Accident Investigation Team

SUBJECT:

The investigation of accidents during a mobilization.

OBJECTIVE:

Determine which situations require an Accident Investigation Team (AIT), and which positions make up an Initial AIT.

I. SCOPE

This plan will be followed whenever there is an accident on-scene during an OSFM IMT mobilization.

II. DEFINITIONS

Catastrophe: an accident which leads to the hospitalization of three or more people.

III. INITIAL ACCIDENT INVESTIGATION TEAM

An Initial Accident Investigation Team (AIT) will be made up of two team members from the third-up IMT team, (the last team to be called in the event of multiple mobilizations at one given time). Those team members are the Safety Officer (SOFR) and Law Enforcement Officer (LEO). The Initial AIT will respond to the scene and determine if additional resources are necessary, including Subject Matter Experts (SMEs) and additional overhead.

IV. DETERMINING THE AIT

When an incident occurs that is out of the ordinary the IC will notify the OSFM Agency Rep immediately to determine what type of AIT will be activated. In some cases the initial AIT may be activated. However there are circumstances where the authority having jurisdiction will be the lead investigator; this may include a state or federal agency or a law enforcement agency. In all cases the OSFM and IC will discuss the appropriate team or individuals that need to be mobilized for the event.

V. SITUATIONS WARRANTING AN AIT

Below are a number of situations which will warrant an AIT. This list is not comprehensive, there may be situations that are not listed below:

• Near Miss
• Unusual Circumstances
• Request by IC or Agency Administrator
• 1-2 firefighter(s) injured or hospitalized

VI. SITUATIONS WARRANTING OUTSIDE INVESTIGATION

Below are a number of situations which will warrant an outside investigation. Individual situations will be evaluated by OSFM for the appropriate response. This list is not comprehensive, there may be situations that are not listed below:

• Fatality
• 3 or more firefighters injured or hospitalized
• Motor vehicle accident with injuries
• Motor vehicle accident with significant damage
• Hit and run
• Law enforcement investigations e.g., assault, harassment, menacing etc.

Incident Demobilization

SUBJECT:

Incident Demobilization.

OBJECTIVE:

Outline process of demobilization including considerations, necessities, roles, and responsibilities.

I. SCOPE

This SOG provides guidance to an IMT about how demobilization (demob) should occur. The objective of demob is always to provide for the orderly, safe, and cost effective release of resources from an incident.

II. DEFINITIONS

AOC: Office of State Fire Marshal Agency Operations Center, from which structural and wildland fire and emergency units are dispatched, coordinated, and supported.

ICS 211: Check-in List. This ICS form is initiated during check-in and should be completed during demobilization.

ICS 212: Incident Demobilization Vehicle Safety Inspection. This ICS form is completed by each Apparatus Operator before demobilizing from an incident. Any safety items must be addressed before the apparatus leaves the incident.

ICS 221: Demob Check-out. This ICS form must be signed by Logistics, Finance, Plans, and Safety before each apparatus demobilizes.

III. DEMOB PLAN

Each incident should have a demob plan. The demob plan should have five sections: General Information, Responsibilities, Release Priorities, Release Procedures, and Travel Instructions.

Preparing for demobilization should start very early in any incident, especially on short duration mobilizations (1-3 days). Overhead personnel should monitor incident progress, mobilization length, work/rest ratios, and travel distances to ensure a plan is in place.

The Planning Section is responsible for writing the plan with input from all Sections and it must be signed off by the Incident Commander. The Safety Officer will review it for work/rest requirements. Once approved, the plan must be distributed to resources subject to demobilization and posted at the briefing area.

IV. TASK FORCE/STRIKE TEAM DEMOBILIZATION

Before a Task Force or Strike Team demobilizes the following must be completed:

• Fuel up before the drive home, preferably prior to the last rest period.
• Return all borrowed goods from a cache or vendor.
• Complete evaluations for crews and Leaders; deliver to the Planning Section.
• Complete and turn in all accident, injury, and/or damage claims to the Finance Section.
• Turn in all documentation to the Planning Section, including ICS 214s.
• Complete ICS 212 (Vehicle Safety Inspection) prior to ICS 221 (Demobilization Checkout).
• Complete ICS 221 (Demobilization Checkout) and obtain signatures from Logistics, Finance, and Plans. The Safety Officer must sign in the "other" area.
• The absolute last step is the Resource Unit Leader signing the FSP-01.

