Disaster Services Program Guidance

Transcription

1 tasks Introduction Mission Statement and Vision Activity Handbook and Tasks Role of Staffing Handling Sensitive but Unclassified Information Equipment E1. Vehicle requirements. E2. Headquarters set-up. Operations O1. Provide services at Red Cross facilities and work sites. O2. Initial inquiries. O3. Responsibilities for photo identification on relief operations. O4. Lost and found operations. O5. Missing persons. O6. Vehicle reports. O7. Personal injury accidents. O8. Work with the Government Liaison activity. MSS LSAP April 2007

2 This handbook contains the background, regulations and procedures for the Life Safety and Asset Protection activity, previously known as the Safety and Security activity. The activity was created in 2001 to provide for the safety and protection of relief operation facilities, equipment and employees and volunteers in a consistent and systematic manner, and to provide guidance for working with local, state and federal law enforcement when necessary. The information in this handbook replaces guidance previously released in Connection #183 (issued July 10, 2003). The Red Cross Corporate Safety Manual, written by the Corporate Safety Office at national headquarters, defines the organization s workplace safety policy and roles and responsibilities for safety. The Corporate Safety Manual is the basis for the procedures found in this handbook, and all national sector units, including relief operations, must follow the regulations and guidelines in it. Mission Statement and Vision The mission of the activity is to provide as safe and secure an operating environment as is possible for employees and volunteers, as well as clients and visitors, on disaster relief operations. employees and volunteers also provide for the protection of the facilities, infrastructure, equipment, vehicles, supplies and assets of the Red Cross. Our vision is to perform our mission in an environment of trust, respect, excellence and team work while serving the Red Cross on disaster relief operations. Activity Handbook and Tasks The tasks in this handbook are numbered with a letter denoting the classification, followed by the task number and the version number. The version number is the current revision of the task. Tasks are classified as equipment (E) or operations (O). Other classifications or sub-classifications may be added as approved. Equipment tasks cover the procedures for equipment used by the Life Safety and Asset Protection activity. Operations tasks cover the procedures used to accomplish the duties and responsibilities of the activity when on disaster relief operations. For example, the task titled Vehicles is the first task for equipment; its task number is E 1.0. The task titled Initial inquiries is the second task for operations; its task number is O 2.0. Both are the first version of the task, so the version number at the end of the task number is 0. If either task is revised, the version number will be changed to 1 (E 1.1 or O 2.1). Each task also has the date it was released in the footer. If a single task is revised or updated, the version number and revision date will be changed on only that task. If you print a paper copy of the handbook, it is important that you check CrossNet regularly, especially before you deploy to a relief operation, to make sure you have the most recent version of each task. In addition to the tasks and accompanying procedures, this introduction to the handbook contains administrative information and regulations that govern the overall activity. The position descriptions and training materials for also contain useful information. We recommend that you print these and include them with your copy of the activity handbook. The handbook also include extensive quotes from the Corporate Safety Manual. MSS LSAP 1 April 2007

3 Role of The activity does safety and security for the American Red Cross on disaster relief operations. 1. Duties and responsibilities. Address issues related to: Providing for the life safety and security of employees, volunteers, clients and visitors. Identifying and mitigating life safety or physical security issues. Providing for the physical security for Red Cross facilities and equipment, including contract security. Administration, supervision and review of all contract security or law enforcement services. Working with the manager of each Red Cross facility to create a plan to evacuate or shelter in place Red Cross employees, volunteers and clients in the event of an emergency. Liaising with local, state and federal law enforcement and fire and/or safety agencies about safety or security issues when necessary. Setting up and staffing Red Cross check-in points, when they are required. Other emergency situations, as appropriate. Ensure that sensitive information or materials related to the Department of Homeland Security, law enforcement, safety, security, human resources and administration, both print and electronic, are secure and handled with integrity and confidentiality. Serve as the primary liaison with local, state and federal law enforcement, fire and safety agencies and organizations, the National Guard (for security issues), and tribal and other public safety agencies and organizations when addressing life safety or security issues. Coordinate with local, state and federal law enforcement agencies about controlling access to work sites and identification requirements, when necessary. Serve as a point of contact for life safety and security related situations; proactively work with the Corporate Safety Office and the Corporate Security Office at national headquarters as well as Health Services, Staff Services and Risk Management at national headquarters, as appropriate. Develop, promote and maintain effective working relationships, both internally and externally, with diverse individuals, groups and agencies while effectively representing the activity. MSS LSAP 2 April 2007

