July

2016

Field Security Standard

Operating Procedures –
Writer Guide

[email protected]

INTERNATIONAL MEDICAL CORPS | Global Security Department

 INTERNATIONAL MEDICAL CORPS – INTERNAL USE ONLY

Table of Contents

Introduction .................................................................................................................................................. 3
Objectives of the Field Security Standard Operating Procedures .............................................................. 3
1. Program Presentation ................................................................................................................ 4
1.1. Security Level.............................................................................................................................. 4
1.2. Specific context .......................................................................................................................... 4
2. Travel - Arrival ............................................................................................................................ 4
2.1. Main contacts ............................................................................................................................. 4
2.2. Travels......................................................................................................................................... 4
2.3. Point of Entry (POE).................................................................................................................... 5
2.4. Arrival on-site ............................................................................................................................. 5
2.4.1. Procedure at the POE ....................................................................................................... 5
2.4.2. Forbidden Items ............................................................................................................... 5
2.4.3. Pictures ............................................................................................................................. 5
2.5. Transport from POE to Residence.............................................................................................. 5
2.6. Passport - Visa and Work Permit ............................................................................................... 6
2.7. Registration ................................................................................................................................ 6
3. Daily Life ........................................................................................................................................... 6
3.1. Site Management ....................................................................................................................... 6
3.1.1. Guarding Services ....................................................................................................................... 6
3.1.2. Physical Security ......................................................................................................................... 6
3.1.3. Curfew......................................................................................................................................... 7
3.1.4. Access Control ............................................................................................................................ 7
3.1.5. Visitors and guests ..................................................................................................................... 7
3.2. Waiver of liability ....................................................................................................................... 8
3.3. Personal Behavior ...................................................................................................................... 8
3.3.1. Cultural awareness ..................................................................................................................... 8
3.3.2. Crime Prevention........................................................................................................................ 9
3.3.3. Procedures .................................................................................................................................. 9
3.4. Movement and Transport .......................................................................................................... 9
3.4.1. Movement Plans and Movement rules ..................................................................................... 9
3.4.1.1. Traffic accidents ....................................................................................................................... 10
3.4.1.2. Checkpoints .............................................................................................................................. 11

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3.4.1.3. Arrest and detention ................................................................................................................ 11

3.4.1.4. Abduction and Kidnapping, Release and Confinement .......................................................... 12
3.4.1.5. Attacks while in a vehicle ......................................................................................................... 14
3.4.2. Movement tracking and trackers ............................................................................................ 14
3.4.3. Missing vehicles........................................................................................................................ 14
3.4.4. Driving....................................................................................................................................... 14
3.4.5. Online travel forms .................................................................................................................. 15
3.4.6. Trip plan .................................................................................................................................... 15
3.4.7. Other organization compounds, hotels, personal housing .................................................... 15
4. Communication .............................................................................................................................. 15
4.1. System used .............................................................................................................................. 16
4.2. Emergency Contact information / card - “constant companion” ........................................... 16
4.3. Emergency communication system ......................................................................................... 16
4.4. Information Security ................................................................................................................ 16
5. Safety .............................................................................................................................................. 16
6. Emergencies.................................................................................................................................... 17
6.1. Safe rooms - Hibernation ......................................................................................................... 17
6.2. Gathering points ....................................................................................................................... 17
6.3. Relocation and Evacuation....................................................................................................... 17
6.4. Emergency Heath Facilities ...................................................................................................... 17
6.5. Medical Evacuation .................................................................................................................. 17
7. Incident reporting and Response................................................................................................... 18
7.1. Procedures – reports ................................................................................................................ 18
7.2. Near miss incident .................................................................................................................... 18
7.3. Incident Management System ................................................................................................. 18

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Introduction
The goal of this document is to provide guidance on how to write a Security Standard Operating
Procedure for a country or a specific site where International Medical Corps staff operate, in order to
participate actively in the Security Management of the mission, regardless of the risk level.
Personal safety and security is each individual’s responsibility; however, security staff and Country
Directors are responsible for all decisions made in order to protect staffs and assets, and they need to
provide clear security guidance for all staff, visitors, consultants or anyone travelling under the auspices
of the International Medical Corps.
In that sense Security Standard Operating Procedures, or “SOP’s”, are designed to contribute to develop
and strengthen the Security Management System put in place by International Medical Corps.
The Standard Operating Procedures (SOP) is one of, if not the most important security document, as it
is the one security document shared with all staff. It should be a comprehensive document that the
Country Director provides to all staff deployed in the field.

