Allen CERT Code of Conduct Policy

Version 2.0

March 30, 2025

Duty to Act

CERT members are volunteers and have no legal obligation to act. They are not required to respond to incidents in their immediate area or to initiate team activation. However, if they choose to respond, they must always follow safe and effective practices. Volunteers who leave their assigned posts without authorization exceed the scope of their training or responsibilities or violate policies or codes of conduct may be subject to termination.

NIMS and CERT

All CERT activities shall be conducted in accordance with the principles of the National Incident Management System (NIMS) and the Incident Command System (ICS). Upon arrival, CERT volunteers must report to the Incident Commander and await their assigned roles. All operations will be conducted within the established command structure, and volunteers must formally check in for demobilization upon completing their assignments.

When working alongside authorized responders, CERT volunteers will operate within the ICS framework as directed by the Incident Commander.

Insurance and Liability

CERT activities authorized by the City of Allen are covered under the City’s liability insurance; however, coverage is limited to City-owned assets. Volunteers may use personal or other motor vehicles in the performance of their CERT duties and may be requested to do so. To ensure adequate protection, volunteers are encouraged to maintain personal medical and vehicle insurance.

Volunteers should not assume that the Allen Fire Department’s (AFD) liability insurance provides coverage for accidents, negligence, or personal injury.

CERT volunteers are subject to the liability laws established by the State of Texas. There is no liability protection for acts of negligence or willful misconduct. Volunteers must operate strictly within their scope of training and assigned responsibilities, exercising the same level of care and judgment that a reasonable person would in similar circumstances. 

Equipment

“Issued” is defined as City/AFD owned tools, equipment, or other assets provided on a temporary basis with the expectation of being returned when the event is completed or otherwise requested.

“Gifted” is defined as awarded property given to a CERT volunteer as personal equipment without the expectation of being recalled by the City/AFD.

All equipment, identification, and materials issued (not gifted) to the CERT volunteer are the property of the Allen Fire Department and must be returned upon request. CERT volunteers are encouraged to supplement their equipment ensemble with items they feel are useful and appropriate.

CERT volunteers are expected to maintain their personal equipment in proper working order and to bring the equipment to all necessary training sessions, exercises and incidents. Any issued equipment that is lost, stolen, or broken is to be reported immediately to the CERT Leadership. Remnants of broken equipment should also be returned.

Direction and Control

The CERT Leadership Team, in coordination with the Allen Fire Department, is responsible for establishing all policies and operational procedures for the CERT program. The program's policy direction is guided by the following:

1. All applicable State, County, and City laws governing emergency or disaster response and related liability protection.
2. CERT policies are specific to this organization.
3. Policies and procedures of Collin County, the City of Allen, and the Allen Fire Department.

These policies and procedures govern CERT activities before, during, and after emergencies, including training, exercises, operations, recovery efforts, and meetings.

To support individual development and maintain program effectiveness, Allen CERT Leadership will regularly provide feedback to members through both scheduled evaluations and as needed.

Spontaneous Response

The Allen CERT, under the affiliation of the Allen Fire Department, acknowledges that volunteers may unexpectedly encounter emergencies in their homes, neighborhoods, workplaces, or during daily activities. In such situations, CERT volunteers:

• Must ensure that emergency response authorities are contacted and provided with accurate information.
• Should identify themselves as CERT volunteers to 911 operators and emergency responders when appropriate.
• May wear a CERT-branded vest (if on-hand) for safety only. Volunteers are not acting under CERT authority, and individuals should avoid presenting themselves as operating in that capacity. ● May aid within the scope of their training and abilities.
• Shall relinquish command of the scene to authorize emergency personnel upon their arrival and may continue assisting as directed.

Inappropriate Self-Deployment

CERT volunteers are strictly prohibited from self-deploying to routine emergencies unless they are directly involved or have been formally requested to assist. Unauthorized response interferes with proper emergency operations and may result in immediate suspension or termination.