4 2. The activity is NOT intended to act in lieu of: Police or law enforcement services. Security guard or uniformed or plainclothes security enforcement officer services (e.g., standing post, guarding doors, checking identification, etc.). Fire marshall, local health inspector or building inspector. Armored car or security transport services for money or other negotiable instruments. 3. It is NOT the role of the activity to: Directly guard monies or negotiable instruments. Apprehend or detain any persons. Conduct any type of investigations into any allegations of wrongdoing, fraud, waste, abuse or other allegations of criminal activity other than initial inquiries. Guard, restrain or detain Red Cross employees and volunteers. Transport Red Cross employees and volunteers who have been removed from a disaster relief operation. Address human resource issues within activities other than. Issue and/or create DSHR identification cards or relief operation identification, except for relief operations that include: Incident of National Significance, National Special Security Event, aviation/transportation disaster, mass casualty/fatality disaster or event caused by weapons of mass destruction/terrorism. 4. Relief operation specific activities In addition to its overall duties and responsibilities, the activity: Supports the disaster response or relief operation by assisting the relief operation director and other activities in the areas of life safety, security and asset protection. Reports to the administrator. Provides personal safety and awareness information for all employees and volunteers in coordination with the Health Services, Staff Health and Training activities. Liaises with appropriate local, state and federal law enforcement, safety agencies and contract security companies to address the following issues: Life safety and security of Red Cross employees and volunteers, clients and sites. Identification requirements for all employees, volunteers and vehicles on aviation/transportation disaster, mass casualty/fatality disaster or event caused by weapons of mass destruction/terrorism. MSS LSAP 3 April 2007

5 Access control requirements for the scene or site on aviation/transportation disaster, mass casualty/fatality disaster or event caused by weapons of mass destruction/terrorism. Red Cross building access control procedures. Staffing Position descriptions and titles are used by to establish the organization and chain of command of the activity on a relief operation. See the Life Safety and Asset Protect position descriptions and the Chain of Command for more information. 1. The manager is in charge of on the relief operation and reports directly to the administrator on the relief operation. The manager in charge of on the relief operation must be a manager in the DSHR System. On large relief operations, may have specialized teams within the activity, such as Training, Accident Investigations or Mega Shelters. These teams may report directly to the manager. 2. Assistant managers report to the manager and supervise all employees and volunteers assigned to them. The term assistant manager does not correspond directly to the DSHR classifications. Employees and volunteers assigned as assistant managers need to be managers or supervisors in the DSHR System, acting as assistant managers on the relief operation. Not all operations will require assistant managers. 3. A supervisor reports to the manager or an assistant manager, depending on the size of the relief operation, and supervises all employees and volunteers assigned to him or her. On relief operations that don t use assistant managers, supervisors will report directly to the manager. 4. A service associate reports to a supervisor or the manager, depending on the size of the relief operation and his or her specific assignment. 5. On larger operations, an executive assistant may be recruited to assist the Life Safety and Asset Protection manager. This assistant may not serve as an acting manger or supervisor. This person does not need to be a service associate. Serving in this capacity does not qualify him or her as a service associate. 6. On an aviation/transportation disaster, mass casualty/fatality disaster or event caused by weapons of mass destruction/terrorism relief operation, an Identification Technician may be recruited to assist with the specialized identification needs. This person may or may not be a Life Safety and MSS LSAP 4 April 2007

6 Asset Protection service associate. Serving in this capacity does not automatically qualify him or her as a service associate. Handling Sensitive but Unclassified Information employees and volunteers may have access to sensitive but unclassified information and documents in the course of their duties on a relief operation. When necessary, the Life Safety and Asset Protection activity lead at national headquarters may forward sensitive but unclassified information or documents to the manager on a disaster relief operation for use in planning and conducting duties on the relief operation. handles sensitive, unclassified information according to the standards set in the Department of Homeland Security Management Directive System, MD Number (dated May 11, 2004). The Management Directive contains important information; we recommend that you print a copy and keep it with your activity handbook. The federal government uses the standards in the Management Directive when handling, possessing, storing, disseminating and providing access to sensitive but unclassified, for official use only information. The Management Directive states that sensitive but unclassified information will not be disseminated in any manner orally, visually or electronically to unauthorized personnel. The federal government may designate documents or information as: Sensitive information (SI); Sensitive but unclassified, for official use only (FOUO); Need-to-know; Organizational element; Protected critical infrastructure information (PCII); Sensitive security information (SSI); Limited official use (LOU); Official use only (OUO); Law enforcement sensitive. Regardless of its designation, sensitive information needs to be controlled and access to it restricted. Releasing sensitive information could harm a person s privacy or welfare, adversely affect economic or industrial institutions, or compromise programs or operations essential to safeguarding national interests. employees and volunteers may only disseminate sensitive, unclassified information or documents on a need-to-know basis, and then only after the Life Safety and Asset Protection manager has reviewed and approved the request. The manager will determine if the request is in accordance with Management Directive 11042, which states, access to For Official Use Only (FOUO) information is based on need-to-know as determined by the holder of the information. Where there is uncertainty as to a person s need-to-know, the holder of the information will request dissemination instructions from their next-level supervisor or the information s originator. MSS LSAP 5 April 2007