This guide is designed for Country Directors and their security teams - it goes along with the
July 2016 SOP template. This guide is by no means a procedural authority, and was designed
to help Country Directors and Security Managers from International Medical Corps, by
offering them some basis by which to draft an SOP.

Objectives of the Field Security Standard Operating Procedures

The Field Security Standard Operating Procedures is a document that describes the regularly, recurring
operations relevant to the quality of the daily operations, from a security perspective. The objective of
the Security SOP is to carry out the operations correctly and always in the same manner.

The SOP is a required document. If deviations from this instruction are allowed, the conditions for these
allowances should be documented including who can give permission for this and what exactly the
complete procedure will be (see the section 3.2 about waivers) Therefore:

 For every country there should be one primary SOP that is reflective of the main Point of Entry
for that country.
 The main SOP (Point of entry) should be the most comprehensive.
 All other SOP’s for that country should reflect all other locations that International Medical
Corps operates in.

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Standard Operating Procedures – Details

1. Program Presentation
Staff travelling to an IMC field site need first to know what International Medical Corps is doing in the
area where the SOP applies. Some general information can be reported but it is not recommended to
“copy paste” data already available from various open sources (example: Wikipedia) but rather write a
specific presentation of the area and the program activities, the number of staff, presence of
expatriates, etc.

1.1. Security Level

Based on the Program presentation and once the Security Risk Assessment has been written, the person
in charge of security should provide here the security level of the area, and explain it. At the end of the
SOP template a reference is made to the “Security Level Chart” established by International Medical
Corps and updated in May 2016.

1.2. Specific context

If necessary, provide here some particular context of the last 6 months - that would provide more
specific details about the common threats the organization faces (and/or, mention past incidents).
Remember that the SRA is confidential while the SOP is distributed to all staff.

IMPORTANT: in some cases, the threats described should mention the specific mitigation measures
taken and some additional guidance. The goal here is to provide clear indications about the potential
threats, the mission background, etc.

An update to the SOP is required by the Security Department on 1st Jan and 1st July, every year.
Additionally, the SOP must be updated every time it is deemed necessary or when a specific
event or events affect the mission (not only an incident but changes in the political situation, or
significant new program activities, grants, or new staff, etc.)

2. Travel - Arrival
2.1. Main contacts
Here are the main contacts, Security Focal Points or Security Officer, or Security assistant. It is not
always a Security staff; it can be a Program Coordinator or Manager in the field. Every area of
responsibility should have a person who directly interacts with the Security Department (with the
country main office, sometimes directly with the Headquarters in Washington DC). There should be at
least one person responsible, but it can be two (Security and Program)

2.2. Travels
This section should include and describe ALL possible travel to the country or site, from the country (or
site) and sometimes within the country or area of responsibility (for this specific point refer to section
3.4 - transport and movements)

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2.3. Point of Entry (POE)

This should contain all details that can help to arrive on site safely. It should include the name of the
airport, international code and its exact location. Note that sometimes there is a second POE for a
country or a site where International Medical Corps operates; this should be mentioned here too.

In the past, wrong airport details have led to incorrect itineraries for deployment, missed airport pick-
ups, and more. Therefore, this needs a particular focus from security staff as it can lead not only to a
waste of time and resources, but can also put staff at risk – they need to know all details about the POE.

For a specific site in a country, the type of roads, travel times/ locations, & itineraries should all be
mentioned – Some sites may be accessible only by air, etc. See the next section “arrival on-site” (a map
will help)

2.4. Arrival on-site

2.4.1. Procedure at the POE
Airport description, customs, security checks, passport checks, national security, baggage claim, taxis,
and International Medical Corps specific procedures to pick staff up at the airport should all be detailed
here, because all details available can help the traveler.

The same information should be listed for travel to sites within a country: details of travel by air, road,
inland waterway transport or any other type of transport, with the procedures and rules to follow for
the traveler.

