State of Ohioema.ohio.gov/Documents/Plans/VICFOG.pdf · It is the responsibility of the...

StateofOhioVictimIdentificationCenter

FieldOperationsGuide

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2. TitlePageandAcknowledgements

This document was developed by the OhioStateCoronersAssociation

This State of Ohio publication was supported by the Cooperative Agreement Number TP12-1202 funded by the Centers for Disease Control and Prevention. Its contents are solely the responsibility of the authors and do not necessarily represent official views of the Centers for Disease Control and Prevention or Department of Health and Human Services.

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3. TableofContents

TableofContents1. Cover.................................................................................................................................................................12. TitlePageandAcknowledgements....................................................................................................................23. TableofContents..............................................................................................................................................34. Overview/Purpose...........................................................................................................................................55. HowtoUsethisFOG.........................................................................................................................................5

5.1 MassFatalityIncidentOrientationMap....................................................................................................55.2 DefiningaMassFacilityIncident(MFI)andtheRoleoftheCoroner/MedicalExaminer..........................65.3 IntroductiontoaFamilyAssistanceCenter(FAC)andtheVictimInformationCenter(VIC).....................6

6. IncidentNotificationandConfirmationofaMassFatalityIncident(MFI)........................................................96.1 InitialActionsbytheC/MEwhenNotifiedofaMassFatalityIncident(MFI)............................................96.2 InformationfromScene/OperationalBriefing.......................................................................................12

7. VictimInformationCenter(VIC)ActivationProcess........................................................................................147.1 FAC/VICActivationDecisionMaking.....................................................................................................167.2 DeputyFMBranchDirector–AMVICActivationResponsibilities..........................................................197.3 DeputyFMBranchDirector–AMNotifiesVICPersonneltoBeginActivation.......................................20

7.3.1 VICKeyPositionContacts................................................................................................................227.3.2 InteragencyCoordinationConsiderations.......................................................................................237.3.3 VICSupportAgenciesandOrganizations........................................................................................25

8. VICOrganization,Functions/Staffing,Layout,andInfrastructure/ResourceRequirements...........................268.1 VICOrganization......................................................................................................................................268.2 VICFunctionsOverviewandStaffing.......................................................................................................288.3 VICInterviewScalingScenarios...............................................................................................................298.4 ExampleFloorPlanandAdjacencies.......................................................................................................308.5 VICInfrastructure/ResourceRequirements...........................................................................................31

9. SettingUptheVIC...........................................................................................................................................3110. ConductVICOperations-Overview............................................................................................................38

10.1 OperationalPeriodTasks.........................................................................................................................3810.1.1 Briefings...........................................................................................................................................42

10.2 VICWorkflow...........................................................................................................................................4310.2.1 VICReceptionArea..........................................................................................................................4510.2.2 VICWaitingArea..............................................................................................................................4610.2.3 ConductAntemortemInterviews/DataCollection/DNASamples................................................4710.2.4 DisasterVictimIdentification(DVI)Operations...............................................................................49

11. VICDemobilization..........................................................................................................................................5011.1 DemobilizationCriteria...........................................................................................................................5011.2 DemobilizationOperations/Actions......................................................................................................5111.3 PostIncidentStaffDebriefing..................................................................................................................52

12. JOBACTIONSHEETS....................................................................................................................................5313. Policies/Considerations.............................................................................................................................53

13.1 MassFatalityIncidentCriteria.................................................................................................................5313.2 OverviewofAgencyFACInvolvementBasedonincidentType..............................................................5413.3 FamilyBriefing/InformationDistributionProtocol...............................................................................5413.4 CallCenter/MissingPersonsReportingOverview.................................................................................5613.5 ManifestDevelopmentOverview............................................................................................................5713.6 FamilyNotificationPolicies.....................................................................................................................5813.7 VICDNAFamilyReferenceCollectionPolicies/Protocols......................................................................5813.8 RecordsManagementPolicy...................................................................................................................58

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13.9 Self-Care/PsychologicalFirstAid............................................................................................................5813.10 ConfidentialityStandards........................................................................................................................5913.11 Self-Care/PsychologicalFirstAidConsiderations...................................................................................59

14. Forms...........................................................................................................................................................6114.1 IncidentCharacterizationForm...............................................................................................................6114.2 AntemortemProcessingForms...............................................................................................................63

14.2.1 DataManagementSystemForms....................................................................................................6314.2.2 DMORTForms-VIP.........................................................................................................................63

14.3 DNA-TestingRelatedForms?...................................................................................................................6314.4 CommunicationsPlanForm.....................................................................................................................63

15. Logistics.......................................................................................................................................................6415.1 OverviewofVICSpaceandLogisticsRequirementsbyFunction............................................................6415.2 VICOperationsSuggestedEquipment/SupplyList................................................................................6615.3 Signage....................................................................................................................................................6915.4 ResourceRequestProcess.......................................................................................................................7015.5 FederalAssistance/Resources...............................................................................................................72

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4. Overview/Purpose

Themissionofthemassfatalityhumanidentificationeffortistheidentificationofhumanremainssothatthey

canberepatriatedtothe family.Thepostmortemdatadocumentedat thedisastermorguewillbecompared

withantemortemdata,collectedintheVictimIdentificationCenter(VIC),inordertofacilitatetheidentification

ofeachdecedent;thedatawillalsohelptheCoroner/MedicalExaminer(C/ME)determinethecause,manner,

andtimeofthedecedent’sdeath.

It is the responsibility of the medico-legal jurisdiction overseeing disaster victim identification and death

certification to conduct itsmedico-legal operations in amanner that best facilitates the scientific process of

humanidentification;theexchangeoffactualandtimelyinformation;andtherapidreturnofallhumanremains

totheirlegalnextofkin.

The VIC is a location that houses the victim identification operation that is run by the C/ME. This operation

directly interfaceswiththefamilyandfriendsofthedeceasedtocollectantemortemdata.Theoperationalso

includeskeepingthefamilyandfriendsinformedabouttheidentificationefforts,notifyingthenextofkinthat

thehumanremainshavebeenidentifiedandcoordinatingthereleaseoftheremains.

ThisFieldOperatingGuide(FOG)providesanoverviewofdefinitionsandguidelinesfortheestablishmentand

management of victim identification operations, including (but not limited to) the coordinationwith partner

agenciesregardingmissingpersonsreportingandmanifestdevelopment.

5. HowtoUsethisFOG

5.1MassFatalityIncidentOrientationMap

Theorientationmap(Figure1)onthefollowingpage(orbelow)outlinesthemilestonesintheresponsetoa

MassFatalityIncident.

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ORIENTATIONMAPCommandandControl On-Scene DisasterMorgue VIC

IncidentOccursReceivesnotificationofPotentialMFI

DeployAssessmentTeam

AssessmentTeamResponse

InitialIncidentOrientation

NotifyCoroner/InitialBrief

ActivateMFMPlan

EstablishtheFMBranchConfirmJurisdiction/Authority

CoordinatewithotheragenciesRelayFMprioritiestoIC

ActivateAOCME/CoronerRep.toEOC

AssignDeputyFMBranchDirector-Scene

NotificationofDeputyBranchDirector-FM

NotificationofDeputyBranchDirector-AM

JointAgencyFatalityExecutionTeam DecisionregardingMorgueType ParticipateinFACPlanningDetermineSceneProcessing

Protocols

EstablishMorgueSiteSecurityDetermineFAClocationandVIC

operationsSearchforpotentialhumanremains DeployAssetstomorgue DeployassetsandITtotheVIC

InvestigateandInspecthumanremains

SetupVICbasedondeterminedlayout

RemainsRecovery ParticipateinFamilyBriefings

InteragencyCoordinationCollectionofremainsandstoragein

BCPSetupmorguebasedonworkflow

Coordinatewithinvestigativeagencies

OA/OCreviewofscene

IncidentSpecificPlanning Transportremainstomorgue

Demobilizescenepersonnelandassets

ReceiveRemainsatmorgue

Conductantemortminterviews

ProcessRemains Reviewofcases/documentation

Makeidentifications NotifyNextofKin

Demobilizepersonnelandassets

Releaseofremainsforfinaldisposition

Demobilzemorguepersonnelandassets

DemobilizeVICpersonnelandassets

FIGURE1:MassFacilityIncidentOrientationMap

5.2DefiningaMassFacilityIncident(MFI)andtheRoleoftheCoroner/MedicalExaminer

SeeMassFacilityIncidentCriteriaSection13.15.3IntroductiontoaFamilyAssistanceCenter(FAC)andtheVictimInformationCenter(VIC)

FamilyAssistanceCenter

ThetraditionalFACisasecurefacilityestablishedasacentralizedlocationtoprovideinformationaboutmissing

persons who may be victims of the disaster; a gathering point where information is exchanged in order to

facilitate the body identification process and the reunification of next of kin; a location for the collection of

antemortemdatasupportingvictimidentificationefforts;andwherespiritualandemotionalsupportisprovided

for those awaiting information about their loved ones. Also, given the circumstances, additional supportive

servicessuchashousinginformation/referral,insurance,andlegalassistancemaybeprovided.

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FamilyAssistanceCenter(FAC)Functions

Familybriefings

Collectionofantemortemdataforidentificationofhumanremains(VICfunction)

Deathnotificationtonextofkin(VICfunction)

Management/coordinationofallfamilyassistanceoperations,includingallinvolvedorganizationsandpersonnel

Familysupportservices:

• Callcenter

• Receptionandinformationdesk

• Spiritualcare

• Mentalhealthservices

• Firstaid/medication

• Translation/interpreterservices

• Childcare

• Foodservices/masscare

• WebSearch/LeadInvestigationCenter(ifthemassfatalityinvolveslargenumbersofmissingpersons).

• Awiderangeofadditionalservicesthatarebasedontheincident.Thesemayinclude:lodging,clothing,

transportation,financialassistance,financialservices,legalservices,crimevictimsservices,etc.

JointFamilySupportOperationsCenter(JFSOC)

TheJFSOCisthecommandcenterfortheFAC–itisthelocationwherealltheagenciespresentattheFACcan

coordinateefforts,metandmakedecisionsregardingtheFACoperations.

VictimInformationCenter(VIC)LocatedwithintheFAC

TheVICprovides a secureand centralized locationwithin the FAC that facilitates theexchangeof timely and

accurate antemortem information between the Coroner/Medical Examiner (C/ME), investigative authorities,

and family and friends of the deceased. The C/ME is responsible for establishing the VIC, coordinating the

collection of antemortem and postmortem data, overseeing the data management process, providing

identificationofdeceasedvictimsandliaisingwithmortuaryaffairs.

VICFunctions

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Collectingantemortemdata

Collectdata fromdecedent family and friends thatwill beused to identify

decedents. (i.e. physical description, clothing description, personal and

medicalhistory).

CollectingDNAsamples

ObtainandmanageDNAsamplesgatheredfordecedentidentification

purposes.

Collectingmedicalrecords

Obtainandmanagedecedentmedicalrecordssuchasdentalrecords,x-rays,

fingerprints, blood reports, which can be used to support decedent

identification.

Conductingfamilynotification

Depending on the scope of the event and the condition of the remains,

notification of identifications may be done at the VIC. After positive

identificationofthediseasedisachievedbytheC/ME,lawenforcementwill

notifynext-of-kin(NOK).

ParticipatinginFACfamilybriefings

FAC briefings are a function of all the investigative agencies providing

updated informationtothefamiliescollectively.TheC/MEprovidesregular

updatestofamiliesduringregularlyscheduledFACfamilybriefingsregarding

thedecedent identificationprocessandprogress,andhowfamilymembers

willbenotifiedifapositiveidentificationismade.

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6. IncidentNotificationandConfirmationofaMassFatalityIncident(MFI)6.1InitialActionsbytheC/MEwhenNotifiedofaMassFatalityIncident(MFI)

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InitialNotificationandConfirmationofMFI

IncidentOccurs

NotificationofC/ME

AssessmentofinformationagainstMFICriteria

No

MFICriteriaNOTmetFurtherAssessment

RequiredYes

MFICriteriamet

AssessmentTeamDeployment

• ReporttoICP• Obtainincident

briefing• Conductfurther

assessment,asneeded

• ReportinformationtoC/ME

MFICriteriaNOTmet MFICriteriaMet

NoFatalities.StandDownAssessment

Team

Fatalitiespresent.

ConductNormalSceneOperations

ActivateMassFatality

Plan

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WhentheC/ME’sofficehasbeennotifiedofapotentialmassfatalityincident(MFI),aninitialassessmentofthe

incidentmustbeperformed.Baseduponthisinformation,theC/MEwilldecidewhetherornottoactivatethe

localmass fatalitymanagement (MFM)plan.Baseduponabriefing fromthe local field responseteamonthe

characterization of the incident, the C/ME executive leadership will provide direction regarding fatality

managementobjectivesfortheincident.

C/MEInitialNotificationActionsNOTE:Manyofthesetasksareconcurrentactions

C/MECRITICALTASKS DESCRIPTIONq InitialMFIassessment

• WhentheC/ME’sofficehasbeennotifiedofapotentialMFI,aninitial

assessmentoftheincidentmustbeperformed(seeSection6.2below).

q AssessmentTeam

deployedtoscene

• AnAssessmentTeamissenttoscenetoconfirmMFIandconductinitial

incidentcharacterization.(SeeSection6.2below).

q DevelopmentofIncident

Characterization

• TheIncidentCharacterizationForm(ICF)ispopulatedandbriefedback

totheC/ME(seeSection14.1IncidentCharacterizationForm).

q MFMPlanactivation

• BasedonoperationalbriefingsfromthescenetheC/MEwilldecide

whetherornottoactivatethelocalmassfatalitymanagement(MFM)

plan.(SeeSection14.1CriteriaforaMassFatalityIncident).