7 If the manager isn t certain if the request meets the Department of Homeland Security s standards, or believes the individual making the request has a right-to-know but not a need-to-know, the individual will not receive the information. If the individual requesting the information believes he or she has a right to know the information, the manager will refer the request to the activity lead at national headquarters. If necessary, the activity lead will ask the Director, Homeland Security and Federal Coordination and the Office of General Counsel at national headquarters to review the request before releasing any information or documents. Please note, Individual Client Services and Mass Care activities also use the term business-need-toknow to describe some information they may receive from clients (see the Response Glossary). When working with these activities, you need to be aware of how they use the term. NOTE: On a disaster relief operation, the manager may receive forwarded s from the activity lead at national headquarters that contain sensitive, unclassified information with an official warning. Below is an example of text, including an official warning, for an with sensitive, unclassified information in an attached document sent from the Director of Homeland Security and Federal Coordination at national headquarters to Red Cross senior leadership and the activity lead. Dear Colleagues, Attached please find information from the Department of Homeland Security (DHS) concerning terrorist tactics that may be employed. Note the FOUO nature of the information and do not forward it to anyone outside of the Red Cross or anyone inside the Red Cross who does not have a need to know for the information. Thanks Carol Carol Hall Director, Homeland Security and Federal Coordination American Red Cross (national headquarters) 2025 E Street NW, Washington, D.C Warning: This document is UNCLASSIFIED//FOR OFFICIAL USE ONLY (U//FOUO). It contains information that may be exempt from public release under the Freedom of Information Act (5 U.S.C. 552). It is to be controlled, stored, handled, transmitted, distributed, and disposed of in accordance with DHS policy relating to FOUO information and is not to be released to the public, the media, or other personnel who do not have a valid need-to-know without prior approval of an authorized DHS official. No portion of this report should be furnished to the media, either in written or verbal form. MSS LSAP 6 April 2007

8 Vehicle requirements Objective Work with the Transportation activity to acquire sufficient vehicles for Life Safety and Asset Protection s use on a disaster relief operation. Procedures 1. Upon their arrival, a vehicle will be provided for the manager. 2. The manager or designee will request additional vehicles for employees and volunteers through the Transportation activity. employees and volunteers will be assigned vehicles as required for their duties on the relief operation. 3. Usually, standard-sized sedans are used on relief operations. If required for special needs, will request other vehicles. These requests shall be limited and made only with the approval of the manager. 4. Each vehicle should be equipped with the following emergency equipment: First aid kit; Flash light; Fire extinguisher; Caution tape; Reflective triangle; Water. 5. When operating assigned vehicles, Red Cross employees and volunteers will: Obey all traffic laws rules and regulations. Park the vehicle legally or in reserved areas. Not transport clients in the vehicle. Not allow smoking inside the vehicle. Not operate the vehicle while under the influence of alcohol. Keep the vehicle clean at all times. Keep the gas tank at least half full at all times. Immediately report any vehicle damage to your supervisor and the Transportation activity. Immediately report any accident to your supervisor and the Transportation activity. MSS LSAP E April 2007

9 Vehicle requirements Complete an Driver Report of Accident form or any other required report if involved in a vehicle accident. Use the Accident Reporting Kit to gather required information. 6. When a employee or volunteer is transferred within Life Safety and Asset Protection to another relief operation, and is authorized to retain the assigned vehicle, he or she must register that vehicle with the Transportation activity on the new relief operation immediately upon arrival. 7. When a employee or volunteer leaves the relief operation, he or she will turn in the car to the Transportation activity. If the car is to remain with, the manager or designee will arrange with Transportation for that car to be assigned to another Life Safety and Asset Protection employee or volunteer. This transaction must be recorded by Transportation in the DROMIS computer system. Definitions field staff member As used by, employees and volunteers assigned to mobile field operations. Policies Fleet Management (Corporate Safety Manual, chapter 3, section IV), especially part 1.J Driver Safety Regulations Regulations All standard Red Cross vehicle regulations will be obeyed at all times. Resources Corporate Safety Manual Driver Report of Accident Accident Reporting Kit MSS LSAP E April 2007

10 Headquarters set-up Objective Work with and Operations Management to set up office space for the Life Safety and Asset Protection activity in the disaster relief operations headquarters. Procedures 1. Ideally, the activity area in the relief operation headquarters will hold up to four 8' tables placed in a box formation. If space in the relief operation headquarters is limited, all activities will need to reduce or adjust their space requirements, or share space with other activities. 2. The area should not be at an entrance or exit. It should be against a wall so maps can be placed on the wall. It should not be placed near the relief operation director s area. 3. The area should be equipped with at least two locking cabinets, one for reports and one to secure lost and found items. A secure closet or small room is preferable. 4. must have access to a private room for meetings. If space is limited in the relief operations headquarters, may need to share the room with other activities that also need access to a private room, such as Health Services, Staff Health and Staff Relations. The manager or designee will work with the mangers of the other activities to schedule time to use the room. Definitions disaster relief operation headquarters A temporary Red Cross operation facility located in or near an affected area from which a Red Cross disaster relief operation is directed. The disaster relief operation headquarters is an administrative location of the operation. The Life Safety and Asset Protection manager is located at the disaster relief operation headquarters. MSS LSAP E April 2007

