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Frequently Asked Questions
Course Registration Questions
Reimbursement Questions
County EM Director Questions
General Questions
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Course Registration Questions
The new site looks a lot different from the old one. How does it work?
We have recently updated our course registration system to allow online applications to FDEM courses and other
conferences, events, and exercises. Here's how it works:
- A member of the EM community views our training calendar, and decides on a training to attend.
The applicant follows the link titled "Apply for this Training", fills out the short online form,
and clicks "Apply Now".
- A confirmation email is sent to both the applicant and their county Emergency Management director, and the applicant
is immediately placed on the "Standby" list.
- Once the applicant is approved by their
county director and the FDEM staff, they are moved to the "Approved" list and automatically sent an email
confirming their approved status. Applicants must not attend a course without first being notified
that they have been approved to take the course.
The complete "Approved" and "Standby" lists can be found at the bottom of each Training Information page.
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Can I still apply by faxing my application in?
We strongly encourage all applicants to use the online application form. However, you can still
print an application
and fax it in to 850-488-6250. Please be advised that this may slow the application process.
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I am from a state agency, do I need approval from my county
emergency management director?
No. When your application will be approved by the FDEM Training administrator, you will be notified of
your acceptance by email.
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What are the acceptance guidelines for FDEM courses?
The Division uses the Area Training Concept primarily to help make it convenient for participants
in certain areas of the state to attend courses without undue or lengthy travel.
Therefore, individuals from the host county and area where the course is
being held have first priority for acceptance.
When a course is not filled by individuals from the host area six weeks before
the course date, applicants will be accepted from any other area of the state on a first come,
first served basis upon approval of their respective county emergency management directors.
All applications received from non-host areas will remain on the "standby" list.
Applicants on the standby list will be added to remaining slots on the Approved Course
Participant List six weeks before the course date.
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My county is hosting a course, do I need to submit an application?
Absolutely. Instructors, course managers, and
training coordinators must know how many people will be attending the
course to be certain of the amount of materials to bring, and so that
there will be enough space in the classroom facility for attendees to
fit comfortably.
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How do I know when a course will open up to all areas?
Courses open up to all areas 6 weeks before the course start date.
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Why is the same course offered to more than one area?
When training needs assessments are conducted, some courses are
requested by multiple areas. Due to time restraints, some
courses cannot be offered multiple times throughout the state.
Giving areas that requested the course first priority will help to
insure the intended personnel receive the training they have
requested.
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If a course posting contains "To Be Announced" information, when will that information be posted?
Especially at the beginning of the state fiscal year, not all of the
details about each course have been confirmed. As soon as
information has been confirmed and received by the web coordinator it
is posted. It is recommended the web site be viewed often to
stay abreast of changes and additions to the course pages.
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If I am unable to attend a course I have been approved for, how do I
cancel?
Contact Deborah Hanley, PhD -Training and Exercise Unit Manager
by e-mail at Deborah.Hanley@em.myflorida.com or by telephone
at 850-922-5423 .
This will allow applicants who are on
the standby list a better chance of being approved to attend.
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I am unable to attend a course that I have been approved for. Can
I send someone from my agency as a substitute?
If there is a standby list for the course, substitutions will not be
permitted.
If there is no standby list for the course, please submit an
application for the substitute making note of the proper
cancellation. No approvals can be made without a signed
application.
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Reimbursement Questions
Will I get reimbursed for my hotel?
In accordance with State of Florida travel procedures, lodging expenses cannot be claimed if
your office headquarters (city limits) is less than 50 miles (one way) from the city limits of
the course location. Mileage is based on the
Florida Department of Transportation map.
Hotels will be selected and blocks of rooms secured for each of the training courses.
Course applicants are responsible for making their reservations by the reservation cut-off date
at the block room rate posted on the course information page. If an applicant chooses to stay
at another hotel, any charges above the block room rate will be the responsibility of the applicant
and will not be reimbursed by the state.
Vouchers for Reimbursement of Travel Expenses will be completed on the last day of each course
for lodging at the block room rate only. Reimbursement will be made to participants, not participants' agency.
Please note that no reimbursement of travel expenses
is available from FDEM for attendees of Community Relations or Rapid Response Team Orientation Courses.
Course applicants are responsible for all room charges. The block of rooms are offered at a
lower rate than the hotel's normal rates. All course blocks can be accessed using the following moniker:
Division of Emergency Management and the course name
(example: Division of Emergency Management, Debris Management Course).
Please make your hotel reservations as soon as possible following notification of acceptance.
All unreserved rooms will be released 7-10 working days (Monday - Friday) prior to the beginning date of the class.
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Why haven't I received my reimbursement for a course I took?
- The process may not have been completed yet. Reimbursement may
take up to 6-8 weeks to be processed.
- The course is not reimbursable. Courses such as the Human
Services Training, Rapid Response Team Orientation, weekend courses,
and courses posted that are not offered by FDEM are not
reimbursable.
- Your hotel room price may have been higher. If an applicant
chooses to stay at a hotel that was not blocked for the course, any
charges above the block room rate will be the responsibility of the
applicant and will not be reimbursed by the state.
- You may not have traveled from your office headquarters. In
accordance with State of Florida travel procedures, lodging expenses
cannot be claimed if your office headquarters (city limits) is less
than 50 miles (one way) from the city limits of the course location.
Mileage is based on the Florida
Department of Transportation Map.
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County EM Director Questions
How do I know when someone from my county has applied for a course?
Whenever an applicant from your county submits an online application, an email will
automatically be sent to you, informing you that you need to logon our
County Director Sign-In page
and approve them. If your email address changes, please contact Deborah Hanley, PhD -Training and Exercise Unit Manager
at Deborah.Hanley@em.myflorida.com or
to make sure we have your most current contact information.
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How do I approve an applicant from my county on the new site?
Approving an applicant is very easy on our new system. Simply go to the
County Director Sign-In page,
log in with your given username and password, and view the applicants from your county. Their application status is listed
at the right side of the page, and the status codes are explained at the bottom. If an applicant needs your approval,
there will be a small check box showing in the column "Approve".
Check the boxes of the applicants you want to approve, and click "Submit" at the bottom of the page.
This informs us that you have approved the applicant(s), and once our FDEM staff approves them, they
will be moved to the "Approved" list.
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I received an email notifying me that an application has been submitted by someone from my county.
However, they work for a state agency and therefore don't need my approval. Do I need to do anything?
No. Our automated system simply emails the county Emergency Management director of the county where the
applicant is from. Our administrators will realize that the applicant does not need your approval and
will handle the application accordingly.
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General Questions
How do I request a course in my county?
- Contact your area coordinator.
- Provide feedback on the Training Needs Assessment, distributed by your
area coordinator each Spring.
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My question has not yet been answered, who can I contact?
Contact Deborah Hanley, PhD -Training and Exercise Unit Manager
at Deborah.Hanley@em.myflorida.com or
850-922-5423 .
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