NOTE: IftheMFMPlanisactivatedthenaVICoperationisactivated.

q FMBranchDirector

assigned

q DeputyFMBranch

Director–Antemortem

(AM)assigned

• TheC/MEassignsaFatalityManagement(FM)BranchDirectorwhothen

assignsaDeputyFMBranchDirector–Antemortem(AM)tomanageall

aspectsofoperationspertainingtoallpostmortemprocessing(including

postmortemdatacollectionandanalysis,DVI,andremainsstorageand

disposition).

• TheDeputyFMBranchDirector–AMwillrepresenttheC/MEonthe

interagencyFACactivationdecisionmakingcall.

q MFIobjectives

established

• Baseduponabriefingfromthesceneonthecharacterizationofthe

incident,theC/MEexecutiveleadershipwillprovidedirectionregarding

fatalitymanagementobjectivesfortheincident.

q Executiveleadership • ADecision-MakingmeetingwillbeheldwiththeC/MEandexecutive

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C/MEInitialNotificationActionsNOTE:Manyofthesetasksareconcurrentactions

C/MECRITICALTASKS DESCRIPTION

decisionmaking

conducted

leadershiptodeterminethetypeofVICtobeactivated,theworkflow

thatwillbeutilizedandothercriticaloperationalpolicies.

• TosupportexecutivedecisionmakingtheDeputyFMBranchDirector–

AMwilldevelopthediscussionitemsandrecommendations(SeeSection

7.1).

6.2InformationfromScene/OperationalBriefing

REFERENCE:IncidentCharacterizationForm,seeSection14.1

Thefollowinginformationshouldbeprovided.Ifitisnotprovided,theinformationshouldberequested.

BriefingfromScene/OperationsCenterTheinitialassessmentincludes,butisnotlimitedto:

TypeofIncident

q Natural

q Criminal/terrorist

q Accident

ContaminationorInfectious/TransmissibleDisease

q Present

q Typeofcontamination(e.g.chemical,biological):

q Notpresent

Magnitude/Number

q Fragmentaryremains

q Wholebodies

q #estimatedcasualtiesvs.#ofestimatedfatalities

Manifest

q Closedpopulationandmanifestexistsorcaneasilybedetermined

q Openpopulationandno/incompletemanifestexists

q Unknown

ConditionofRemains q VisuallyIdentifiable

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BriefingfromScene/OperationsCenterTheinitialassessmentincludes,butisnotlimitedto:

(AbilitytoIdentify) q Wholebodies

q Fragmented/co-mingled

q Decomposed

q Charred

q Mutilated

RateofRecovery

q Rapid(hourstodays)

q Moderate(daystoweeks)

q Slow(weekstomonths)

C/MEOffice/Jurisdictioninfrastructure

q Operational

q Notfullyoperational

q Nolongeroperational

DisasterSitelocationcharacteristics

q Fixedordistributivelocation(distributivemayintroducethedecisiontoestablish

disastermorgueopsatmultiplelocations)

q Buildingmaterialspresent(IntroducesHAZMATconsideration)

q Water/tidespresent

q Typesofbuildingscloseby

q Needforexcavation(Impactsrateofrecoverywhichwillimpactmorgue

operationalresponse)

q Burning/smoldering

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7. VictimInformationCenter(VIC)ActivationProcess

Note:DependingonthesizeoftheFAC/VIC,achoicehastobemadewhethertheDisasterVictimIdentificationOperationswillbelocatedinsidetheVICoratanotherlocationthathasdirectcommunicationswiththeVIC.Seeprogressionillustrationabove.

TheVICactivationprocessincludes:

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1. The Deputy FM Branch Director – AM assesses the information he/she has received to determine the

recommendationtoactivateaVICoperation

2. TheDeputyFMBranchDirector–AMparticipate inan interagencyFACconferencecall todeterminethe

activation of the FAC operation. (Other participants on the FAC callmay include but are not limited to:

Office of EmergencyManagement, Law Enforcement –Missing Persons, Human/Social Services Agency,

AmericanRedCross,etc.)

3. OntheinteragencyFACcalltheDeputyFMBranchDirector–AMmakesarecommendationtoopenornot

toopenaVICoperation. (Otheragencieswillmaketheir recommendationsregardingtheportionsof the

FACthattheyareresponsiblefor.)

• TheDeputyFMBranchDirector-AMreportstoFMBranchDirectortheinteragencydecisionregarding

FACactivation.

4. AftertheFACcalltheDeputyFMBranchDirector–AMwilltakeactionsbasedonthefollowingscenarios:

a. FACisactivatedandVICwillopenwithintheFACwithDVIOperationsoccurringintheVIC.

b. FACisactivatedandVICwillopenwithintheFACwithDVIOperationsoccurringoutsidetheVIC.

c. FACisnotactivatedandVICwillopenstandalone.

d. FACisnotactivatedandVICoperationswillbehandledbynormaloperations.

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7.1FAC/VICActivationDecisionMaking

Withintwohoursoftheincident,aninteragencyconferencecallwillbeinitiatedbytheFACcoordinatingagency

(typically the local Emergency Management or Human Services Agency). This interagency call is convened

amongsttheagenciesresponsibleforFACoperations:HumanandSocialServicesAgencies,LawEnforcement–

Missing Persons, Emergency Management Agency, Coroner/Medical Examiner Agency, American Red Cross

and/or other mental health agencies, and other agencies as needed. The interagency call provides an

opportunityfortheseagenciestomakerecommendationsfortheactivationofaFAC.

TheDeputyFMBranchDirector–AMwillassesstheincidentcharacteristicsandtheagency’scapabilities,and

willmakearecommendationforaFACbasedonneedtoactivateaVIC.TheDeputyFMBranchDirector–AM

doesnotmakethedecisiontoactivatetheFAC,butbasedonthisneed–theFACcoordinatingagencywillmake

thedecisiontoactivateaFAC.

InthetablebelowaretheitemsthattheDeputyFMBranchDirector–AMshouldconsiderindeterminingthe

needtoactivateaVIC,i.e.howmany,whereandwhentheVICmustactivate

ThesearethedecisionpointstobereportedtotheC/MEanddiscussedontheinteragencycall.

Note:TheC/MEisultimatelyresponsibleforthedecisionregardingtheVICactivation.Theyareworkingoff

oftherecommendationfromtheDeputyFMBranchDirector-AMbasedontheirassessment/analysis

oftheinformationfromthescene.

TheFACcoordinatingagencywillconsiderthefollowingwhendecidingwhetherornottoactivateaFAC.

TodetermineifaVICActivationisneeded,theDeputyFMBranchDirector-AMmustconsiderthefollowingitems:

Item Considerations ReferencesVICActivation

• ConsidertheabilityfortheC/MEtohandle

theAntemortemdatacollectionprocess

withroutineoperations.

• Considerthefollowingcharacteristicsofthe

incident:

– Openvs.CloseManifest

IncidentCharacterizationForm,see

Section14.1

IdentificationPolicy

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Item Considerations References – Minimumnumberoffatalities

– Conditionofremains

– Demographicsofvictims

– Potentialidentificationmodalities

• Requiredcoordinationwithother

investigativeagenciestodetermine

identificationsofdeceasedvictims

• Typeofincident(legislatedtransportation

incidentrequirements)

IfaVICisactivated…

VICLocation

• Identifyrequiredinfrastructurefor:

– PrivateandsecureAntemortem

Interviews

– Abilitytoutilizedatamanagement

systembasedonInformation

Technology(IT)infrastructure

• Demographicsofvictims/numberoffamily

membersperreport

• Transportation/AccesstotheVIC/parking

• Wouldanyotherassistancebeneeded?

Decisiontocollocatewithothersupport

services(sensitivity/sensibility

considerations)

• Numberofrooms/spaceavailablefor

briefings,DisasterVictimIdentification(DVI)

operations,etc.

VICLayoutandinfrastructureIncidentCharacterizationForm,see

Section14.1

NumberofVICs

• Typeofincident:considertheneedtosetup

Antemortemdatacollectionatthe

departurelocation,thedestinationlocation,

andtheincidentlocation.

IncidentCharacterizationForm

14.1

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Item Considerations References • Locationoffamilies

• Virtual

• Abilitytocoordinatewithotherjurisdictions

TimetoInitiate

Operations

• Setuprequirements(existingIT

infrastructure,delivery/mobilizationofthe

equipment)

• Timeanddateofincident(consider

availabilityofstaffandresourcesbasedon

timeofday,holidays,etc.)

Co-locationofDVI

Operations

• Isthespaceavailable?

• DoyouhavetheresourcestoperformDVI

operationsattheVIC?

• Isitbeneficialtomovetheresources

(efficiency)?

• Availabilitytomobilizeandsetup

equipment?

Co-locationofFamily

Notifications?

• Aretheproperagenciesavailabletomake

notifications?

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7.2DeputyFMBranchDirector–AMVICActivationResponsibilities

IfthedecisionismadetoactivateaVIC,theDeputyFMBranchDirector-AMmustthefollowingresponsibilities:

VICActivationResponsibilitiesbyDeputyFMBranchDirector-AMRESPONSIBILITY DESCRIPTION

q DeterminelocationofVIC

Possiblescenarios:

• FACisactivatedandVICwillopenwithintheFACwithDVIOperations

occurringinsidetheVIC

• FACisactivatedandVICwillopenwithintheFACwithDVIOperations

occurringoutsidetheVIC

• FACisnotactivatedandVICwillopenstandalone

• FACisnotactivatedandVICoperationswillbehandledbynormal

operations

q Establishtimeforan

initialwalk-throughwith

VICLeadershiptodiscuss

thesetupoftheVIC

• Theinitialwalk-throughmaydeterminewhenoperationscanbegin

• VIC Leadership should include: Deputy FM Branch Director – AM,

Interview Group Supervisor, DVI Group Supervisor, VIC Support Group

Supervisor,VICITSupportTeam

q Determinedate/timethat

VICmustbeoperational

Thiswilldependon:

• Thecurrenttimeofday(willVICoperationscommencethenext

morning?)

• Expectationsofthefamilies

• Howsoonthelistofpresumeddeadcanbegintobeestablished

• TheoperationalhoursoftheFAC(iftheVICiswithintheFAC)

• Howlongitwilltaketoestablishtheminimumequipment,suppliesand

trainedstaffingforoperations

q Notifykeysetupstaffto

reportimmediatelyto

begincriticalactions

• SeeSection7.3below:VICStaffKeyContacts

q Identifyappropriate

operationalperiodsfor

theVICoperation

• Considerthenumberoffamilyinterviewsperoperationalperiod

• Considerthe:

– Thenumberofcasesthatneedtobeprocessedinrelation to the

resourcesavailable

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VICActivationResponsibilitiesbyDeputyFMBranchDirector-AMRESPONSIBILITY DESCRIPTION

– OperationalhoursoftheFAC

– Availabilityandneedsofthefamilymembers

q Identifyentrycredential

requirements

• ConsultwiththeFACSecurityOfficertodecidethepropercredentialsfor

accesstotheFAC(andintotheVIC).

7.3DeputyFMBranchDirector–AMNotifiesVICPersonneltoBeginActivation

FollowingtheInteragencyFACconferencecallanddecisiontoactivateaVIC,theDeputyFMBranchDirector–

AMassignsandnotifieskeyVICstafftobeginactivationoftheVIC.

NotifyKeyVICStaffCRITICALTASKS DESCRIPTION

q Notifykeysetupstaffto

reportimmediatelyto

begincriticalactions

• SeeSection7.3.1below:VICStaffKeyContacts

q BriefkeyVICstaff ProvidethefollowingBriefingtoeachindividual:

• Situationupdate

• VIClocation(address)

• WhatoperationsaregoingtotakeplaceattheVIC

• InstructiontoactivatesubsequentVICpersonnel

• InstructpersonnelonthetimetoreporttotheVIC

• IdentifynecessarycredentialstoentertheVIC

• InstructpersonnelonthetimetheVICmustbeoperationalandexpected

operationalperiods

• Timeforinitialsetupwalkthrough

• Credentialsrequired

• DirectpersonneltoconsulttheFOGtoprovideguidance

• Requestareportbackonanymobilizationissuesthathe/shemaybe

experiencing

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NotifyKeyVICStaffCRITICALTASKS DESCRIPTION

• Emphasize that any initial resource needs not immediately available

should be pushed to the Agency Operations Center for resource

sourcing.

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7.3.1 VICKeyPositionContacts

ThesearetheindividualsthatwillneedtobenotifiedspecificallyfortheVICactivationandsetup.

Note: SomeofthesestaffmayalreadybeactivatedbytheC/MEasageneralnotificationof the

incident.

Position

ContactDocumentationofContact:Date/Time

/Comments

DeputyFMBranchDirector–AM

Name:Contact#:E-mail:

C/MELiaison


JointFamilySupportOperationsCenter(JFSOC)Representative


VICKeyPositionContacts

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Position

Contact

DocumentationofContact:Date/Time/Comments

InterviewGroupSupervisor


DVIGroupSupervisor


VICSupportGroupSupervisor


FacilitiesTeam

Name:PhoneNumber:Email:

SupplyTeam


CommunicationsTeam


VICITSupportTeam


7.3.2 InteragencyCoordinationConsiderations

Law Enforcement/MissingPersonsUnit/InvestigativeAgencies

The antemortem interviews should be conducted in concert with agencies

requiringinformationformissingperson’s investigations.Thepurposeofthe

jointagencyinterviewsistopreventthefamiliesfromenduringmultiple

roundsofquestioning.

MentalHealthServices

WhetherprovidedbyNGO’s(AmericanRedCrossoralocalhealthagency,

mentalhealthrepresentatives)willbepresentintheVICtoprovidesupport

forbothfamiliesand,separatelyforthestaff.

