Aircraft Accident Response Plan

Transcription

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2 Aircraft Accident Response Plan Revision 2-Change Manual #

3 TABLE OF CONTENTS Page Table of Contents Manual Control Page Manual Revision Page i iv v 1.0 Purpose and Scope Manual Distribution and Maintenance Organization and Overall Responsibilities Emergency Response Center Emergency Response Center Responsibilities Response Overview General Flow of Activities 5.3 Expectations Of Response Organizations 5.4 Flight Crewmember On-Site response 6.0 Emergency Response Center Plan Notification and Verification of Accident 6.3 Manifest Retrieval 6.4 Plan Implementation and Opening Brief 6.5 Notification of Authorities, Charter Client, Owner and Company Personnel 6.6 Notification and Support of Families 6.7 Emergency Response Center Management 6.8 Documentation Requirements 6.9 Securing ERC Response 7.0 Flight Department - Facility Plan Notification / Verification of Accident 7.3 Notification of Senior Company Official (SCO) 7.4 Support of Operations 7.5 Segregation and Securing of Documentation i Rev 3 NC 1-08

4 TABLE OF CONTENTS Page 7.6 Go-Team Duties and Responsibilities 7.7 Considerations for Public Affairs 8.0 Emergency Response System Training Bomb or Hijacking Threat Annual Review...22 APPENDIX I Checklist and Forms Notification / Verification checklist...24 Internal / External Notification Directory...27 Senior Company Official Response Management...28 Senior Company Official checklist...29 Responses for Request for Information...30 SCO Shift Turnover Briefing checklist...32 Event Log...35 Maintenance checklist...36 Aircraft Records Transmittal checklist...37 Scheduling checklist...38 Administrative Support checklist...40 Victim Location and Status Record...42 Personnel Travel Coordination Record...43 Logistics Tracking Record...44 Next of Kin Notification / Family Assistance Assignment...45 APPENDIX II Bomb Threat checklist...49 Hijacking Threat checklist...50 ii Rev 3 NC 1-08

5 TABLE OF CONTENTS Page APPENDIX III On-Scene Coordinator (Go-Team) Forms Go Team trip kit Basic Information Sheet... Form #1 Uninjured Casualty... Form #2 Injured Casualty... Form #3 Deceased Person... Form #4 Personal History... Form #5 Damaged Property Claim... Form #6 Individual Medical Examination Waiver... Form #7 Accommodation/Travel Request... Form #8 Record of Casualty/Next of Kin Visitation... Form #9 Accident Preliminary Report... Form #10 APPENDIX IV Supporting Documentation...77 APPENDIX V NTSB reporting requirements...81 APPENDIX VI Aircraft accident quick checklist...85 iii Rev 3 NC 1-08

6 Manual Control Log Manual # Distributed to: Revision # Date 1 CEO /01/05 2 Safety Manager /01/05 3 President /01/05 4 General Manager /01/05 5 Director of Operations /01/05 6 CP / Flight OPS / Training /01/05 7 VP Maintenance /01/05 8 CFO / Accounting Dept /01/05 9 Scheduling Dept /01/05 10 Human Resources /01/05 11 Chief Cabin Attendant /01/05 12 DOM of MX (Office) /01/05 13 Wyvern /01/05 14 Scheduling on-call /01/05 15 Home M. Foulkrod /01/05 16 Home K. Sullivan /01/05 17 Home - M. Lefever /01/05 18 Home - R. Hildenbrand /01/05 19 Home - K. Seals /01/05 20 Home Chief Pilot /01/05 21 Home - J. Fritz /01/05 22 iv Rev 3 NC 1-08

7 Manual Record of Revisions Revision # Date Affected Pages Initials 2 12/01/05 All Rev 2 12/30/05 Appendix I checklists change Rev 3 NC /25/08 - Go team training and Hepatitis B inoculation policy requirements. Pg. (22) - Notification / Verification checklist: add manifest as details. Pg. (24) - Manual Record of Revision update Rev 3 NC Appendix II & III remain current with Rev 2 NC v Rev 3 NC 1-08

8 1. Purpose and Scope 1.1 Avjet Corporation is prepared to respond to an aviation accident involving one of its aircraft on a global basis. The is intended to provide guidance to all Avjet Corporation personnel responding to such an event. 1.2 This manual describes the Company s aviation accident response organization and the overall response strategy and provides guidance on initial steps to be taken to activate Company elements consistent with that strategy. All accident response actions will be aligned with Management priorities, listed below. Priority Description 1 Support Company personnel and families. 2 Work with authorities to provide Life Safety support to affected personnel. 3 Proactively respond with sufficient resources to professionally support affected parties. 4 Professionally manage and protect Company resources. 5 Determine what occurred, and modify procedures as necessary to prevent recurrence, where possible. 1.3 During an accident response, the Company will focus its efforts on the following Human Resources key elements: coordinating the response through ERC (Emergency Response Center) directives and Company Human Resources in coordination with the Red Cross and assisting agencies, supporting Department personnel, and participating in the accident investigation. vi Rev 3 NC 1-08

