Frequently Asked Questions (FAQs)

  • If you click the magnifying glass with no data entered you are likely to get a timeout in the application. When you use the magnifying glass, make sure you put at least one character, an A or 0 (zero) for example. After doing that, click on the magnifying glass. Clear out your one character and enter the search parameters needed to lookup your information. This is helpful when you don't know the EmplID and need pull up the search box to enter information to narrow your search. 

  • IQCS is not the system of record (SOR) for the dispatch location for a responder, ROSS is. IQCS is the SOR for qualifications. There are only two (2) times that IQCS has an impact on the responder dispatch center in ROSS.

    1. When brand new responder is added to IQCS and the very first time their record and qualification is sent to ROSS.
    2. When the responder's record is transfer out of INAC into an active Organization Code and their record and qualification(s) are send back into ROSS.

    If you have a responder in IQCS that is in the incorrect Org Code and the incorrect dispatch center in ROSS, then transfer responder record to INAC in IQCS and wait for that action to complete (usually just a couple minutes but check your ROSS messages. Then transfer into the correct Org Code (this step will include identifying the correct dispatch Unit ID) and finally certify qualifications and send qualifications back into ROSS.

    If you have a responder in IQCS that is in the correct Org Code but in ROSS their dispatch center is incorrect, then contact the ROSS help desk.

  • Updating a responder's name in the application is an easy process but there are a couple things to keep in mind.

    Don't update a responder's name that is in INAC.

    Changing a responders name while they are INAC will result in a rejection message when an attempt is made to re-establish the connection to the ROSS Clearinghouse.

    • Transfer the responder into your organization.
    • Send qualifications to ROSS (thus ensuring the connection to the application is established).
    • Update their name.

    If you don't have access to the responder’s record or the role needed to update their person information, you cannot update their name or any other of their personal information.

    For detail instructions on Responder Administration, please refer to Module 3: Managing Responder Data

  • Importing an IQS Record into IQCS

    Data from responders who have been tracked by a state’s Incident Qualification System (IQS) can be imported directly into the IQCS application. The IQCS account managers should request the responder's transfer data from the respective IQS state manager found at the IQS website.

    For detail instructions on the import process, please refer to the Importing an IQS File Into IQCS article.


    Exporting an IQCS record for transfer to IQS

    Most importantly, the responder record must be in INAC before an IQCS record can be exported for IQS. Once that is completed, the IQCS Account Manager can export this record from the IQI Import/Export page.

    For detail instructions on exporting an IQCS record for IQS import, please refer to the Exporting IQCS Record for IQS Import article.

  • The ROSS Clearinghouse staff and the IQCS staff have agreed that it is most trouble-free to transfer the responder in IQCS and only IQCS. It is a proven process that does not require any action by the dispatcher. Transferring a responder to INAC in IQCS will remove the responder from ROSS at their old dispatch center and once the new home unit has transferred the responder into their organization code, certified and sent qualifications to ROSS the responder will be added to their new dispatch center.

    For detailed instruction on transferring a responder record, please refer to the ROSS and IQCS Transfer article and Module 3: Managing Responder Data

  • If you are currently a federal employee you can contact the individual at your home unit who has IQCS access with a role of account manager, fire management officer, certifying official, or supervisor. They will be able to assist you in getting this report. If you don't know who has the IQCS access, contact your immediate supervisor.

    If you have previously been a federal employee then you need to contact the person who has IQCS access at your last federally employed location or your previous immediate supervisor.

    If you have never been a federal employee then an IQCS Master Record cannot be produced from IQCS.

  • There are several possible reasons a responder and/or their qualification(s) is not being displayed, or not displayed correctly, in ROSS.

    The first course of action is to determine why a IQCS-ROSS transaction is not successful. This is done at Review ROSS Response Messages page under the Responder Administration menu item.

    Review the ROSS Response Messages

    When IQCS sends messages (add responder, delete responder, add qual, delete qual, update qual, etc.) to ROSS, ROSS will send a message back to IQCS if the transaction was successful or not. If not successful, the reason why will be displayed.