ChaplaincyServices

Ofteninadditiontothepresenceofmentalhealthpersonnel,thesupportof

chaplaincy representatives are recommended to support familiesduring the

interview process. Chaplaincy services should be requested by the

coordinatedagencybasedonthedemographicsofthefamiliesandvictims(if

known).

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LanguageServices

Occasionallytheinterviewermayrequestatranslatortoassistinconducting

theinterview.Thecoordinatingagencywillassistwiththeidentificationof

appropriatetranslatorsbasedontheidentifiedneedsofthefamily(ies).

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7.3.3 VICSupportAgenciesandOrganizations

VICSUPPORTAGENCIESANDORGANIZATIONS

Agency Responsibilities

Coroner/MedicalExaminer

• IdentifiesrequirementsassociatedwithVICoperationsandcoordinatestheseneeds

throughappropriateagencies.

• StaffsC/MEpositionswithintheVIC.

• Gathersantemortemdatanecessarytofacilitatedecedentidentification.

• WorkswithlawenforcementtocreateanaccurateDecedentManifestreportfrom

whichdecedentidentificationscanbeverified.

• Uses theDMORTVIP systemtocross linkvital informationbetweenMissingPerson

Reports and antemortem and postmortem data collected to positively identify

decedents.

• PreparesandconductsdailyFACFamilyBriefings.

• Forensicallyanalyzesantemortemandpostmortemdatatopositivelyidentify

decedents.

LawEnforcement

• SupportsVICoperationsbyconductingmissingpersonsinterviews.

• SupportsVICoperationsbynotifyingtheNOKoftheirlovedonesdeath.

• InvestigatesMissingPersonsReports.

• CoordinatestheirinvestigativeeffortswiththeC/ME,OfficeofVitalRecords,and

otherappropriateagencies.

• Developsaccuratemissingpersonsmanifest.

211/CallCenter

• EnterscallerinformationregardingMissingPersonsReportsintoDataManagement

System(thosecommunitieswhichhave211capability).

EmergencyManagement

• SupportsVICoperationsbycoordinatingwithlocalagenciesandorganizationsto

obtainspecificassetsandresources.

InformationTechnology

• Supports VIC operations by providing network connectivity so that all antemortem

datacanbecontrolledanddistributedthroughacentralnetwork.Thisiscoordinated

throughtheEmergencyManagementAgency.

LocalOfficeofVitalRecords

• Supportsdecedentandmissingpersonmanifesteffortsbydeterminingifthose

personshavebeenpreviouslygranteddeathcertificatesthroughtheEDRSsystem.

NGO • Providesbehavioralhealth,receptioncenterservicestofamilies&friendsof

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VICSUPPORTAGENCIESANDORGANIZATIONS

Agency Responsibilities victims(AmericanRed,ADAMH,etc.)

Cross/attheFAC.

• ProvidesmentalhealthservicestoVICstaff.

• ProvidesmentalhealthsupportduringVICinterviewsifneeded.

Local,StateandFederalInvestigativeAgencies

• SupportsVICoperationsastheyareresponsibleforidentifyinginvestigative

requirementspertainingtodecedentmanagement.

AirlineReps

• Providemanifestofpersonsonboardairlinertransportationassetsduringthetimeof

theaccident.

RailwayReps

• Providemanifestofpersonsonboardrailroadtransportationassetsduringthetime

oftheaccident.

EmployerRep • Providesmanifestofpersonsphysicallyatworkduringthetimeoftheaccident.

8. VICOrganization,Functions/Staffing,Layout,andInfrastructure/ResourceRequirements

8.1VICOrganization

The following chart depicts the command structure within the VIC and identifies the positions required to

supportVICoperations.Additionalpositionsoragenciesmayberequiredbasedonthemagnitudeofthemass

fatalityincident.

TheDeputyFMBranchDirector -AM is requiredatall stagesofactivationandactivates supportpositionsas

needed.Thenatureandnumberoffatalitiesassociatedwiththeincidentwillinfluencethestructureandsizeof

VICoperations.

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8.2VICFunctionsOverviewandStaffing

VIC Functions and Staffing

Function Description Staffing

Reception

• Confirmfamilieshaveregisteredandall

necessaryinformationhasbeengathered

• CoordinatewithFACRegistration

• Scheduleantemorteminterview

• Clientflowmanagement

• GroupSupervisor

• ReceptionTeam

Antemortem Interview

• Antemortemdatacollection(medical

records,photos,dentalx-rays)

• DrawfamilypedigreesandcollectDNA

samplesforsubsequentDNAtesting

• GroupSupervisor

• InterviewTeam

Disaster Victim Identification

• Coordinatewithvictim’smedicalproviders

toobtainmedicalrecords

• Recordmanagement

• DNA/kinshipanalysisperformed

• Dentalrecordsobtained/reviewed

• Antemortemandpostmortemdata

comparison

• Reports

• Administration

• GroupSupervisor

• DNASamplingTeam

• DentalRecordsTeam

• MedicalRecordsTeam

• RecordsManagementTeam

• EvidenceTeam

• QA/QCTeam

VIC Support

• Facilitysetup

• Datamanagementsystem

• Equipmentandsupplies

• GroupSupervisor

• FacilitiesTeam

• SuppliesTeam

• VICInformationTechnology

SupportTeam

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8.3VICInterviewScalingScenarios

AsyoureceiveinformationfromtheSceneand/orFMBranchDirectorand/orAgencyOperationsCenter–use

this information (based on the scale of the incident) to determine the necessary capacity of the VIC, the

estimatednumberoffamilyandfriendsthatwilllikelycometothefacilityandtheestimatednumberofdaysit

willtaketocompletetheinterviews.

VICInterviewScalingScenarios

PotentialFatalities <50fatalities 50-300fatalities 300-1000fatalities 5,000fatalities

DailyCapacityforVICOperations(Assumeseachinterviewerdoes4interviewsperdayatarateof2.5hours/interview(plusbreaktime)

8interviewersper12hrs.aday=32interviewsaday



375interviewersper12hrs.aday=min.1500interviewsaday

**EstimatedNumberofFamilyandFriends

400

400–2,400

2,400–8,000

40,000

EstimatedNumberofMaximumDaystoCompleteInterviews

12.5Days

24Days

40Days

26.5days

Formostmassfatalities,expecttheFACtooperate24hours/sevendaysaweek inthebeginning.Whilesome

serviceswillbeneededduringallopenhours,manyofthedirectservicescanbeprovidedbetween8a.m.and5

to 9 p.m. Operations will anticipate interviews lasting 2.5 hours. Standard practice should be to allow

interviewers30minutesmentalhealthbreaksbetweeneveryinterview.

ThisshouldbeaconsiderationbasedontheNEEDtorun24houroperations,thearrivaltimesofthefamilies,theinvestigativeneeds,theimmediateabilitytomakeidentificationsandneedforAMdata,etc.

ThedecisiontokeeptheFACopen24hourswillbethedecisionoftheFACcoordinatingagency.ThedecisiontocontinuewithAMinterviews24hourswillbethedecisionoftheC/MEinconsultationwiththeFMBranchDirectorandDeputyFMBranchDirector-AM.

** For every fatality it is estimated that approximately 10 individualswill come to the FAC (VIC) to seek and

provide information about their missing loved one. It is likely that not all of these individuals will require

separateinterviews.TheC/MEpersonnelmustcoordinatewithlawenforcementtoidentifywhichindividualsat

theFACshouldparticipateinanantemorteminterview.

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8.4ExampleFloorPlanandAdjacencies

ThefollowingnotionalillustrationdepictsVICfunctionalareasandadjacencies.Consultthisexamplefloorplan

duringtheVICsetupwalkthrough.

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8.5VICInfrastructure/ResourceRequirements

AVICRequires:

q Facilityspace(locatedwithin

FAC)

q ADAaccessandrequirements

q Staff

q Furnishings

q Equipment(Sec.15.2)

q Supplies(Sec.15.2)

q Utilities(Sec.15.2)

q IT(Sec.15.2)

q Communications(Sec.15.2)

q Heating,Ventilating,andAir

Conditioning(HVAC)

q Restrooms

q Janitorial

q Parking

9. SettingUptheVIC

WhetherornottheVICiscollocatedintheFACorisestablishedasastandaloneoperation–therearesignificant

setuprequirementstoestablishaVICoperation.

Ofparticularconcernarethesecurityrequirements,ITsetupandroomsetuptoensurethatfamiliesare

protected,thedatamanagementsystemisoperationalandthattheflowofpeopleisefficientandeffective.

Establishing(SettingUp)theVICTheDeputyFMBranchDirector–AntemortemarrivesattheVICsitetoinitiateanddirectVICsetup

NOTE:Manyofthesetasksarefirstoperationalperiodconcurrentactions

CRITICALTASKS DESCRIPTION

q EstablishContactWith

JFSOC

• MeetandcoordinatewithJointFamilySupportOperationsCenter(JFSOC).

• AppointaVICJFSOC.

Note:WhentheJFSOCisactivatedbytheFACcoordinatingagency,itshould

be staffed by representatives from each FAC Agency, including the

C/ME.

q EnsureSecurity

Established

WhentheVICiscollocatedwithinaFAC:

• Ensuretheagencyresponsibleforsecurityhasbeenidentifiedandnotified

oftheFACsite.

• EnsurethesecurityteamisawareoftheVICareaandcommunicateany

securityconcerns.Ensuresecurityprotocolswill:

– Allowaccesstoescortedindividualswithscheduledantemortem

interviews;

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CRITICALTASKS DESCRIPTION – AllowaccesstoproperlycredentialedVICsupportpersonnelfromthe

C/ME,lawenforcementandmentalhealthservices.(includeany

supportingagenciesthatmayrequireaccess);

– Restrictedaccesstomembersofthepress,legalsolicitorsandthe

generalpublic.

WhentheVICisopenedwithoutaFACactivation(withintheC/MEfacilityor

asanaugmentationtonormaloperations):

• Identifythesecuritypersonnelneededtosecurethefacility–thismaybe

achievedbycoordinatingwiththelocallawenforcementagency(ies)or

utilizingagencysecuritypersonnelonhand.

q IdentifyMinimum

RequirementsToOpen

VIC

• IdentifytheminimalrequirementsneededtoopentheVICfacilityto

families(interviewsmaybeginpriortothefulloutfitofthesite,besureto

explaintostaffwhattheminimalrequirementsareandtoprioritizethose

areas).

• SeeAppendix13.1VICandSpaceRequirementsbyFunction.

q ConductASetUp

MeetingWithTheVIC

GroupSupervisors

• DiscussVICsetupprotocols(customizedependentonVIClocation).

• IdentifyadditionalpersonnelneededforsupportofVICsetup

• Defineexpectations.

• EnsureVICGroupSupervisorsdirectsstafftousetheirpositioncheckliststo

completetheirsetuptasks.

Considerations

• TheVICSupportGroupSupervisormustcoordinatewiththeInterview

GroupandtheDVIGrouptodeployandstageequipmentinanappropriate

locationforasystematicsetupbythestationstaff.

• TheInterviewandDVIGroupswillinstructtheirstafftoidentifygapsand/or

specificneedsfortheirarea.ThoserequestswillbereportedtotheGroup

Supervisor,andsenttotheVICsupportgroupsupervisor.Iftherequestcan

befulfilledbytheSupplies,Equipmentand/orFacilityunitthentheydo–if

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CRITICALTASKS DESCRIPTION not,thenitissenttotheAgencyOperationsCenterforsourcing.

q MeetWithTheVIC

SupportGroup

Supervisor

ThesetupoftheVICisthe

responsibilityoftheVIC

SupportGroup

• ReviewVIClogistics,infrastructureandresourcerequirements(SeeSection

15.1).

• ReviewVICequipmentandsupplyrequirements(SeeSection15.2).

• Determinethenecessaryequipment,thescheduleofdeploymentandthe

stationsthatwillrequiresettingup.

• RequestthattheFacilitiesUnitensurestheareaiscleanandclearand

readytoreceiveequipment.

• Determineresourcerequestprocess.

q ConductInitialWalk-

ThroughWithKeyStaff

ToDetermineSetUp

Requirements,Space

Requirements,Layout,

Etc.

• Determinesetuprequirements,spacerequirements,layout,etc.

• Include:FACSecurityOfficer,theFACHealthandSafetyOfficer,VICGroup

Supervisors.

• Duringthewalk-through:

– IdentifytheflowoffamiliesfromFACregistration,tothevarious

servicesneeded,andtotheVICbasedontheneedforthefamilyto

participateinanAntemorteminterview;

– IdentifyroomstobeusedforAntemorteminterviews.Roomsshould

beprivateandcomfortablewithspaceforaworkstationandchairs

forseveralfamilymembers;

– Assessthecurrentinfrastructureandconsideraugmentations,if

needed;

– Identifysecuritycheck-inandcheck-outpointsattheFAC/VIC;

– DetermineITandcommunicationneeds;

– IdentifyDVIoperationlocation;

– IdentifyspaceforVICcommandcenter;

– Identifysignageneeds;

– Identifycleaning/clearingneedspriortosetup;

– Identifystaffrespitearea.

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CRITICALTASKS DESCRIPTION • Developlayoutsketchandestablishtimelineforthedeploymentandsetup

ofequipment.

• Identifyresourcegaps.

q EnsureSetUpOfCase

ManagementSystem

• EnsureVICSupportestablishestheC/ME’scasemanagementsystemto

gatherandmanageallcase-relatedinformation.

• EnsuretheITSupportTeamsetsuprequirednumbersofdataentrystations

atinterviewstationsandDVIworkareas.

• EnsureDVIGroupoverseesthesystemandcoordinateswithITtoensure

thesystemisworkingproperly.

• Ensurepaperbacksysteminplace.Consider:

• TheVICSupportUnitLeadershouldbepresentforthedecisiontoactivate

the VIC operation. The number of interview stations will be partly

dependentontheITinfrastructureavailabletohandletheinterviewneeds.