9 2. Manual Distribution and Maintenance 2.1 This manual shall be distributed to all Company personnel who would be key responders should there be an aircraft accident. Key responders include but are not limited to: CEO Director Of Operations VP General Manager VP Of Maintenance Operations President CFO Additional copies of this plan are available upon request and have been provided for each Department. 3. Organization and Overall Responsibilities 3.1 Management will establish direction and control for the entire response. Management will act as the strategic decision making body and use Company resources, as necessary, to respond to internal and external demands. 3.2 The response will include the establishment of an Emergency Response Center (ERC) at the facility to coordinate the technical aspects of a response and the related investigation. 3.3 Additionally, the Company may mobilize members of its emergency response investigation team (Go-Team) to the vicinity of the accident to jointly manage the on-site response. Company Go-Team members are assigned by the CEO to meet the demand of a particular emergency. 3.4 The Go-Team will join with appropriate agencies to investigate the causes of the accident. The Go-Team will assist with personnel and family support, security, media relations, and relations with others affected by the accident. 4. Emergency Response Center (ERC) 4.1 The ERC is central to the technical response to any accident involving Company aircraft. The Senior Company Official (SCO), will implement the and activate the ERC The ERC shall be located (determined by the event and location of accident) as a default in the Scheduling Room of the Burbank office. 4.2 The ERC responsibilities have been organized into four functions to provide sufficient resources for responding to the many aspects of an 7 Rev 3 NC 1-08

10 incident. The positions will be filled by personnel familiar with the types of activities required. Personnel will be scheduled in shifts to cover responses requiring a 24-hour presence. 4.3 Emergency Response Center Responsibilities Functional responsibilities for operating the ERC are outlined as follows: 8 Rev 3 NC 1-08

11 Senior Company Official (SCO) Including Flt. Ops. Emergency Response Center Responsibilities Once verification is received that an accident has occurred, gather personnel for an initial brief Activate the ERC, and establish direction and control for the tactical level response from the entire Flight Department Ensure notifications are made to: All Company Management, Charter Client, Aircraft Owner, National Transportation Safety Board (NTSB), Insurance carrier, Department personnel, etc.. Maintain contact with Management to support overall response in coordination with Public Affairs. Once the manifest has been printed and verified, provide information to Management and emergency management officials (Fire Dept., county officials, etc.) Maintain EVENT LOG Ensure notifications are made to crewmembers Next-of-Kin (make notification to primary Next-of-Kin whenever possible). Ensure family assistance personnel are assigned to each affected family from Flight Department. Ensure notifications are documented, and that family assistance personnel have contacted the affected families Utilize all Corporate resources necessary to support response Maintain the ERC until the pace of information flow no longer requires full-level response. Establish watch system to support On-Site personnel until the Corporate effort at the accident scene has ended Ensure all inquiries after accident receive VERIFICATION and are responded with, The focus of our efforts at this time is to attend to the needs of our passengers, crew and their families, and work with the NTSB and local public safety officials to determine the cause and extent of the accident. If you have any questions, please contact Company Public Affairs representative. (Alternate Media responses are listed in the SCO checklist located in Appendix I) Obtain latest version of NTSB accident notification Form to be filed within ten days of accident Provide emotional support for other ERC personnel, and monitor for signs of emotional stress 9 Rev 3 NC 1-08

12 Scheduling Department Maintenance Administrative Support Emergency Response Center Responsibilities (continued) Upon notification of an aircraft accident, print the passenger manifest. Check for any messages from the affected flight which would show any changes in the manifest Contact departure location FBO for information on servicing completed prior to departure, and complete Scheduling Checklist Arrange for transportation and coordinate support for On- Site Support Team (Go-Team) and their equipment to the site, as requested. Use Company aircraft, regularly scheduled airline or charter, as the situation dictates Maintain EVENT LOG Provide emotional support for other ERC personnel, and monitor for signs of emotional stress Maintain EVENT LOG for all taskings, actions, and communications Notify affected maintenance personnel to segregate maintenance documentation and secure it in a locked location Provide emotional support for other ERC personnel and monitor for signs of emotional stress Set up a room as the ERC Power-up and check all ERC communications systems for proper operation. Check: telephones, fax, computer with e- mail Ensure support for personnel in the ERC (water, beverages, meals, light snacks, replacement administrative supplies) Document ERC position manning and schedules Maintain EVENT LOG Manage operation of the ERC telephone system. Ensure phone lines are identified for usage as outgoing lines, and incoming hotlines for family members and Corporate, as needed Provide emotional support for other ERC personnel, and monitor for signs of emotional stress 5. Response Overview 5.1 Responses to aviation accidents vary based on location, time, and scale of human tragedy and loss. Although these variations make each accident response unique, there is a common core of activities in most aviation accident responses. The following is a list of activities and organizations that can be expected to be involved. Although media coverage is expected to impact the response, it should be less than that expected during major commercial aviation accidents. In recent accidents involving Corporate aircraft, media coverage has been mostly regional in 10 Rev 3 NC 1-08