V. OVERHEAD TEAM DEMOBILIZATION

Before the overhead team demobilizes, ensure the following:

• Meet objectives in the Delegation of Authority and delegate responsibility back to the local agency.
• Complete evaluations for all personnel.
• Meet all obligations to vendors and partners; close out Purchase Orders.
• Command and General Staff must perform a thorough debrief.
• The absolute last step is the Resource Unit Leader signing the FSP-01(a).

NOTE: No resources shall be left on the incident without the appropriate overhead present to complete the demob process.

DEMOBILIZATION CHECKLIST

Deployment Timelines

I. Scope

This SOG provides guidance relevant to all resources deployed by the Office of State Fire Marshal (OSFM), including OSFM Agency Representatives, IMT members, and local fire resources mobilized as part of a task force or strike team.

II. Definitions

On Rotation: The period of time that any given IMT is expected to respond to a mobilization within a reasonable timeframe. On-call time typically starts at 00:01 Hrs on Tuesdays during weekly rotations.

III. Length of Assignment

• Standard Maximum: 14 days, inclusive of travel to and from the incident.
• Rest Requirement: After 14 continuous days of deployment, resources must be given at least 24 hours of rest.
• Extensions: Any decision to extend an assignment past 14 days must be a mutual discussion between the OSFM Agency Administrator, IC, and the resource, and must be formally documented.

IV. Rotation Logic

OSFM maintains an established schedule showing which team (Red, Blue, or Green) is on rotation. The "Next Up" logic ensures coverage is always maintained:

V. Example Scenario

If the Green Team is on rotation and a conflagration is declared on June 8:

1. The Green Team is activated.
2. The Red Team immediately moves into the "On Rotation" status.
3. If the Green Team demobilizes on June 11 and the last member arrives home at 17:00, the Red Team stays on rotation until June 12 at 17:00 (24 hours later).

VI. Self-Sufficiency

All team members are expected to be logistically self-sufficient for the first 72 hours of any deployment.

Integrated Operational Briefing

Objective

The objective of the Operational Period Briefing is to provide the Incident Management Team (IMT), Cooperators, and Agency Representatives with the Incident Commander’s (IC) intent and the operational plan for the upcoming period.

I. Scope

This SOG provides guidance to the OSFM IMT on the protocol, flow, and order of the operational period briefing. The briefing should be concise, professional, and provide clear direction for field operations.

II. Definitions

Integrated Operational Period Briefing: A briefing that includes structural, wildland, and local resources, ensuring all entities are operating under a single cohesive plan.

Operational Period: The period of time scheduled for execution of a given set of operational actions as specified in the Incident Action Plan (IAP).

III. Briefing Protocol

• The Planning Section Chief (PSC) facilitates the briefing.
• Briefing should start on time.
• Presenters must be prepared and use the "Briefing Order" to ensure consistency.
• Questions should be held until the end of the briefing or handled at the breakout sessions (e.g., Map and Communications breakouts).

IV. Briefing Order

To maintain consistency across all mobilizations, the following order of presenters will be followed:

V. Post-Briefing Breakouts

Following the main briefing, specialized breakouts should occur for specific resource needs:

• Map Breakout: Task Force Leaders and Division Supervisors review geographical details.
• Communications Breakout: Review of the ICS 205 (Comm Plan) and radio programming requirements.

Work/Rest Policy Guide

I. Scope

This guideline applies to all personnel working for an Oregon State Fire Marshal (OSFM) Incident Management Team (IMT).

II. General

The OSFM and IMTs recognize the need to manage stress, fatigue, and environmental impacts on persons assigned to an OSFM-managed incident. Incident Commanders (ICs) will ensure that strategies and objectives account for the physical and mental fitness of personnel.

