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Home My WebLink AboutSOG 106.10 NEW 5-2016_Admin of RSN DeploymentsSOG 106.10 — Administration of Regional, State or National Deployments Effective: 5/5/2016 Revised Replaces: I. Guiding PhilosophX Participation in regional, State or national deployments provides the opportunity for personnel to help our neighbors in need, maximize their effectiveness in technically demanding service areas and bring the knowledge and skills gained back to better serve our community. Proper approval of activation and documentation of deployments insures our ability to gain this experience and assist our neighbors without reducing the ability to provide efficient and effective services to the citizens of Beaumont. II. Purpose The purpose of this policy is to communicate the guidelines and expectations to be followed regarding regional, state or national request for assistance to include activation, notification, deployment, communications, return to duty, and related documentation. III. Goals The goals of this policy are to: A. Provide general information and requirements related to regional, state or national deployments. B. Communicate the request for activation, notification and approval of deployment process. C. Establish expectations for members while deployed. D. Establish demobilization and return to duty expectations. E. Communicate reimbursement responsibilities. IV. Definitions A. Activation — Notice of request for deployment of resources issued through the following governmental levels/agencies, depending on the complexity and impact of the incident: Incident Significance Activation Notification Coordinator/Agency Regional • TDEM Disaster District Chair • SETRAC EMTF6 Coordinator State • Texas Division of Emergency Management (TDEM) State Operations Center (SOC) • Texas Intrastate Fire Mutual Aid System (TIFMAS) National • FEMA -National Response Coordination Center (NRCC) B. Alert — Communications from a coordinator/agency to notify team members that an event/incident has occurred. An alert is informational only and does not indicate that a deployment has been initiated. C. Emergency Medical Task Force 6 (EMTF6) — Medical resources and teams that may be deployed through the Lead Regional Advisory Council (Lead RAC). The Lead RAC covering Beaumont is the southeast Texas RAC -Region 6 (SETRAC). D. Golden Triangle All -Hazards IMT — Regional incident management team composed of individuals from Sabine -Neches Chiefs Association member departments. The AHIMT may be deployed through TIFMAS by the Texas A&M Forest Service to organize and direct the safe response to any disaster. E. Regional, State or National Mutual Aid Response — incident involving either: 1. City of Beaumont assets being deployed outside the boundaries of Jefferson, Hardin and Orange counties. (Mutual aid given) 2. Assets from outside the boundaries Jefferson, Hardin or Orange counties being requested, approved and deployed inside the City of Beaumont's full purpose city limits. (Mutual aid received) F. Texas Department of Emergencv Management (TDEM) Disaster Districts — Regional emergency management organizations that serve as the initial source of state emergency assistance for local governments. A Chairman, who is the local Texas Highway Patrol commander, directs each District. If the resources of a Disaster District are inadequate to provide the type or quantity of assistance that has been requested, the request for assistance may be forwarded to the State Operations Center for state -level action. G. Texas Intrastate Fire Mutual Aid System (TIFMAS) — Includes mobilization systems, training, qualifications and grants to make statewide use of local resources when needed. The Texas A&M Forest Service (TFS) requests and deploys resources under TIFMAS. H. Texas Task Force 1 (TX -TF1) — One of 28 short, notice multi -disciplined, federally -sponsored urban search and rescue task forces available for air and/or ground deployment and operations in Texas or other locations as needed. TX -TF 1 is deployed through the Texas A&M Engineering Extension Service (TEEX). SOG 106.10 —Administration of