Tools of the Trade: Edition No. 2 (July 2011) Implementing the Near-Miss Program

 Strategies on how to implement the National Fire Fighter Near-Miss Reporting System in your department  Provide resources to supplement the implementation of the program

 Background ◦ Created by a team with various backgrounds (chief officers, company officers, career department, combination department, volunteer department) ◦ There is not a one-size-fits-all implementation plan. These ideas are offered as suggestions.  Goal of Implementing Near-Miss Program ◦ Long term goal: Reducing the potential for injuries and fatalities and to improve the overall safety of your members. ◦ Short term goal: Provide an opportunity for members to review and learn from near-miss reports

 This is a free program as it is funded by the U.S. Department of Homeland Security’s Assistance to Firefighters Award program.  This is a non-punitive program.  If unable to implement this program on a department level; similar strategies can be used on the company level

 Team should be made of representatives from key stakeholders  Safety committee (ideally but not always possible)  Select members that are ◦ Highly respected ◦ Good communicators ◦ Familiar with the near-miss program

 Demonstrates a commitment from department leadership  Provides members with reinforcement of the non-punitive nature of the program  Samples are available on the Resources Page under “Sample Policies and Training Tools” ◦ Template ◦ Spartanburg Fire and Rescue (SC) ◦ Mesa Fire Department (AZ) ◦ Hagerstown Fire Department (MD)

 Background  Applicability  Definitions  Policy  Procedure  Responsibility

4.1 The (your fire department name) is adopting a non-punitive approach to simple human error. Members who commit an error while in the performance of their duty shall be exempt from disciplinary action provided they promptly file a near-miss report. This exemption from disciplinary action applies to actions that do not willfully violate department policy or purposely place members unnecessarily in harm’s way. 4.2 Members who personally experience, witness or are made aware of a near-miss incident shall file a near-miss report. 4.3 Members filing near-miss reports shall use the National Fire Fighter Near-Miss Reporting System ( as the vehicle for recording their near-miss event Multiple reports of the same incident are encouraged. The variety of perspectives provides additional value to reporting the incident. 4.5 Members are encouraged to forward a copy of the posted report to the Department Safety Office so the department can rapidly respond to implement corrective actions needed to prevent the near miss from becoming a serious injury or fatality within our department. 4.6 Ensuring anonymity and confidentiality is paramount. No member submitting a near-miss report shall be forced to identify themselves. Department management shall not seek out the identity of a member or members who file near-miss reports. Members who voluntarily submit their contact information to the department will remain anonymous.

5.1 Members who experience, witness or are informed of a near-miss incident shall log on to to support the program’s efforts to improve firefighter safety Sections 1 thru 4 of shall be completed by the affected/informed members Section 5 of the reporting system is optional. Members are encouraged to provide at least one off-duty contact number or address. This contact information provides the system’s reviewers with a means to contact the reporter with follow up questions that will enhance the data collected and provide the maximum reporting effort to ensure another firefighter’s safety. 5.4 Reporters may copy their submitted report and send it to the department safety officer or they may wait until the report is posted. No names or contact information are required at the department level.

 Select the right people to do the training  Decide on method (formal or informal)

◦ PowerPoint presentation (which can be customized) ◦ Videos ◦ Curriculum (Student guide and Instructor guide) ◦ Paper copies of the reporting form

 Make it easy for firefighters to participate  Reports can be submitted ◦ Online ◦ Via mail ◦ Via fax  Add “Firefighternearmiss.com” to websites that can be accessed from station computers  Add a shortcut to computer desktops  Make the website a “Favorite”  Add a link to it from the department website and/or the union website.

 Training: ◦ Recruit Level ◦ Company Officer Training ◦ Safety, Health and Survival Week ◦ Drill Night Training ◦ Table Top Exercises  Report of the Week ◦ Subscribe by ing  Search the database ◦ Search by keyword ◦ Search with different paramaters (department type, type of near-miss, etc.)  Update your SOPs and SOGs ◦ Use grouped report documents as sources for updating your SOPs and SOGs ◦ Focus on contributing factors of near-miss events, rather than just the end- result of a near-miss event  Review your department’s practices ◦ Use the ROTW featured reports or other reports to evaluate your department’s practices

 Use the Resources found on to support implementing the near-miss program  Submit a report if you have experienced a near-miss dealing with survival on the fire ground All photos courtesy of the IAFC Photo Contest”