The IC will ensure the following elements are enforced:

• 2:1 Work/Rest Ratio: For every two hours of work, one hour of rest must be provided.
• Rehabilitation Plan: A plan addressing environmental conditions and the dynamics of operational periods must be implemented.
• Demobilization Rest: Personnel must receive adequate rest prior to release from the incident to ensure safe travel home.

III. Application & Operational Periods

While the standard operational period is 12 hours, the policy allows for flexibility during the start of an incident:

IV. Responsibility

Individual resources and supervisors share the responsibility for monitoring fatigue. If a resource believes they are unfit for duty due to exhaustion, they must report it through their chain of command immediately.

Comm Unit - Training & Quals

Objective

To ensure that all personnel assigned to the Communication Unit during an OSFM mobilization meet the necessary training, experience, and certification requirements to operate effectively in an all-hazards environment.

I. Scope

This SOG applies to all Communication Unit Leaders (COML), Communication Technicians (COMT), and Radio Operators (RADO) mobilized under the OSFM Incident Management Teams.

II. Personnel Categories & Requirements

The Communication Unit is divided into three primary roles, each with specific prerequisite training:

III. Task Book Maintenance

All personnel are responsible for maintaining their own Position Task Books (PTB). It is the responsibility of the COML or Incident Commander to evaluate trainees and sign off on completed tasks during a mobilization.

IV. Deployment Readiness

• Personnel must be registered in the OSFM resource database.
• Individuals must maintain current contact information to ensure timely notification during rotations.
• Self-sufficiency for the first 72 hours is required, including personal field kits and necessary programming software/cables for technicians.

Comm Unit - Priorities

SUBJECT:

Communication Unit – Priorities upon arrival.

OBJECTIVE:

Outline the necessary tasks to be completed by the Communication Unit upon arrival at a mobilization.

I. SCOPE

This SOG provides guidance to the Communication Unit about the necessary tasks and the order in which they should be completed upon arrival at an incident.

II. ARRIVAL PRIORITIES

The following tasks are listed in order of priority. These tasks should be completed as soon as possible after the Communication Unit arrives on-scene.

1. Establish the Communications Center (ICC): Locate and set up the physical space for the communications unit. This should be a quiet area with adequate power and access for personnel.
2. Inventory Resources: Identify all communication resources currently on the incident, including those from local, state, and federal agencies.
3. Establish Initial Communication: Ensure that the Incident Commander and initial attack resources have reliable radio coverage. If necessary, establish a temporary repeater or relay.
4. Develop the ICS-205 (Communications Plan): In coordination with the Operations Section, develop a formal communications plan that includes frequencies for Command, Tactical, Air-to-Ground, and Support.
5. Cloning and Distribution: Begin cloning radios for all arriving resources to ensure they are on the correct frequencies. Distribute the ICS-205 at briefings.

III. ICS-205 REQUIREMENTS

The Incident Radio Communications Plan (ICS-205) must be updated for every operational period. It should clearly list:

• Channel assignments (System, Function, Frequency, Tone).
• Radio Link/Repeater locations.
• Emergency signal protocols.
• Phone numbers for the ICC and key overhead personnel.

IV. CLONING PROTOCOLS

To ensure incident safety, all resources entering the incident must have their radios checked and, if necessary, cloned by the Communication Unit. This ensures that every resource has the ability to communicate on the designated Command and Tactical frequencies.

Social Media – Personal Use

SUBJECT:

Social Media – Personal Use during a mobilization.

OBJECTIVE:

Determine the guidelines for the use of social media for personal use while on an OSFM mobilization.

I. SCOPE

This SOG provides guidance to all resources mobilized under the authority of the OSFM on the personal use of social media during the mobilization.

II. GENERAL

OSFM resources are often deployed to incidents that are high-profile and sensitive in nature. The actions and communications of all resources, even on personal social media accounts, can impact the reputation of the OSFM, the Incident Management Team, and the local fire service. Resources should maintain a high level of professionalism at all times.