Regional, State or National Deployments Page 2 of 7 I. Wildland/Urban Interface Response Team (WUIRT) — BFR response team that may be deployed by the Texas A&M Forest Service through TIFMAS when wildfire and/or urban interface incident conditions exceed local responders ability to control. V. General Information & Reauirements A. This guideline addresses the following specific deployment types onlX: 1. Texas Task Force 1 (TX -TF 1) deployments 2. Wildland/Urban Interface Response Team (WUIRT) deployments 3. Golden Triangle All -Hazards Incident Management Team deployments 4. Emergency Medical Task Force 6 (EMTF6) deployments 5. Other disaster -related assistance requested through TIFMAS or TDEM. B. This guideline DOES NOT apply to: Out of City deployments within the ETJ and contract service areas (Reference SOG 501.03) 2. Local agency -direct mutual aid (Reference SOG 501.04) Activations of the Sabine -Neches Chiefs Association (Reference SOG 501.05) C. BFR personnel WILL NOT self -deploy. Notifications and authorization to deploy must occur as specified in this policy. VI. Reauest for Activation. Notifications & Approval to Deolo A l mj i�� l ��u �' T;' Deployment requests will not be approved if an event is predicted to strike within a 100 mile radius of Beaumont. If/when it becomes clear that Beaumont will not be affected by the event, approval to deploy may be reconsidered. B. Members may be notified of a request for activation either: 1. Individually by the coordinating agency • Texas Task Force I 2. By the City Emergency Management Coordinator • Golden Triangle All -Hazards Incident Management Team 3. By the BFR SORT Coordinator/Program Manager, Operations Section Chief or his/her designee SOG 106.10 —Administration of Regional, State or National Deployments Page 3 of 7 Wildland/Urban Interface Response Team Emergency Medical Task Force 6 (EMTF6) Other TIFMAS or TDEM requests for assistance not specified above C. SORT members who are notified either by City Emer eenncyMana e� or individually by the coordinatiMy eenncy are responsible i :mi11 111111'11111p 1"I'll '11111iiii�.i„g I Iip;q�^ d 2 III iio l i fk.a l ig 111 s AND If on -duty at the time of the activation request: a. The SORT member will notify the on -duty Deputy Chief. b. The on -duty Deputy Chief will notify the Operations Section Chief to determine a disposition on the activation request. c. The on -duty Deputy Chief will relay the disposition to the SORT member. d. If the SORT member has been approved to deploy while on - duty, the on -duty Deputy Chief should provide relief within 30 minutes. e. The Operations Section Chief will notify and brief the Fire Chief. 2. If off-duty at the time of the notification, the team member will contact the Operations Section Chief to obtain a disposition on the activation request. If approved, the Operations Section Chief will notify and brief the SORT member's assigned Deputy Chief and the Fire Chief. VII. Expectations for Members While Deployed A. The deployed member(s) will operate in a safe, managed -risk manner at all times. B. The ranking BFR member deployed at each location is responsible for providing daily status reports to the department. Daily status reports should be sent via email to the Operations Section Chief and Fire Chief, if at all possible. Status reports should include: Hours worked for the day for all BFR members deployed at the location (Must match what will be claimed on reimbursement documentation) 2. Summary of assignments and actions taken during the operational period for deployed members 3. Exposures/injuries received by BFR members 4. Photos of deployed BFR members at work (ifpossible) SOG 106.10 —Administration of Regional, State or National Deployments Page 4 of 7 C. If status reports cannot be emailed, the ranking member deployed at the location will contact the Operations Section Chief or Fire Chief by phone as soon as possible to determine an alternate reporting plan. D. The Fire Chief will communicate the report to administrative support staff. The Payroll & Benefits Administrative Assistant will insure that hours are correctly coded in Firehouse and HTE for the deployed