13 nature and has focused on the accident itself and the passengers onboard. 5.2 General Flow of Activities Immediate Response Activities On-Site: Emergency Response units arrive Initial reports to FAA Injured sent to hospitals Media response begins Public Safety officials secure accident site Company (at time of notification): Confirm accident Verification of manifest Conduct initial briefing Deploy response teams (Go-Team) Establish ERC Conduct internal notification Notify NTSB Contact Insurance representative Next-of-Kin notification process initiated Make media contact as soon as possible with short factual release Response Activities next 24 hours On-Site: Emergency Response units depart Company response personnel begin arriving on-site NTSB/FAA personnel arrive Alternate Security arrangements established Accident investigation begins Environmental response begins Next-of-Kin begin arriving On-Site Airframe, avionics, engine manufacturers contacted Company: Maintain media contact Contact FBO/service providers for information on last stop Follow-up contact begins with Next-of-Kin ERC operates at high intensity while information comes in, is verified and distributed, and people and equipment are transported to the accident site Aircraft Maintenance and Pilot Records are segregated and secured for turnover to NTSB for accident investigation 11 Rev 3 NC 1-08

14 Begin counseling support for survivors, family members, responders and coworkers Legal actions begins Response Activities Short Range (next week to ten days) On-Site: Conclusion of investigative field effort and removal of the wreckage NTSB interviews surviving crew FAA portion of investigation continues with review of records and documentation Medical care continues. Possible transportation for further medical care Coroner and mortuary services are completed. Deceased transported Family members depart. Seriously injured may be transferred closer to their home based on standard of care available and ability to travel safely On-Site Corporate responders demobilize. Family support will continue for hospitalized personnel Environmental response concludes Field investigations close Medical care may continue Wreckage custody transferred to insurer Company: Counseling support for survivors, family members, responders and coworkers Response review and development of lessons learned Implement changes to policies and procedures identified in accident investigation and response review Legal actions continue 5.3 Expectations of Response Organizations. Relationships with external organizations will be largely time-dependent and will vary with the circumstances of each accident. Likely on-site relationships and responsibilities are outlined below. 12 Rev 3 NC 1-08

15 Company Relationships with External Organizations Organization Nature of Contact/Relationship Firefighters Emergency Rescue NTSB/FAA Aircraft/Parts Manufacturers and Property/Building Owners Security Have initial authority over accident site Will maintain security perimeter around site, and will not allow access until the scene is declared safe Will be interested in any information Go-Team members can provide on passengers, crew, and materials onboard the aircraft Once the site is safe, will turn over Incident Command to NTSB Investigator-in-Charge Investigator-in-Charge accepts responsibility as Incident Commander from local emergency or fire department personnel Will maintain site security during field investigation May accept a trained Go-Team as party to the investigation to support gathering of technical information and records for aircraft, personnel and standards, safety, and maintenance programs Share investigation-related information with Go-Team members Remove Company, or any party found withholding pertinent information or leaking investigation-related information Take possession of, and review maintenance and operational documentation regarding aircraft, crew, policies, etc. Can be expected to also be parties to the investigation Provide historical information on parts, equipment, etc. and support various technical studies and engineering analysis Can be expected to have bias Any affected Property/Building Owners will be introduced to Company s insurance representative at the scene Initial security expected to be provided by local or state police until the site is declared safe May continue until the completion of the field portion of the accident investigation, or may shift to Company responsibility coordinate with Company Security on-site or Corporate If possible hire off-duty police officers for site security responsibilities they have arrest authority (in U.S.). Outside U.S., have Company coordinate security with embassy personnel, and local military / law enforcement agencies 13 Rev 3 NC 1-08

16 Company Relationships with External Organizations (continued) Expect them at the site Not likely to follow safety exclusion zone rules unless Media heavily enforced Company personnel respond to queries with, The focus of our efforts at this time is to attend to the needs of our passengers, crew and their families, and work with the NTSB and local public safety officials to determine the cause and extent of the accident. If you have any questions, please contact Company Public Affairs Representative. Spokesperson to provide factual information often. Incident may require a spokesperson on-site Insurance company will mobilize to support on-site Insurance activities, pay Company for hull damage or loss, and Company handle any third party claims Can expect to coordinate with Company Insurance contact, if on the On-Site Support Team, or the Security or Logistics support personnel First Company personnel on-site expected to find out what Hospital hospitals involved in response, and location and status of Family members of crew /passengers Coroner/ Medical Examiner any injured passengers and crew members High priority objective of all personnel is to honorably and supportively relate to surviving passengers and crew, and all affected family members Expect ERC personnel to establish and operate a family and friends assistance center Coordinate all family travel and logistics through ERC and the On-site Support Team Will provide information on cause of deaths to support the accident investigation Should be referred to family members for personal effects (Have ERC personnel coordinate this) ERC personnel will coordinate transportation to burial site ERC personnel will contact local mortuary to support Mortuary affected family members ERC personnel will coordinate transportation to burial site Others Support, as applicable, through On-Site Support Team 14 Rev 3 NC 1-08