III. GUIDELINES

• Operational Security: Resources shall not post information regarding specific tactical movements, future plans, or sensitive incident locations.
• Photography and Video: Personnel are prohibited from posting photos or videos of victims, structure damage (where addresses are visible), or any sensitive scene (e.g., fire investigation scenes) to personal accounts.
• PIO Coordination: All incident-related information intended for public release must be coordinated through the Incident Public Information Officer (PIO). Resources should not act as "de facto" PIOs on their personal pages.
• Respect and Professionalism: Do not post content that is discriminatory, harassing, or disparaging toward the public, cooperators, or other incident personnel.
• Endorsements: Do not use your position on the IMT to endorse products, political candidates, or private ventures on social media.

IV. DISCIPLINARY ACTION

Failure to follow these guidelines may result in a performance evaluation reflecting the incident, immediate demobilization from the incident, and/or removal from the IMT rotation list.

Logistics Section - Readiness

SUBJECT:

Logistics Section – Readiness.

OBJECTIVE:

Outline the necessary equipment and items that the Logistics Section should have available for a mobilization.

I. SCOPE

This SOG provides guidance to the Logistics Section about the necessary equipment and items that should be available to the section for an OSFM mobilization.

II. READINESS

Logistics Section personnel should be prepared for a mobilization at all times. This includes having personal gear ready and ensuring that the section’s equipment is maintained and ready for deployment.

III. SECTION EQUIPMENT

The Logistics Section is responsible for maintaining a set of equipment that will allow them to establish and operate the Logistics Section at an incident. This equipment should include, but is not limited to, the following:

IV. MAINTENANCE AND INVENTORY

The Logistics Section Chief is responsible for ensuring that all section equipment is inventoried and maintained on a regular basis. After each mobilization, all equipment should be inspected, cleaned, and replenished as necessary.

Rental Vehicles

SUBJECT:

Rental Vehicles during a mobilization.

OBJECTIVE:

This SOG outlines the use of rental vehicles by Oregon Office of State Fire Marshal (OSFM) Incident Management Team (IMT) members and the reimbursement for rental vehicles to the sponsoring agencies.

I. SCOPE

This SOG allows for the rental of vehicles through either rental agencies or municipally-operated motor pools.

II. GUIDELINES

• Only OSFM IMT members may utilize rental vehicles during mobilizations; all task force and strike team personnel must be using agency-owned apparatus.
• Vehicle type must be appropriate to complete tasks reasonably assigned to the position.
• Operations and Safety personnel must have 4WD capable vehicles.
• Sponsoring agency must procure insurance when renting the vehicle.
• Agencies should utilize their own standing agreements, (if such agreements exist), when renting vehicles.
• White, black, or silver exterior preferred when available.
• Team member position must be written on the windshield with white chalk paint.
• Emergency lighting is not necessary.

III. REIMBURSEMENT

Rental vehicles will be reimbursed through the standard process, with the agency submitting an itemized receipt from the rental company to be reimbursed.

Fuel costs will not be reimbursable unless there is no fuel available to the team member after check-in and prior to demobilization, in which case an itemized receipt can be submitted by the agency to be reimbursed. The receipt must show the date and time of the fuel purchase.

Damage to a rental vehicle will be subject to the standard IMT claims procedure. Refer to your rental contract in regards to rental damage/repair.

No rehabilitation time will be allowed for rental vehicles or the team members who utilize them.

If an agency chooses to procure a rental to keep in-station prior to a mobilization or chooses to keep a rental vehicle after the team member has returned from a mobilization, only the period of time which is reimbursable under the Mobilization Plan will be reimbursed.

Resource Ordering

SUBJECT:

Resource Ordering during a mobilization.

OBJECTIVE:

Outline the process for ordering resources during an OSFM mobilization.

I. SCOPE

This SOG provides guidance to all IMT members on the process for ordering additional resources, including personnel, equipment, and supplies, during a mobilization.

II. GENERAL

All resource orders must be placed through the established ICS chain of command to ensure that they are properly tracked, coordinated, and authorized. Unauthorized ordering may result in non-reimbursement of costs.

