PCSAR Doc-74 Search Incident Demobilization / Post Mission Plan/Doc

From PCSAR

Incident Name:

Date Ending:

This checklist is intended as a guideline for Overhead Team Members only. Tasks specific to the incident, not identified on this form should be addressed as necessary.

[edit] General Information

This plan consists of some common tasks that will need to be addressed when a search incident enters the demobilization stage. The tasks identified herein are not complete as every incident is unique in nature and may have specific requirements not outlined in this document.

This document is intended as a tool to assist the search manager and overhead team during the process demobilization and post mission tasks.

[edit] Responsibilities

Search Manager

Is responsible for the safe and orderly demobilization of any search incident. The search manager will ensure all aspects of demobilization will be considered and acted upon as required.

Overhead Team

As applicable, and in consultation with the search manager, members of the overhead team will assume responsibility for all items identified herein that apply to their function.

If resources are limited and functions have been combined, team members will coordinate activities amongst group

Team Leaders

Where possible, team leaders will be responsible for the safety of their team members, ensuring directions from the overhead team are adhered to, and all members demobilize and return home safely.

Search Members

All participants in search incidents will be responsible for ensuring that all directives of the overhead team are followed for a safe demobilization.

Search members are responsible for their personal safety at all times and the well being of their team members. All are encouraged to assume a level of responsibility for their team members until all have returned home safely.

[edit] On Site

[edit] On Site: Personnel Release Priorities

Action	Completed	Won't do n/a	Assigned to
Recall All Search Teams
All deployed teams/resources asked to return to base
Stand Down Resources
Search Resources in Transit
Teams and Resources on Standby
Equipment
Stand down all equipment on standby
Stand down all equipment en-route
Stand down all equipment in field
Debrief All Returning Teams
Team Leaders Formally Debriefed
All issued equipment returned
Inform of Critical Incident Stress Defusing
Issued with Expense Claim Forms
Issued with Critique Form
Release Search Teams
All searchers signed out
Evaluate searchers for safe to drive home (sleepiness)
Release Searchers as available
Designate return routes and convoy individuals as possible for individual safety
Notify Call Out People
Notified of Stand Down / Demobilization
Send e-mail to those notified earlier of incident that we are stood down
Notified of Defusing / Critique
Call out to arrange defusing with one of the CISM teams?

[edit] On Site: Media

Action	Completed	Won't do n/a	Assigned to
Determine whether family wishes to deal with media inquiries

[edit] On Site: Administrative Tasks

Action	Completed	Won't do n/a	Assigned to
White Board Info
Record/photograph all information from white boards (inside and out)
Post Incident Management
Identify a rested PCSAR member (SAR Manager?) to oversee post mission activity once off site.

[edit] Make Ready to Respond Again

[edit] Readying: Personnel Release Priorities

Action	Completed	Won't do n/a	Assigned to
Notify Call Out People
Forward call-back number to one of the SAR Managers.

[edit] Readying: Administrative Tasks

Action	Completed	Won't do n/a	Assigned to
Support
Send e-mail to members requesting help with post-mission activities (this list)
Back in Service Notifications
Inform Pincher RCMP that we're back in service
Inform Pincher Creek Emergency Services that we're back in service
Refill Overhead Files
Replace all products (forms, etc) used during course of search overhead box at fire hall overhead files in filing cabinet in MCP Refer to latest version of "SAR Management Files" (PCSAR Doc-31) Have complete set in Fire hall at expense of pulling files from the MCP (firehall set are portable and can be used in MCP if required) Office supplies available from Pincher Office supply (charge to PC SAR and list incident name)
Return all maps to map drawer and confirm against inventory list

[edit] Readying: Media

Action	Completed	Won't do n/a	Assigned to
Request Tasking Agency to issue media release

[edit] Readying: WCB

Action	Completed	Won't do n/a	Assigned to
Complete and file any required WCB claims for injured searchers

[edit] Readying: CISM

Action	Completed	Won't do n/a	Assigned to
Critical Incident Stress Defusing
Schedule CIS Defusing session and advise all search participants Schedule within 12 - 36 hrs of incident completion (in evening is best) Consider family / job / time constraints on individual searchers

