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Chain of Command Rally and Cross Country

Housekeeping

Trainer Slide Name and MSA Lead Trainer grade/title Experience Disciplines

Chain of Command

Outline of Session The need for a chain of command Gold, Silver and Bronze command structures Organisation structures in FIA Rallying and how these can relate to local events. Roles and responsibilities for Senior Officials at events Incident management and the flow of information. If the audience is all Cross Country trainers may wish to amend structural organisation charts on 9 10 and 11 to reflect this INSERT FILE NAME

Chain of Command The chain of command is the line of authority and responsibility along which instructions are passed within an organisation. Instructions are transmitted down the chain of command, from higher to lower-ranked personnel who either carry out the instruction personally or transmit it down the chain as appropriate, until it is received by those expected to carry it out. Motor sport is an organisation governed by regulation and with an established hierarchy of positions. Eg clerk of course, deputy clerk, Stage commander Sector marshal etc. If everyone just made their own decisions then it is unlikely that events would run safely, effectively or even at all. The purpose of regulation is to ensure a fair and safe playing field for all who take part and also places the greater responsibility (and accountability) for managing events on those in higher positions. To ensure that accountability can be traced motorsport has adopted and adapted a system of command and control modelled on that originally developed in the military and police services The chain of command is the line of authority and responsibility along which instructions are passed within an organisation. Instructions are transmitted down the chain of command, from higher to lower positioned personnel who either carry out the instruction personally or transmit it down the chain as appropriate, until it is received by those expected to carry it out. In general people give instructions only to those directly below them in the chain of command and receive instructions only from those directly above them. The concept of chain of command also implies that a higher position alone does not entitle you to give commands to anyone of lower position. For example, a leader of team "A" does not directly command lower members of team "B", and is generally expected to approach an leader of team "B" if he requires action by members of that team. The chain of command means that individual members take instruction from only one leader and only give instructions to a defined group of people immediately below them. Lead discussions on how this all fits with their own positions in their clubs etc Relate to scenarios on events. Eg Why can’t a marshal on stage stop the cars using a yellow flag while she organises people to push a car back onto the road. Why cannot the rescue unit self scramble when they hear a radio message about an accident on their stage What would happen if the clerk of the course decided to make all decisions herself during a multi stage rally and left rally hq to go and sort out a delay in service and left instructions that she would be back soon and no one was to do anything without him knowing about it. INSERT FILE NAME

Organisation Structure Rally Manager Clerk of Course Chief Safety Officer Chief Medical Officer GOLD – Strategic Plans and Decisions Deputy CoC, Deputy Safety Officer Spectator Safety Officer Radio Controller Stage Commanders Chief Marshal and Course Car Crews Media Officer SILVER – Heads of Department Deputy Stage Commander Stage Safety Officer, Stage Spectator Safety Officer Rescue/Recovery/Medical Personnel All Marshals (Stage, Radio and Timing) and Sector Officials BRONZE – Operational decisions & actions Aligns with Emergency Services Structure There are three levels of command and control identified in emergency services which describe Strategic, Tactical and operational command colour coded Gold Silver and Bronze This diagram equates these levels to those which can be found on many motor sport events. Ask delegates to identify where they think they are in this structure for their discipline. INSERT FILE NAME

MSA Chief Safety Officer Training Programme On - event hierarchy C.O.C DEP C.O.C Event/ Chief Safety Officer Chief Marshal Equipment Team Stage Commander C.M.O Radio Controller Course Cars Stage Safety Officer Rescue Recovery Medic Radio Marshals Sector Marshals Marshals At a simple level this is one way that you could represent the chain of command at a simple event eg a comp safari Discuss the gold silver bronze hierarchy here and ask delegates to relate to their own discipline and position Remember to emphasise that the Clerk does NOT make all the decisions here. There are levels of responsibility which such a structure confers on those at intermediate levels i.e. the clerk delegates responsibility for some functions of control to those below him in the chain. Eg Stage commander is charged with responsibility for the running of his stage in normal circumstances. If a situation occurs above his level of responsibility he can refer it up to Chief Safety Officer who may deal or who may refer up to Clerk Created 30 June 2014 by Sue Sanders & Andy Smith

MSA Chief Safety Officer Training Programme On - event hierarchy Recovery Stewards Clerk of the Course Deputy C.O.C Secretary of the Meeting Safety Officer Chief Marshal Stage Commander Radio Controller Scrutineers Spec Safety Setup Crew Course Cars Marshal Radio Rescue Crew & PARA CMO This is just another representation to show and discuss Ask them to identify the sort of structure that might operate on an event such as a rally timed trial or small comp safari where they may not have so many separate roles Summarise their suggestions on a flip chart Created 30 June 2014 by Sue Sanders & Andy Smith

CEO Safety Coordinator Sporting Stages & Service Medical & Rescue Spectator Media & Helicopter Course Cars Zero Cars Sweeper Cars FIA vehicles Non stage venues Start/Finish Service Area Refuel H & S Paperwork Compliance Safety Liaison Trade & Display Contracts Onsite compliance Hospitality & Helicopters Staffing Recruitment Database Communication Training & Funding Event Coordinator Administration & Operations Secretary of the Meeting Finance Clerk of Course This is WRGB as an example of some the stuff over and above just marshalling a stage that has to go on This shows how a big event cannot be run like a one woman band and that without a chain of command structure in place such an event would not be able to take place.