On Scene CERT Management

If a CERT responder - or team of responders - arrive at an incident and a Leadership structure has not been established, the on-scene CERT responders will appoint a leader and co-leader from within, who will be accountable for the following activities:

• Conduct response planning activities.
• Function as the single point of contact for all communications and coordination between their team members and the Incident Commander or first responders.
• Size-up situation with assistance from team members and report status to Incident Commander ●           Determine capabilities and limitations of CERT volunteers on scene.
• Organize teams and assign tasks to individual team members as they arrive at the staging area.
• Align resources and response activities with the incident Commander.
• Establish Personnel Accountability Reporting (PAR) routines.
• Establish demobilization procedures.
• Conduct post-incident debriefing for their team.
• Establish on-scene radio communications capabilities.
• Check availability of individual members’ equipment.
• Determine location of team equipment and deploy to the scene.
• Conduct needs assessment for support from the Logistics team.
• Function as team Safety Officer.
• Maintain accountability logs (member’s time in, assignment and time out of scene) and other resource documentation as required.
• Ensure all members have a “buddy” assigned.
• Resource management of team members – rotate and replace personnel.

Safety, Reporting Injuries and Accidents

Safety of both responders and the public is the top priority in all CERT activities. Volunteers must ensure that further injuries are prevented. Any unsafe conditions, activities, or practices must be reported immediately, and volunteers are responsible for taking appropriate protective actions for themselves and others. 

Communications

Use of Personal Radio Equipment – Code of Conduct

As a volunteer for the Community Emergency Response Team (CERT), you may choose to use personal radio equipment to assist in emergency response and coordination efforts. To ensure effective and responsible communication, the following guidelines must be adhered to:

1. Authorization & Compliance

• Volunteers must have the appropriate licenses (e.g., FCC amateur radio license) if operating on restricted frequencies.
• Personal radio equipment may be used during official CERT activities, emergencies, or training exercises, unless otherwise directed by CERT leadership.
• Users must comply with all federal, state, and local regulations regarding radio operation.

2. Professionalism & Conduct

• Communications must be clear, concise, and professional at all times.
• Volunteers should avoid unnecessary chatter and ensure transmissions are relevant to the emergency or exercise.
• Offensive, discriminatory, or inappropriate language is strictly prohibited.

3. Frequency Use & Coordination

• Volunteers must use designated CERT frequencies as assigned by team leadership.
• Do not interfere with emergency services (police, fire, EMS) or other official agencies unless specifically instructed to do so.
• Always listen before transmitting to ensure the frequency is clear.

4. Equipment Responsibility

• Volunteers are responsible for maintaining their personal radio equipment in good working order.
• Any interference, malfunctions, or misuse should be reported to CERT leadership immediately.
• Ensure that batteries are charged, and backup power sources are available during deployments.

5. Confidentiality & Security

• Do not transmit sensitive, personal, or confidential information over unsecured radio channels.
• Follow all CERT protocols regarding the sharing of information to avoid misinformation or panic.

Failure to adhere to these guidelines may result in restrictions on radio use or dismissal from CERT activities. Volunteers must acknowledge their understanding of this Code of Conduct before using personal radio equipment in CERT operations.

Restricted Activities

CERT members may possess skills that exceed the scope of the CERT Basic Training, such as advanced medical expertise, specialized health certifications, or proficiency in operating heavy or hazardous equipment. However, engaging in activities outside the documented level of training or certification, or beyond the authorized scope defined by the sponsoring agency, is prohibited and may expose CERT to legal liabilities.

Unauthorized activities include, but are not limited to:

• Gaining unauthorized access to restricted City facilities and assets
• Self-deploying to routine emergencies without authorization
• Members with advanced medical credentials may only practice within that scope under the medical direction of a physician. This falls outside the scope of Allen CERT.

Volunteers found working outside the scope of their CERT mission, engaging in restricted activities, or acting in violation of the code of conduct will be subject to immediate removal from the incident, as well as potential coaching, probation, suspension, or removal from the program (see the Policy Violations and Remediation Path section below).

Credentialing/Identification, Uniform, and Appearance

Credentialing and Identification

Identification cards serve as essential identifiers for CERT volunteers and, like all issued equipment, remain the property of the Allen Fire Department. The following policies apply to all current and future CERT credentialing systems.