• Iftheinfrastructureisnotavailabletoefficientlyandeffectivelyoperatethe

datamanagementsystemconsiderstheuseofpaperAMinterviewforms.

The data can carefully be entered into the data management system

separately.

q EstablishACommand

CenterFromWhichTo

ManageVIC

Operations

• ConsiderspaceneededforVICleadershipforplanning,decisionmaking,

meetings,conferencecalls,etc.

• Thecommandcentershouldhave:

– Computers,internet,andnetworkaccess;

– Sufficienttelecommunications;

– DeskspaceforVICmanagementstafftooperate;

– Officeequipment(copiers/printer)andsupplies.

WhentheVICiscollocatedwithinaFAC:

• Co-locateintheJointFamilySupportOperationsCenter(FSOC)(theFAC

commandcenter).

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CRITICALTASKS DESCRIPTION WhentheVICisopenedwithoutaFACactivation:

• Co-locateintheVIC.

q DevelopLayoutSketch

AndTimeline

• Includetimelineforthedeploymentandsetupofequipment.

q MonitorEstablishment

OfVICWorkAreas

• Usewalkthroughlayoutsketchandsetuptimelinetosupervise

establishmentoftheworkareasetups.

• CoordinatewithVICSupportGroupSupervisor:

– Ensurepersonnelbeginandfollowsetupresponsibilities;

– EnsureUnitandteamleadersarepresentandareusingtheirposition

checkliststoestablishtheirstationorworkarea.

• Teamleadersshouldidentifyadditionalstaffnecessarytosetuptheir

respectivestation.

• ThesetupofworkstationsandotheractivationtasksarefoundintheVIC

PositionChecklists.(SeeSection12)

• Large equipment and site set up efforts should be confined to discrete

areas so as to not disturb or disrespect the families. (Set up can still be

takingplaceinclosedrooms,butnotingeneralareasthatthefamilieswill

seeastheyarecominginandbeingescortedaround)

q EnsureSignage

Placement

IftheVICiscollocatedwithinaFAC:

• SignagefortheFACistheresponsibilityoftheFACCoordinatingagency.

IftheVICisestablishedasastandalonefacility:

• SignageistheresponsibilityoftheDeputyFMBranchDirector–AM.

(SeeSection15.3Signage)

q Determine

DeploymentSchedule

ForAdditional

Equipment/Supplies

ToTheVIC

• Situationdependent.

• SupportGroupresponsibility:communicatewithVICpersonnelto

understandthegapsandneeds;Identifyequipment/suppliesthatwillfill

thoseneeds.

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q IdentifyStaging

LocationsFor

EquipmentAnd

Supplies

• Situationdependent.IfVICoperationshavebeenexpandedtheremaynot

bespacetostockpileincomingequipmentandsupplies;Source/obtainthe

identifiedassets.

q DevelopStaffing

ScheduleAndShifts

• SeeVICOrganizationChart(Section8.1).

• SeeVICKeyPersonnelContactList(Section7.3.1).

• NumbersofVICpersonnelneededisbasedontheVICspaceandworkflow.

• SeeVICInterviewScalingScenarios(Section8.3).

q Ensure

CommunicationsBoth

InternalAndExternal

• UseofICSForm205

• Determineandensureinteroperabilitywithotheragencies.

q EnsureHealthAnd

SafetyPlanPriorTo

TheCommencement

OfOperations

IftheVICiscollocatedwithinaFAC:

• TheHASPistheresponsibilityoftheFACcoordinatingagency.IftheVICis

establishedasastandalonefacility:

• ConsidertheneedforaHASPtoensurethesafetyofthepersonnel

supportingtheVICoperations;

• EnsuremonitoringofVICpersonnelandwork-restcycles.

q IdentifyAppropriate

ExternalAgenciesThat

NeedToBePresentTo

EnsureProper

FunctioningOfTheVIC

BasedOnTheSpecific

Incident

Forexample:

• LawEnforcementandotherinvestigativeentities:

• Mentalhealthagencies(AmericanRedCross,DisasterChaplaincy

Services,etc.)forfamiliesandforstaff.

q EstablishPositive • IdentifythetimeforinteragencystafftoreporttotheVIC.

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ContactWith

InteragencyLiaisons

ToIdentifyExternal

AgencyRoleAnd

ConfirmReporting

Instructions

• IdentifyoperationalperiodsforVICoperations.

• Identifyagencypoint-of-contactandtheirinformation(phone,email).

• IdentifythenumberofstaffthatwillbereportingtotheVICfromthe

agency.

• Specifyanysecuritymeasurestheyneedtobeawareof(parking

limitations,accessissues,credentialing,checkinstation)

• Identifytimeofinitialwalk-throughforthesetupoftheVICoperation

q ConductVIC

Operations

• SeeSection10.

q EstablishBriefing

Schedule

Informationincludes:

• Situationupdates;

• Safety;

• Security;

• Staffing,schedules.

q Establish

CommunicationsWith

EOC

• Providesetupsituationupdates.

• Communicateanyissues,delays,blockages.

• Setupresourcerequesting(byVICSupportGroup).

• Identifyresourcegaps(ifknown).

q Develop

DemobilizationCriteria

• CriteriashouldbedevelopedatthebeginningofVICoperationsand

discussedwithVICleadership.

q ConductFinalSetUp

WalkThrough

• FinalsetupwalkthroughshouldbeconductedtodeterminethateachVIC

workareahassufficientstaff,resourcesandequipmenttoconduct

operations.

• ConfirmtheDataManagementSystemisaccessibleandoperational.

• Walkthroughsmayalsobeconductedatthestartofeachoperational

periodtodeterminecontinuedreadiness,andtofamiliarizeincomingstaff

withtheflowofoperations.

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10.ConductVICOperations-Overview

10.1OperationalPeriodTasks

FMBranchDirector–AMVICOperationalPeriodTasksNOTE:Manyofthesetasksareoperationalperiodconcurrentactions

CRITICALTASKS DESCRIPTION q OverseeVICOperations

• Establishoperationalperiod(s),maintainscheduleandstaffingpatterns.

• Collectagencyandpersonnelinput,identifyplanningconcerns,monitor

workflowandstaffing,defineresourcerequirements.

• ContinuallymonitorincidentneedsandtheactivitiesoftheVICto

determinewhetherstaffinglevelsandworkspacearesufficient.

q EnsureConstantVIC

RepresentationInThe

JointFamilySupport

OperationsCenter

(JFSOC)

• WhentheVICiscollocatedwithinaFAC:

• Co-locate in the Joint Family Support Operations Center(FSOC) (the

FACcommandcenter);

ProvideaJFSOCliaisontorepresenttheC/MEforthedurationofthe

activation. The VIC JFSOC representative should serve to relay

information to the FAC command personnel regarding the VIC

operation.

q CoordinateWithAgency

ProvidingFamily

Representatives

• Ensurefamily/friendsarebeingattendedtobyFamilyRepresentativesas

neededandanyissuesidentifiedareaddressed.

q LiaiseWithLaw

EnforcementPersonnel

ToConductAntemortem

Interviews

• ConsiderhavingtheMissingPersonsDepartmentoftheLawEnforcement

Agency present for the antemortem interviews in order to gather

investigativeinformation(recommendation).

• Considerconductingdual-agencyinterviewswiththefamiliesinorderto

preventtheneedtorepeatquestionsand/ortorequirefamilies to

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CRITICALTASKS DESCRIPTION endureasecondinterviewprocess(recommendation).

q LiaiseWithMental

HealthOrChaplaincy

Agencies/Organizations

• Ensure that families receiveappropriateandadequategrief carebased

onidentifiedneeds.

• Mental Health and/or chaplaincy personnelmay be present during the

interviewifrequestedbythefamily(shouldbecoordinatedbythefamily

representative).

q Liaisewithhuman

services

agencies/organizations

• Ensure that families receive theappropriateandadequateservices they

mayneedasaresultoftheincidentand/ortheirpotentialloss.(Forsome

familiesthismaybefinancial,othersmayrequirehousing,clothing,food

assistance,etc.)

q Conductbeginningof

shiftbriefing(allstaff)

Considerafacility

walkthroughwithincoming

staffatthestartofeach

operationalperiodto

determinecontinued

readiness,andtofamiliarize

incomingstaffwiththeflow

ofoperations.

Topicsmayinclude:

• UpdateofCharacterizationoftheincident;

• OverallVICobjectives;

• Chainofcommandandstaffscheduling;

• Statusand/orprogressonprocessingdisaster-relatedcases;

• Workflowchanges,ifany;

• Physicallayoutchanges,ifany;

• Staffetiquetteanddresscode;

• Emphasizephysicalreadinessthroughpropernutrition,waterintake,

rest,andstressmanagementtechniques;

• Discuss shift change. Stress that staff should be prepared to brief their

replacement(s)onthestatusofallongoingoperations,issues,andother

relevantincidentinformation;

• Timeofnextbriefing(endofshift);

q Just-in-timetraining

Asneeded:

• Atthebeginningofeachoperationalperiod,ensurethatallincomingVIC

staffhavebeengivenjust-in-timetrainingfortheirrespectiveroles.

q ConductOperational

BriefingswithLeadership

Discuss:

• IncidentCharacterizationupdatesorchanges;

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personnel(Group

Supervisors,Team

Leaders

Regularbriefingsare

importanttosetforth

situationandprogress

reports,definespecifictasks,

establishreporting

relationshipsand

expectations,andbuildteam

spirit.

• VICworkflowandsustainmentconsiderations.

q ParticipateInFACFamily

Briefings

• EnsureaC/MELiaisontoparticipateintheFACfamilybriefings.

• SeeFamilyBriefing/InformationDistributionProtocol(Section13.3).

q ProvideFamily

Notifications

• Dependingon thescopeof theeventand theconditionof the remains,

notificationofidentificationsmaybedoneattheVIC.

• In most jurisdictions it is the law enforcement that makes death

notifications– it shouldbe indicated that this is theappropriateagency

withjurisdictiontomakenotifications.

• SeeFamilyNotificationPolicies(Section13.5).

q MaintainTheStatusOf

AllAssignedResources

(PrimaryAndSupport)

• Overseethecheck-in/check-outofallresources,

• Maintainastatus-keepingsystemindicatingcurrentlocationandstatus

ofallresources.

• Maintainamasterlistofallresources(e.g.,keysupervisorypersonnel,

primaryandsupportresources,etc.).

q ConductEndOfShift

Briefing(AllStaff)

Topicsmayinclude:

• Documentanyissuesrelatedtooperationswithdirectsupervisor;

• Notedeficienciesinfacility/equipmentimmediately;

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CRITICALTASKS DESCRIPTION • Notedeficienciesinsupplyatendofshift;

• Ensurestationispreppedandreadyfornextoperationalperiod;

• Timetoreportinfornextshift.

q HealthAndSafety

Monitoring

• Monitorforfacilityandpersonnelhealth,stressandsafetyissues.

• EnsurethatallPPEandothersuppliesnecessarytopromotepersonnel

healthandsafetyareavailableatalltimestoallstaff.

q Maintain

CommunicationsWith

AOC

• Providesituationupdates.

• Communicateanyoperationalissues,delays,blockages.

• Resourcerequesting(byVICSupportGroup).

• Personnelscheduling.

• Summitdailytimesheetsandprocurementrecords.

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10.1.1Briefings

Regular briefings are important to set forth situation and progress reports, define specific tasks, establish

reportingrelationshipsandexpectations,andmaintainstaffmorale.Abriefingscheduleshouldbedevelopedfor

eachoperationalperiodanddistributed/displayedtostaff.

StartofShiftOperationalBriefing

þ BriefingItem Considerationso

Updates/ChangesToIncidentCharacterization

• EmphasizeinformationthatiscriticaltotheVICoperation(i.e.

identificationmodalitiesbeingutilizedinthemorgueoperations

whichwilldeterminethedepthofquestionsduringthe

interviews).

o OverviewOfVICObjectives • Identifyanychangesfrompreviousobjectives

o

OverviewOfVICWorkflow

• Provideanoverviewoftheflowoffamiliesfromregistrationto

theinterviews.

• Provideanoverviewoftheschedulingprocessifneeded.

• Identifyanychangesfrompreviousworkflow.

o

OverviewOfCommunicationsPlan

• Distributeradiosand/orothercommunicationtoolsasneeded.

• EmphasizethesensitivityoftheVICandpropercommunications

protocolsaroundfamilymembers.

o OverviewOfBriefingSchedule

• Emphasizethetimeandlocationofthenextoperationalbriefing

forVICstaff.

o

OverviewOfStaffEtiquette

• ProvideanoverviewoftheexpectedbehaviorofVICstaff.

• Donottalkaboutconfidentialinformationinthepublicareasof

theVIC.

• Keepallconversationstoalowvolume.

• Maintainappropriatebehavior(nolaughing,jokingaround,etc.).

• Donotdiscussdetailsoftheincidentthathavenotbeen

releasedtofamiliesyet.

o StaffSelf-Care

• Emphasizephysicalreadinessthroughpropernutrition,water

intake,rest,andstressmanagementtechniques.

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EndofShiftOperationalBriefing

þ BriefingItem Considerations

o DocumentAnyIssuesRelatedToOperationsWithDirectSupervisor

o NoteDeficienciesInFacility/EquipmentImmediately

o NoteDeficienciesInSupplyAtEndOfShift

o EnsureStationIsPreppedAndReadyForNextOperationalPeriod

o TimeToReportInForNextShift

o

ContinueStaffSelf-Care

• Emphasizephysicalreadinessthroughproper

nutrition,waterintake,rest,andstressmanagement

techniques.