Roles and responsibilities MSA Chief Safety Officer Training Programme Roles and responsibilities Work in groups Choose an event to focus on. Eg Rally or Comp Safari etc etc Identify the tasks that are involved in planning and running such an event and list each task on an individual sticky note (use lots of notes) Create a list of the people responsible for planning and running the event You will need lots of sticky notes (not too big) and some flipchart sheets Divide into groups of 5 or 6 – by discipline or event type if appropriate Do not let them identify roles yet – that will come next once they’ve thought creatively about the tasks (specific actions/areas) required Each group to work separately Task 1 choose their event Task 2 to identify as many event planning or operational tasks as possible ranging from eg ordering the toilets to applying for the permit to stage set up. The more they do the better the exercise will be.30 to 40 is not uncommon Task 3 ask them to identify the people who would be at gold or silver level on their chosen event by title eg clerk of course Created 30 June 2014 by Sue Sanders & Andy Smith

MSA Chief Safety Officer Training Programme Whose job is it? Using the job titles created, organise your lists of responsibilities against the official you think is responsible for each one Take your sticky notes and fix them to the appropriate flip charts Take one flip chart per group Which tasks could be delegated to someone else on the chain of command? Move them to the bottom of the flip chart. Suggest who they should be delegated to Advance this slide one point at a time as the tasks are completed. 1.Write the names they identify onto separate flip chart pages and place around the room 2. Ask them to pin their sticky notes onto the flip chart page of the person/job title who should be responsible for making sure it happens Some examples would be Clerk of the Course, Secretary of the Event, Timekeeper, Scrutineer, Medical Officer, Safety Officer Allow a few more if they suggest them but try to stay at Gold or Silver level ie Strategic or Tactical levels 3. Then give a chart to each group and ask them to look at all the tasks on the page and to separate them into two groups. To the top half of the sheet they should move those which they cannot delegate downwards. These are the Strategic or Tactical group To the bottom half those they think should be delegated downward. These are the operational group 4. Finally ask if there are any tasks on their sheets where they believe responsibility lies elsewhere either above or laterally with another group. Summarise with reference to the absolute need to be able to delegate and to trust those to whom they delegate by avoiding the temptation to micro management Created 30 June 2014 by Sue Sanders & Andy Smith

Theory into Practice

Imagine… You are the stage safety officer on a special stage rally. The stage is 19 kilometres long and has 16 safety points it has 2 main spectator areas one of which is within 500m of point 12. You are informed of a major accident by the radio car at point 12.

What are you going to do next? Do you stop the stage? Who do you send into the stage to the incident? Anything else? You can develop the scenario bit by bit by discussion with delegates Can they just operate independently of the chain of command and stop the stage or do they need to contact anyone. (authority from CoC should be sought) INSERT FILE NAME

Despatch Rescue What else might be going on now in terms of people making arrangements and whose responsible for all these. Who decides to implement a reroute if necessary What about time cards and notional times. All this should be going on while the incident is investigated. Refer back to Strategic, Tactical and Operational levels INSERT FILE NAME

3 minutes have passed The report comes back that the crew are both injured and it will take some time to extricate them from the car. The stage is blocked and the emergency vehicles can only park on the stage, blocking it further.

What actions do you take? Have you lost the stage? Is it up to you to instigate a re-route and cut the stage? Should you call the public ambulance? What should you tell the spectators? INSERT FILE NAME

Follow the information flow Identify key Gold and Silver roles in the room From this point on you will role play the actions of these people and we will follow the information flow with some twine. Identify someone as the stage safety officer and also some other roles. CoC, Stage Commander, CMO, Secretary of the meeting, 999 operator, Radio controller, Press Officer, Deputy CoC, Chief Safety Officer From now on each time you send a message or request suggested by the delegates in response to the prompts on the following slides you should pass along the ball of twine/wool/string unrolling it as it goes to track the flow of information. Make sure you don’t forget the radio controller!!!!! INSERT FILE NAME

What information needs to be relayed by Control to the safety services? Ambulance meeting point Location of incident, Why? In case air ambulance is required. Who makes this decision Where will someone find Ambulance meeting point location written down. (Safety plan) Who should know that and who was responsible for identifying it at the planning Stage Who is going to call the air ambulance. Whose responsibility is it to despatch such an expensive item INSERT FILE NAME

What information needs to be relayed by Control to the safety services? The number of casualties The nature of the injuries [Gender of the injured The approximate age of the injured] Who needs to be told. Who is going to tell them INSERT FILE NAME

And Now The stage has been cancelled and the event re-routed, the rescue crew and doctor are on site along with the stage safety officer. Who should do what now? Who else might need to go to the scene of the incident, if anyone? What actions need to have been taken for other competitors and the remainder of the event? INSERT FILE NAME

Who do you ask Ensure that Rally Control is aware of the details of the incident. e.g.- Time of stoppage Last three cars in and out The first car that was re-routed and times from the SSS (why) Continue the exercise as far as you like and make sure that everyone notes the web of twine which has been developed and now begins to realise why the chain of command structure is so important with so much information flowing through the system INSERT FILE NAME

Summary/Review Review content of module

Measurement/Assessment As noted on course outline

Evaluation

Acknowledgements Club logos Venue thanks etc With the support of the British Motor Sports Training Trust