MASS FATALITY INCIDENT RESPONSE JUST-IN-TIME TRAINING TOOLKIT FAC RECEPTION TEAM

Transcription

1 MASS FATALITY INCIDENT RESPONSE JUST-IN-TIME TRAINING TOOLKIT FAC RECEPTION TEAM

2 MASS FATALITY INCIDENT RESPONSE JUST-IN-TIME TRAINING TOOLKIT FAC RECEPTION TEAM All remains and personal effects will be handled with dignity and accordance to local plans, policies, and procedures. INTRODUCTION TO THE FAC RECEPTION TEAM: The FAC Reception Team is responsible for ensuring that the bereaved are met, welcomed, and processed accordingly within the Family Assistance Center. The team serves as the initial representation of the services provided within the FAC and sets the stage and expectations of the bereaved. CONTENTS OF THE TOOLKIT: 1. (TOOL) Position Descriptions and Responsibilities 2. (FORM) Visitor Sign In/Sign Out Log 3. (FORM)FAC Registration Form 4. (FORM) ICS-211: Incident Check-In List 5. (FORM) ICS-214: Unit Activity Log 6. (TOOL) Information Sheet for Disaster Response Workers Page 1 of 1

3 MASS FATALITY INCIDENT RESPONSE JUST-IN-TIME TRAINING TOOLKIT FAC Reception Team Leader: FAC RECEPTION TEAM Position Descriptions/Responsibilities Assigns and coordinates reception team personnel as needed Conducts briefings of procedures and guidelines Oversees the reception operations at the Family Assistance Center Maintains a VISITOR LOG (see enclosed) for all persons entering or leaving the Family Assistance Center Maintains a INCIDENT CHECK-IN LIST (see enclosed) for all volunteers, staff, and other workers entering or leaving the Family Assistance Center May be assisted by support personnel as needed Maintains a UNIT LOG (see enclosed) of notable activities Maintains a schedule of family briefings Assigns a Family Representative to bereaved families and documents the assignment on the FAC REGISTRATION FORM (see enclosed) Provides an explanation of the services provided at the FAC to staff FAC Reception Clerk(s): Ensures that all persons entering of leaving the Family Assistance Center sign in/out on the VISITOR LOG Ensures that all volunteers, staff, and other workers entering or leaving the Family Assistance Center sign in/out on the INCIDENT CHECK-IN LIST May be assisted by support personnel as needed Assists the FAC Reception Team Leader with completing the UNIT LOG each shift by documenting notable activities/events Provides assistance to the bereaved in order to complete the FAC REGISTRATION FORM FAC Family Representative(s): May be assisted by support personnel as needed Receives work assignments and briefings from the FAC Reception Team Leader Using the FAC REGISTRATION FORM, assists bereaved families through the various stations and with the various service providers within the Family Assistance Center. Assists the FAC Reception Team Leader with completing the UNIT LOG each shift by documenting notable activities/events Page 1 of 2

4 MASS FATALITY INCIDENT RESPONSE JUST-IN-TIME TRAINING TOOLKIT Scribe(s): Takes notes for the team leader or other assigned team member and documents the notes on the applicable forms as provided Assist the team leader In completing the UNIT LOG Page 2 of 2

5 Visitor Sign In / Sign Out FAMILY ASSISTANCE CENTER Date: Print Name Comments Time IN Time OUT Templates by Vertex42.com Vertex42 LLC

6 FAMILY ASSISTANCE CENTER - Registration Form Last Name First Name Middle Initial Suffix Physical Address City State ZIP Home Telephone Number Mobile/Cell Telephone Number Services Needed: Childcare Spiritual Support Mass Care/Sheltering Translator/Interpreter Mental Health Support/Crisis Counseling First Aid FAC Staff Only Family Representative Assigned: Date Registered: FAMILY ASSISTANCE CENTER - Registration Form Last Name First Name Middle Initial Suffix Physical Address City State ZIP Home Telephone Number Mobile/Cell Telephone Number Services Needed: Childcare Spiritual Support Mass Care/Sheltering Translator/Interpreter Mental Health Support/Crisis Counseling First Aid FAC Staff Only Family Representative Assigned: Date Registered:

7 INCIDENT CHECK-IN LIST (ICS 211) 1. Incident Name: 2. Incident Number: 3. Check-In Location (complete all that apply): 4. Start Date/Time: Date: Date Base Staging ICP Helibase Other Area Time: HHMM Check-In Information (use reverse of form for remarks or comments) 5. List single resource personnel (overhead) by agency and name, OR list resources by the following format: State Agency Category Kind Type Resource Name or Identifier ST or TF 6. Order Request # 7. Date/Time Check-In 8. Leader s Name 9. Total Number of Personnel 10. Incident Contact Information 11. Home Unit or Agency 12. Departure Point, Date and Time 13. Method of Travel 14. Incident Assignment 15. Other Qualifications 16. Data Provided to Resources Unit ICS Prepared by: Name: Position/Title: Signature: Date/Time:

8 ICS 211 Incident Check-In List Purpose. Personnel and equipment arriving at the incident can check in at various incident locations. Check-in consists of reporting specific information, which is recorded on the Check-In List (ICS 211). The ICS 211 serves several purposes, as it: (1) records arrival times at the incident of all overhead personnel and equipment, (2) records the initial location of personnel and equipment to facilitate subsequent assignments, and (3) supports demobilization by recording the home base, method of travel, etc., for resources checked in. Preparation. The ICS 211 is initiated at a number of incident locations including: Staging Areas, Base, and Incident Command Post (ICP). Preparation may be completed by: (1) overhead at these locations, who record the information and give it to the Resources Unit as soon as possible, (2) the Incident Communications Center Manager located in the Communications Center, who records the information and gives it to the Resources Unit as soon as possible, (3) a recorder from the Resources Unit during check-in to the ICP. As an option, the ICS 211 can be printed on colored paper to match the designated Resource Status Card (ICS 219) colors. The purpose of this is to aid the process of completing a large volume of ICS 219s. The ICS 219 colors are: 219-1: Header Card Gray (used only as label cards for T-Card racks) 219-2: Crew/Team Card Green 219-3: Engine Card Rose 219-4: Helicopter Card Blue 219-5: Personnel Card White 219-6: Fixed-Wing Card Orange 219-7: Equipment Card Yellow 219-8: Miscellaneous Equipment/Task Force Card Tan : Generic Card Light Purple Distribution. ICS 211s, which are completed by personnel at the various check-in locations, are provided to the Resources Unit, Demobilization Unit, and Finance/Administration Section. The Resources Unit maintains a master list of all equipment and personnel that have reported to the incident. Notes: Also available as 8½ x 14 (legal size) or 11 x 17 chart. Use reverse side of form for remarks or comments. If additional pages are needed for any form page, use a blank ICS 211 and repaginate as needed. Contact information for sender and receiver can be added for communications purposes to confirm resource orders. Refer to 213RR example (Appendix B) Block Number Block Title Instructions 1 Incident Name Enter the name assigned to the incident. 2 Incident Number Enter the number assigned to the incident. 3 Check-In Location Base Staging Area ICP Helibase Other 4 Start Date/Time Date Time Check appropriate box and enter the check-in location for the incident. Indicate specific information regarding the locations under each checkbox. ICP is for Incident Command Post. Other may include Enter the date (month/day/year) and time (using the 24-hour clock) that the form was started.

9 Block Number Block Title Check-In Information 5 List single resource personnel (overhead) by agency and name, OR list resources by the following format State Agency Category Kind Type Resource Name or Identifier ST or TF Instructions Self explanatory. Enter the following information for resources: OPTIONAL: Indicate if resource is a single resource versus part of Strike Team or Task Force. Fields can be left blank if not necessary. Use this section to list the home State for the resource. Use this section to list agency name (or designator), and individual names for all single resource personnel (e.g., ORC, ARL, NYPD). Use this section to list the resource category based on NIMS, discipline, or jurisdiction guidance. Use this section to list the resource kind based on NIMS, discipline, or jurisdiction guidance. Use this section to list the resource type based on NIMS, discipline, or jurisdiction guidance. Use this section to enter the resource name or unique identifier. If it is a Strike Team or a Task Force, list the unique Strike Team or Task Force identifier (if used) on a single line with the component resources of the Strike Team or Task Force listed on the following lines. For example, for an Engine Strike Team with the call sign XLT459 show XLT459 in this box and then in the next five rows, list the unique identifier for the five engines assigned to the Strike Team. Use ST or TF to indicate whether the resource is part of a Strike Team or Task Force. See above for additional instructions. 6 Order Request # The order request number will be assigned by the agency dispatching resources or personnel to the incident. Use existing protocol as appropriate for the jurisdiction and/or discipline, since several incident numbers may be used for the same incident. 7 Date/Time Check-In Enter date (month/day/year) and time of check-in (24-hour clock) to the incident. 8 Leader s Name For equipment, enter the operator s name. Enter the Strike Team or Task Force leader s name. Leave blank for single resource personnel (overhead). 9 Total Number of Personnel Enter total number of personnel associated with the resource. Include leaders. 10 Incident Contact Information Enter available contact information (e.g., radio frequency, cell phone number, etc.) for the incident. 11 Home Unit or Agency Enter the home unit or agency to which the resource or individual is normally assigned (may not be departure location). 12 Departure Point, Date and Time Enter the location from which the resource or individual departed for this incident. Enter the departure time using the 24-hour clock. 13 Method of Travel Enter the means of travel the individual used to bring himself/herself to the incident (e.g., bus, truck, engine, personal vehicle, etc.). 14 Incident Assignment Enter the incident assignment at time of dispatch. 15 Other Qualifications Enter additional duties (ICS positions) pertinent to the incident that the resource/individual is qualified to perform. Note that resources should not be reassigned on the incident without going through the established ordering process. This data may be useful when resources are demobilized and remobilized for another incident.

10 Block Number Block Title 16 Data Provided to Resources Unit 17 Prepared by Name Position/Title Signature Date/Time Instructions Enter the date and time that the information pertaining to that entry was transmitted to the Resources Unit, and the initials of the person who transmitted the information. Enter the name, ICS position/title, and signature of the person preparing the form. Enter date (month/day/year) and time prepared (24-hour clock).