10.2VICWorkflow

ThefollowingdiagramdepictshowclientsflowthroughtheVictimIdentificationCenterwithintheFAC

• FamilieswillberegistereduponenteringtheFAC(orVIC).

• Registration is typically the responsibility of the FAC coordinating agency; however, in the case of a

standaloneVICfacility,theC/MEshouldconsiderprovidingstafftoregisterfamilies.

• Dependingonthelocalpolicy,thefamilieswillreceiveIDsand/orcredentials identifyingthemasfamilies

presentintheFAC.

• Families are escorted through the FAC and/or VIC by a Family Representative. These Family

Representativesaretrainedmentalhealthpersonnelwhowillbeassignedtothefamilytoassistwithany

needs the familymayhaveandtoensuretheyreceivethe informationandservicesrequiredat theFAC.

The Family Representative may assist with the relay of information, the scheduling of Antemortem

interviews,andensuring the familyparticipates in the familybriefings. TheFamilyRepresentative is also

responsible for recognizing cues from the family and coordinating with / reporting to the appropriate

agenciestoensuretheyreceivethenecessaryservices.Thefamilyrepresentativeservesasa liaisonwith

the investigative agency – if the law enforcement/missing persons identifies the need to interview the

family based on their missing person’s investigative work they will assist with the scheduling of that

interview.TheFamilyRepresentativedoesnotparticipateintheAntemorteminterviewunlessrequested

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by the family. The Family Representatives are usually provided by volunteer agencies (State and Local

Behavioral Health agencies, Red Cross, Southern Baptist, OMORT, etc.) specifically trained in mental

health/behavioralhealth,andarematchedwithafamilyattheregistrationareaoftheFAC.

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ThefollowingprovidesahighleveloverviewofthekeyVICfunctionsandoperations.Furtherdetailsarefoundin

theJobActionSheets,SeeSection12.

10.2.1VICReceptionArea

Purpose

The interview coordinator works with the registration function and the law enforcement (missing persons)

agency to identify the families/groups/individuals that must be scheduled to participate in an antemortem

interview.

Staffing

• InterviewGroupSupervisor

• ReceptionTeamLeader

• ReceptionSpecialists

OperationsOverview

• TheReception Stationof theVIC is dependenton the statusof theVIC as a part of the FACor if it is a

standaloneoperation.

• IftheVICisintheFACthentheagencyresponsibleforinitialregistrationofthefamiliesuponentranceinto

theFACwillgatherthefollowinginformation:

– PersonalInformation(name,address,contactinfo,etc.);

– MissingPerson/FamilyMemberpotentiallyinvolvedintheMFI.

• AtFACentry,familiesshould:

– ReceiveacredentialorID;

– BematchedwithaFamilyRepresentative;

– BebriefedonthepurposeandflowoftheFAC.Note: Theabove function/tasksmaybe the responsibility of theVIC reception team should theVICbe a

standalonefacility.

• AttheVICReception(ifitisapartoftheFAC)thereceptionteamisresponsiblefortheconfirmationthat

the family should participate in an antemortem interview at the request of theManifest Development

Team(lawenforcement/investigation/missingpersons).

• StaffattheVICReceptionwill:

– Scheduleaninterview;

- Provideanyinformation/answerquestionsthatthefamilymayhaveregardingtheinterviewprocess

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- Direct the family to awaiting roomwhere theywill beprovidedwith comfort and supportby the

AmericanRedCrossand/oranyothermentalhealthsupportservices.

Considerations

• Considerationsforscheduling:

– Considerthecapacityofthefacilityandthenumberofstaffpresenttoconducttheinterviews;

– Interviewsshouldbeallottedatleast2hourswithanadditional30minutesbetweeninterviewsfor

interviewspecialistbreaks;

– Considertheneedsofinvestigativeagencieswhenschedulingtheinterviews;

– Consideradditionalneedsthatmayneedtoberequestedinordertoconducttheinterview(i.e.

translators);

– Considerthewaittimeforeachfamily.

10.2.2VICWaitingArea

Purpose

Providecomfortandwellbeingforfamily/friendswhiletheywaitforinterview.

Staffing

• FamilyRepresentativesassignedtowaitingfamilies.

• Chaplaincyagencyrepresentatives.

• MentalHealthpersonnel.

OperationsOverview

• Ensureprivateareawherefamilieswaittomeetwithinterviewers.

• CoordinatewithFamilyRepresentativestomonitorandensurefamilycomfortandwell-being.

Considerations

Family Representatives provide family support as it relates to ante-mortem data collection and decedent

identification.Thefamilyrepresentative(withmentalhealthandsensitivitytraining)ensuresthefamiliesreceive

theservicestheyneedandattendthefamilybriefingsandattendtheirscheduledantemorteminterview.Duties

include:

• Providefriendsandfamilymemberstimelyinformationregardingthosewhomayhaveperished;

• ObtaindecedentAntemortemdatatoassistwithdecedentidentification;

• Provideacaringenvironmenttosupportfriendsandfamilymembersofdecedents;Note:TheC/MEisnotresponsibleforprovidingthefamilyrepresentativesbutVICstafftheyarelikelyto

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interactwiththefamilyrepresentatives insomeform–whetherthroughtheregistration/schedulingofa

familyinterview,answeringanyquestions,relayinginformation,andthefamilymayrequestthatthefamily

representativeispresentfortheinterview(thoughitisnotstandardpractice).

10.2.3ConductAntemortemInterviews/DataCollection/DNASamples

Purpose

Gatherinformationtobeusedintheidentificationofvictims.Theinformationbeingcollectedshouldbedoneat

theFAC/VICwheneverpossible.

Staffing

• InterviewTeamLeader

• InterviewSpecialists

• LawEnforcementMissingPersonsDetectives

• OtherInvestigativeAgencyrepresentatives(Asneeded)

• MentalHealthSupport(Asneeded)

• Translators(Asneeded)

OperationsOverview

Interviews

• AntemortemInterviewsshouldbeconductedinamannerthattheinformationisdirectlyenteredintothe

localdatamanagementsystem.

• Ensurethisareahasprivatespacesinwhichfamilieswillmeetwithinterviewersandcollectionspecialists

togiveinformationthatmaybeusefulinidentifyingvictims.

• Maintainthehighestdegreeofconfidentialityatalltimes.

• Collectantemortemdatafromdecedentfamilyandfriends.

– Based on the Antemortem interview form (reference form), Gather information that will be used to

identify decedents. Such information includes but is not limited to physical description, clothing

description,personalinformationsuchasfamilymembersandfriends,andmedicalhistory.

CollectDNAsamples

• DependingontheidentificationpolicydeterminedbytheC/MEandFMBranchDirector,obtainand

manageDNAsamplesgatheredfordecedentidentificationpurposes.

• TheInterviewSpecialistwillreceive/obtainandinventoryDNAexemplars(e.g.,toothbrushes,razors)

broughtinbyfamiliesaswellasdeterminetheneedtoobtainfamilymemberDNAsamples,whichcanbe

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accomplishedviaobtainingabuccal(cheek)swabatthetimeoftheinterview.

Collectmedicalrecords

• Obtainandmanagedecedentmedicalrecordssuchasdentalrecords,x-rays,fingerprints,bloodreports,

whichcanbeusedtosupportdecedentidentification.

Considerations

Infrastructure

• TheVICSupportUnitLeadershouldbepresentforthedecisiontoactivatetheVICoperation.Thenumber

of interview stationswill be partly dependent on the IT infrastructure available to handle the interview

needs.

• If the infrastructure is not available to efficiently and effectively operate the datamanagement system

consider the use of paper AM interview forms. The data can carefully be entered into the data

managementsystemseparately.

Interviews

• There must be a discussion regarding the coordination of identifying families that actually need to

participateintheantemorteminterviews.Thisisafunctionoflawenforcement,likelythemissingpersons

divisionofthelocal/state/federalagencyinchargeoftheinvestigation.Theymustutilizetheinformation

from missing persons reports, any available manifest, etc. which families must participate in the AM

interviewsbecauseitislikelythattheirlovedonewasinvolved,andpotentiallykilledintheincident.This

process includes: receivingmissingpersons reports, verifying the informationprovidedwith thecaller(s),

identifying persons that have been transported to hospitals (and connecting themwith loved ones that

reportedthemmissing)anddevelopingthepotentialdecedentmanifest.Basedonthatmanifest,thelaw

enforcementagencywill coordinatewith theC/ME to schedule interviewswith theappropriate families.

This process is important because the interviews are long (potentially 2.5 hours) and stressful – It is

important to not put a family through the undue stress of this process if their loved one is not likely

involvedintheincident.

• Operationswillanticipateinterviewslasting2.5hours.Standardpracticeshouldbetoallowinterviewersa

30minutementalhealthbreakbetweenevery interview. Interviewtime includespost-interviewwrap-up

for the interview specialist. This is time to finish entering any information (datamanagement systemor

paper),possiblygoovernoteswithMPdetective,andlabelingandsecuringofanysamples/records/effects

collected.Thespaceshouldalsobeclearedandresetforthenextinterview.

• InterviewGroupSupervisor:Monitortoensurethattheinterviewsrunsmoothly,thattheinterviewersare

healthyandensuringagoodpacefortheinterviews.

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• Itisbesttoscheduleallthefamilyandfriendstobeatthesameinterviewwhereappropriate.Theremay

bescenarioswherecertainindividualsshouldbeinterviewedseparately.Receptionand/orInterviewTeam

Leadermaybeusedtoidentifysituationswhereseparateinterviewsshouldoccur.

• It will take significant personnel resources to support the interviewer specialists, entering all data,

coordinating family interviews, andmoving people to appropriate rooms. In some instances, it may be

necessarytoschedulefollowupinterviewstocompletetheinterviewand/orforthefamilytobringinthe

necessaryitemsforDNAsamplesormedicalrecords.

CollectingDNASamples

• StressimportanceofpropersteriletechniquewhencollectingDNAsamples.Individualsshouldbetrained

inthecollectionofDNAsamples,includingpersonaleffects.

– Useglovesandchangethembetweensamplesandeffects;

– Packageallsamplesandeffectsseparately(nocomingling);

– Maintainchainofcustodystartingattimeofcollection.

10.2.4DisasterVictimIdentification(DVI)Operations

Purpose

Forensicspecialistsdocumentandperformkinshipanalysis,processDNA,dentalandevidentiaryitemsprovided

byfamiliestoassistinvictimidentification.Separatestationswillberequiredfortheseforensicdisciplines.

Staffing

• DisasterVictimIdentificationGroupSupervisor

• DNASamplingTeam

• DentalRecordsTeam

• MedicalRecordsTeam

• RecordsManagementTeam

• EvidenceTeam

• QA/QCTeam

OperationsOverview

• Managethecollectionandprocessingofantemortemsamples(DNA,DentalRecords,MedicalRecords,

etc.)andevidence.

• EvaluateantemortemandpostmortemdataspecimensintheDataManagementSystemtodetermine

victimidentifications.

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• Directs,evaluates,anddeterminestheuseofantemortemDNASpecimens(DNASamplingTeamLeader)

– Liaise/coordinatewiththelabtoensureresources/personnelareavailablefortestingofsamplesand

topreparethemforthenumberandtype(buccalvs.other)whichwillneedtesting.

– Ensure,alongwithevidenceteam,thatappropriatesamplesaredeliveredtothelab.

– CoordinatethereturnofcompletedreportsofanalyststotheDVI(orotherappropriatelocation)

whereresultswillbemarriedwithotherante/postmortemdataandusedinidentifications.

– ServeasDNAsubjectmatterexpertfortheDVIatlarge,includingfamilybriefings.

• Acquireandanalyzedentalrecords.

• Storageofantemortemfiles.

• Manageantemortemdataprovidedbyfamiliesandfriendsofvictims.

• Collectandtrackantemortemreferencesamplesprovidedbyfamiliesandfriendsofvictims.

• EnsureaQualityAssuranceandQualityControlprocessisinplace.

• Coordinatewiththelabincludingassessingwhatlabtesting/resourceswillbenecessarybasedonthe

numberandtypeofsamples(buccalvs.personaleffects)thatarecominginandwillbetested.

Considerations

11.VICDemobilization

DemobilizationoftheVICisatthediscretionoftheDeputyFMDirector-AMandisbasedonthedeactivation

criteriabelow.

11.1DemobilizationCriteria

DemobilizationcriteriashouldbedevelopedatthebeginningofVICactivation.

Demobilizationcriteriaincludes:

• FACoperationshaveceased.

• Antemorteminterviewsarecompleted.

• Recordfilingisorganizedandcompleted.

• Medical/dentalrecordshavebeenaccountedforandforwardedtoforensicspecialists.

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11.2DemobilizationOperations/Actions

VICDemobilizationChecklist

Task Qualification Completed

Breakdownofstationsand

facilityputbacktooriginal

conditionandthoroughly

cleaned.

Allareasmustbecleanedandjanitorialservicescompleted.

Furnishingsreturnedtooriginallocation(s).

q

Inventoryallequipmentand

supplies,anddocumentation

ofdamagedequipment.

EachcomponentoftheVICfacilityshouldcompilean

inventorytobereportedtoLogistics.Thisinventoryshould

alsoincluderecommendationsforequipment/supplies

neededinthefuture,itemsthatneedtoberestocked(and

inwhatnumbersoramounts),andanydamageditems.

q

Returnsuppliesand

equipment.

Suppliesshouldbereturnedtoinventory.Equipment

shouldbereturnedtoitshomelocationandaccountedfor.

Serviceandmaintainequipmenttopreparefornext

deployment.

q

Finalfacilitywalk-through.

IftheVICwasanonC/MEfacility,asafinalstep,onceall

cleaningiscomplete,awalk-throughshouldbeconducted

withthefacilityowner/managerofthefacilitytoconfirm

thatthefacilityhasbeenreturnedtoitsnormal,pre-MFI

condition.

q

Anypersonnelpaperwork

mustbecompleted.