During Spontaneous Response

CERT members are strongly encouraged to wear their official vest and carry their identification whenever serving in a volunteer capacity, provided such identification is readily available. Displaying a CERT vest and presenting identification to other responding agencies helps ensure responders are aware of their presence at the scene.

• CERT responders must present a valid ID badge and Accountability Tag to their team leader or the Incident Commander when responding to an incident.
• The official CERT vest is required to be worn during all CERT activations and events to ensure clear identification during deployments.

CERT-issued T-shirts are not considered official uniform items and may be worn for everyday use. However, members should be mindful of their surroundings and avoid wearing CERT T-shirts in situations that could reflect negatively on the organization.

• CERT credentials are strictly personal and must never be shared, loaned, or used for personal gain, unauthorized access to facilities, or any other individual benefit.
• CERT credentials are strictly personal and must never be shared, loaned, or used for personal gain, unauthorized access to facilities, or any other individual benefit.

Uniform and Appearance

General Presentation 

Volunteers' appearance represents the CERT organization and the sponsoring agency, the Allen Fire Department. Wearing proper uniforms boosts the look and creates a positive, professional image. We encourage Allen CERT volunteers to wear uniforms at public events, especially during activation, CERTsponsored events, and activities. This policy section sets guidelines for uniforms and appearance standards.

CERT members are required to look tidy and well-groomed when in uniform or wearing CERT gear publicly. Allen CERT volunteers must follow community decorum standards for a public service agency. While volunteers have flexibility in clothing choices, guidelines are necessary to maintain a reasonable level of uniformity and conformity in appearance. Uniformity helps identify CERT members, assisting responding agencies and the public during deployments. Proper uniforms support a professional and competent image associated with Allen CERT.

Uniform Parts

Allen CERT does not mandate specific uniforms but encourages CERT or Allen CERT branded clothing. CERT-branded clothing comes in assorted colors and styles. Volunteers should choose colors and styles that improve Allen CERT's image and look professional. Safety is crucial in hazardous settings where bodily harm might occur. Non-hazardous settings are safer and do not pose risks during expected duties, like staffing a booth at a fair. Hazardous settings, like flood response or search missions, carry risks, even if the assignment seems safe (like being at the EOC). Volunteers must be ready for reassignment anywhere in the operational area and dress and gear up accordingly.

• Vests. Volunteers can wear safety green reflective ANSI safety vests, preferably with visible CERT branding/lettering. These vests are mandatory in hazardous operational settings. Ensure vests are large enough to fit over outerwear like winter coats or foul-weather gear.
• Helmet. An approved hard-hat is required for all hazardous operational settings.
• Ball Caps. CERT branded ball caps are recommended for deployed operations where helmets are not required, particularly for hot, sunny weather.
• T-Shirts. CERT branded T-shirts are recommended for deployed operations wherever safety permits, particularly for hot weather wear.
• Polo Shirts. CERT branded polo shirts are recommended for promotional and community engagement settings, such as internal and multi-jurisdictional events.
• Trousers and Shorts. Black, khaki, or Navy-blue trousers, jeans or shorts are recommended. The choice of long trousers or short trousers (shorts) should be governed by the context and situation.

Most operational settings will require long trousers. Shorts may be appropriate for meetings or non-hazardous operational settings, such as staffing a booth at a festival.

• Shoes. Boots or shoes shall be appropriate to the context and situation. Boots or closed-toe shoes are required for hazardous operational settings. Open-toed shoes or sandals may be appropriate for meetings or non-hazardous operational settings, such as staffing a booth at a festival.
• Outerwear. Examples of outerwear include gloves, sweatshirts, windbreakers, coats, and foulweather gear. 

Firearms

The Allen CERT program shall not make any rules or policies that violate - or conflict with - local ordinances or State of Texas law, as it relates to the possession and use of firearms during CERT activities.

Students completing the class in the coming year will be presented with the full Allen CERT code of conduct and will formally acknowledge and be in good standing to participate in membership activity.