III. ORDERING PROCESS

The following process shall be used for all resource orders:

1. Identification of Need: The requesting functional unit identifies the need for a resource.
2. ICS-213 RR: The request is documented on a Resource Request Message (ICS-213 RR).
3. Section Chief Approval: The appropriate Section Chief must review and approve the request.
4. Logistics Review: The approved request is submitted to the Logistics Section to determine if the resource can be provided from incident stock or local sources.
5. Planning Coordination: The Planning Section (Resources Unit) reviews the request to ensure it is consistent with the Incident Action Plan.
6. Incident Commander Approval: The IC or their designee must authorize all orders that have a significant cost impact or involve additional overhead.
7. Transmission to AOC: Once authorized, the order is transmitted by the Ordering Manager or Logistics Section Chief to the OSFM Agency Operations Center (AOC).

IV. EMERGENCY ORDERS

In life-safety situations, verbal orders may be placed to meet immediate needs. However, these orders must be documented on an ICS-213 RR and processed through the formal system as soon as the immediate emergency has passed.

V. TRACKING AND RECEIVING

The Logistics Section is responsible for tracking the status of all orders and notifying the requester when the resource arrives. All arriving resources must check in through the formal incident check-in process.

Planning Section Network

SUBJECT:

Planning Section – Incident Computer Network.

OBJECTIVE:

Establish guidelines for the setup, maintenance, and security of the incident computer network managed by the Planning Section.

I. SCOPE

This SOG applies to all IMT members and IT support staff responsible for establishing the local area network (LAN) and wide area network (WAN) during an OSFM mobilization.

II. NETWORK ARCHITECTURE

The incident network shall follow a "Hub and Spoke" design:

• The Hub: Located in the Planning Section. This contains the primary server, network switches, and internet gateway.
• The Spokes: Dedicated lines or wireless bridges connecting Finance, Logistics, and Command to the Planning server.

III. HARDWARE REQUIREMENTS

The Planning Section is responsible for ensuring the following hardware is available and functional:

IV. DATA SECURITY & BACKUP

• Password Protection: All incident networks must be password protected with a WPA2/WPA3 encryption standard.
• Access Control: Network access is limited to incident personnel only. A "Guest" network should be established if internet access is provided to cooperators.
• Backups: The Planning Section shall perform a full system backup every 24 hours. A secondary backup should be kept in a separate physical location if possible.

V. FILE STRUCTURE

To ensure consistency across teams, the server must utilize the OSFM Standard File Structure. This ensures that any incoming team or Documentation Clerk can locate IAPs, Maps, and Finance records without delay.

Damage Equipment

SUBJECT:

Damaged or Lost Equipment during a mobilization.

OBJECTIVE:

Outline the process for documenting and reporting equipment that is damaged or lost during an OSFM mobilization.

I. SCOPE

This SOG provides guidance to all IMT members, Task Force Leaders, and resources on the necessary steps to report damage to, or loss of, agency-owned equipment while assigned to an incident.

II. REPORTING TIMELINES

To ensure eligibility for reimbursement, the following timelines must be strictly adhered to:

• Immediate Notification: Any damage or loss must be reported to the immediate supervisor (Division Supervisor or Task Force Leader) as soon as it is safe to do so.
• 24-Hour Rule: A formal written report must be submitted to the Finance Section within 24 hours of the occurrence or discovery of the damage/loss.
• Final Deadline: All claims must be initiated and documented prior to the resource’s demobilization from the incident. Claims made after a resource has returned home may be denied.

III. DOCUMENTATION REQUIREMENTS

The following documentation is required for all claims:

1. ICS-213 (General Message): Describing the circumstances of the loss or damage.
2. ICS-214 (Unit Log): Showing that the resource was assigned to the incident and performing authorized tasks at the time of the incident.
3. Photographs: Clear photos of the damaged equipment and the location where the incident occurred.
4. Witness Statements: Statements from any personnel who witnessed the occurrence.
5. Police Report: Required if the loss involves theft or a motor vehicle accident on a public roadway.

IV. NON-REIMBURSABLE ITEMS

OSFM generally will not reimburse for the following:

• Personal items (cell phones, sunglasses, personal clothing) not required for the assignment.
• Damage resulting from gross negligence or willful misconduct.
• Normal wear and tear typical of emergency operations.