11 Headquarters set-up Policies n/a Regulations n/a Resources Corporate Safety Manual MSS LSAP E April 2007

12 Provide services at Red Cross facilities and work sites Objective Check Red Cross facilities and work sites regularly to ensure that needs are being met and that concerns and issues are addressed. Procedures All Red Cross Facilities and Work Sites 1. When possible, will be involved in all discussions about site selections. will provide input for issues of location, internal and external security, working with law enforcement at all levels, building safety, traffic and crowd control. 2. As soon as possible, will complete an initial site inspection, using the LSAP Initial Site Inspection Form, of each site. The initial site inspection will identify the group responsible for providing security at the site, potential safety hazards and issues that need to be addressed, and emergency and evacuation features and plans for the site. 3. will routinely inspect Red Cross work sites during the disaster relief operation using the LSAP Daily Site Inspection Form. The frequency and type of inspections depends on the type of site. The daily inspection will identify the group providing security at the site and list any life safety or asset protection issues or concerns that need to be addressed. 4. will assist the site manager in developing emergency plans for the site. These plans may cover fire, all natural disasters and weapons of mass destruction/terrorism incidents, as necessary. 5. will work with site managers to determine the security needs of sites. Liaise with local law enforcement to provide on site security based on the determined need. Liaise with state law enforcement, National Guard and federal law enforcement if no local law enforcement is available for security. Work with the Procurement activity and the administrator on the relief operation and their counterparts in the Disaster Operations Center to contract for private security services. Provide fixed security ONLY when no other source of security is available and there is a demonstrated need. The manager is the primary person to determine the need. MSS LSAP O April 2007

13 Provide services at Red Cross facilities and work sites Site-Specific Inspections All site inspections are based on the requirements of each disaster relief operation. The Life Safety and Asset Protection manager may assign employees and volunteers to a specific site based on the needs of the relief operation. 1. Bulk distribution sites. Inspected by. 2. Chapter offices. Inspected by if the chapter doesn t already have security personnel in place. 3. Client shelters. Inspected by. will assist the site manager in organizing an in-house safety patrol. 4. Distribution centers. Inspected by. 5. Evacuation centers. Inspected by. Life Safety and Asset Protection will assist site manager to organize an in-house safety watch. 6. Financial or client service centers. Inspected by. Life Safety and Asset Protection employees and volunteers will not be assigned to transport or guard money or negotiable instruments. 7. Fixed feeding site. Inspected by. 8. Fueling sites. Inspected by. 9. Headquarters. When necessary, will provide fire watch security. will provide and supervise private security, as required and when requested by Operations Management. 10. Kitchens. Inspected by. 11. Mega shelters. A assistant manager will be assigned to each mega shelter. Based on the size of the shelter, employees and volunteers may be assigned to assist assistant manager. 12. Mobile feeding sites. Inspected by. If a particular route or site has security problems, employees and volunteers may be assigned to escort emergency response vehicles. 13. Parking lots. Parking lots are the responsibility of the activity site manager or, in the case of relief operation headquarters, the facility manager. will assist with parking lot issues as requested and in the course of regular inspections. 14. Reception and care centers. employees and volunteers may be assigned during hours the site is open. 15. Respite centers. employees and volunteers may be assigned during hours the site is open. MSS LSAP O April 2007

14 Provide services at Red Cross facilities and work sites 16. Staff shelters. Inspected by. 17. Vehicle storage. Inspected by. 18. Warehouses. Inspected by. Definitions field Any location other than the relief operation headquarters, including shelters, kitchens, service centers, chapter offices or any facility operated by the Red Cross. field staff member employees and volunteers assigned to mobile field operations. fixed operations Method of providing services by assigning a team to individual Red Cross work sites. The team is at the site during the necessary time of operation. This may be 24 hours a day for a shelter or 12 hours a day for a service center. mobile operations Method of providing services to sites by daily visit. Field units are assigned to visit all sites within their assigned geographical areas on a daily basis. service associate Service associates provide basic services of an activity within a group; some positions may require licensure. Worker is competent in the subject matter of the activity. site As used by, any Red Cross location except the relief operation headquarters. Sites may include client shelters, staff shelters, kitchens, fixed feeding sites, fixed bulk distribution sites, warehouses, service centers, mobile feeding routes, etc. span of control As used by, span of control is the number of persons directly supervised by one person. Span of control varies based upon the nature of the organization. Disaster operations recommend a maximum span of control eight. Due to the type and nature of work required of the employees and volunteers on relief operations, the activity will follow the Incident Command System structure of five to seven persons per supervisor. supervisor Supervisors oversee a work unit comprised of service associates. Competencies for this position will include leadership and management experience and ability. Supervisors must be familiar with the activities and tasks of the unit s employees and volunteers and be able to answer common questions on a day-to-day basis, and be accomplished or proficient in the subject matter. MSS LSAP O April 2007