2.4.2. Forbidden Items

A list of what is allowed, what is not permitted should be established. For instance, areas where alcohol
is not tolerated, or devices such as GPS or sat phones, or even sometimes cameras, etc.

2.4.3. Pictures
Sometimes a section to warn incoming staff needs to be specifically included in the SOP, such as this
section; “Pictures” for the use of cameras. Example:

 It is strictly forbidden to take pictures of military areas, airports, or bridges.

 Avoid taking pictures until you get used to the country and customs.
 Always ask for permission before taking a photo, this includes field visits or within communities.
 Some pictures may be damaging to the image of the country or certain parties and disciplinary action
will be taken against those that take such pictures.
 Be alert of those taking pictures of our staff, assets and premises and report it to the SM accordingly.
 No pictures of IMC locations or staff are to be taken unless explicitly authorized by the person in
charge of security

2.5. Transport from POE to Residence

Specific procedures of transport from POE to residence should be mentioned here.

In high risk areas the critical part of the journey will be the transport from the main airport to the
residence. For several reasons (first time in country, single POE – meaning the airport can be a specific

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and permanent target with specific security measures and protocol to follow, etc.). In other cases, it is
helpful to be informed about this movement; how long it will take, contacts, any especially helpful
information, etc.

2.6. Passport - Visa and Work Permit

Explain here the procedure(s) to obtain or extend a visa and documents required and the time it takes to
get this done, because this can affect deployments and movements inside the country. In some cases,
the traveler must provide his or her passport to the admin and/or the local police services for specific
“validation”, extension of stay, checking, etc.

Explain here if the passport should or shouldn’t be carried at all times, or if carrying a copy is simply
enough. (Sometimes it is a recommendation to not carry passports but a copy of it, along with the
International Medical Corps professional ID).

2.7. Registration
Indicate here that all expatriates are required to register with their respective Embassies. In addition,
there may be some regulations that must be completed such as the Foreign Registration Card and
Foreign Work Permit. International Medical Corps Operations and HR Departments should assist where
needed.

3. Daily Life
3.1. Site Management
3.1.1. Guarding Services
The protection of a site can be done through a contracted security company, but International Medical
Corps also hires its own guards. When guards are hired, mention here if they are International Medical
Corps employees or if they are guards from a Private Security Company contracted – some specifics
rules could apply. Explain here how and why the area is guarded.

3.1.2. Physical Security

Described here are the physical security measures in place: most sites should have some physical
security measures put into place to protect International Medical Corps staff and assets.

These measures should be contextually relevant: one wouldn’t put blast walls and barb wire with armed
guards patrolling the perimeter, in a peaceful city with zero crime/threats. This could attract the
attention of criminals, or even terrorists and must be evaluated and decided accordingly.

The description of the physical security measures can include anything from simple locks on the doors,
lights, surveillance systems, walls, razor wire, reinforced doors and window coverings. The person in
charge of security should mention here what the systems are, that are put in place, and the future plans
(so that staff are not surprised by the security activities that are conducted on site). Other security and
safety measures can be mentioned from advanced features (alarm systems) to simple habits that staff
should keep in mind at all time. Example: “it is highly recommended that curtains stay closed at all times
– curtains and blinds can block surveillance and they offer additional protection to the blast film on the
windows”.

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3.1.3. Curfew
The SOP must mention when there is curfew in place. Curfews are set for the safety of International
Medical Corps staff.

Note: International Medical Corps sets its own curfews which are not necessarily based on the UN,
government or other NGO curfews, because International Medical Corps may have a different scope of
operations, approach to security management, different size and type of programs than that of the UN
or other NGO’s.

3.1.4. Access Control

As with travel tracking, all International Medical Corps sites should have access control mechanisms in
place included in the SOP document and described clearly for all staff. This is a basic but necessary
aspect of managing security of a facility. This provides International Medical Corps with control over
who has access to the facilities, and how the system operates (describe here security vestibule,
procedure etc.).

It can also be mentioned here that all non-International Medical Corps staff (and in some cases even
International Medical Corps staff) should be required to sign a log-in sheet prior to entering an
International Medical Corps site: Name, date, time, reason for visit, etc. Mention here that they will also
need to leave their ID’s with the individual controlling the access point(s). At sites with a higher security
level, these actions may be stricter, to include searches and escorts.

