Mission Staff Assistant

1. Mission Staff Assistant Developed as part of the National Emergency Services Curriculum Project

2. Introduction • The Mission Staff Assistant (MSA) is an entry-level job at mission base. • Completed General Emergency Services • 101T card for MSA • The MSA’s primary responsibility is administration, particularly processing mission personnel.

3. Introduction (Con’t.) • The MSA may also perform basic functions of other specialty areas: • Information Officer • Safety Officer • Planning • Logistics

4. Public Relations • Interact with the media or other interested bystanders. • Assist the Information Officer with the media or other interested bystanders. • If no Information Officer is present, meet the media/bystanders and assist them as much as possible without interfering with the mission until the IO or IC can be notified.

5. Public Relations Continued • Nothing is released without permission from the IC or IO. • Direct reporters, family and bystanders to the IO (IC if no IO). • Never guess or speculate. Always follow-up. • “I don’t know” or “You need to ask the IO” – Not “I am not allowed to tell you.”

6. Coordinating Visits by interested parties • Assist the IC or IO in Coordinating Visits of the News Media • You may have to deal with the media or bystanders in the absence of an information officer. Do the best you can by following the guidelines in CAPR 60-3, and working with the incident commander and other key staff. • Don’t be afraid to refer visitors up the chain

7. Memoranda of Understanding • CAP has many ES partner agencies. • American Red Cross • FEMA • National Weather Service • Other state, local, and service organizations • What is the Purpose of MOUs? • Outlines how we will work with other agencies • Outlines the insurance coverage and reimbursement arrangements for operations

8. Calling in the troops • Assist the incident commander in activating the mission team if asked. • Alert rosters: • Who/what is needed? • Who is qualified to do what? • Available resources. • Keep a Phone log • Prepare for planning and briefing

9. Mission Check-in • Process mission personnel and equipment during a mission. • Primary duties: • Sign-in and Sign-out. • Check credentials. • Set up (brief/debrief, meetings, status boards). • Collect and manage data.

10. Mission Check-in Continued • Credentials • Everyone must have valid and current: • CAP membership card • 101 card or database record • May need valid and current: • ROA card • State & CAP Driver Licenses

11. Mission Check-in Continued • Mission Pilots must have valid and current: • FAA pilot certificate • FAA medical certificate • CAP Form 5 (1 year) • CAP Form 91 (2 years) • ROA card

14. General Assistance • May be asked to assist in: • Conducting basic safety/hazard inspections • Setting up areas for briefings and meetings • Setting up and maintaining status boards • Locating personnel for next ops period • Building briefing packages (including basic weather) • Developing portions of the Incident Action Plan • Compiling mission data and documents • Maintaining logs and information

15. Safety Inspections • Risk management is used to eliminate or mitigate hazards. • Report any hazards or unsafe practices to the safety officer. • Wherever you are, look for hazards - use common sense • If imminent danger, take immediate action. • If not, report it to proper authority.

16. Mishap Investigations • Mishap -- an unplanned or unsought event, or series of events, that results in death, injury, or damage to or loss of equipment or property. • classified as either bodily injury, property damage, or other. • Safety Officer is responsible for reporting.

17. Mishap Investigations Continued • If no MSO at the mission base: • Classify and notify per CAPR 62-2, Mishap Reporting and Investigation. • IC or unit commander immediately notifies the wing commander and wing safety officer. • If serious injury or death is involved, National HQ personnel are notified. • CAPF 78, Mishap Report Form, within 48 hours of the mishap.

18. Situation Maps • Assist in maintaining situation maps and status boards. • Ensure information is entered correctly and in a timely manner based on your supervisors direction. • Know the ICS Map Symbols • It would be helpful to know how to plot latitude and longitude (may be a future requirement)

19. Situation Maps Continued

20. Maintain Clue Logs • Wing or local forms and checklists • CAPF 104 (reverse), Mission Flight Plan/Briefing Form • CAPF 106, Ground Interrogation Form • CAPF 109, Ground Team Clearance

21. CAPF 109 Ground Team Clearance

22. CAPF 104 Reverse Side

23. Many areas will keep a unit log to record personnel and events of the mission.

24. Resource Availability and Tracking • Determine the status and availability of resources for a mission. • Identify and locate resources: • Wing, group or unit roster/list. • Verify resources: • Make sure equipment is operable.

25. Resource Availability and Tracking Continued • Track deployed resources: • Use an equipment sign-out log to control non-expendable assets. • Non-expendable assets must be inspected and returned to their proper locations at end of mission. • Document significant expendables used. • Make sure any equipment borrowed from another agency is returned (in the same or better condition as it was when you borrowed it).

26. 24 hour clock • To avoid confusion from A.M. or P.M.- the military clock is used to record time. • Midnight to noon is listed as 0000 to 1200 hours • Noon to midnight- add 12 to standard clock • 1300, 1400, 1500…2300 • 9:42 A.M. would be 0942 hours • 5:00 P.M. would be 1700 hours

27. ZULU Time • To avoid confusion in working with different time zones- Zulu or Coordinated Universal Time is often used. • measured from the Greenwich Meridian Line at the Royal Observatory in Greenwich, England • Calculations from local to Zulu time will depend on where in the country you are • Check with the Communications Unit Leader at the mission if you need help in calculating

28. Vehicle Inspections • Perform a vehicle safety inspection. • Normally the duty of the SO. • Daily Vehicle Inspection Report • If necessary, update and maintain a vehicle operations (usage) log for the finance/admin section.

29. Mission Duties • Don’t be afraid to ask questions or for help from your supervisor • Be careful, there can be many hazards around a mission base (wires, antennas, vehicles) • Watch your health. Don’t get so involved in duties you forget hydration, eating, rest, etc. • Remember to take into account of your duty time that it may involve a long drive home. Get plenty of rest. • Don’t try to do something you haven’t been trained to do. • Be professional and helpful in attitude

30. Additional Studies • CAPR 173-3: Reimbursement policies and procedures • CAPR 60-1: CAP Flight Management • CAPR 60-3: CAP ES Training & Operational Missions • CAPR 60-4 V1: CAP Emergency Services Mission Forms • CAPR 60-4 V2: CAP Emergency Services Training Forms • CAPR 60-5: Critical Incident Stress Management • CAPR 62-1: CAP Safety Responsibilities & Procedures • CAPR 62-2: Mishap Reporting and Investigation • CAPR 100-1V1: CAP Communications • CAPR 900-3: Firearms- Assistance to Law Enforcement Agencies • CAPP 2: CAP ELT/EPIRB Search

31. QUESTIONS? THINK SAFETY