15 Provide services at Red Cross facilities and work sites Policies n/a Regulations n/a Resources Handbook introduction, Staffing Corporate Safety Manual LSAP Initial Site Inspection Form LSAP Daily Site Inspection Form MSS LSAP O April 2007

16 Initial inquiries Objective Work with the Office of Investigations, Compliance and Ethics, Office of the General Counsel at national headquarters to determine the party responsible for the investigation; provide appropriate support to the party conducting the investigation. Procedures 1. Actions taken by. The role of is to protect the safety of all persons involved in a disaster relief operation and to protect Red Cross assets. will follow up on any reported circumstance (see definition) as necessary. 2. Scope of initial inquiry. Follow-up will be limited to determining if the circumstance occurred and determine if the circumstance was a crime, human resources issue, safety issue, security issue or reputation issue. Based on the findings of the follow-up, the matter will be turned over to the authority responsible for that type of investigation (i.e., Response Investigations, Compliance and Ethics, the Office of General Counsel, Enterprise Risk or Human Resources at national headquarters, the affected activity or group, local, state or federal law enforcement). No further action will be taken by unless requested by the investigating authority. 3. Who will handle initial inquiries. Any employee or volunteer may take the original report. He or she will interview the reporting person(s). Once the report is taken, the Life Safety and Asset Protection manager or designee will review the matter for further action. The Life Safety and Asset Protection manager will then refer the matter to appropriate parties, as necessary. Definitions circumstance Any act, activity, incident, event or behavior that creates in the mind of another the impression of a crime, misbehavior, lack of safety, lack of security or sense that the reputation of the Red Cross will be damaged. initial inquiry The examination of circumstances, necessary to determine if a suspicious circumstance is a crime, misbehavior or may effect the reputation of the Red Cross and has occurred or not. reporting person Any person who brings to the attention of that a person is missing. MSS LSAP O April 2007

17 Initial inquiries Policies Workplace Safety Policy (Corporate Safety Manual, chapter 1) Roles and Responsibilities (Corporate Safety Manual, chapter 3, section I) Workplace Accidents/Incidents (Corporate Safety Manual, chapter 3, section III, part 5) Workplace Violence (Corporate Safety Manual, chapter 3, section III, part 7) Regulations n/a Resources Corporate Safety Manual MSS LSAP O April 2007

18 Responsibilities for photo identification on relief operations Objective Assist Red Cross employees and volunteers who have lost their government photo identification on disaster relief operations. Issue photo identification to Red Cross employees and volunteers on aviation/transportation disaster, mass casualty/fatality disaster or event caused by weapons of mass destruction/terrorism. Procedures 1. Staff Services is responsible for providing, tracking and accounting for Red Cross identifiers and/or photo identification on relief operations that are not aviation/ transportation disasters, mass casualty/fatality disasters, events caused by weapons of mass destruction/terrorism, Incidents of National Significance or National Special Security Events. 2. At the discretion of the manager, assist Red Cross employees or volunteers that have lost (e.g., lost, stolen, robbed, etc.) their government identification (e.g., driver s license, passport, etc.) while serving on a relief operation. Assistance could include: Acquisition of a police report. Accompanying the Red Cross worker to the airport and liaison with TSA and the airline. Contacting the department of motor vehicles in their home of record. Contacting the passport office and contacting the employee s or volunteer s chapter. Note: Normally, Red Cross photo identification is not sufficient to clear TSA security at airports and board an airplane. 3. The managers and assistant managers on the relief operations are required to be the primary point of contact to federal, state and local law enforcement, safety and regulatory agencies and organizations. The activity lead in the Disaster Operations Center will issue official photo identification to employees and volunteers as necessary. 4. On aviation/transportation disaster, mass casualty/fatality disaster or event caused by weapons of mass destruction/terrorism or Incidents of National Significance relief operations and National Special Security Events, will recruit Identification Technicians to create and issue appropriate photo identification to Red Cross employees and volunteers. 5. Due the nature of aviation/transportation disaster, mass casualty/fatality disaster, event caused by weapons of mass destruction/terrorism, Incidents of National Significance relief MSS LSAP O April 2007