17 5.4 Flight Crewmember On-Site Response The flight crew, if not incapacitated, must assume control of an accident site and the following procedures should be included as their duties: Remove all passengers to a safe area. One flight crewmember (as time permits) must contact Avjet which will activate the and provide support to the flight crew response effort. Secure assistance, render emergency first aid and arrange to provide immediate medical attention for the injured. Arrange for medical examinations of all passengers, whether injured or not, and secure a physician s report on each. Prepare signals if in a remote area. Notify the nearest FAA Flight Service Station (FSS). Ensure the aircraft and its onboard documentation will not be disturbed until properly released by the FAA or NTSB. Preserve the integrity of the accident site for investigators. If there are fatalities, notify the local Police and Coroner. Obtain names and addresses of eyewitnesses. Arrange for cargo to be stored, if necessary, pending company instructions for disposition. The flightcrew should not make any speculative statements to the authorities, media or anyone at the scene until they have had an opportunity to recover fully from shock and review the details of the event in a thoughtful manner and seek Company legal counsel. Unless served by subpoena, you are under no legal obligation to make a statement to any government official. However, a pilot must cooperate in producing aircraft documents, pilot s license, medical certificate (14CFR 61.3(h)), and blood alcohol tests (14 CFR 91.17(c)(d)). 15 Rev 3 NC 1-08

18 6. Emergency Response Center Plan AVJET CORPORATION 6.1 The Emergency Response Center (ERC) is a critical organization in the response. It is important that each member in the ERC is aware of their responsibilities and the resources available to support them in their tasks and understand what they can expect during the life of the response. The following paragraphs provide a brief overview of functions expected during the response. 6.2 Notification and Verification of Accident Accident response begins with notification and verification that a Company aircraft has been involved in an accident. Initial notification may come as a telephone call to the flight department after hours, Corporate Owner headquarters, or any Company location. When contact is made with Flight Department, the information will be verified immediately, if possible, and routed to the SCO as quickly as possible. If the accident cannot be verified within 15 minutes, then the SCO will be contacted and given all information known Verification consists of Company personnel contacting a municipal emergency manager, emergency services dispatcher, fire department personnel, and airport personnel. In the case of an international incident, Management should contact embassy personnel to verify that a Company aircraft has been involved in an accident The will be implemented upon verification of the event. The media may enhance the verification effort, but accidents in many remote locations may not be covered by the media until a response is underway. 6.3 Manifest Retrieval The first priority upon verification of an accident is the retrieval of an accurate crew and passenger manifest. Immediately upon verification, the Scheduler on duty will print the trip and manifest information of the flight involved. Once this has been completed, the Scheduler will attempt to retrieve any manifest modifications sent by the aircraft prior to its takeoff Once the manifest is secured, then the information will be passed to the SCO to begin the process of notifying and supporting the Next-of-Kin. 6.4 Plan Implementation and Opening Brief While scheduling personnel are retrieving and verifying the manifest, the SCO will gather all personnel in the office, or contact 16 Rev 3 NC 1-08

19 available personnel for a conference call to inform everyone what is known, and to make assignments for completing notifications and establishing the ERC. This brief will be fact based, and personnel assignments will be made based on who is available to fill the ERC positions. If possible, crew and passenger manifest information will be available by the completion of the initial briefing. 6.5 Notification of Authorities, Charter Client, Owner and Company Personnel At the completion of the initial brief, assigned personnel will contact the following: Senior Company Official NTSB Company Appointed Designee s Public Affairs Security Make initial report of confirmed accident including severity, if known Inform of response plan activation Provide personnel manifest information Notify Company Management, Charter Client, Aircraft Owner, Avjet employees, and Agencies as listed on Checklists Request mobilization of Company assets to support families, security, and media relations Request Company resources to meet with personnel waiting at flight s destination Establish a briefing schedule Report the accident, location, and other information known, see 49 CFR Part 830 in Appendix Contact and notify Flight department personnel be sensitive to what personnel are doing (e.g., flying), and their relationship with those involved Inform employees that any activity related to accident response must be recorded on EVENT LOG Request support of aircraft and personnel Request segregation and security of required maintenance and operational documentation Provide latest information for support of press release Determine whether on-site media representative will be assigned and arrange transportation Determine whether on-site security representation will be assigned and arrange transportation 17 Rev 3 NC 1-08

20 6.6 Notification and Support of Families The responding Senior Company Official is responsible for ensuring the notification to the following: Company Management, Charter Client, Aircraft Owner, NTSB, Red Cross, Insurance Carrier and Company personnel. The Senior Company Official will utilize the corresponding checklists to record this process and will appoint company designee s to assist with this responsibility The most difficult portion of a response is the notification and support of family members. There is much more known about supporting survivors and families of all victims of aircraft disasters due to the experiences of personnel in actual responses over the decade Notification is best conducted in person by a team of two people comprised of public safety officials or clergy. There is great stigma attached to persons making death notifications, so it is not recommended that family friends participate in that process. They will be much more beneficial to the family in the follow-on support role. Those participating in the notification should be excluded from participating in follow-on support Family support may take a variety of forms. It often includes arranging transportation for family members to visit the site, and hospital if their loved one is a injured survivor of the accident. It may require providing short term funds, handling pet care and home security issues, providing counseling on finances and insurance benefits, arranging for obituaries, mortuary services, and other such support A room shall be set aside at the hangar for family members and aircraft personnel to gather and await more information. 6.7 Emergency Response Center Management A significant amount of information/tasking should be expected in the early stages of a response. The SCO will play the critical role in management of the ERC and its personnel. All personnel in the ERC will: manage incoming information, search for needed information to support decision making, respond to requests by Go-Team personnel, 18 Rev 3 NC 1-08