member(s) based on the status report. (See Appendix A — Regional, State & National Deployment Coding for Firehouse) VIII. Demobilization & Return to Duty A. The ranking team member will communicate the deactivation time (time released from the incident) to the Operations Section Chief and Fire Chief via email within 24 hours of deactivation to insure proper payroll entry. B. The ranking team member will deliver receipts and all supplementary documentation relating to the deployment to the Fire Chiefs secretary within 72 hours of deactivation. These documents should include, but are not limited to: TIFMAS — Wildland/Urban Interface Response Team a. Timesheet b. Total mileage; mileage per day c. Miscellaneous charges and associated receipts (lodging, food, etc.) d. Deployment summary report 2. TIFMAS — All -Hazards Incident Management Team a. Timesheet (Form OF -288) b. Daily Meals & Lodging Log c. Daily Transportation & Mileage Log d. Daily Supply Log e. All associated receipts f. Deployment summary report TEEX — Texas Task Force 1 a. Timesheet b. Total mileage; mileage per day c. Miscellaneous charges and associated receipts (lodging, food, etc.) d. Deployment summary report 4. EMTF6 — ALS Response Team a. Timesheet b. Total mileage; mileage per day c. Miscellaneous charges and associated receipts (lodging, food, etc.) d. Deployment summary report SOG 106.10 —Administration of Regional, State or National Deployments Page 5 of 7 C. Rehabilitation After Demobilization If a deployed member is deactivated on his/her regular duty shift, he/she will return home for rest and rehabilitation. The Deputy Chief should use the activity code RA in Firehouse to cover this absence. 2. If a deployed member was deactivated the previous day, and is scheduled to report for his/her regular duty shift (today), he/she will remain at home for rest and rehabilitation. The Deputy Chief will use the activity code RA in Firehouse to cover this absence. The deployed member will be deferred on the overtime rotation list while deployed, and shall receive an additional two (2) day deferral starting on the day of deactivation, to ensure proper rehabilitation post -deployment. IX. Reimbursement A. The Fire Chief will insure that a request for reimbursement is submitted based on current agency requirements. B. Administration and Operations Section staff will work together to compile reimbursement documentation and meet agency audit requirements. C. Deployed team members will participate as needed to insure funds expended on deployments are allowable for reimbursement and recouped. SOG 106.10 —Administration of Regional, State or National Deployments Page 6 of 7 Appendix A — Regional, State & National Deployment Coding for Firehouse LOOKUP - Staff Activity Types + Regional, State or National Mutual Aid and/or SORT Deployments' + EMTF6 Emergency Medical Task Force 6 Deployment EMT-FO/BF EMTF6-Overtime/Backfill EMT-FO/BF/UP EMTF6-Overtime/Backfill/Upgraded EMT-FO/BF/VV EMTF6-Overtime/Backfill/Vacation EMT-FOBFUPVV EMTF6-Overtime/Backfill/Upgraded/Vacation EMT-RA/FO EMTF6-Out of City/Overtime EMT-RA/RR EMTF6-Out of City/Regular Hours + TEEX Texas Task Force 1 Deployment TF1-FOBF TX -TF 1-OvertimeBackfill TF1-FOBF/UP TX-TF1-Overtime/Backfill/Upgraded TF1-FOBF/VV TX -TF 1-OvertimeBackfill/Vacation TF1-FOBF/UP/VV TX-TF1-Overtime/Backfill/Upgraded/Vacation TF1-RA/FO TX -TF1 -Out of City/Overtime TF 1-RA/RR TX -TF 1 -Out of City/Regular Hours + TIFMAS Texas Intrastate Mutual Aid System Deployment2 TIF-FO/BF TIFMAS-Overtime/Backfill TIF-FO/BF/UP TIFMAS-Overtime/Backfill/Upgraded TIF-FO/BF/VV TIFMAS-Overtime/Backfill/Vacation TIF-FO/BF/UP/VV TIFMAS-Overtime/Backfill/Upgraded/Vacation TIF-RA/FO TIFMAS-Out of City/Overtime TIF-RA/RR TIFMAS-Out of City/Regular Hours ' This category is includes codes for any type of regional, state or national mutual aid GIVEN, to include: 1) SORT deployment requests (TX -TF1, WUIRT, EMTF6 or Golden Triangle AHIMT) 2) General disaster assistance requests from TIFMAS or TDEM. 2 Use TIFMAS codes for TDEM disaster -related deployments. SOG 106.10 —Administration of Regional, State or National Deployments Page 7 of 7