19 Responsibilities for photo identification on relief operations operations, National Special Security Event or criminal/high security events, Red Cross employees and volunteers access to certain worksites may be restricted. 6. The manager will coordinate with the local authority having jurisdiction (AHJ) and other federal agencies on scene to determine access restrictions, safe areas and photo identification requirements for Red Cross employees and volunteers. On aviation/transportation events, the Life Safety and asset Protection manager will coordinate with the authority having jurisdiction to determine the identification requirements for victims family members as well. 7. Purpose of the photo identification process. Protect survivors and families by limiting access to personal grieving areas, as well as areas housing personal effects, bodies, etc. Provide standardized, quality identification that will lead to a better working relationship with government agencies, especially the National Transportation and Safety Board (NTSB). will work with Staff Services to ensure that the identification process is appropriately administered and that access to sites is in accordance with identification requirements set forth by appropriate authorities. Protect the organization; prevent fraudulent or inappropriate individuals and media from trying to access the survivors, families and employees and volunteers. 8. Levels of identification. Level I Unrestricted Sites Includes headquarters, staff processing center, warehouse and kitchen. Usually, there is no need for site-specific photo identification at these sites. Level II Restricted Access Recovery and crash sites and family assistance center. Exclusions: All DRO Members (exceptions may be made for Disaster Mental Health, Health Services and Spiritual Care), all minors. Photo identification is required for all employees and volunteers assigned to these sites. Level III Highly Restricted Site Morgue and incident command post. Exclusions: All minors, all DRO Members, all group affiliated volunteers (exception may be made for Disaster Mental Health, Health Services and Spiritual Care). Photo identification is required for all employees and volunteers assigned to these sites. Definitions Identification Technician A trained, technical employee or volunteer who reports directly to the manager and is responsible for the set up, operation and maintenance of the Photo Identification Kits. Incident of National Significance An actual or potential high-impact event that requires a coordinated and effective response by an appropriate combination of local, state, tribal, federal, nongovernment and/or private sector entities based on criteria established in Homeland Security MSS LSAP O April 2007

20 Responsibilities for photo identification on relief operations Program Directive 5 (HSPD-5). The objective is to save lives, minimize damage and provide the basis for long-term community recovery and mitigation activities. National Special Security Event (NSSE) A significant domestic or international event, occurrence, contest, activity or meeting that by virtue of its profile and/or status represents an attractive target for terrorist attack. This designation requires the approval of the Attorney General and the Secretary of the Treasury. The United States Secret Service is responsible for coordinating security at such events. Weapons of Mass Destruction (WMD) Any weapon that is designed or intended to cause death or serious bodily injury through the release, dissemination, or impact of toxic or poisonous chemicals, or their precursors; any weapon involving a disease organism; any weapon that is designed to release radiation or radioactivity at a level dangerous to human life; or any destructive device as defined in Title 18, United States Code, Section 921. (FBI) Policies Workplace Safety (Corporate Safety Manual, chapter 3, section III) Work Practices Controls and Procedures (Corporate Safety Manual, chapter 3, section III, part 7, subpart C.K) Personal Protective Equipment (Corporate Safety Manual, chapter 3, section III, part 2.J) Regulations n/a Resources Corporate Safety Manual Minimum PPE Requirements table in the Corporate Safety Manual (chapter 3, section III, part 3) MSS LSAP O April 2007

21 Lost and found operations Objective Operate and manage a lost and found on disaster relief operations. Log and track items that are found as well as items that are reported lost. Procedures 1. will maintain lost and found operations at the relief operation headquarters. is not responsible for maintaining lost and found operations at sites other than relief operation headquarters. These lost and found operations are the responsibility of the site managers. 2. Items turned in to will be stored in a secure location. 3. Items turned in to at the relief operation headquarters will be logged into a lost/found book documenting: Date and time; Where found; Item description; Person who found the item; Log number; Name of the person logging in the item. Note: Include space for the owner to sign when claiming item. 4. Misplaced items or item that the owner does not know where it is should be logged into the lost/found book documenting: Date and time; Where lost; Item description; Person who lost the item; Log number; Work location of person losing the item; Name of the person logging in the item. Note: Should the item be located the owner should be notified at the earliest possible time. 5. Items turned in at a location other than disaster relief operation headquarters should be tagged with the above information. The item should remain at the remote location until that location is closed. If not claimed by the time the location closes, articles of clothing MSS LSAP O April 2007

22 Lost and found operations should be donated to the nearest local charity. Items that appear to have significant value (jewelry, cell phones, etc.) should be brought to relief operation headquarters with the information tag attached. Once at the relief operation headquarters the item should be logged in as per #1. 6. should assign someone to lost and found operations and the secure area where items are stored. The employee or volunteer assigned to the lost and found is responsible for making every effort to locate the owner wherever possible. 7. When an owner is located, he or she should be contacted and asked how to arrange for the return of his or her property. In most cases, the owner is responsible for any costs incurred to return the item. 8. Upon termination of relief operation, items remaining in Lost and Found shall be disposed of in the following manner: Articles of clothing should be donated to the nearest local charity. Cell phones and electronic equipment should be turned over to the Response Technology Team. Items that appear to have significant value (jewelry, etc.) should be forwarded to national headquarters with the log information and a notation in the log that the item was forwarded to national headquarters. 9. Luggage lost by an airline is the responsibility of the airline, including replacement, delivery and covering miscellaneous expenses until the luggage is returned. As travel to and from the relief operations is a responsibility of Staff Services, helping the employee or volunteer contact and work with the airline for the return of lost luggage is a Staff Services responsibility. will not handle luggage lost in transportation as part of their lost and found operations. Definitions disaster relief operation headquarters A temporary Red Cross operation facility located in or near an affected area from which a Red Cross disaster relief operation is directed. The disaster relief operation headquarters is an administrative location of the operation. The Life Safety and Asset Protection manager is located at the disaster relief operation headquarters. field Any location other than the relief operation headquarters, including shelters, kitchens, service centers, chapter offices or any facility operated by the Red Cross. MSS LSAP O April 2007