21 make decisions on technical response issues, and provide/obtain information to support the Management effort This is a highly stressful environment which may last up to a few days. It is important to have more than one person who can fill each position to allow for rest periods Regular contact will be maintained with the Go-Team. Initially this is planned to be hourly, on the half hour (to allow for latest information to be used in preparation of media releases on the hour). The schedule should be modified as necessary. Almost continual contact will be maintained with Management and supporting functions. Initial briefings will discuss known facts, open tasks, and set priorities for the upcoming period Consideration should be given to hiring a security guard for the facility to control media and public access. 6.8 Documentation Requirements Due to the complexity and stress of a response, a selection of forms is provided as tools for the accurate tracking of taskings, events, communications, and expenses. For tracking purposes, all activities associated with a response (OTHER than those listed on a checklist) must be recorded by the person performing the action on an EVENT LOG. All Department personnel must use the forms provided in the appendices for this purpose. 6.9 Securing ERC Response As the pace of the overall response slows, the ERC may be secured as deemed appropriate by the SCO. When the response can be managed appropriately without a manned ERC, the SCO will secure the ERC response operation. This does not end the involvement of designated personnel, which may last for weeks depending on the incident, but does mark the end of the period of highest intensity. 7. Flight Department - Facility Plan 7.1 Although the bulk of the activity during the response will be concentrated at the scene of the accident and in the ERC at the Facility, each individual will have a role to play. The following paragraphs briefly describe the types of actions involved in the response which can be expected of Company personnel. There may also be a shift of normal responsibilities for short periods of time due to selected personnel assignment to the response or investigation. 19 Rev 3 NC 1-08

22 7.2 Notification/Verification of Accident If the call comes to the Company facility, then the information will be routed to the SCO by the most expeditious means. If the accident verification can be made by trained Company personnel, then they will make the verification and pass it to the SCO during the initial contact. If verification cannot be immediately completed, then they will contact the SCO with the unverified information. In no case should the notification of the SCO be delayed for more than fifteen (15) minutes for verification to be made. Initial report information is to be documented using the Notification/Verification Form in the Forms section. 7.3 Notification of Senior Company Official (SCO) As soon as possible after the notification of an accident has occurred, notify the SCO by any appropriate and available means. Send a facsimile of the Notification/Verification form to the SCO, if it can be directly received. Caution should be taken when sending facsimile copies to hotels or other locations where non-company personnel may handle or read the content of the message. If the SCO is unavailable, attempt to contact the personnel listed in Section 2.1 in listed order until someone is reached that can verify the accident (if not already completed), and implement the Aircraft Accident Response Plan. 7.4 Support of Operations Depending on the location or particular circumstances surrounding an aircraft accident, many Flight Department resources may be called on to support the response. This may include sending personnel to the ERC, flying affected family members or needed equipment to the scene, or a variety of other support functions. Company personnel will be kept informed of the activities and needs through periodic telephone conferences. 7.5 Segregation and Securing of Documentation To support the investigation into the cause of the accident, all maintenance-and operational-related information requested by the NTSB or FAA will be provided. The initial stages of this effort are the identification, segregation, and securing of the following documentation. A listing of additional suggested records can be found in the appendix. Maintenance Records Aircraft Maintenance Log/Deferred Maintenance Log Minimum Equipment List 20 Rev 3 NC 1-08

23 Overhaul and inspection records of airframe, engines and equipment Applicable manufacturer maintenance manuals Operational Records Passenger Manifest and Cargo Trip Pack information (if carrying cargo) Policy and Operations Manuals Safety Manual Pilot Handbook Training Records Flight crew personnel files Company medical records pertaining to the flight crew Weight and balance data on the flight Flight plan Copies of the crewmembers duty for the proceeding 30 days Any communication from the crew concerning the trip Any noted problems during the trip Weather conditions at time of accident and forecasts for plus and minus one hour Fuel slip and other FBO services Other information known concerning the flight Documents and flight recordings are NOT to be released to anyone without the consent of the SCO or his designee. If documents are to be released, the following guidelines should be followed: If at all possible the original documents should be retained If the original document is requested by an aviation, government or police authority, photocopies are to be made prior to release. Copies are to be retained for the SCO. All original documents must be transported by the most secured means available A receipt listing all documents given to authorities must be obtained, with name, signature of the recipient, date and time A record of all documents and copies must be kept. This is to include a listing of all released documents and who received them. Use an EVENT LOG to record each released document. Additionally, an Aircraft Records Transmittal sheet should be used as a checklist to account for ALL (Maintenance and Operational) records gathered and transmitted. 21 Rev 3 NC 1-08