Adding to this, and as said in the passport section, all International Medical Corps staff should wear
International Medical Corps ID cards when they are issued. They should be displayed openly so it is
obvious for everyone that they are International Medical Corps staff, on site. Visitors (non-IMC staff)
inside of an IMC facility should be issued with temporary visitor ID’s. These ID’s should be different and
distinguishable from IMC staff ID’s.

Another important, and often neglected, aspect of access control is key control: the International
Medical Corps staff responsible (usually CD, Finance, Logs, HR and/or Security) should have
documentation of who has keys to what. This key registry is simple yet effective. Anyone who receives
or gives away a key, is required to log the transaction in the key registry – this should be clearly
mentioned in all SOP’s.

3.1.5. Visitors and guests

Visitors for professional reasons during the course of business hours are different than personal visitors.
In most International Medical Corps locations, International Medical Corps has shared or communal
housing.

We first need to practice courtesy to our housemates when inviting a personal visitor to an International
Medical Corps compound:

 Permission should be sought by everyone else living in the International Medical Corps house
before inviting a guest(s) over, as it is their house as well.
 It should be mentioned that staff are responsible for the behavior of their guests, and must

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ensure that they are polite and respectful of the International Medical Corps rules, house and
the other occupants.

The procedures for visitors must be described here. Before approval, visitors will need to provide
International Medical Corps security with a scanned copy of their passport, some basic information
(where they work, etc.) and their contact information.

They will need to sign in upon entering International Medical Corps premises just like any other visitor,
and they should be given a full security briefing, presented with copies of the International Medical
Corps security documents, sign the “Acknowledgement of Security Briefing” form, and be briefed on
emergency procedures of the compound, if applicable (higher risk countries).

3.2. Waiver of liability

Staff should be aware of what waivers of liability are required and available to them and their partners
or friends, guests, visitors, consultants, auditors etc.

The CD will need to make the final approval in advance, before they come to International Medical
Corps facility. These recommended steps are not intended to be restrictive, but are in place to safe
guard International Medical Corps staff, assets and perception.

Note: We have had incidents in the past where visitors had been involved in unsavory/illegal
behavior, thus giving International Medical Corps a negative image and perception to the
community. We have also had instances where a visitor to an International Medical Corps Guest
House was involved in a vehicle accident prior to arriving at the guesthouse. An angry crowd
followed them and tried forcing their way inside thus creating a security situation.

3.3. Personal Behavior

3.3.1. Cultural awareness
Failure to follow cultural norms has been the cause for many serious security incidents in the past. As
such, all staff should be familiar with cultural practices and customs of their operating area. This should
be included in the security briefing, but also needs to be listed in the SOP in detail.

Staff should be made well aware of the culture in the context where they will be working. All staff
should be informed of this, regardless of their previous work experience. This includes behaviors,
customs, religion, cultural norms, do’s and don’ts, and staff should be held accountable to behave within
these norms. Consequently, this section should include cultural information, religious information,
customs/traditions, or gender issues specific to this site as well as how staff should behave, dress, act,
etc.

In addition, the person in charge of security should aim at setting up a system for the exchange of
relevant information concerning the environment and habits, and should leave a clear message such as
“if insufficient cultural information is provided in this SOP or the arrival security briefing, please ask your

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in-country (or site) security focal point for more information”

3.3.2. Crime Prevention

The SOP should include specific advice for dealing with specific threats: thefts, robberies, sexual assault,
violence, etc. (all crimes other than common recommendations listed in the SRA). It can apply not only
to the guesthouse but also to hotels and places where staff operate or visit. No-go areas must be listed
here and the list should be revised whenever it is necessary.