Allagenciesandcontractorsmustensurethatallrequired

paperworkhasbeencompletedandproperlysubmitted.

q

Allcasemanagementsystem

dataandVICreportingshould

bebackedupandgiventothe

C/MEandtoanyother

agenciesrequiringthis

information.

Datashouldexistinseveralregulatedlocationstoprevent

dataloss.AcopyofalldatashouldbegiventotheC/MEfor

futurereferenceandarchival.Otheragencies(e.g.,HHS,

NTSB,andFBI)mayneedcopiesofthisdata,aswell.

Alldocumentation(bothofanalysesperformedandofall

actionstakenbyeachVIVcomponent)mustbeproperly

submittedtotheC/ME’soffice.

q

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Originalrecordsshouldbe

providedtotheC/ME.

Alloriginaldocumentationandrecordsmustberendered

totheC/MEforfuturereferenceandarchival.These

includeallantemortemrecordsandanypostmortemand

DVIdocumentationnotincludedintherecord.

q

Anafter-actionreportwillbe

prepared.

Anafter-actionreport,detailingaccomplishments,issues,

andfuturerecommendations,willbepreparedbytheFM

BranchDirectorinconsultationwithVICmanagementand

personnel.

q

11.3PostIncidentStaffDebriefing

Aspersonnelneartheendoftheirdeployment, it is importantthatapost-activationbriefingbeconductedat

the VIC.Many times, incident response efforts go unnoticed and unappreciated. This lack of appreciation or

fulfillmentwilloftentriggerorheightenpost-incidentstresssyndromes.Topreventsucheffects,allmembersof

each team within the VIC should meet as soon as possible after most tasks are completed to discuss the

successesanddifficultiesoftheincident.Similarly,emotionalreactionstotheincidentshouldbeconsideredin

stressbriefingsdesignedtoaidincidentresponderswhomayexperienceemotionaldisturbanceintheaftermath

oftheevent.

Postincidentbriefingtopicscaninclude:

• Gratitudeforajobwelldone.

• Remindaboutconfidentialityagreement–re-sign.

• Scheduleanexitinterviewforeverystaffmemberw/mentalhealthprofessional(immediate)upon

lastshift.

• Providecontactinformation/resourcesforsupport.

• Psychologicalfirstaid(seeSection13.12).

• Checkinwithstaffatscheduledtimes(one,threeandsixmonthspostdeparturefromoperations.

• Oneyearanniversarymentalhealthquestionnaire.

StaffDebriefConsiderations

• VIC personnel are encouraged to talk about their incident experiences with other VIC personnel, their

supervisors,andtheirfamilieswhentheyreturnhome.Allpersonnelshouldbecautioned,however,tobe

aware of their surroundings when talking about the incident; not all venues are appropriate for such

discussion, and not all information is appropriate to share. It is not appropriate, for example, to share

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detailsofVICoperationswithfamilyandothernon-personnel.

12.JOBACTIONSHEETS

SeeJobActionSheetdocument.13.Policies/Considerations

13.1MassFatalityIncidentCriteria

PriortoactivatinglocalplansanddedicatingresourcestheC/MEshouldconfirmthattheincidentathandmeets

thecriteriaforaMassFatalityIncident.

Some incidents may be confirmed as mass fatality incidents upon notification (i.e. all fatal plane crash);

however,someincidentsmaynotobviouslymeetthecriteriaandrequirefurtherinformationgatheringbeforea

decisioncanbemade.

MassFatalityIncidentCriteria

• Anyincidenthavingthepotentialtoyield10ormorefatalities.

• Anyincidentinvolvingaprotractedorcomplexdecedentrecoveryoperation.

• Anysituationinwhichtherearemoredecedentsthancanberecoveredandexaminedbythelocal

C/MEortheC/ME’sassociatedresources.

• AnysituationinwhichtherearedecedentswhoarecontaminatedbyChemical,Biological,

Radiological,Nuclearorhigh-yieldExplosive(CBRNE)agentsormaterials.

• Anyincidentorotherspecialcircumstancethatrequireamultiagencyorregionalresponseto

supportMassFatalityManagement(MFM)Operations.

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13.2OverviewofAgencyFACInvolvementBasedonincidentType

AgenciesstaffingtheFACfunctionasacollectivebodybutwillberesponsibleformanaging,resourcingand

providingadministrative,operational,andothersupportforitsownpersonnel.

AllFACswillcontainsimilarVICoperations,regardlessofFACtype.Ultimately,responsibilityforDisasterVictim

Identificationremainswiththelocalmedicolegalauthority(C/ME).

AgencyinvolvementintheFACvariesdependingonthetypeofdisasterevent.Inparticularcaselegislation

specifiestheleadagencyortherequiredinvolvementofspecificagencies.Forexample:

INCIDENTTYPE AGENCYINVOLVEMENTLegislativeaviationandtransportationincidents

The NTSB will activate its FAC operation and notify the local Emergency

OperationsCenter(EOC)oftheFAClocationasdeterminedbytheaircarrier.

Takingtheleadrole,theNTSBwillestablishaJFSOC,whichwillincludetheFLT

organizedbythelocalgovernment

Maritimeincidents

TheNTSB,FBI,DepartmentofHomelandSecurity(DHS),and/ortheUnited

StatesCoastGuard(USCG)maybeinvolved

Criminalincidents

TheFBIwilltaketheleadroleandestablishaJFSOC,whichwillincludethe

FMTorganizedbythelocalgovernment.Insomeinstances,DHSmaybe

involved

13.3FamilyBriefing/InformationDistributionProtocol

FACFamilyBriefing

Purpose/Goal:Family Briefings are a core component of FACoperations; theyoffer a structured and routine

mechanismforprovidinginformationalupdatestofamiliesandaddressingtheirquestions.Allagencies/parties

activeintheinvestigationoftheincidentwillprovideupdatesduringthefamilybriefings.

Thefamilybriefingswilllikelybescheduledatregularintervalsthroughouttheday–andwhensignificantnew

informationisavailable.

WhoShouldGivetheC/MEBriefing:Briefingsshouldbeconductedbyindividualsinchargeofkeyareasof

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response,suchastheFACdirectororincidentcommander,ChiefCoroner/MedicalExaminer,ChiefofPolice,

etc.,(ortheirhighleveldesignees).

The individualproviding theC/MEportionof theFamilyBriefing shouldbeknowledgeableabout thedisaster

victim identification process andwell versed/trained in public speaking in stressful situations. This individual

must be a high-level C/ME representative with the ability to provide family and friends with information

regardingthevictimidentificationprocessandansweranygeneralquestions.

Consistencyamongtheindividualsconductingbriefingsshouldbemaintainedwhenpossible

IdentifyMedicalExaminer/RepresentativetoprovidetheFamilyBriefings.

Whatshouldbeincluded?Thebriefingswillincludeinformationontheprogressofrecoveryefforts(human

remainsrecovery),theidentificationofvictims,theinvestigation,andotherareasofconcern.

EmphasizethattheFACisthebestsourceofcurrentinformationforthefamilies.

Considerations

• Aregularscheduleshouldbeestablishedforbriefingsandthescheduleshouldbecommunicatedto

families–generally,briefingsshouldoccuratleasttwicedaily,butcanbeheldasfrequentlyasneeded.

• Itmaybepreferredtomaintainconsistencyregardingtheindividualprovidinginformationtothefamilies

regardingtheprocessofidentifyingtheirlovedones.Considerlimitingthenumberofindividualstoasmall

numbertorotate.

• BriefingsshouldbeprovidedtofamiliespresentattheFACaswellasthoseawayfromtheFAC(perhapsvia

aconferencecall).

• Allinformationmustbecommunicatedtofamiliesbeforeanystatementsaremadetothepress.

ExampleScript:“Iamthe[position]forthe[Jurisdiction]OfficeofChiefMedicalExaminer/Coroner.OnbehalfofallofuswiththeCoroner/MedicalExaminer,Iwanttotellyouhowtrulysorryweareforyour tragic loss. It is the jobof theCoroner/MedicalExaminer to identifyyour lovedoneandreturnthemtoyouasquicklyaspossible.Wewillworknon-stopanduseeverymeansnecessary. It isalsoourjobtoanswerallofyourquestions.

Rightnowthevictimsofthistragedyarebeingtransportedto[location]. It isherethe identificationprocesswilltakeplace,butweneedyourhelp.Weaskthatattheendofthisbriefingyoumeetwithusinprivatesothatwemaytalkmoreandgatherwhatisneeded.

Ladies and gentlemen I realize we have covered a lot of information during this briefing, we aregratefulforyourpatience.Ifyouhaveanyneedpleaseletusknow.”

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• BriefingmessagesshouldbecoordinatedwithotherinvestigativeagenciesandthePublicInformation

Officertoensureconsistencyofinformation.

• Presentinformationintermsfamilymemberscanunderstand.

• Includeaquestionsandanswerperiodaftereachbriefing.

• Providecopiesoftranscriptsandanyrelatedinformationsheets/handoutsforfamilies.

• Aphysicalstudyofthebriefingroomshouldbeperformedpriortothefamily’spresenceintheroom.This

includes:testingofacoustics,equipmentandlayoutofseating.

• Thebriefingshouldbedesigned,practicedandmemorized.Trynottoreadthisbriefingfromascript,this

maycreatedifficultieswitheyecontact,voiceandsincerity.

• Allinformationmustbegeneral–noinformationspecifictoindividualcaseswillbereleasedduringthe

familybriefings.

– If questions are asked by family members during the briefing regarding a specific case, the question

should be noted and handed to the C/ME Liaison– who can intelligently answer the question in a

privatearea.

• Briefingsshouldaddresshowfamilymemberswillbenotifiedifapositiveidentificationismadeandthe

generalprogressmaderegardingalldecedentidentificationefforts.

13.4CallCenter/MissingPersonsReportingOverview

Purpose:FollowinganMFIwithanopenmanifest,itiscriticalthatthejurisdictionestablishacentralmechanism

forgatheringmissingperson’sreports.Thecallcenterreportswillbeutilizedbythelawenforcementagencyto

developamanifestandassistintheidentificationofvictims.

Staff:Thecallcenterwillbestaffedbycalltakerstrainedtocompletemissingpersonsreportsfromconcerned

publicwhothinktheirlovedone(s)mayhavebeeninvolvedintheincident.

Operations:

• TheCallCenterwillbeactivatedbythedesignatedindividual(dependentonthejurisdiction’splan).

• TheCallCenterwillgathermissingpersonsreportsrelatedtotheincident.

• MissingPersonsreportsareprovidedtotheLawEnforcementMissingPersonsUnitforinvestigationand

developmentofthemanifest.

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Considerations:

• Thejurisdiction’scallcentershouldbeidentifiedpriortoanincident.

• CallCenterstaffshouldbespeciallytrainedtohandlemissingperson’sreportcalls.

• ThejurisdictionshouldclearlydefinetheactivationmechanismfortheCallCenter.

• PublicMessagingiscriticaltoensuringthatfamiliesandfriendsofpotentialvictimsareawareoftheCall

Centeractivationandhavetheappropriatecontactnumbers.

• TheC/MEwillcoordinatewiththeMissingPersonsUnit

13.5ManifestDevelopmentOverview

DevelopingtheDecedentManifest

EstablishinganaccuratedecedentmanifestiscriticalfortheC/MEtopositivelyidentifydecedentsduringamass

fatalityincident.Amassfatalityincidentislikelytoresultinoneoftwosituationswithregardtothedecedent

manifest-eitherthepopulationofthosewhoperishedisknown(closedmanifest),asisthecaseinmostairliner

jetcrashesorthepopulationisunknown(openmanifest)becauseofthelocationwheretheincidentoccurred

and/orthetypeofdisaster.

• Unknownpopulation/openmanifest—Whenamassfatalityincidentinvolvesanopenmanifest,theC/ME

in association with local law enforcement, must coordinate their activities to assemble a manifest of

potentially deceased persons. This system establishes a central repository for the collection of missing

personreports,andtheanteandpostmortemdatanecessarytoaffecttheidentificationofthesemissing

persons.Day-to-daymissingpersonreportsarenotmanagedinthismanner.Activationofmissingpersons

protocolsallows lawenforcementofficialstheabilitytomorequicklydefinethepopulationof individuals

actually involved in the incident; thereby setting the stage for C/ME to create a decedentmanifest and

begin the work of making identifications. Once activated, 911 or other call takers will gather missing

person’s information in a database, which will prioritize reports and identify those cases having the

greatestpotentialofbeinginvolvedinthemassfatalityincident.C/MEusesthisworkingmanifestasabasis

for compiling adecedentmanifest and identifyingNOKwithwhom to coordinate gatheringantemortem

data.

• Known population/ closedmanifest--When amass fatality incident involves a closedmanifest, such as

airliner jet or sea vessel crash, the C/ME working in association with law enforcement and specific

transportationagencieswillobtainthemanifestandworkwithfamilymemberstocollectantemortemdata

fromwhichpostmortemdata canbe compared. Themanifestwill be usedby theC/ME to authenticate

decedents’ identifications. Sinceclosedpopulationsareusually smaller thanopenmanifestpopulations,

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gatheringantemortemdataandprocessingitisusuallynotprolonged.

13.6FamilyNotificationPolicies

Therewillbeincidentswheretheantemorteminterviewswillbecompletedandtheidentificationofremains

willbeaprotractedoperation.

Inaddition,therewillbeincidentswhentheremainsarehighlyfragmented.Followingsuchincidents–families

shouldbegiventhechoiceofhowtoreceivenotificationssubsequenttotheinitialnotificationofidentification.

NOKmaybegiventhefollowingoptionsdependingontheincidentspecifics:

• Aftertheinitialnotification,theNOKmaychoosetoreceivenotificationofeachsubsequentidentification

ofremains.