Finance Section - Incident Close Out

SUBJECT:

Finance Section – Incident Close Out.

OBJECTIVE:

Outline the process for the Finance Section to close out an incident and return the necessary documentation to the OSFM.

I. SCOPE

This SOG provides guidance to the Finance Section Chief and the Finance Section about the necessary steps to close out the finance portion of an incident and return the documentation to the OSFM Salem office.

II. CLOSE OUT PROCESS

The close out process for the Finance Section begins as soon as demobilization starts. The Finance Section Chief (FSC) is responsible for ensuring that all financial records are accurate, complete, and organized.

III. DOCUMENTATION

The following documentation must be collected, organized, and returned to the OSFM Salem office at the conclusion of the incident:

• Time Records: All original OF-288s (Emergency Employee Time Reports) and all agency-specific time records.
• Equipment Records: All original OF-286s (Emergency Equipment Use Invoices) and any related inspection forms.
• Purchasing Records: All receipts, purchase orders, and contracts for goods and services procured during the incident.
• Claims: All documentation related to injury or equipment damage claims.
• Finance Log: A copy of the FSC’s unit log (ICS-214) and any other significant documentation related to the finance section’s activities.

IV. FINAL REPORT

The FSC will prepare a brief narrative report summarizing the financial activities of the incident. This report should include any outstanding financial issues or unresolved claims that the OSFM will need to address after the incident is closed.

V. TIMELINE

All finance documentation should be organized into the "Finance Box" and ready for transport to the OSFM Salem office within 48 hours of the IMT's demobilization from the incident. The FSC should coordinate with the OSFM Agency Representative for the transport of the records.

Reimbursement Rate, Volunteer IMT

SUBJECT:

Reimbursement Rate, Volunteer IMT members.

OBJECTIVE:

Determine the reimbursement rate for IMT members who are not employees of a fire agency.

I. SCOPE

This SOG provides guidance to the OSFM and the IMT about the reimbursement rate for IMT members who are not employees of a fire agency and are mobilized as a member of an OSFM IMT.

II. DEFINITIONS

Volunteer IMT Member: An IMT member who is not an employee of a fire agency or whose agency does not have a contract or agreement with the OSFM for reimbursement of the member's time.

III. REIMBURSEMENT RATE

Volunteer IMT members will be reimbursed at a flat daily rate for each day they are mobilized. The daily rate is intended to cover the member's time and any personal expenses not otherwise covered by the OSFM.

• The flat daily rate is established by the OSFM and is subject to periodic review and adjustment.
• The rate is paid for each calendar day (0001 to 2400) or portion thereof that the member is mobilized.

IV. PORTAL-TO-PORTAL

Reimbursement for Volunteer IMT members is "portal-to-portal," meaning that the member is reimbursed from the time they leave their home or place of residence until the time they return.

V. MINIMUM HOURS

To be eligible for the full flat daily rate, the member must be available for at least 12 hours during the calendar day. If a member is mobilized for less than 12 hours in a calendar day, the rate may be pro-rated at the discretion of the OSFM.

VI. DOCUMENTATION

Volunteer IMT members are responsible for maintaining an accurate record of their time on the incident. This time must be documented on an OF-288 (Emergency Employee Time Report) and signed by the member and the appropriate Section Chief or the Incident Commander.

Training Request & Reimbursement

SUBJECT:

Training Request and Reimbursement.

OBJECTIVE:

Outline the process for IMT members to request training and the process for reimbursement of training-related expenses.

I. SCOPE

This SOG applies to all OSFM IMT members who are seeking training to maintain or increase their qualifications within the Incident Management Team structure.

II. GENERAL

The OSFM is committed to the professional development of its IMT members. Training opportunities should be focused on meeting the needs of the team and the requirements of the member's specific ICS position.

III. TRAINING REQUEST PROCESS

Before attending any training for which reimbursement will be sought, the member must obtain prior approval:

1. Application: The member shall submit a training request form to their Section Chief.
2. Section Chief Review: The Section Chief will review the request based on the member's current qualifications and the needs of the team.
3. OSFM Approval: The request is then forwarded to the OSFM Training Coordinator for final authorization.