3.3.3. Procedures
This section should include general procedural security, and any additional procedures, in order to cover
all the security needs:

 In some areas the location of compounds should not be advertised. Only those that need to know
should be informed. It can be mentioned here.
 Visitors to the compound must be strictly managed. No visitors are permitted unless authorized.
This is for the safety and consideration of all staff. Visitors must be escorted at all times.
 Cash should be kept to a minimum on the office premises and payments and receipts of cash should
be managed discreetly and out of public view within the office. The use of a bank account negates
the need to have large amounts of cash on site.
 Guest House and office premises are to be kept locked at night, including windows and doors.
 Guards or live-in warehouse managers are required at each warehouse.
 There is a no smoking policy inside any IMC facilities

3.4. Movement and Transport

Vehicle operations are the number one cause for International Medical Corps injury, death and financial
loss, annually. The majority of this is deemed avoidable and the SOP should aim to set up rules in order
to minimize the risks. Therefore, the “Movement and Transport” section should list all policies or
protocol related to movements. It should cover all types of transport as well: boats, motor vehicles,
aircraft, animals, etc.

This should detail what the rules are: when staff can travel, obtaining authorization to travel, movement
plans, communications while travelling, route plans, vehicles, security along the route and at
destination, and all details relevant for the site and area where the SOP apply.

Among other considerations to take into account: no expatriate staff should ever be without quick
access to a vehicle at any time, especially in remote or dangerous locations. All vehicles should be
properly maintained through routine preventative maintenance schedules. All vehicles should be
properly equipped, to include but not limited to: spare tire(s), tools, water, 1st aid kit, fire extinguisher,
legal paperwork, and relevant International Medical Corps branding. Depending on location, there may
be more (or different) items necessary for proper vehicle preparedness.

3.4.1. Movement Plans and Movement rules

This section should include information on movement and transportation, specific to the site; anything
related to vehicles, drivers and /or staff movements: is there a movement tracking board (“white

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board)? What is the number and type of vehicles that are used on site? Travel approval processes?
Movement tracking processes? How-when-by whom vehicles are maintained? Number of drivers and
their operating hours (shifts)? Missing vehicle protocol (see also: 3.4.3 - Missing Vehicles)? Curfew and
movement after dark (procedures)? And even movement on foot procedure or restrictions?

The below example is standard verbiage, and as a minimum it should be included in a SOP:

“Movement is to be undertaken using official IMC vehicles only, unless otherwise permitted by the
person in charge of security or Country Director. Seatbelts are to be worn at all times, no exceptions.
Doors are to be locked and windows rolled up before the vehicle begins movement. International
Medical Corps [Site Name] employs the use of experienced local drivers therefore other staff or
visitors should never be allowed to drive themselves unless there is an emergency where no IMC
drivers are available.

Seat belts are to be worn at all times. Drivers will NOT use mobile phones when driving.

Whenever possible, IMC vehicles should remain at the location on standby for staff. If this is not
possible due to security rules at the location or vehicle availability, then the vehicle should wait at the
closest possible location. When a vehicle is needed, staff should call the radio room (or designated
person in charge of vehicle dispatch) to dispatch a car and not the driver himself. International
Medical Corps Security provides a regular list of approved locations where staff are permitted to visit
freely. Visiting any location not on this list without approval from the CD or Security Manager is a
violation of Security policies, and is treated as a security incident. Please check the list frequently, as it
changes often based on various threats and trends observed in the city at any given time. ”

3.4.1.1. Traffic accidents

Provide here all details relevant to the site concerning traffic accidents. Example:

If staff members are involved in a traffic accident, and in normal circumstances (area is safe to stop)
 Stop immediately and render assistance if safe to do so.
 Inform the nearest International Medical Corps office, Security Focal Point.
 Do not admit liability.
 In the case of an injury, ensure casualties are transported to medical facilities as the first priority.
 Ensure the relevant local police are called and you obtain a police report.
 Drivers (except if injured) that are involved in the accident should not leave the scene until the
police have taken details and have given their permission to leave.
 Take down details of other vehicles involved including names and addresses of driver and
passengers, vehicle type, registration number, color, distinguishing marks, exact location of the
accident and vehicle placement, any damage and names and addresses of potential witnesses
 Complete an incident report (as indicated in section 7)
If it is too dangerous to stop because of fear of reprisals from the local community:
 Do not stop. Continue to the nearest relevant authority or facility and report the incident.
Describe what happened explaining the circumstances and why it was not safe to stop.
 Inform the person in charge of security as soon as possible.
 Write an accident report to be given to the Security Focal Point (SFP) and copied to the person in
charge of security.