• Afterinitialnotification,theNOKmaychoosetoreceivenotificationonlywhenallremainshavebeen

identifiedandtheincidentisfinalized.

• Afterinitialnotification,theNOKmaychoosetoforegofurthernotificationsuponidentificationof

additionalremains.

13.7VICDNAFamilyReferenceCollectionPolicies/Protocols

Coroner/MedicalExaminerspecific.

13.8RecordsManagementPolicy

Coroner/MedicalExaminerspecific.13.9Self-Care/PsychologicalFirstAid

Interactionwithfamilymembersandlovedonesofpotentialdecedentsisextremelystressful,andcareshould

be taken to ensure the wellbeing of VIC staff. The antemortem data collection process can be extremely

protracted,anditiscriticalthatVICstafftakestepstomaintaintheirownphysicalandmentalhealthoverthe

courseofextendedoperations.Theyshouldbemadeawareoftheavailabilityofmentalhealthandchaplaincy

services, and should be allowed to access such services whenever they are required. Management should

monitortheirstaffforevidenceofdistress,andshouldallowforextrabreaksorstaffreplacementasneeded.

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13.10 ConfidentialityStandards

• Allstaffshallrespecttherightsofsurvivors,familymembers,andstafftoprivacy.

• ConfidentialityofmedicalinformationiscoveredunderHIPAAandshouldbeadheredto.

• Private,confidentialinformationshallnotbesolicitedfromsurvivors,familymembers,orstaffunlessitis

essentialfortheprovisionofservices.

• Confidentialitywillbestrictlymaintainedexceptforcompellingprofessionalreasons.Thisexceptionallows

thedisclosureofinformationtopreventserious,foreseeableandimminentharmtoanidentifiableperson,

orwhenlawsrequiredisclosureofconfidentialinformationwithoutanindividual'sconsent.

• When feasible, individualswillbe informedof thedisclosureof their confidential informationandof the

consequencesofthedisclosure.

• Confidential information shall be discussed only in private settings, not in hallways, waiting rooms,

elevators,restaurants,orotherpublic/semi-publicareas.

• Staff shallensure thatall confidentialandelectronic information is stored inasecuremannerand isnot

availabletounauthorizedindividuals.

• Staffwillcontinuetoprotectconfidential informationfollowingthecloseofthemassfatalitiesoperation,

restrainingfromthedisclosureofanyidentifyinginformationwhensharingtheirexperienceswithfamily,

friends,and/orco-workers.

• Identifyinginformationaboutanyoneinvolvedinthemassfatalitiesincidentorresponseoperationwillbe

deletedfromallpublicoreducationalpresentations.

• Licensed, professional staff will comply with professional standards of conduct and ethics, following

acceptedoperatingprinciplesforlicensedprofessionals.

• Staffwill not speak to representatives of themediawithout prior approval from the Public Information

Officerordesignee.

• Photographyandrecordingofanykind isprohibitedunlesswrittenapprovalhasbeenobtainedfromthe

DirectorofOperations.

• Staffinpossessionofunauthorizedphotographicorrecordingequipmentorfilmwillberemovedfromthe

operationbySecurity.

• Unauthorized photographic equipment, recordings or filmwill be seized by Security andwill remain the

propertyoftheMedicalExaminer.

• Theuseofcellphonesforphotographicmeansisprohibitedunlesswrittenapprovalhasbeenobtainedfrom

theDirectorofOperations.

13.11 Self-Care/PsychologicalFirstAidConsiderations

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Theantemortemdatacollectionprocesscanbeextremelyprotracted,anditiscriticalthatVICstafftakestepsto

maintaintheirownphysicalandmentalhealthoverthecourseofextendedoperations.VICstaffshouldbemade

awareoftheavailabilityofmentalhealthandchaplaincyservices,andshouldbeallowedtoaccesssuchservices

whenevertheyarerequired.Managementshouldmonitortheirstaffforevidenceofdistress,andshouldallow

forextrabreaksorstaffreplacementasneeded.

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14.Forms14.1IncidentCharacterizationForm

GeneralMFMCharacterizationandSituationReport

ThisformistobefilledoutinpreparationforaconferencecallbetweentheC/MEDisasterResponseCoordinatorandC/MEexecutiveleadership.

Criteria Qualification Notes

GeneralDisasterDescription(tobeprovidedbyCommandStafforOperationsSectionChief):

q What happened and where. Verify that thereported location of the disaster incident isindeed within the legal boundaries of itsjurisdiction.

WhohasJurisdiction

q

q

q

Magnitude(Numbers)

q EstimatedNumberofFragmentaryRemains:

q EstimatedNumberofWholeBodies:

TypeofIncident

q Natural

q Criminal/Terrorist

q Accidental

Manifest

q Closedpopulationandmanifest

q Openpopulationandmanifest

q Mixed(openandclosedpopulation)ConditionofRemains

q Visuallyintact

q WholeBodies

q Fragmented/Commingled

q Decompositionpresent

IncidentCharacterizationForm(ICF)Purpose: To understand the breadth and scope of a disaster from the standpoint of a MFMresponse, the C/ME must initially assess the incident based on the incident quantitative andqualitativecharacteristics.Thedatacollectedand reportedby theAssessmentTeamwill shapetheplanningeffortandthemobilizationofpersonnelandresourcesforhumanremainsrecoveryandidentification,personaleffectsmanagement,andotherevidencecollectionandinvestigationactivities.

ThisinformationgatheredandrecordedbytheAssessmentTeamwillalsoformthebasisfortheinitialMassFatalityIncidentActionPlan.

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q Charringpresent

q Mutated

q DecasketedDebrisField

q Sizeandscale

q Terrain

q Topography

q Environmentalsetting(urban,rural,fieldandforest)ofthescene

RateofRecovery

q Rapid(i.e.,hourstodays)

q Moderate(i.e.,daystoweeks)

q Slow(i.e.,weekstomonths)C/MEandCityInfrastructure

q Operational

q Notfullyoperational

q Nolongeroperational

ContaminationorInfectious/TransmissibleDisease

q Present

q Typeofcontamination(e.g.,chemical,biological):

q NotpresentDecedentIdentification

q Typesofantemortemdatatobecollected:

q Typesofpostmortemdatatobecollected:

ReligiousConsiderations

q Listspecialconsiderationsforhandlingremains:

q Listspecialconsiderationsfordispositionofremains:

FinalDispositionEntities

q Funeraldirectorscompromised

q Cemeteryandcrematoriumownerscompromised

PostmortemProcessing

q ExpansionoflocalC/MEoffice(establishmentofFixedFacilityDisasterMorgue[FFDM])

q EstablishmentofOff-siteMorgue(OSM)

q MultipleOSMsrequired

Weatherandotherenvironmentalfactorsfor

q

q

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thenextfewdays q

Potentialhealthandsafetyhazards

q

q

q

Anyimmediatesecurityissues

q

q

q 14.2AntemortemProcessingForms

SeetheVIPAntemortemForm.14.2.1DataManagementSystemForms

SeetheVIPAntemortemForm.

14.2.2DMORTForms-VIP

Theseformsareavailableforfreeonline.

14.3DNA-TestingRelatedForms?

14.4CommunicationsPlanForm

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15.Logistics15.1OverviewofVICSpaceandLogisticsRequirementsbyFunction

FollowingisanoverviewofspaceandlogisticsrequirementsforVICoperations.

VICSpaceandLogisticsRequirementsbyFunction

Function Space/Logistics

VICManagement • Officewithofficeequipmentandsupplies

VICConferenceRoom(forstaffmeetings,Leadershipmeetings,VIPbriefings)

• Tables

• Chairs

• Whiteboards

• Flipcharts

VICReceptionArea

• Twotables(L-shaped)

• Chairs(adequateforanticipatedneeds)

• Comfortitems(water,tissues)

• Administrativesupplies(pads,pens,printerink/cards)

• Phone,computer/laptop,supplies

InterviewWaitingRoomArea

• Chairs(adequateforanticipatedneeds)


• Phonebank(landlinetelephonesatarateofthreelinesper50victims)

InterviewCoordinatorDesk

• Table

• Chair

• Phone

• Computer/laptop

• Supplies

InterviewRooms

SuggestedNumberofC/MEInterviewRooms:

• 6roomsifestimationofdecedentsandinjuredis<100.

• 12roomsifestimationofdecedentsandinjuredis101to200.

• 15roomsifestimationofdecedentsandinjuredis>201.

Eachinterviewstationrequires:

• Twotables(L-shaped)

• Sevenchairs(mayneedmoreorlessdependingonfamilymembersin

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VICSpaceandLogisticsRequirementsbyFunction

Function Space/Logistics attendancefortheinterview).

• Computer/laptopwithaccesstodatamanagementsystem.

• AntemortemInterviewpaperforms(backup).

• Comfortitems(water,tissues).

• Administrativesupplies(pads,pens,printerink/cards).

• Forensicsupplies(DNAkits,preprintedinterviewforms&DNAconsent

forms,gloves,swabs,evidencetape,labelprinters,envelopes,andDNA

infobrochures).

DisasterVictimIdentificationOperations(IncludesDNASampling,DentalRecords,MedicalRecords,Evidence,RecordsManagement,QA/QC)

• CanbeatVICoroutsideofVIC.

• Separatestationswillberequiredfortheseforensicdisciplines.

• Eacharearequires:

– One6′ tableperstation

– Chairs(adequatenumberforstaffing)

– Phone,computer/laptop,supplies

– Administrativesupplies(pads,pens,manilafolders,etc.)

PrivateCounselingRooms

SuggestedNumberofRoomsforCounseling/EmotionalSupport:

• <100fatalities:3-5rooms

• 101-200fatalities:10-12rooms

• >200fatalities:15-25rooms

Eachroomrequires:

• Two6′ tables(L-shaped)

• Sevenchairs


• Administrativesupplies(pads,pens)

VICStaffBreak/QuietArea

• Tables

• Chairs

• Comfortitems

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15.2VICOperationsSuggestedEquipment/SupplyList

Function ListofSpaceEquipmentNeeds ListofSupplies

VICManagement

• Desk• PhonewithMultipleLines;

IntercomCapabilities• WasteReceptacle• Shredder• FileCabinets• ComputerStation• ErgonomicChair• ExtraGuest(S)Chair(S)• Printer/Copier/Fax• Computer,InternetConnections• 6’Table• WhiteBoards,(Erasable)• StorageCabinets• RefreshmentBarforVICstaff

– Notepads– Pens– ErasableMarker– Highlighters– Staplers/Staples– Clips– Post–It–Pads– Scissors– ThreeHolePaperPunch– Tape(Duct,Masking,Shipping,Scotch)– FileFolders– Envelopes(VariousSizes)– MarkingPens;WetandDryErase,and

Permanent.– PrinterInk/Toner– CopierPaper– RefreshmentSupplies

VICReception

RECEPTIONWORKSTATION• ErgonomicChair• Network• Server• DesktopPC,NetworkedToAll

Spaces• PhoneswithConnectivityToAll

VICFunctions• MultipleHardTelephoneLines

forPhone(CallCenter),Fax,andInternetAccess.

• TelephoneLines(IncludingToll–Free)

• Printer/Copier/Fax,NetworkedToAllSpaces

• WasteBasket• PaperShredder

OTHER• Two6FtTables(L–Shaped)• Chairs(#ToBeDetermined)• ComfortItems

– WaterCooler– Tissues

• FileCabinets• SupplyStorageCabinets• In/OutStatusTrackingErasable

WhiteBoards

– Pads– Pens/Highlighters– Staplers/Staples– Clips– Post–It–Pads– Scissors– ThreeHolePaperPunch– Tape(Duct,Masking,Shipping,Scotch)– FileFolders– Envelopes(VariousSizes)– MarkingPens;WetandDryErase,and

Permanent.– PrinterInk/Toner– CopierPaper– SupplyofTissues– VICSign–InSheets– 3–RingBinders– Batteries(AppropriateSizes)– BinderClips– Clipboards– DryEraseBoard– CleaningSupplies;

FORMS/DIRECTORIESNote: InstructionsandFormsprinted in

variouslanguages.– VICMessageandMemoForms– ParkingPasses

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Function ListofSpaceEquipmentNeeds ListofSupplies • DirectionalSigns(PrintedIn

VariousLanguages)• CameraandLaminatingSystem

forPhotoID’sandCreatingIDBadges

• Pagers• Radio(Portable)• Two–WayCommunication

Equipment• Clocks• FireExtinguishers• SurgeProtectors

– Sign–InSheets– OnDuty–off–DutyLogBooks– SignatureCards– NameTags(StaffandVisitors)ofVarious

Colors– TelephoneMemoCallPads– LocalCommercialandResidentialPhone– VICPersonnelPhoneDirectoryVICSME

Directory

InterviewWaitingAreas

• Couches• ChairsToAccommodateEach

Family• PhoneBank(Landline

TelephonesAtARateofThreeLinesPer50Victims)

• WaterCooler• CoffeeService• Computer(S)withInternet

ConnectionsforVictimFriends/FamilyUse

• Printer/Copier• Signage(Directional,CellPhone

Use,Etc.)• CellPhoneChargerBank• TV/DVDUnit• TablesforDisplayingVictim

BiographicalInformationandBereavementandCondolenceInformation.

• VendingMachines/RefreshmentBar

• PublicAddressSystem• StorageCabinetsforSupplies• Question/CommentBoxforVIC

Staff

– Water– Tissues– ToysforAssortedAgeGroups(Including

StuffedTeddyBears)– CoffeeandCondiments– TeasandCondiments– InformationalPacketsOnInterview

Procedures– ListsofAvailableResourcesforGrief

CounselingClergy,MentalHealth,Other)PrintedInVariousLanguages)

– PrinterSupplies– AreaPhoneDirectories– InfantSupplies(Diapers,Wipes,Etc.)