IV. ELIGIBILITY FOR REIMBURSEMENT

Reimbursement for training is generally limited to the following conditions:

• The training is required for the member's current position or a position for which they have an open and active Position Task Book (PTB).
• The training has been pre-approved by the OSFM.
• Funding is available within the OSFM training budget.

V. REIMBURSABLE EXPENSES

Reimbursable expenses may include tuition/registration fees, travel, lodging, and meals (per diem) in accordance with State of Oregon travel policies. Salary reimbursement for the time spent in training is generally not provided unless specifically authorized by the OSFM in advance.

VI. REIMBURSEMENT PROCESS

Upon completion of the training, the member must submit the following to the OSFM Salem office within 30 days:

• A completed travel expense claim form.
• Original itemized receipts for all expenses (except per diem meals).
• A copy of the certificate of completion or other proof of attendance.

Safety Tools and Documentation

SUBJECT:

Safety Tools and Documentation.

OBJECTIVE:

Outline the safety tools and documentation that are to be used during an OSFM mobilization.

I. SCOPE

This SOG provides guidance to the Incident Management Team (IMT) about the safety tools and documentation that should be used during an OSFM mobilization to ensure that hazards are identified and mitigated.

II. SAFETY ANALYSIS (ICS 215A)

The Incident Safety Analysis (ICS 215A) is a tool used by the Safety Officer to identify hazards and develop mitigation strategies for each operational period. The ICS 215A should be completed in conjunction with the Operational Planning Worksheet (ICS 215).

• The Safety Officer will identify potential hazards associated with the tactics proposed by the Operations Section.
• For each hazard identified, a mitigation strategy or safety message will be developed.
• The ICS 215A will be used to brief the Incident Commander and the Operations Section Chief on the risks associated with the planned operations.

III. MEDICAL PLAN (ICS 206)

The Medical Plan (ICS 206) provides information on incident medical facilities, transportation, and emergency procedures. The Safety Officer is responsible for ensuring the Medical Plan is completed and included in the Incident Action Plan (IAP).

IV. INCIDENT SAFETY ANALYSIS

In addition to the ICS 215A, the Safety Officer may utilize other incident safety analysis tools to evaluate specific hazards, such as those related to structural firefighting, wildland firefighting, or hazardous materials. These analyses should be documented and shared with the appropriate personnel.

V. SAFETY BRIEFINGS

The Safety Officer will provide safety briefings to incident personnel at the following times:

• Operational Period Briefings: Highlighting the hazards and mitigations identified in the ICS 215A.
• Tactical Briefings: As needed for specific high-risk operations.
• Special Briefings: When new or unforeseen hazards are identified during an operational period.

VI. DOCUMENTATION

All safety-related documentation, including the ICS 215A, ICS 206, and any additional safety analyses or briefing logs, shall be maintained as part of the official incident record and turned in to the Documentation Unit prior to demobilization.

Personnel Evaluation

SUBJECT:

Personnel Evaluation during a mobilization.

OBJECTIVE:

Establish a process for evaluating the performance of personnel during an OSFM mobilization.

I. SCOPE

This SOG provides guidance to the Incident Management Team (IMT) and all resources about the performance evaluation process during an OSFM mobilization.

II. EVALUATION REQUIREMENTS

Performance evaluations are a critical component of the professional development and accountability of all personnel assigned to an incident. Evaluations shall be completed for the following:

• Task Force/Strike Team Members: Evaluated by the Task Force/Strike Team Leader.
• Task Force/Strike Team Leaders: Evaluated by their immediate supervisor (Division/Group Supervisor).
• IMT Members: Evaluated by their immediate supervisor within the IMT structure.
• Trainees: All personnel in a trainee status must have their Position Task Book (PTB) updated and a performance evaluation completed.

III. DOCUMENTATION (ICS 225)

The Incident Personnel Performance Rating (ICS 225) is the standard form used for evaluations. The supervisor should meet with the individual to discuss the evaluation, provide feedback on their performance, and identify areas for improvement.