24 7.6 Go-Team duties and responsibilities Exercise control of all company activities at the accident site Confirm security of the accident scene. Treat the area like a crime scene If the Go-Team should arrive prior to the NTSB team, the Go-Team should make sure that the aircraft is secure If approved by the On-Scene Commander, handle publicity surrounding the accident Establish communications with the Emergency Response Center Ensure proper care of survivors Arrange for medical examinations for all passengers and crew members regardless of extent or lack thereof of injury. Also, secure a copy of the physicians report for each person Photograph the accident scene Provide technical support during the investigation phase Coordinate on-site insurance representation Coordinate environmental impact assessment and clean-up Anticipate Environmental Protection Agency involvement if there is a fuel spill Secure names and address of witnesses. Arrange for copies of any photographs or video taken by witnesses If there is any cargo on board, arrangements should be made for the storage of that cargo, to include baggage Site Safety Precautions. Aircraft wreckage sites can be hazardous for many reasons other than adverse terrain or climatic conditions. Personnel involved in the recovery, examination, and documentation of wreckage may be exposed to physical hazards posed by such things as hazardous cargo, flammable and toxic fluids, sharp or heavy objects, and disease. It is important to exercise good judgment, utilize available protective devices and clothing and use extreme caution when working in the wreckage. Do not exceed your physical limitations. 22 Rev 3 NC 1-08

25 Go Team member requirements for entering accident field site: Upon accepting Go Team Member task and prior to any assignment Avjet as policy will offer Go Team Members Hepatitis B inoculation shots. Acceptance is determined by individual Training will be administered in the following areas: - Blood borne pathogens - Bio-hazard suit decontamination 7.7 Considerations for public affairs Public affairs should be provided with a copy of the company policy regarding the use of the aircraft Authoritative information should be obtained regarding the accident rates for the particular segment of the aviation industry that the accident aircraft falls under Procedures for joint statements, time sharing between other organizations directly involved in the operation of the aircraft, to include owners. 8. Emergency Response System Testing 8.1 Periodic training and testing of the response plan will be conducted to ensure the integrity of plan features and participants. 9. Bomb or Hijacking Threat 9.1 During any aircraft accident, consideration should be given to the possibility of criminal activity or sabotage. 9.2 If a Company aircraft is reported to have a Bomb or Hijacking Threat use the respective form located in the Appendix of this manual and forward the information immediately to the SCO. 10. Annual review 10.1 This practice shall be reviewed annually to ensure compliance and thoroughness. 23 Rev 3 NC 1-08

26 APPENDIX I CHECKLISTS 24 Rev 3 NC 1-08

27 NOTIFICATION / VERIFICATION Checklist Date/Time of Call: Your Name: 1. Caller Information Name: Title: Telephone number 2. Initial Description Aircraft location: Aircraft type: Brief description of accident: Action IMPORTANT: Inform the caller you will need to verify information, and will call them back within 5 minutes at their location. 3. Verification Contact If available, check with Scheduling to see if Company aircraft may be in the vicinity of the reported accident. Locate independent method of verifying agency telephone number use telephone information (1- area code ) or 911 (if local). If number is the same, then contact directly. If number is not the same, then contact the agency number you obtained telephone information. Check to see if the person, and number are authentic. Verifier Information Name: Title: Agency Address: Telephone number: 4. Notify SCO by most expeditious means possible. Provide all details known. Have passenger manifest updated and ready to report and or fax copy. Do not fax to unsecure location. 5. Contact initial caller. Document any further information discussed. Forward information request to SCO for response. 25 Rev 3 NC 1-08

28 6. Aircraft Information Aircraft Identification Number Location Aircraft Type/Color Nearest Airport Time of Incident Directions/Key Info Damage Description Other aircraft involved? 7. Personnel Information Name and Injury Status a) b) c) d) e) f) g) h) i) j) k) l) m) n) o) a) b) c) d) e) f) g) h) i) j) k) l) m) n) o) Contact Location/Number 26 Rev 3 NC 1-08

29 8. Rescue Operations/Contacts Agency/Name a) Local Police: b) State Police: c) Fire Department: d) Rescue: e) Ambulance: f) Helicopter: g) Hospital: h) Hospital: i) Hospital: j) Coroner a) b) c) d) e) f) g) h) i) j) Telephone NOTES: 27 Rev 3 NC 1-08

30 SCO External Notification Directory (Avjet Internal Phone Chain Listed on (pg. 30)) CONTACT NAME NUMBER FAX COMMENTS Attorney Cooling & Herbers James Cooling office cell Attorney Marty Janol Marty Janol office cell AIS Insurance Karen Filipcic home cell AIS Insurance John Grob home cell Red Cross - Aviation Support Law/Crash Victims OSHA (24 hour) FBI (24 hour) Company Public Relations FAA Regional Operations Center (24 hour contact) TBD NTSB Southwest Regional Office FAA (FSDO) VNY NTSB Field Office Anchorage, Alaska NTSB Field Office Atlanta, Georgia NTSB Regional Office Chicago, Illinois NTSB Field Office Denver, Colorado NTSB Regional Office Arlington, Texas NTSB Regional Office Gardenia, California NTSB Regional Office Miami, Florida NTSB Regional Office Parsippany, New Jersey NTSB Regional Office Seattle, Washington NTSB Field Office Washington, D.C NTSB Headquarters FAA Headquarters Operations Center (24 hour) Washington, D.C. (Also for International Information) Washington, D.C. (Also for International Information) Rev 3 NC 1-08