InterviewRooms(AntemortemInterview/DataCollection)

EACHINTERVIEWSTATIONREQUIRES:• Two6FtTables(L–Shaped)• Six–SevenChairs• PCW/InternetandVICSpace

Linkages– PCwithdualscreensso

thatthefamilycanobserveoneasinfoisbeingentered

– Pads– Pens– PrinterInk– Pens/Highlighters– Staplers/Staples– Clips– Post–It–Pads– Scissors– ThreeHolePaperPunch– Tape(Duct,Masking,Shipping,Scotch)

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Function ListofSpaceEquipmentNeeds ListofSupplies • WasteBasket

• StorageCabinets(General)• StorageCabinets(forPersonal

InterviewFiles)• StorageCabinets(Decedent

MedicalFiles,DentalRecords,X–Rays,andMedical)

• SupplyCloset• FilingCabinets• Printer/Copier• Labelprinter• SignIn/OutBoards• Fax• Clock• Phone(Multi–Lines)• PortableRadios

– Evidencetapeforsealingenvelopesandbags

– FileFolders– Index/FilingTabs– Envelopes(Varioussizes)– Copier/FaxPaper– Toner/Ink– ComfortItems(Water,Tissues)– DNACollectionKits(obtainasneeded

fromDNAsection)– Gloves:bothnitrileandlatextoaccount

forpossibleallergies– DNAinformationalbrochure– MissingPersonsDNAPersonalEffectsKit– LogsforallFilesFORMS(PRINTEDINVARIOUSLANGUAGES)– Pre–PrintedInterviewForms– DNAConsentForms– ReferenceMaterialCustodyForms– PropertyReceiptForms– MedicalRecordsReceiptForms– FamilyMemberMedicalRecordRelease

Forms– PersonalItemsSubmissionandConsent

Forms– HIPAAExemptionforMedicalExaminers

andCoronersForms

DisasterVictimIdentificationOperations(IncludingDNA,Dental,MedicalRecords,RecordsManagement,EvidenceandQA/QC)

EACHAREAREQUIRES:• One6Ft.Tableforthefollowing

workareas:– DNASampling– DentalRecords– MedicalRecords– RecordsManagement– Evidence– QA/QC

• Chairs• ComputersforEachStation

W/InternetCapabilities.• SoftwareAppropriateforAnte–

MortemDataCollection• Phones• PortableRadios• WasteBaskets• SignIn/OutBoards• StorageCabinets(General)• StorageCabinetsforEach

OperationalFunction• SupplyCloset

– Pads– Pens,– PrinterInk– Pens/Highlighters– Staplers/Staples– Clips– Post–It–Pads– Scissors– ThreeHolePaperPunch– Tape(Duct,Masking,Shipping,Scotch)– FileFolders– Index/FilingTabs– Envelopes(VariousSizes)– Copier/FaxPaper– Toner– LogsforManagingandAcquiringDental

andMedicalRecords– LogsforTrackingBiologicalSamples– LogsforDNAShipping/TransitForms– PersonalInformationQuestionnaire

Forms– Evidence;ChainofCustodyForms

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Function ListofSpaceEquipmentNeeds ListofSupplies

• FilingCabinetsforEachOperationalFunction

• Printer/Copier• Fax/Scanner• Clock

– PersonalFileChecklistsForms(TrackingChangesand“ToDo”Information)

– CaseFileInventoryForms– OfficialNotificationtoNextofKin(NOK)

Forms– RemainsReleaseForms– DNACollectionKits– Gloves:bothnitrileandlatextoaccount

forpossibleallergies

VICStaffBreak/QuietArea

• ComfortableChairs• Couches• SubduedLighting• Refreshments• TV/DVD• AreaswithComfortableCots

(optional)• RefreshmentBar• Phone(s)• Signs“QuietZone,etc.”

– Readingmaterial– Listsofcounselingresources– Phonedirectories– Refreshmentsupplies

15.3Signage

OutsideSignage

VICspecificpacketofsigns(includingreplacements)includesinformationalanddirectionalsigns.Thelocationsofwhereeachsigngoespostedonthebackofthesign.

OnBuilding:DirectiontoVICentrance/allmustcheckinwithsecurityanddisplaycredentialsondemand.

AtEntrancetoParking:Lotrules forparking(nose in;hoursofoperation; responsibility forpersonalproperty);directions toVICentrance;allmustcheck inwithVICsecurityanddisplaycredentialsondemand (ifparking isallowedinlot).

AtEntrancetoParkingLot:Parkingforxxstaffonly;directions;allmustcheckinwithVICsecurityanddisplaycredentialsondemand(ifparkingisNOTallowedinlot).

AtEntrancetoAuxiliaryParkingLot:Directionstoentrance;allmustcheckinwithVICsecurityanddisplaycredentialsondemand.

AtOutside,DesignatedSmokingArea:smokinginthisareaonly.

ParkingLotIfparkingisallowedinthelot,setupbarricadeswithsignsthatdesignate:

InsideSignage

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InsideSignage

Postasitelayoutmapsopeopleknowwherethingsarelocated.PostDoNotEnterandAuthorizedStaffONLYsignintheappropriateareas.

Postsignsindicatingwhererestrooms–staffrespiteandsecurityarelocated.

Ifabulletinboard,whiteboardorelectronicreaderboardislocatedinthepublicarea,removeotherflyersandinformationandpostaVICInformationandUpdatesign.Toincludehoursofoperations;displaycredentialsatalltimes;trespasserswillbeescortedoutandprosecuted.

LocationSigns:••••

15.4ResourceRequestProcess

EquipmentandSupplyRequisitions

1. TeamLeadersareresponsibleforrequisitioningmaterialsneededfortheirrespectivesections.

2. TeamLeaderscompleteanEquipmentorSupplyRequisitionForm(needsource).

3. TherequisitionispassedupthroughtheChainofCommandtotheGroupLeaderlevelwhereitisdelivered

totheSupplyUnitoftheLogisticsGroup.(This istokeepallparties informedoftherequestsoduplicate

requestscanbeavoided.)

4. TheSupplyUnitwilleither

a. Filltherequestwithmaterialsfromthecache,or

b. Placetheorderstoobtaintherequestedmaterials.

5. DeliveryofthematerialswillbemadetotheTeamLeaderassoonaspossible.

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RESOURCEREQUESTPROCESS

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15.5FederalAssistance/Resources

FederalAgency Support/Assistance

U.SDepartmentofHealthandHumanServices,NDMS,DisasterMortuaryOperationalResponseTeam(DMORT)

• Regionalteamsof30specializedpersonnelforestablishingon-scenemanagementoperationsanddatacollectioncenters

• Mobilemorgueoperations,embalming,andcasketingdecedents• Autopsies• Supporttoforensics/DNAacquisition/personaleffects/trackingof

remains• CollectAnte-mortemdata• Familyassistanceandsupport• Scenedocumentationandrecordssupport• ProvidePost-MortemFormPackets

HealthandHumanServices,CenterforDiseaseControlandPrevention(CDC)

• Consultationondiseaseepidemiology//biologicallycontaminatedremains

• Bio-safetyandinfectioncontrolinformation• Guidanceonhealthconcerns,specifictodiseaseoutbreaksandsafe

handlingofbiologicallycontaminateddecedents• Laboratoryassistance• MedicalExaminerandCoronerInformationSharingProgram

(MECISP)fordeathinvestigators

U.S.DepartmentofHomelandSecurityFEMA

• CoordinatesthedeploymentoffederalresourcesfornuclearIncidents,UrbanSearchandRescueTeams

• Technicalexpertiseonnuclearandradiologicalincidents• MajordisasterassistanceasperstateGovernorrequest

U.S.DepartmentofHomelandSecurityFEMAUrbanSearchandRescueResponseSystem(US&R);TaskForces

• 24hoursearchandrecoveryoperations,bothlivinganddeceased• Provideexpertiseonenvironmentalhazardsofdisastersites

U.S.DepartmentofHomelandSecurityNationalDisasterMedicalSystem,DisasterMedicalAssistanceTeams(DMAT)(40teamscapableofdeployingtodisastersiteswith72hrs.ofsustainingsupplies)

• Victimtriageassistance• Basichealthcareandhealthresourcewhenneeded• Supportforpatientreceptionanddispositionofpatientstohospitals• C/MEsecuritycontrolassistancefordisastersite(s)• DecontaminationequipmentforC/ME

U.S.DepartmentofJustice,FederalBureauofInvestigation(FBI)

• FBIDisasterSquadandEvidenceResponseTeamstoassistinIdentifyingvictims,includingante-mortemfingerprinting

U.SDepartmentofJustice,NationalCenterforForensicScience

• Expertiseonadvancedforensicmethods

U.SDepartmentofJustice • SpeciallytrainedVictimSpecialistsforcoordinating/assistingvictims

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OfficeofJusticePrograms,OfficeforVictimAssistance(OVA)

ofterrorismandothermasscasualtyfederalcrimes

EmergencyManagementAssistanceCompact(EMAC),NationalEmergencyManagementAssociation(NEMA)

• Interstatemutualaidforothermemberstates

AirNationalGuardFatalitySearchandRecoveryTeam(ANGFSRT)

• Self-sustainingteamsforuseinrecoveringdecedentsfromcontaminatedfieldenvironments

• SupportforDODincidentsandmasscasualtyoperations• Transportofdecedentswithappropriatetrackingmethodsfromfield

settingtocollectionpoints

DepartmentofDefense(DOD);JointTaskForce-CivilSupport(JTF-CS)

• SupportsLeadFederalagencies(LFA’s)inmanaginghumanremains• Militaryassistancetocivilauthorities,withfocusonchemical,

biological,radiological,explosive(CBRNE)incidents

DODQuartermasterCompanies-54th,246th,311th

• Supporttomassfatalityoperations

DOD,ArmedForcesInstituteofPathology(AFIP)

• Staffresourcesfrom22specialtydepartmentscoveringpathologyandodontology

DOD,ArmedForcesDNAIdentificationLaboratory(AFDIL)

• Expertiseintheidentificationofremains

DOD,OfficeoftheArmedForcesMedical Examiner(OAFME)

• Mobileteams,capableofprocessing1,000remainson-site• DoverAFBforprocessinglargenumbersofremains,withadditional

surgecapacity• MayrequireanMOU

DOD,U.S.ArmyMedicalResearchInstituteofInfectiousDiseases(USAMRIID)

• Laboratoryresourcesforprovidingautopsyexpertiseincasesinvolvingbiologicalthreats

• Consultationservicestoagenciesforbiologicalwarfareincidents

DOD,U.S.ArmyMedicalResearchInstituteofChemicalDefense(USAMRICD)

• Informationregardingchemicalagentsandmedicalmanagementofchemicalcasualties

DOD,U.S.MarineCorps’ChemicalBiologicalIncidentResponseForce(CBIRF)

• Self-sustainingunitprovidingchemical/biologicalagentdetection• SupporttolocalCoroner/MEtasks• ResourcesforIncidentsitemanagementandsecurityactivities

U.S.DepartmentofState(DOS)

• Assistanceingatheringrelevantante-mortemdatatoidentifyforeigninternationaldecedents

• Coordinatethereturnofforeignnationaldecedentstotheirhomecountry

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U.S.EnvironmentalProtectionAgency(EPA)

• Technicalassistanceonenvironmentalissuesandinformationonhealthandmedicalresponseoperations

• Technicalassistanceforincidentsinvolvingchemicalagents.• FederalRadiologicalMonitoringandAssessmentCenter(FRMAC),

advisoryteamresources• Airmonitoringanalysis

U.SDepartmentofTransportation

• Refrigeratedstorageandtransportassetsfordecedentmovement• Temporaryremainsstoragefacilities(BCP’s)• Coordinatemovementofmassfatalitytechnicalequipmentand

supplies

U.S.DepartmentofTransportationNationalTransportationSafetyBoard(NTSB)

• Familyassistancesupportforaccidentvictimsandsurvivorsduringlarge-scaledisasters

• AssistanceforestablishingFamilyAssistanceCenters(FAC’s)• Disastercrisiscounseling• Short-termdisastermentalhealthservicesforfamilymembers,

friends,andsurvivors• Victimidentification• Personaleffectsmanagement• Communicationresourcesandtranslationservices

U.S.DepartmentofTransportationTransportationDisasterAssistanceDivision(TDA)

• Conductbriefingsandprovideupdatestofamilymembersduringinvestigationprocess

DepartmentofVeteranAffairs

• Limitednumbersofdentalandradiologicaltechniciansandmedicalsuppliesandresourcesfromexistingmedicalcenters

• Mortuary/cemeteryassistance

U.SDepartmentofLabor • Workerexposureassessments• Responderandworkerriskmanagement

U.S.DepartmentofAgriculture

• Set-upandmanagementofbasecampstosupportMFMworkers• TrainedPlanningTaskForceleaderstoassistindevelopingMFM

missions

Interpol

• Identificationofforeignnationaldecedentsandcoordinationwithfamilymembers

• Maintainsinternationaldatabases,includingfingerprints• DisasterVictimIdentification(DVI)supportwhenrequested• DownloadableDVIGuidethatdefinesidentificationstandards,

providingforms,andinformation-gatheringstandardsandtechniques

• Multi-lingualmessageservice• IncidentResponseTeamsgoton-siteinvestigativesupport

AmericanRedCross • Coordinationoffederalresourcesinsupportofmasscareactivities• Counselingtovictims,families,andemergencyresponders

AgencyforInternationalDevelopment

• Assistanceinprocessingforeignnationals

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OfficeofForeignDisasterAssistance

InternationalCriticalIncidentStressFoundation,Inc.(ICISF)

• Firstrespondercriticalincidentstressmanagement• Mentalhealthprofessionalassistance

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