11 1. Incident Name: 2. Operational Period: ACTIVITY LOG (ICS 214) Date From: Date Time From: HHMM Date To: Date Time To: HHMM 3. Name: 4. ICS Position: 5. Home Agency (and Unit): 6. Resources Assigned: Name ICS Position Home Agency (and Unit) 7. Activity Log: Date/Time Notable Activities 8. Prepared by: Name: Position/Title: Signature: ICS 214, Page 1 Date/Time: Date

12 ACTIVITY LOG (ICS 214) 1. Incident Name: 2. Operational Period: Date From: Date Time From: HHMM Date To: Date Time To: HHMM 7. Activity Log (continuation): Date/Time Notable Activities 8. Prepared by: Name: Position/Title: Signature: ICS 214, Page 2 Date/Time: Date

13 ICS 214 Activity Log Purpose. The Activity Log (ICS 214) records details of notable activities at any ICS level, including single resources, equipment, Task Forces, etc. These logs provide basic incident activity documentation, and a reference for any afteraction report. Preparation. An ICS 214 can be initiated and maintained by personnel in various ICS positions as it is needed or appropriate. Personnel should document how relevant incident activities are occurring and progressing, or any notable events or communications. Distribution. Completed ICS 214s are submitted to supervisors, who forward them to the Documentation Unit. All completed original forms must be given to the Documentation Unit, which maintains a file of all ICS 214s. It is recommended that individuals retain a copy for their own records. Notes: The ICS 214 can be printed as a two-sided form. Use additional copies as continuation sheets as needed, and indicate pagination as used. Block Number Block Title Instructions 1 Incident Name Enter the name assigned to the incident. 2 Operational Period Date and Time From Date and Time To Enter the start date (month/day/year) and time (using the 24-hour clock) and end date and time for the operational period to which the form applies. 3 Name Enter the title of the organizational unit or resource designator (e.g., Facilities Unit, Safety Officer, Strike Team). 4 ICS Position Enter the name and ICS position of the individual in charge of the Unit. 5 Home Agency (and Unit) Enter the home agency of the individual completing the ICS 214. Enter a unit designator if utilized by the jurisdiction or discipline. 6 Resources Assigned Enter the following information for resources assigned: Name Use this section to enter the resource s name. For all individuals, use at least the first initial and last name. Cell phone number for the individual can be added as an option. ICS Position Use this section to enter the resource s ICS position (e.g., Finance Section Chief). Home Agency (and Unit) Use this section to enter the resource s home agency and/or unit (e.g., Des Moines Public Works Department, Water Management Unit). 7 Activity Log Date/Time Notable Activities 8 Prepared by Name Position/Title Signature Date/Time Enter the time (24-hour clock) and briefly describe individual notable activities. Note the date as well if the operational period covers more than one day. Activities described may include notable occurrences or events such as task assignments, task completions, injuries, difficulties encountered, etc. This block can also be used to track personal work habits by adding columns such as Action Required, Delegated To, Status, etc. Enter the name, ICS position/title, and signature of the person preparing the form. Enter date (month/day/year) and time prepared (24-hour clock).

14 INFORMATION SHEET FOR DISASTER RESPONSE WORKERS EMERGENCY AND DISASTER RESPONSE WORKERS: MANAGING AND PREVENTING STRESS COMMON REACTIONS TO A DISASTER INCIDENT No one who responds to a mass fatality incident is untouched by it Profound sadness, grief, and anger are normal reactions to an abnormal event. You may not want to leave the scene until the work is finished You will likely try to override stress and fatigue with dedication and commitment You may deny the need for rest and recovery time We each have different needs and different ways of coping Acknowledging our feelings helps us recover SIGNS THAT YOU MAY NEED STRESS MANAGEMENT ASSISTANCE Difficulty communicating thoughts Difficulty remembering instructions Difficulty maintaining balance Uncharacteristically argumentative Difficulty making decisions Limited attention span Unnecessary risk-taking Tremors/headaches/nausea Tunnel vision/muffled hearing WAYS TO HELP MANAGE THE STRESS Colds or flu-like symptoms Disorientation or confusion Difficulty concentrating Loss of objectivity Easily frustrated Unable to engage in problem-solving Unable to let down when off duty Refusal to follow orders Refusal to leave the scene Increased use of drugs/alcohol Unusual clumsiness Limit on-duty work hours to no more than 12 hours per day Make work rotations from high stress to lower stress functions Make work rotations from the scene to routine assignments, as practicable Use counseling assistance programs available through your agency Drink plenty of water and eat healthy snacks like fresh fruit and whole grain breads and other energy foods at the scene Take frequent, brief breaks from the scene as practicable. Talk about your emotions to process what was has been seen and done Stay in touch with your family and friends, if possible spend time with them Participate in memorials, rituals, and use of symbols as a way to express feelings Pair up with a responder so that you may monitor one another's stress * When to seek help: If self-help strategies are not helping or you find that you are using drugs/alcohol in order to cope, you may wish to seek outside or professional assistance with your stress symptoms.