23 Lost and found operations Policies n/a Regulations n/a Resources Corporate Safety Manual MSS LSAP O April 2007

24 Missing persons Objective Respond to reports of missing or endangered Red Cross employees and volunteers and determine whether the employee or volunteer has missed work, left the disaster relief operation or is an endangered or at risk person. Procedures 1. Verify with Staff Services and the activity supervisor or manager that the missing person is a Red Cross employee or volunteer. The Red Cross is not responsible for investigating or finding missing clients or other people. If someone who is not a Red Cross employee or volunteer is reported missing to, help the reporting person contact the appropriate law enforcement agency. 2. Work with the missing employee s or volunteer s activity supervisor and Staff Services to obtain the missing person s full name, date of birth, home address, home telephone number, Red Cross assignment, chapter affiliation and emergency contact information. 3. Interview the reporting person to determine the circumstances surrounding the disappearance (if he or she is missing from work, has left the relief operation or is possibly endangered or at risk). Determine where the person was last seen, including the amount of time the person has been missing. Determine if the missing person has any medical conditions or physical and/or mental disabilities. Determine if there are any circumstances indicating that the person s disappearance was not voluntary (i.e., if an abduction or kidnapping has occurred). 4. Obtain the details of the missing person s assigned hotel and, if applicable, cell phone and vehicle. 5. A person who has been reported missing and can be classified as having missed work or left the relief operation will be documented in a report. Work with Staff Services to notify the employee s or volunteer s activity supervisor and chapter. No further action will be taken unless further circumstances indicate the person should be considered endangered or at risk. 6. If a missing person is endangered for any reason, contact his or her supervisor, your supervisor and report the matter to local law enforcement authorities for follow-up and investigation. 7. A Response Investigations, Compliance and Ethics employee or volunteer may be assigned to work with local law enforcement, and will be responsible for following up with local law enforcement authorities until the missing person is located or the case is closed. will provide Response Investigations, Compliance and Ethics with the local law enforcement liaison relationship and contact information. MSS LSAP O April 2007

25 Missing persons Definitions endangered/at risk classification for an individual who is missing, and circumstances and/or witness accounts indicate that the missing person may have a medical condition or physical disability, been the victim of a crime or for any other reason may be endangered. left relief operation classification for an individual who decided not to participate in his or her assigned activity and left the relief operation of his or her own accord. missed work classification for an individual who did not report for his or her work assignment. This may be initial reporting or daily reporting. reporting person Any person who brings to the attention of that a person is missing. Policies n/a Regulations Workplace Safety Policy (Corporate Safety Manual, chapter 1) Roles and Responsibilities (Corporate Safety Manual, chapter 3, section I) Workplace Accidents/Incidents (Corporate Safety Manual, chapter 3, section III, part 5) Workplace Violence (Corporate Safety Manual, chapter 3, section III, part 7) Resources Corporate Safety Manual MSS LSAP O April 2007

26 Vehicle reports Objective Work with the Transportation activity to handle vehicle reports on disaster relief operations. Procedures 1. Missing vehicles. The Transportation activity, not, is responsible for locating missing vehicles. However, may assist Transportation in locating missing vehicles, when requested and as staffing permits. Assistance will consist of looking for the vehicles parked at Red Cross sites and identifying vehicle drivers when possible. employees and volunteers will only identify drivers of missing vehicles, not impound vehicles or remove vehicles from Red Cross employees and volunteers. employees and volunteers looking for vehicles will forward any information they find to the Transportation activity for action. 2. Stolen vehicles or failure to return rental vehicles. Assist the Transportation activity in reporting lost or stolen vehicles to local law enforcement. All state laws regarding failure to return a rental vehicle, auto theft or embezzlement require that an agent for the organization sign the police report. This is necessary to enter the vehicle in the National Crime Information System (NCIS). A employee or volunteer may not be the agent to submit the report. The Transportation manager on the relief operation must sign the report. will work with the Transportation activity to ensure a copy of the report is forwarded to the Response, Investigation, Compliance and Ethics activity lead. 3. Privately-owned vehicles. The Red Cross will not assume liability for privately-owned vehicles used on relief operations or used to travel to and from relief operations. The director of the relief operation must approve the use of a privately-owned vehicle before the vehicle is used for any relief operation activities. The Staff Deployment Center at national headquarters must approve the use of a privately-owned vehicle to travel to and from a relief operation. Transportation must verify that the vehicle s owner has adequate insurance before the vehicle can be used for relief operation activities. The owner is responsible for working with his or her insurance company and local law enforcement if the vehicle is in an accident or is lost or stolen while on the relief operation. 4. Vehicle accidents. Work with the Transportation activity to assess and document vehicle accidents when a vehicle is disabled or an injury occurs. will liaise with the local law enforcement agency handling the police investigation. will work with the Transportation activity to obtain copies of any police reports needed for Transportation records. MSS LSAP O April 2007