[edit] Readying: Equipment

Action	Completed	Won't do n/a	Assigned to
Sign out
Review equipment sign-out sheet for equipment not returned
Review equipment sign-out sheet for equipment not in good shape
SAR Equipment Returned?
GPS's
Confirm units returned
Check for full battery indicator; replace if needed
Working condition?
FRS Radios
Verify all returned
Verify all working
Check for full battery indicator; replace if needed
Batteries
Verify sufficient stock of AA batteries
VHF Radios
Confirm all units returned
Working condition?
All batteries recharged? (After every search)
Returned to Firehall?
Returned to Agency? (if borrowed)
Satellite Phones
Verify all returned
Verify all working
Verify all batteries charged
inReaches
Verify all returned
Verify all working
Verify each has tracking turned off
Verify all batteries charged
Photocopier Printer
Verify all parts returned. Restock. Verify Working. See PCSAR Doc-98
Supplies dispensed to searchers
Verify still have at least 6 rolls of flagging tape marked "SEARCH & RESCUE" in each of at least 4 colours. Reorder if not.
Mobile Command Post
Fuel mobile command post
All radios turned off?
Clean and remove garbage
SAR Truck
Fuel truck
Plug in block heater (winter)
Turn off 2-way radio
Verify trailer is locked
Subject Evacuation Equipment
Rescue Sleigh and stretcher in good shape and returned to equipment trailer
Quad Trailer and stretcher in good shape and returned to equipment trailer
Yellow Anchorman wheel and stretcher in good shape and returned to equipment trailer
Orange packaging kit (backboard, with inventory list) in good shape and returned to equipment trailer
Rope Rescue Equipment
6 bags returned to equipment trailer; any with broken seals inventoried and inspected
Swiftwater Rescue Equipment
Bags returned to equipment trailer; any with broken seals inventoried and inspected
Food
Store and preserve left over food and drink
Other Equipment Returned (note type and details as per above)
Establish Lost & Found List
Circulate to all groups

[edit] Incident Follow Up

[edit] Follow Up: Members

Action	Completed	Won't do n/a	Assigned to
Acknowledgement to Members
Send pcsar-members@castrov.cuug.ab.ca a very brief summary of incident and thank you to those who responded and were preparing to respond. Mention that a critique will follow.

[edit] Follow Up: Administrative Tasks

Action	Completed	Won't do n/a	Assigned to
Back in Service Notifications
Close provincial tracking number by recording incident as complete in D4H

[edit] Follow Up: Financial

Action	Completed	Won't do n/a	Assigned to
Charge back
Determine if PC SAR will charge for this operation (usually yes, there have been a few exceptions)
Identify tasking agency for billing purposes. Provide info to Administrator.
Request and record the tasking agency's file number for the incident
Determine or negotiate rates with tasking agency
Inform other teams of Tasking Agency's expense procedures
Expense Sheets
Collect expense forms from all PC SAR members
Collect expenses for use of: MCP SAR Truck Equipment Trailer Briefing Trailer Damaged / lost equipment Satellite phone Replacement supplies
Collect expense information on SAR Truck - mileage
Collect expense information on Equipment Trailer - usage
Bill Tasking agency

[edit] Follow Up: Record Keeping

Action	Completed	Won't do n/a	Assigned to
Naming
Determine PCSAR's name for this incident, using our Naming convention.
Filing
Create entry for incident on the wiki
Get copy of files from last search manager (may be another SAR group)
Get copy of files from call-out team
Make colour photocopies/photographs of mylar covering map to preserve content - store in binder
Gather and organize search materials / forms used and add to SAR binder. Keep at least one copy of each paper
Sort by operations period
Group into manager, planning, logistics, operations
Copy Rave Alert records. Remove used alerts and messages from active list (put in archive section).
Review call-out reports for bad contacts. Notify membership committee.
Copying
Determine whether Tasking Agency wants to keep originals of files
Scan documents to wiki or make colour photocopies for our records if giving originals to tasking agency. Consider scanning anyway for easier future reference.

[edit] Follow Up: Reporting

Action	Completed	Won't do n/a	Assigned to
Permission to share
Obtain permission from the Tasking Agency to share information
Obtain permission from the Office of the Fire Commissioner to share information
PCSAR Report
Prepare PCSAR's internal Incident Report (PCSAR Doc-126)
Statistics
Sign in sheet
List who came from each organization, what op periods they attended
List total # of different resources used
List total hours on search
Search statistics to researchers
Copy of sign in list to Administrator for members' participation records
Report for Others
Complete last 2 pages of report and submit to RCMP / Tasking Agency
File incident report on D4H. See Members:D4H/PCSAR.ca.d4h.org/Data/Incident
Incident Brief
Summary (1 - 2 paragraph) of incident for SAR binder see http://pcsar.webhop.org/mediawiki/index.php/Critiques

[edit] Follow Up: Critique

see Critique http://pcsar.webhop.org/mediawiki/index.php/Critiques

Action	Completed	Won't do n/a	Assigned to
If incident was too small to have a critique, distribute the critique form to those who were aware of the incident and have them email any ideas to pcsar-preplan@castrov.cuug.ab.ca.
Recruit manager who was not involved with incident to chair critique
Schedule critique time and location
Advise call out team to notify searchers
Advise outside resources / groups
Advise RCMP / tasking agency
Critique chair writes report of critique suggestions.
Critique report distributed to all participants and committees/organizations suggestions referred to.

[edit] Follow Up: Incident Review

Action	Completed	Won't do n/a	Assigned to
Pre-Plan / Search Managers Team
Review Incident
Action Identified Items
Board
Review Incident
Action Identified Items
Thank you's
Thank individuals and organizations that supported the effort.

[edit] Follow Up: Miscellaneous

Action	Completed	Won't do n/a	Assigned to
Update this document. Make changes so it will be easier for next time it has to be used.

[edit] Notes

[edit] Sign off

Sheet Completed by:

• Search Manager (name):
• Date:
• Signature:

Co-Signed by:

• Overhead Team Member (name):
• Date:
• Signature: