Page 147 - Risk Management for Outdoor Programs

14.4.5. Subcontractors The role of subcontractors in emergency management should be made clear when the subcontractor agreement is established. The Emergency Action Plans of both organizations can be compared and discussed at that time. When an incident occurs in which subcontractors are involved, it may be helpful to quickly review with the subcontractor who is responsible for what. This includes which party is in charge of communications with emergency services, the family, media, and law enforcement, in both the short and long term. 14.5. ADMINISTRATIVERESPONSE 14.5.1. Administrative Roles On receiving the initial call from the field, program managers should initiate the administrative components of the Emergency Response Plan. The ERP should outline which persons are responsible for the administrative coordination duties of the incident. Every person should be clear on 1. What their job is, 2. Who their supervisor is, and 3. Whom they are supervising. A management model based on the Incident Command System with a clear hierarchy of responsibilities and authorities is often the most effective approach. The ERP should describe who is responsible for working with the following groups: 1. Activity leaders in the field at the incident site 2. Emergency medical and rescue services 3. Organizational medical advisors and contracted rescue services 4. Law enforcement 5. Family members of victims and survivors 6. If the participant group is an intact group, the client organization 7. News media 8. Other individuals making general incoming inquiries 9. Other groups in the field 10. Individuals in the organization. This includes employees and volunteers in the outdoor program and employees in any parent organization or headquarters offices. 11.Insurance, legal, safety management, and communications/public relations specialists, either in-house employees or external entities 12. Health and safety agency representatives, in the case of a notifiable incident 13. Other entities such as embassy or consular officials for international situations 14.5.2. Initial Administrative Response When administrators receive initial notification of the incident, immediate action steps generally include the following. Document the call. Begin an incident log (ranging from a special form to any piece of paper or electronic record) documenting the time of the call, who called, the message contents, and any other relevant information. Figure 14.6. Document every phone call (electronically or on paper) and its details. Alert others in the organization. A notification sequence should begin right away, with staff, Board members and other relevant stakeholders in the organization being alerted to the incident. Support the field team. Determine the needs of staff in the field. Share information about emergency services activation. Send resources into the field, such as rescue equipment, searchers, counselors, and backup staff. As the hours go by, staff in the field may be overwhelmed, stressed, and exhausted, and need rest, emotional support, and logistical support. It is difficult to provide too many resources. Activate emergency services. Unless this has already been done from the field, coordinate with emergency medical, search and rescue services (Figure 14.7). It is sometimes easier for managers with dependable communications access and other resources to coordinate this response, rather than leave it to individuals in the field. Chapter 14: Incident Management 137