27 Vehicle reports NOTE: The following sections, Accident Recordkeeping, Reporting and Analysis and Staff Accident Reporting Procedures, are directly quoted from the Corporate Safety Manual, chapter 3, section IV, part 1.E and part 1.F. 1.E Accident Recordkeeping, Reporting and Analysis 1. This organization considers elimination of motor vehicle accidents as a major goal. To meet this objective, all accidents will be reported to management, investigated, documented and reviewed by the American Red Cross Accident Review Board. The investigation identifies the need for: a. A more intensive driver training and/or remedial training. b. Improved driver selection procedures. c. Improved vehicle inspection and/or maintenance activities. d. Changes in traffic routes. 2. Motor vehicle accident recordkeeping procedures consist of the following components: a. Documentation of causes and corrective action. b. Management review to expedite corrective action. c. Analysis of accident to determine trends, recurring problems and the need for further control measures. 3. Responsibility. Implementation of these procedures remains the responsibility of both the driver and management. a. Driver. Since the driver is the first person at the accident scene, he/she will initiate the information-gathering process as quickly and thoroughly as is feasible. If involved in an accident, the driver should not discuss responsibility for the accident with anyone other than American Red Cross authorized representatives. b. Management (on relief operations, the Transportation manger or designee) will obtain accident data from the driver through the American Red Cross Motor Vehicle Accident Reporting Kit and/or by verbal communication. It is important for management to determine the extent of the accident, especially if it involves injury or death to the driver, passengers or other parties. c. Management (on relief operations, the Transportation manger or designee) will immediately proceed with a formal investigation to determine the underlying causes as well as what can be done to prevent similar occurrences. The accident report will be forwarded to the third-party claims administrator along with any additional support data (e.g., witness statements, photographs, police reports, etc.). MSS LSAP O April 2007

28 Vehicle reports 4. Preventable/Non-Preventable Accident. The following definitions relate to motor vehicle accidents: a. A motor vehicle accident is defined as any occurrence involving a motor vehicle which results in death, injury or property damage. An incident is defined as a near miss; for example, someone backing into a wall resulting in no injury or damage. Both accidents and incidents should be reported and reviewed. b. A preventable accident is defined as any accident involving the vehicle, unless properly parked, which results in property damage or personal injury and in which the driver failed to do everything he/she reasonably could have done to prevent or avoid the accident. c. The determination of preventability of an accident is the function of the facility American Red Cross Accident Review Board. 5. See Guide for Preventable and Non-Preventable Accidents/Incidents. 1.F Staff Accident Reporting Procedure Staff will take the following actions when there are injuries to persons and/or damage to other vehicles or property: 1. If possible, move the vehicle to a safe location out of the way of traffic. Call for medical attention if anyone is hurt. Secure the accident scene to prevent further accident or injury. Use safety devices if available. 2. Secure the names and addresses of drivers and occupants of any vehicles involved, their operator s license numbers, insurance organization names and policy numbers, and license plate numbers, as well as the names and addresses of injured persons and witnesses. Record this information on the Motor Vehicle Accident Report form (in the reporting packet). Do not discuss fault with, or sign anything for anyone except an authorized representative of the American Red Cross or a police officer. Immediately notify the facility Fleet Safety Coordinator or supervisor (on relief operations, the Transportation manger or designee). It is the supervisor s responsibility to notify the Fleet Safety Coordinator (on relief operations, the Transportation manger or designee) of the accident as soon as possible or at least within 24 hours. You will be contacted by the Fleet Safety Coordinator or supervisor (on relief operations, the Transportation manger or designee) to advise you how to arrange for repairs to the vehicle. Do not have the vehicle repaired until you receive authorization from the Fleet Safety Coordinator (on relief operations, the Transportation manger or designee). Note: Accident reporting kits: Each organization vehicle should have an accident reporting kit in the glove box. This should include an accident report form, pen or pencil, and an inexpensive or disposable camera. These kits are available from the Fleet Safety Coordinator/designee (on relief operations, the Transportation manger or designee). MSS LSAP O April 2007