31 1. Initial Status: Passenger Manifest/Cargo list Senior Company Official - Response Management Victim Location and Status Record for each passenger/crew Department Next-of-Kin Notification assignments Department Next-of-Kin support assignments ERC Personnel Schedule Briefing Schedule first 3 hours List of important Telephone/FAX Numbers 2. Continual Operations: Keep track of key times Take regular breaks Light refreshments fruit, vegetables, sandwiches, water Monitor personnel for signs of traumatic stress Maintain contact with personnel/next-of-kin at the site 3. Shift Turnover: Relievers to arrive 30 minutes prior for individual turnover review open and completed actions Both shifts present for turnover brief review key events and actions, set priorities for 1st hour. 4. Deactivation: Deactivate positions at Senior Company Official's discretion, when level of activity allows response operation to continue Assign personnel to collect notes. 5. Checklist Status Closed Date / Time: Closed Date / Time: Closed Date / Time: Closed Date / Time: List of Clients Telephone/FAX Numbers Increased Security necessary? NTSB notified? Attorney (2) Aircraft owner / Charter Client Flight department personnel notified Insurance notified Red Cross NTSB Form Filed (< ten days) MX & Ops documents Set priorities at scheduled briefings Maintain status of open priority actions Maintain files of completed actions Check with department managers on personnel status as appropriate. Affirm time of next shift change, and any personnel changes Discuss any changes in procedure, or points of contact outside of department. Establish duty schedule and documentation methods for deactivated positions include briefings and contact numbers. Senior Company Official Scheduling Administrative Support Maintenance 29 Rev 3 NC 1-08

32 Senior Company Official Checklist Note: = One-time activities; check when complete. = Continual activities. 1. Notification/Verification Immediate Action Upon receipt of a report that a company aircraft has been involved in an accident, ensure the information is verified (using Notification/Verification Checklist) and passed to the SCO. If aviation accident has been verified, request copy of verification report. 2. Initial Briefing Gather available department personnel, contact by telephone (not cellular) when not in the office. (Keep cell phone open for incoming calls) Inform them of the facts known about the incident. Brief all personnel on proper media responses. Refer to Responses for Request for Information pg. (30) and distribute list. Use proper response as pertains to current situation. Make initial contacts of chain: Primary call SAFETY MANAGER (818) CEO President - Customer Contact Aircraft Owner VP Maintenance Dir. Maint.(2) - Maint. Tech s. Line Serv. Dir. Op s - Chief Pilot Op s staff Flight crew GM CFO/HR Scheduling - Facility Administrative - Support Personnel 30 Rev 3 NC 1-08

33 Responses for Request for Information We are in the process of investigating a report of an incident involving one of our aircraft. There is no information available at this time. If the incident is confirmed, Avjet Corporation s Public Affairs Representative will provide informational updates. They can be reached at [# provided by SCO ]. Avjet Corporation confirms that an incident involving one of our aircraft has occurred, however, we are unable to provide any details at this time. Avjet Corporation s Public Affairs office will be providing periodic updates on the situation as information becomes available. They can be reached at [# provided by SCO]. The focus of our efforts at this time is to attend to the needs of our passengers, crew and their families, and work with the NTSB and local public safety officials to determine the cause and extent of the accident. If you have any questions, please contact Avjet Corporation s Public Affairs at [# provided by SCO]. Family Members Only: "I don't have any more information than what you just told me. The Emergency Response Center is trying now to get all of the information. We have set up a room here at the hangar, where other family members and aircraft personnel are going to wait together for more information." 31 Rev 3 NC 1-08

34 Senior Company Official Checklist (cont d) Continuing Operations If base of operations was accident aircraft s intended destination, then: be prepared to meet with personnel expected to meet incoming passengers all personnel, other than affected family members, are to be informed using the appropriate level of response. family members should be provided a private room, and a call made to; Senior Company Official (for family of crew) to allow them to hear latest information Clients (for family of passengers) to allow them to hear the latest information For any family member, provide supportive contact, and call on local clergy or counseling resources, or trained volunteers to support personnel. If base is home for aircraft or crewmembers involved, then: Arrange for family notification and family support personnel to initiate their activities Complete records segregation, collection and security as listed in Section Monitor personnel for indications of traumatic stress, provide information as appropriate to the Senior Company Official Consider stand-down for upcoming maintenance activities and operations. Participation for personnel maybe optional. (Some employees may actually rather work than have to think about the accident.) 32 Rev 3 NC 1-08

