used, the SDM shall contain a cross-reference to the reference notebook stating the usual location of the reference notebook and the person responsible for keeping the notebook current.
7. Organization of the SDM. The SDM shall consist of two volumes, each divided into several parts to facilitate easy use. Exhibit A-13-1 shows the recommended outline for organizing the SDM. However, Exhibit A-13-1 is not all inclusive example; other parts and sections may be added to an SDM to meet local office needs.
a. Volume I. Emergency Operations, Watches, Warnings, and Statements shall be designed as an Emergency Ready Reference Book. Part I of Volume I shall contain the table of contents for both Volume I and Volume II and the review record. Volume I shall provide:
(1) Instructions for actions to be taken for non-operational emergencies, i.e., fire, building damage, employee injury/illness, etc.
(2) Instructions and/or references for actions to take in the event of power/communications/systems failures, including back up sources and procedures (operational emergencies).
(3) Instructions and/or references for procedures and operations necessary to back up another office (operational emergencies).
(4) Instructions and/or references for procedures for non-routine or emergency-type operations, i.e., aircraft accidents, hazardous substance spills, etc.
(5) Instructions and/or references for the criteria and procedures for locally issuing warnings, watches, and weather statements, including telephone numbers and contact points.
(6) Instructions and/or references for other emergency operations/staffing items required by the office.
b. Volume II. Routine Operations and Administration should:
(1) Document the office's programs and office operations.
(2) Contain standing office instructions and local office policies.
(3) Provide instructions and/or references with administrative actions pertinent or routine to the office.
(4) Designate timekeepers, imprest fund cashiers, focal points, program leaders, and other special assignments.
Other items and topics may be included as a part of Volume II.
8. Changes to the SDM. Needed changes in the SDM should be brought to the attention of the MIC for corrective action. Changes shall not be made without the authorization of the MIC. The staff shall be notified whenever a change is made. When a page is superseded and removed, it shall be marked with the date it was removed and kept on file for a period of 5 years.
9. New Instructions or Information. New instructions or information received by the station must be incorporated into the appropriate sections of the SDM. The staff must be kept fully informed of all SDM changes. This can be accomplished by posting all new instructions or information in a separate binder, clipboard, or bulletin board. All such new material should be initialed by the staff members as having been read.
10. Review of the SDM. All station personnel shall review the SDM at least annually and sign and date the review record sheet of the SDM. In addition, persons joining the staff shall review the SDM within l month after reporting on station. A copy of the SDM is not required at regional headquarters. The SDM shall be reviewed for adequacy and currency on station during visits by the WSFO area manager (or his/her delegate) or by regional headquarters staff.
STATION DUTY MANUAL
(Station)
(Date)
Part 1 - General SDM Organization and Maintenance
Section 1.1 Table of Contents Volume I and Volume II
Section 1.2 Review Record
Part 2 - Non-routine or Emergency Operations
Section 2.1 Aircraft Accidents
Section 2.2 Oil/Hazardous Substance Spill
Section 2.3 ....
Part 3 - Operational Emergency Procedures
Section 3.1 Power and/or equipment failures
Section 3.2 Communications Failures
Section 3.3 Backup Operations/Procedures
Section 3.4 ...
Part 4 - Non-operational Emergencies
Section 4.1 Fire or Building Damage
Section 4.2 Personnel Injury or Illness
Section 4.3 ...
Part 5 - Watches, Warnings, and Weather Statements
Section 5.1 Severe Weather -- Thunderstorm/Tornado Warnings,
Watches, and Statements
Section 5.2 Flash Flood Warnings, Watches, Statements
Section 5.3 Special Weather Statements
Section 5.4 ...
Part 6 - ... (Local Option)...
STATION DUTY MANUAL
(Station)
(Date)
VOLUME II - ROUTINE OPERATIONS AND ADMINISTRATION
Part l - Office Programs
Section 1.1 Public Forecasts
Section l.2 ...
Section l.3 ...
Part 2 - Office Operations
Section 2.l Hours of Operation
Section 2.2 Shift Duties
Section 2.3 ...
Part 3 - Local Office Instructions and Area Instructions
Section 3.l ...
Section 3.2 ...
Section 3.3 ...
Part 4 - Administration
Section 4.1 ...
Section 4.2 ...
Section 4.3 ...
Part 5 - Special Personnel Assignments
Section 5.l ...
Section 5.2 ...
Part 6 - ...(Local Option) ...
WSOM Issuance
86-13 12-29-86