LANDSAR NZ SAFETY MANAGEMENT SYSTEM

Why Are We Doing This? To ensure the safety of all LandSAR volunteers and personnel

DateNature of IncidentLocationInjuries?Accident Reported?Comments 25 July 2014Avalanche during SAREXHarris Mountains, WanakaNoneYes Search Dog & Handler caught in Class 1 avalanche during SAREX. 28 June 2014Fall during SAROPLake Taupo Minor, bruising/scrapes to legs and hand Yes. Possibly multiple persons had falls in same place at same SAROP. Others not reported December 2013Tramping injury during SAROPLake Constance (Nelson Lakes)Minor shoulder injuryNo Volunteer is recovering and under ACC cover October 2013Vehicle accident during SAROPWhakatane areaNone reportedNo Car left road and crashed whilst returning four LandSAR volunteers from a SAROP 14 September 2013Fall (tramping) during SAREX Hawdon Valley, Arthur’s Pass National Park, Canterbury Yes. Bruising and nerve damage to arm. Treated by doctor but no hospitalisation Yes Incident report completed and local investigation undertaken. 6/7 July 2013Quad Bike accident during SAROP RuahinesYes, 2 pax injured One minor injury One serious injury, requiring back surgery. Full recovery expected. No Incident Register

What is the SMS? A culture of being safe Written Principles, Guidelines & Procedures Roles & Responsibilities Forms & Resources: Safety Plan (event level) Field Safety Guidelines Field Safety Assessment & Briefing form (task level) “Take Five” field safety assessment form Accident Register (accident/incident reporting form) Training Core (skills acquisition) training Refresher training Group-level training Accident and incident audit and investigation

How Is It Being Developed? Specialist Health & Safety Contractor – Work Injury Care Volunteer Advisory Group NZ Police, RCCNZ and NZSAR DOC and MSC Circulation to all LandSAR personnel in September 2015 seeking feedback Considered by LandSAR Board today for approval for implementation!

Culture The Principles of LandSAR Safety We will promote and support a strong LandSAR safety culture We will all be involved in SAR health and safety management Only the correct procedures personnel and equipment will be used for an activity We will ensure all accidents and incidents are reported as soon as possible We will help new volunteers to understand the LandSAR safety management system We will tell the relevant activity manager immediately about any health and safety concern

What is the SMS? A culture of being safe Written Principles, Guidelines & Procedures Roles & Responsibilities Forms & Resources: Safety Plan (event level) Field Safety Guidelines Field Safety Assessment & Briefing form (task level) “Take Five” field safety assessment form Accident Register (accident/incident reporting form) Training Core (skills acquisition) training Refresher training Group-level training Accident and incident audit and investigation

Principles, Procedures and Guidelines Principles of LandSAR safety Procedures & Guidelines Identify roles and responsibilities Create an overall safety plan Identify any recognised safety guidelines (e.g. helicopter safety) Plan for safety at task/team level Report hazards, incidents and ‘near misses’

Safety Management Roles & Responsibilities Person in Control The Person in Control of a training event or SAROP is responsible for the overall safety of the event, operation or activity. It is vital that this person is sufficiently skilled and trained to ensure risks are identified, safety controls developed and that these are both fully implemented and documented. The Person in Control also has an additional responsibility to manage serious incidents including investigation and notification to LandSAR and others.

Safety Management Roles & Responsibilities Managers, Supervisors and Team Leaders These are key roles in ensuring that within the overall activity each Task is carried out safely, risks are identified, safety standards established, skills and supervision determined and that sufficient PPE and support resources are provided. Time is often vital to the success of any rescue operation and it is the role of the managers, supervisors and Team Leaders to ensure a balance between the need to respond and time required safety planning. A degree of common sense when managing safety issues and procedures is needed. However, prior to any field tasks occurring a person must be appointed as being in control of that task. No field task should occur until the appropriate field safety assessment process is completed.

Safety Management Roles & Responsibilities LandSAR Team Members Everyone is responsible for their own safety. All LandSAR personnel must keep themselves and others safe, report hazards they identify and report incidents/harm which occurs during the undertaking of any task. It is recognised that people come from a wide range of different backgrounds, these can have different accepted safety practices. Everyone is to at least follow the safety standards established within the Safety Plan or Field Safety Assessment & Briefing despite their background, experience or personal views.

Principles, Procedures and Guidelines Principles of LandSAR safety Procedures & Guidelines Identify roles and responsibilities Create an overall safety plan Identify any recognised safety guidelines (e.g. helicopter safety) Plan for safety at task/team level Report hazards, incidents and ‘near misses’

Forms & Resources – Safety Plan

Safety Plan

Principles, Procedures and Guidelines Principles of LandSAR safety Procedures & Guidelines Identify roles and responsibilities Create an overall safety plan Identify any recognised safety guidelines (e.g. helicopter safety) Plan for safety at task/team level Report hazards, incidents and ‘near misses’

Safety Guidelines

Principles, Procedures and Guidelines Principles of LandSAR safety Procedures & Guidelines Identify roles and responsibilities Create an overall safety plan Identify any recognised safety guidelines (e.g. helicopter safety) Plan for safety at task/team level Report hazards, incidents and ‘near misses’