35 Senior Company Official s Shift Turnover Briefing Checklist Status/Location of passengers and crew members Status of Next-of-Kin notifications Status of Family Assistance Plan implementation affected families not yet contacted Company response personnel On-Site activities completed, and planned Operational Status of Flight department 33 Rev 3 NC 1-08

36 Senior Company Official s Shift Turnover Briefing Checklist (cont.) Status of Company response mobilization (ERC/SSTF) Status of Notifications Status of Open Taskings in priority order New Taskings discussion Priorities and Assignments 34 Rev 3 NC 1-08

37 Senior Company Official Shift Turnover Briefing Checklist (cont.) 35 Rev 3 NC 1-08

38 Event Log DATE: LOCAL TIME: AM PM PERSON TAKING CALL: SUBJECT OF CALL: PHONE CONTACT(S): NAME : ORGANIZATION: TELEPHONE #: MESSAGE: ASSIGNED TO: MANAGEMENT ERC MANAGER ACTION(S) TAKEN ADMINISTRATIVE GO-TEAM/ LOGISTICS SCHEDULING OPERATIONS MAINTENANCE HR FOLLOW UP ACTIONS: DATE/TIME CLOSED: 36 Rev 3 NC 1-08

39 MAINTENANCE Checklist Note: = One-time activities; check when complete. = Continual activities. Note: Check with Legal before releasing any documents Immediate Action 1. Records Support investigation effort by collecting maintenance records of accident aircraft in preparation for turnover to FAA/NTSB. Aircraft Maintenance Log / Deferred Maintenance Log Minimum Equipment List Overhaul and inspection records of airframe, engines and equipment Applicable manufacturer maintenance manuals Last Pre flight inspection, flight release, and discrepancy documents Names of last mechanics to service aircraft Important: ensure Company maintains copies of all documents provided to the investigation team (FAA/NTSB). Monitoring Maintenance Operations 1. Emergency Management Participation Maintain EVENT LOG for all taskings, actions and communications. Support response team personnel. Notes: 37 Rev 3 NC 1-08

40 Flight Operations Records Transmittal Checklist Note: Check with Legal before releasing any documents Operational Records Passenger Manifest and Cargo Trip Pack information (if carrying cargo) Policy Manuals Training Records Flight crew personnel files Company medical records pertaining to the flight crew Weight and balance data on the flight Flight plan Copies of the crewmembers duty the proceeding month Any communication from the crew concerning the trip Any noted problems during the trip Contact FBO, or Handling Agency and request FAX and hard-copy of records of the following: Meteorological: Weather conditions ((1) at time of accident (2) at departure airport and (3) at intended arrival airport); forecast for one hour either side of incident. Fuel Slip (date / time / volume / truck number / tank number) and any other _ FBO services Documentation of any maintenance requests / actions Copies of catering delivery documentation Other information known concerning the flight NOTES: SCHEDULING Checklist Note: = One-time activities; check when complete. = Continual activities. 38 Rev 3 NC 1-08

41 Immediate Action 1. Manifest Retrieve and Print Passenger Manifest and trip information READ Manifest, ensure it is legible Check for updates to Passenger Manifest Provide copies of the Passenger Manifest, with changes to Senior Company Official Provide copies of trip information to Senior Company Official Attend Senior Company Official's initial brief Provide contact information regarding Parent Company or Booking agent Any communication from the crew concerning the trip Copies of catering delivery documentation (local) Transportation Support 1. Personnel / Supplies / Equipment Coordinate transportation of Go-Team members and equipment/supplies, as requested. 2. Family Support Transportation Coordinate transportation of passengers and crew family members to the location of the accident, if desired by the family members. If family members do not wish to travel on Company aircraft, then coordinate transportation on charter, or airline carrier (lowest priority). Family support contact, when assigned, should travel with the family members to the location Coordinate the movement of these passengers and their baggage through representative handling the family liaison effort at the site. 39 Rev 3 NC 1-08

42 1. General SCHEDULING Checklist (CONT) Response Management Maintain EVENT LOG sheets for each Flight Operations/Scheduling tasking. Provide SCO with information pertaining to the schedule of Company aircraft, e.g. flights in support of response, and flights in support of other Company business. 2. Flight Schedule Coordinate modification of flight schedules, as required, to support response efforts. Coordinate alternate flight support to continue Company operations. 3. Records Retrieve, seal and secure pilot training records within Operations Department. Notes: 40 Rev 3 NC 1-08

43 ADMINISTRATIVE SUPPORT CHECKLIST Note: = One-time activities; check when complete. = Continual activities. Emergency Management Activation 1. Communications Equipment Telephones Plug in telephone systems /Check dialtone Computer Set up computers, check operational status Set up FAX, check operational status FAX machines Television 2. Administrative Supplies Three copies of Aircraft Accident Response Plan Blank Copies of EVENT LOG Pads, pens Easels/markers for each One Tablet each of Records Clipboards, file folders, file carriers Turn on TV to CNN, or most applicable channel Provide each station the package of materials they will need to begin Complete heading information on a Victim Location and Status Record for each crewmember and passenger Post Telephone number list near each telephone 41 Rev 3 NC 1-08