    1. Navigate to Responder Administration > Review ROSS Response Messages.
    2. Enter the responder's EmplID.
    3. Set a date range.
    4. Check Include Sent Msgs and Include All Rcvd Msgs.
    5. Select the Fetch Data button and review the messages.

    The messages will assist you in determining the course of action to resolve an error/problem. If you do not understand the messages, contact the IQCS Help Desk.

    For detail instructions on troubleshooting IQCS and ROSS issues please refer to: Managing Responder Records Between ROSS and IQCS

  • There are a few different possibilities on why your roles and/or permissions have changed.

    • You have recently moved to a new location. The IQCS accounts manager at your former location may have requested that your access be removed. Your account is administratively locked and cannot be unlocked without an account request form being submitted. Contact your current supervisor for account authorization.
    • Result of the IQCS Annual Account Review. The review takes place in November/December, so things do change for many people during that time. The local lead IQCS account managers may have requested the change to your roles and permissions. Please consult with them before calling the Help Desk as they are the ones that authorized the change and they will have to be the ones to authorized the change be reversed. It is not at the discretion of the IQCS staff.
    • Your detail has ended and your account has either been reverted back to your old roles/permissions or it has been administratively locked. Contact your current supervisor. If your detail has been extended your supervisor must notify the IQCS Application Steward who can reinstate your access.
    • It may have been an error on the IQCS side due to a change that was made in the application. A Help Ticket will have to be submitted for the Application Steward to look into it. However, please first check with your supervisor to ensure one of the above did not occur.

    For detailed instructions on requesting access, please refer to the IQCS User Account article.

    For detailed instructions on IQCS training, please refer to the IQCS On-Line User Training article.

  • At the responder's Position Task Book (PTB) page a user can manage multiple aspects of a position task book. For more information on the following features, please reference the Responder Position Task Book article.

    • Initiating a PTB
    • Adding PTB Evaluations
    • Certifying a PTB
    • Managing an Expired PTB
    • Deleting a PTB
  • The Incident Qualifications and Certification System (IQCS) is an interagency information application that tracks responder incident qualifications for the federal partners of the National Wildfire Coordinating Group (NWCG), the Department of Interior (DOI) bureaus, United States Air Force and other approved agencies.

    • Bureau of Indian Affairs (BIA)
    • Bureau of Indian Education (BIE)
    • Bureau of Land Management (BLM)
    • Bureau of Ocean Energy Management (BOEM)
    • Bureau of Reclamation (BOR)
    • Bureau of Safety and Environmental Enforcement (BSEE)
    • National Oceanic and Atmospheric Administration (NOAA)
    • National Park Service (NPS)
    • Office of Surface Mining Reclamation and Enforcement (OSMRE)
    • The Nature Conservancy (TNC)
    • US Air Force (USAF)
    • US Geological Survey (USGS)
    • US Fish and Wildlife Services (USFWS)
    • US Forest Service (USFS) 

    Organizations not included in the above list may utilize the application Incident Qualification System (IQS) to track responder training and qualifications. This free software program allows the user to track incident qualifications, experience, tasks books and fitness levels for individuals within various organizational levels throughout your agency/organization. IQS also allows the user to analyze the organization's training needs and schedule training based upon the agency needs for incident management personnel.


  • Organizational code requests, changes, additions, and/or modifications can be requested by following the below process.

    Complete the IQCS Organization Code document and submit it to your Regional/State Agency Representative who will evaluate and if approved forward the request to the Agency Representative for evaluation and final approval.

    Do not submit the request document directly to IQCS staff and/or help desk as it must be authorized by your agency. 

  • If you have a proposed modification or improvement to the overall IQCS system, email your request to your IQCS Agency Representative. In your email, make sure to include the following:

    • Your Contact Information.
    • Request For Change. A concise statement of what is being requested.
    • Reason For Change. A concise statement of why this change needs to occur.
    • Justification. A statement justifying/supporting the change.