IV. SUBMISSION

Completed evaluations must be signed by both the supervisor and the individual being evaluated. The original copy of the evaluation shall be turned in to the Documentation Unit (Planning Section) prior to the individual's demobilization from the incident.

V. DEFICIENT PERFORMANCE

In cases where an individual's performance is determined to be deficient or safety-related concerns are identified:

• The supervisor must document the specific concerns on the ICS 225.
• The supervisor must notify their Section Chief and the Incident Commander.
• The Incident Commander will coordinate with the OSFM Agency Representative to determine the appropriate course of action, which may include immediate demobilization or removal from future rotations.

Filling Vacancies & Coverage

SUBJECT:

Filling Vacancies and Coverage.

OBJECTIVE:

Determine the process for filling vacancies and providing coverage for IMT members who are unable to respond to a mobilization.

I. SCOPE

This SOG provides guidance to the Incident Commander and the IMT about the process for filling vacancies when a primary team member is unable to respond to a mobilization or needs to be replaced during an incident.

II. NOTIFICATION

As soon as an IMT member becomes aware that they will be unable to respond to a mobilization during their rotation, they must notify their Section Chief and the Incident Commander. The Incident Commander will then coordinate with the OSFM Agency Representative to fill the vacancy.

III. FILLING VACANCIES (PRE-MOBILIZATION)

When a vacancy is identified prior to or at the time of mobilization, the following order of priority should be used to fill the position:

1. Shadow/Trainee: If a qualified shadow or trainee is assigned to the team for that position, they may be moved into the primary role.
2. Qualified Team Member: Another qualified member from the same team may be moved into the position.
3. "Third-Up" Team: A qualified member from the team that is currently third-up in the rotation may be requested.
4. External Resources: If the position cannot be filled from within the OSFM IMT structure, the OSFM AOC will work to identify a qualified individual from a partner agency or another IMT.

IV. COVERAGE DURING AN INCIDENT

If a team member needs to leave an incident prior to demobilization (due to injury, illness, or personal emergency), the Section Chief and Incident Commander will determine if the position needs to be backfilled. If a backfill is required, the priority list in Section III will be followed.

V. DOCUMENTATION

All changes to the team roster must be documented by the Resources Unit (Planning Section). The OSFM AOC must be notified of all substitutions to ensure accurate tracking of personnel and for reimbursement purposes.

Insurance Resources Protecting Structures

SUBJECT:

Insurance Resources Protecting Structures.

OBJECTIVE:

Establish guidelines for the coordination and interaction between OSFM resources and private insurance resources engaged in structure protection.

I. SCOPE

This SOG applies to all OSFM IMT personnel and resources when private insurance-funded fire resources are operating within or near the incident boundaries.

II. GENERAL

Private insurance companies may deploy resources to protect the property of their policyholders. These resources are not part of the OSFM mobilization and are not under the command of the Incident Management Team (IMT).

III. COORDINATION AND SAFETY

While not under IMT command, coordination is essential for the safety of all personnel operating on the incident. The following guidelines apply:

• Identification: Insurance resources should be identified and their locations noted by the Operations Section.
• Communication: If possible, insurance resources should be provided with the incident's communication plan for monitoring purposes, particularly regarding emergency evacuations and weather alerts.
• Safety Standards: Insurance resources are expected to follow the same safety standards and PPE requirements as incident resources when operating in the fire area.
• No Interference: Insurance resources must not interfere with the tactical operations of the IMT. If interference occurs, the Operations Section Chief should address the issue with the insurance resource supervisor.

IV. LIMITATIONS

• Command: Under no circumstances will insurance resources be integrated into the incident's command structure.
• Support: The IMT is not responsible for providing logistical support (fuel, food, mechanical repair) to insurance resources.
• Liability: The State of Oregon and the IMT assume no liability for the actions or safety of private insurance resources.

V. DOCUMENTATION

The presence and general location of insurance resources should be documented in the Unit Log (ICS 214) of the appropriate Division Supervisor or Branch Director.