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3.4.1.2. Checkpoints

There are numerous check points (CP) set up throughout [Site Name] and can be manned by a
number of different tribal, military or police forces.
 Approach checkpoints with care and adequate speed. Read the situation ahead as you
approach.
 Have your ID ready in an easily accessible place. This should not involve reaching under
the seat or into the rear of the vehicles as this could be mistaken for reaching for a
weapon.
 Drive cautiously and stop at the checkpoint if instructed by signs or personnel, follow
procedures given by the CP personnel.
 If it is dark, turn your headlights to off and turn on the interior light to ensure that you
can be seen.
 Do not make any rapid movements. Keep your hands where they can be seen easily. For
the driver, both hands on the steering wheel.
 Keep your window partially open to hear any verbal instructions.
 Have one elected staff member in the vehicle to do all the talking; this is usually the
driver or the most senior national staff member /Team Leader or escort.
 Greet the staff at the checkpoint politely and remain calm.
 Do not proceed unless you are absolutely certain you have been given permission to
pass. If in doubt, ask.
 If there is a crowd at the checkpoint, it is important to try and ensure that the vehicle
always has an escape route open. If not possible, ask permission from the
soldiers/police manning the checkpoint to move away from the crowd.
 If you are refused entry or not allowed to pass, ask to talk with the superior officer
present at the checkpoint after judging that it is safe to do so.
 If permission is not given after calm negotiations, accept it and turn back without
protest. If at any point the situation becomes confrontational, remain calm and polite
and indicate clearly that you will turn back.
 If the checkpoint personnel want to check inside the vehicle, comply but stay with the
person making the search if possible.
 If items are confiscated at the CP, take the name and phone number of the senior person
(police / army personnel) at the CP if it is safe to do so and report this to the security
department.

3.4.1.3. Arrest and detention

What to do when a staff member is arrested; who to call, actions to take, etc.

These protocols may be different depending on who they were arrested / detained by, where they were
arrested / detained, if they are not a national of this country should their embassy be notified? If so,

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when? See the details, and provide the information here. Anytime an IMC staff member is arrested or
detained, a security incident report should be filed using the Incident Management System (IMS) ©.

3.4.1.4. Abduction and Kidnapping, Release and Confinement

As with the previous sections, below are some examples of what the SOP should provide as
recommended actions staff should take if they are abducted.

General recommendations such as written below are advised; “staff must be certain that they can
explain everything they have on their person. Do not carry any items that may call into question motives
or status within the mission. Keep a low profile.”

The most dangerous periods are the initial abduction and any potential rescue. The SOP can contain
some advice appropriate to the area / site:

Abduction
 Your only job is to survive.
 Do not attempt to escape unless you are certain you will be successful or you believe that your
life is in immediate danger
 If escape is too dangerous do not attempt to fight back.
 Do not play the hero; do not talk back or act “tough.”
 Fear is a normal reaction. Try to relax, pause, take a deep breath and accept the situation.
 Avoid appearing to study your captor’s features, dress and mannerisms.


As said and too often neglected, advice should be provided about a potential escape plan / release

Escape / Release
 Escape should only be considered if you are sure it will succeed, or if it is imperative in order to
save your life, otherwise it may create more danger. If in a group, it may endanger the lives of
others and may frustrate rescue activities. Be very careful not to be violent towards your
captors during an escape unless you know you will be successful; any failed attempt will likely
create a worse situation for you.
 If released, obey all instructions from abductors.
 If rescue is attempted by force, drop to the floor immediately, lie on the floor and put your
hands over your head, do not try to identify yourself unless asked to do so.
 Do not relax until you are safe

And, of course, the main part and mental preparation could be as it follows:

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Confinement
 Anticipate periods of isolation and other methods of intimidation and prepare for a long
wait. Do not believe everything you are told.
 Try to persuade your abductors to contact IMC, or the International Committee of the
Red Cross, find reasons why this would benefit them.
 Try to build a relationship of respect whilst keeping your dignity, do not beg or plead, be
cooperative and obey demands without being servile or aggressive.
 Do not discuss politics, keep to mutual subjects. Encourage the abductors to view you as
a person.
 Try to retain personal belongings such as clothes, identification, watches and books
unless forced to hand them over. Ask for practical things such as toiletries, medicine, or
time to exercise.
 Avoid an exchange of clothes with abductors as it may hinder your identification in a
rescue attempt.
 Be aware of body language and non-verbal communication styles.
 Do not threaten to testify against abductors. If concealing their identity, do not indicate
that you recognize them.
 Eat and drink water even if you have no appetite or it is unpalatable.
 Maintain a routine of rest and activity. Try to exercise daily and to keep track of time.
Maintain personal hygiene and maintain your values.
 Try to remember positive and pleasant memories, meditation or other ways to connect
to your personality. Mentally reconstruct books or movies.
 Think positively, do not despair, do not allow yourself to be convinced that you are
abandoned – International Medical Corps IS working on your release and assisting your
family with their needs.
 Keep a low profile; avoid appearing to study your abductors, although to the extent
possible, make mental notes about mannerisms, behaviors, speech, clothes, ranks, etc.,
in order to understand their profile, attitude and intentions. It may help in establishing
possibilities for communication, potential risks and may help after your release.
 Agree to talk on the radio, phone or video. Say only what you are asked to, do not try to
send signals or messages.
 If you are allowed to communicate, only do so with those attempting to secure your
release. Communicating with friends, family or the media may result in long term
problems surrounding your release that outweigh the immediate personal benefit.
 If asked to sign notes or write a confession, do so if not doing so will endanger your, or
others, wellbeing. You may be asked for specific details of your personal life and/or
family, be aware that this may be part of ongoing negotiations regarding your release
(known as proof of life).

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3.4.1.5. Attacks while in a vehicle

Information on what to do if your vehicle comes under attack; below is some sample verbiage:

If your vehicle is being directly fired upon or has been targeted or damaged by a bomb - drive away as
fast and as safely as possible. Put as much distance between you and the threat and move to the
nearest safe area i.e. relevant authority or friendly facility.

If you are in the vicinity of a gun battle and you are NOT being targeted and feel you won’t be:

 If you cannot drive away safely, stay low in the vehicle.

 If possible open the door and lie flat on the ground.
 Crawl away from the vehicle and seek shelter in a ditch, low depression or behind hard cover.
 Remember, vehicles offer NO cover from fire; small arms rounds and bomb fragments can
easily penetrate the vehicle and cause further fragmentation.

When it is safe to do so, preferably from a safe location away from the incident, but otherwise as soon
as possible: administer first aid if required and contact the person in charge of security, and the
emergency services.

3.4.2. Movement tracking and trackers

Every International Medical Corps country program must have some sort of staff travel/movement
tracking, regardless of the security risk level of a given country. The more “insecure” a country is, the
stricter the movement tracking should be. This can be a white board where staff input their
movements, or it can be a 24/7 radio room where all staff movements are registered. These systems
are policy, but rely largely on staff use/management to be effective.

3.4.3. Missing vehicles

This should detail actions taken when a vehicle is reported missing; examples below:

Example
 Failure to return within 30 minutes of ETA or pre-arranged check in, will result in an attempts to
contact those travelling.
 Failure to return within 1 hour of ETA or pre-arranged check in, without communicating a change in
plan, will result in a backup vehicle sent to look for the missing vehicle and/or emergency procedures
being initiated. The person in charge of security can authorize this action

3.4.4. Driving
As mentioned in the example above in 3.4, the SOP must state that expats are not allowed to drive
International Medical Corps vehicles. There are only two exceptions to this: in an emergency situation or
if given written authorization by the Director of Global Security.

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3.4.5. Online travel forms

Once in-country, staff are required to register their movements any time they leave the country or
otherwise travel across international borders. The travel form/site can be found here and should be
mentioned in the SOP (http://imcsecurity.imcworldwide.org/TravelForm.aspx )

The site was designed to be quick and easy to use and requests only minimal information. The purpose
of the site is to automatically inform security staff of International Medical Corps staff international
movements. It can also be used for travel to remote or hostile sites within a country and should be
mentioned in the SOP.

3.4.6. Trip plan

When planning and executing trips to high risk locations, or locations where International Medical Corps
does not have a pre-existing presence and/or the security situation is otherwise unknown, a trip plan
should be established and this has to be noted in the SOP.