Field Safety Assessment & Briefing Form

Take Five – Field Safety Check

Principles, Procedures and Guidelines Principles of LandSAR safety Procedures & Guidelines Identify roles and responsibilities Create an overall safety plan Identify any recognised safety guidelines (e.g. helicopter safety) Plan for safety at task/team level Report hazards, incidents and ‘near misses’

Accident/Incident Reporting

What is the SMS? A culture of being safe Written Principles, Guidelines & Procedures Roles & Responsibilities Forms & Resources: Safety Plan (event level) Field Safety Guidelines Field Safety Assessment & Briefing form (task level) “Take Five” field safety assessment form Accident Register (accident/incident reporting form) Training Core (skills acquisition) training Refresher training Group-level training Accident and incident audit and investigation

Training Review of all training curriculum and resources to align with SMS and Competencies Framework Integration of safety and risk management into skills acquisition training, Refresher training and Training Modules LandSAR staff will be trained to support Groups Annual Operational Audit to look at safety management issues

What is the SMS? A culture of being safe Written Principles, Guidelines & Procedures Roles & Responsibilities Forms & Resources: Safety Plan (event level) Field Safety Guidelines Field Safety Assessment & Briefing form (task level) “Take Five” field safety assessment form Accident Register (accident/incident reporting form) Training Core (skills acquisition) training Refresher training Group-level training Accident and incident audit and investigation

Accident/Incident Investigation & Audit Record the injury details and undertake an initial investigation using the LandSAR Accident Register form. This is available on the LandSAR website. This is normally done by the person in control of safety for the training or search & rescue operation. Make sure personnel are aware (as soon as practicable) of the cause of the incident and controls are in place to ensure any significant hazards involved cannot cause further harm.

Accident/Incident Investigation & Audit The potential seriousness of any Incident will determine the person responsible for investigation of that incident. The Person in Control has the immediate duty of undertaking an initial investigation to establish the seriousness of injury and potential risks. Their primary duty must be to provide treatment, prevent further harm and ensure the correct person is notified to manage the situation.

Implementation Documents published to the LandSAR website November 2014 Group Support Officers to support Groups (and Specialist Disciplines) to understand and adopt the SMS over the summer period Hard-copy forms to follow Coordination and consultation with NZ Police and RCCNZ Ongoing review and improvement

LANDSAR COMPETENCIES FRAMEWORK

Competencies Framework The Basic Elements Role Description for each SAR Role Competencies required for each Role Assessment approach Resources and support Training

The SAR Roles 1. Probationary Team Member 2. Operational Team Member 3. Team Leader 4. Wander Search team member 5. Direction Finding team member 6. Tracking team member 7. Containment team member 8. Operations Manager 9. Sector Supervisor 10. Safety Advisor 11. Situation/Planning unit team member 12. Intelligence unit member 13. Communications unit member (operational) 14. Administration unit member (was MSU) 15. Resources unit member 16. Medical unit member 17. Field First Aider 18. Alpine Cliff Rescue team member 19. River SAR team member 20. Search Dog team member 21. Planning Intelligence Manager 22. Logistics Manager

An Example Role Description – Logistics Manager The Logistics Manager is responsible for providing and tracking resources to support the SAR response, and providing logistics advice to other CIMS functions. Resources may include personnel, equipment, supplies, services, facilities, and finance. Logistics actions generally precede those of other functions, so must be completed promptly to allow the other functions to operate effectively.

An Example Role Description – Logistics Manager Logistics Manager’s main responsibilities are: Receiving authorised resource requests, and procuring the resources, Requesting, receiving, storing, maintaining, and issuing procured resources, Notifying lower level CCs of resources available, Participating in the development of the Action Plan, Tracking resource use and financial expenditure, Activating and operating any required Assembly Areas, Providing transport, Overseeing communications into and out of the CC, Establishing and maintaining information technology networks, Providing record-keeping and administration support, Collating and matching offers of assistance, and Advising the Incident Controller and the IMT of logistics issues and resource levels.

An Example Role Description – Logistics Manager COMPETENCIES 12.0 Plan logistics response Outcome: Must be able to Plan the logistics response for an incident Information needs and sources are identified according to the nature of the incident. Range: May include but is not limited to – Current plan, incident situation, tasks, resources, locations of personnel/incidents Logistics support unit structure is identified and established to provide services in accordance with the action plan (AP). Range: may include but is not limited to – supply unit, facilities unit, ground support unit, communications unit, medical unit, catering unit, finance unit Information is gathered and collated in a form suitable for recording and dissemination Participation and input to the AP is in accordance with CIMS.

An Example Role Description – Logistics Manager Other competencies 22.0 Manage resource requirements. Outcome: Must be able to manage logistics resource requirements and tasks at an incident Manage logistics support. Outcome: Must be able to manage the logistics support units activated for the incident response Maintain logistics support. Outcome: Must be able to maintain the logistics support units of an IMT Logistics demobilisation plan. Outcome: Must be able to manage demobilisation of the logistics support units and conclude logistics coordination activities Media awareness Outcome: Must be able to demonstrate an understanding of how to deal with media.

Development Process Roles Competencies Analysis Assessment Resources Design

Implementation Process Web GSOs Communication Assessment Assessors Pilot Training Assessment Implementation