Facility Contacts

This guide walks you through the management and navigation of the Facility Contacts within the Tier II reporting module. As contact information is crucial for swift communication with the right personnel during incidents, maintaining up-to-date data is key.

Like other interfaces within the Tier II module, the Contacts screen enforces jurisdiction-specific requirements for your facility. For example, if your facility's location mandates three emergency contacts, you cannot submit your report until these contacts are added. Any additional requirements, such as designating an Emergency Planning Coordinator triggered by data reported in the Products section, will also be reflected.

Contacts within Encamp work in two fundamental ways:

Learn more about the Contacts library.

1. Contact Cards: The page is divided into sections according to the types of contacts that can be added based on your facility’s jurisdiction. Refer to the Contact Roles and Meanings section below for more information.

2. Error Messages: These highlight any missing information required to fulfill your jurisdiction's contact requirements.

3. Incomplete Messages: Notifications indicate when one or more contact types required by the jurisdiction you're reporting to are missing.

4. Start Adding a Contact: This initiates the process of associating a contact with your report.

5. Additional Actions: These allow you to edit, replace, or remove the current contact.

When you open your report, the contacts reported in the previous year will be prepopulated, ready for confirmation or editing. If personnel or responsibilities have changed, you might need to adjust the contact information. Here's how:

Step 1: Click Start or Add new contact within the appropriate contact type card.

Step 2: Search for the contact in the Contact Library. If the contact does not exist, click Add new to create a new contact. This new contact will be added to your Contact Library for future use.

Step 3: Confirm or edit the contact information that appears and click Save. Any fields required by your facility’s jurisdictional requirements will be highlighted.

The Replace functionality should be used to simultaneously remove a person from a report and add a different person. To replace a contact:

Step 1: Click the three vertical dots next to the name of the contact you want to replace.

Step 2: Click Yes, I’m sure.

Step 3: Follow Steps 2 and 3 from the Adding a Contact to a Report section above.

Editing a contact’s information updates that data in all other reports featuring the contact. Use this function to modify individual contact details, NOT to replace a contact with a different person.

For example, if you wanted to designate Jim Halpert as your Emergency Coordinator but your report currently has Angela Martin in that role, you should use the Replace functionality. You should NOT use the Edit functionality to change the details of the Angela Martin contact (such as name) to Jim Halpert. Doing so will modify the details of any other report that Angela Martin is associated with.

To edit a contact:

Step 1: Click the three vertical dots next to the contact’s name.

Step 2: Edit the contact information.

Step 3: Click Save.

The Remove functionality disassociates a contact from their role on a report but doesn't remove the contact from the Contact Library.

To remove a contact from a report:

Step 1: Click the three vertical dots next to the name of the contact you want to remove.

Step 2: Click Remove and then Yes, I’m sure.

Repeat the process if the same contact is in multiple roles on a report.

Each role in a Tier II report has specific responsibilities. Knowing these can help decide who to assign to a particular role.

The point of contact during emergencies related to on-site hazardous chemicals. They should be well-informed about the stored chemicals and able to assist first responders.

The official responsible for all emergency response measures at the facility. They should be familiar with the facility's emergency plan, all operations and activities, the hazardous materials handled, the location of all records, and the facility layout.

This contact type is typically only required for facilities that are subject to the emergency planning requirements of EPCRA Section 302.

The primary contact for questions about the Tier II form and its content. They should be well-versed with the hazardous chemicals on site, the storage conditions, and other information provided in the Tier II form.

The party that owns, leases, operates, controls, or supervises the facility. They bear the legal responsibility for the facility, including compliance with EPCRA's reporting requirements.

This contact can be an individual or a business entity.

The company or individual who transports chemicals to and/or from the facility. This may not be a contact within your organization, but a separate company that is responsible for the safe transport of your chemicals.