This plan must be completed and submitted to the HQ Security Department no less than 48 hours prior
to deployment of International Medical Corps staff or assets.

3.4.7. Other organization compounds, hotels, personal housing

Staff may want to spend time (or the night) at another NGO or UN compound, in a hotel, or in other
non-International Medical Corps sites.

There are various reasons for this, but the most common are visiting with friends or
spouses/relationships. In order for this to occur the location needs to be cleared by International
Medical Corps security as meeting International Medical Corps MOSS, the security department and/or
country management team should have a list of occupants and their contact information, and an
International Medical Corps vehicle and driver needs to be on standby 24/7 at the non-International
Medical Corps location.

This section should also list security policy governing staff overnighting in locations where International
Medical Corps does not have a permanent location. For instance, if staff can stay at hotels, then which
hotels are approved? What communications equipment should they have with them during their stay?
When are they required to check in?

4. Communication
This section is about general communications policies for a particular country or a site, the emergency
contact list or “constant companion” and the Emergency Communications System, as well as the
Information Security in general.

As there may be many sites within a country, it may be necessary to indicate generalities first, and place
specific site information into each site SOP (some sites can be reached with landlines while others have
only Sat Phones etc.)

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4.1.System used
Upon arrival in country or on site, all staff shall be provided reliable and relevant communications
equipment (local cell phone, sometimes sat phone or handheld radio, etc.), fully charged battery, with
ample calling credit.

This section should detail all information related to the site or country regarding communication. What
type of communication equipment is available: how, when, who uses it (is it VSAT, DSL, landline?)
Where is there cell reception and are there satellite phones available? Are there VHF handled radios?

This has also to be explained in relation to movements: how do staff report to movement, when, where
and how – is there a dedicated “radio room” and is it staffed 24 hours?

4.2.Emergency Contact information / card - “constant companion”

International Medical Corps Security Dept. advises staff to carry a completed “Constant Companion”,
which will allow staff to always know exactly where to turn, who needs to be contacted and for what
purpose.

4.3.Emergency communication system

When communications are shut down because of political events, war events or natural disasters,
maintaining communications is vital and sites must be aware of what is available to communicate. This
section must answer the question: how do staff communicate when the area they operate in becomes
“silent”?

Most of the time ECS are established with redundant means of communication (example: radio + GSM,
or GSM + Sat Phones, or even the three systems can be used) – and this must be prepared and explained
here.

4.4.Information Security
Sensitive information regarding beneficiaries, programs and/or personal staff information should be pre-
identified and measures must be put in place to safeguard that information. This includes measures such
as locked filing cabinets, password protection, antivirus and malware software (provided by IT only).

A clean desk policy should also be followed where all important paperwork is cleared off the desk at the
end of each day and secured inside locked drawers and cabinets. Some advice such as “Try not to print
emails and make sure that your electronic files are backed up” can be provided in this section. The use
of social media can also be a topic that opens IMC to additional exposure – staff are advised to be
mindful of what they post to social media outlets.

5. Safety
Mention here the safety equipment that has been put in place for the site: staff should know where they
can find them and how to use them. It may include:

 Medical kit, fire extinguishers, smoke detectors, etc.

 Backup power sources established for guesthouse house and office accommodation.

Mention here that any requests for maintenance should be forwarded to the logistician responsible.
This includes all facets of normal compound functioning and any problems that may result in safety and
sometimes security issues.

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6. Emergencies
The SOP should contain some “do’s and don’ts” in case of emergencies, addressing the threats that have
been identified during the Security Risk Assessment. As a minimum, the SOP should contain the general
procedures in case of an attack on, or in the vicinity of an International Medical Corps compound or any
building where staff are inside. It should describe here what actions staff should take if the building they
are in comes under attack. Example:

Deciding whether to suspend, hibernate, relocate or evacuate is a question that cannot be in a manual,
and must be prepared by the person in charge of security and staff. Each site must have its own
standalone CP, regardless of risk level.

6.1.Safe rooms - Hibernation

Hibernation is when staff remains at home or in another pre-designated safe place (such as
guesthouses) for a considerable amount of time in order to allow danger to subside.

List here the primary and secondary locations that can be used for Hibernation, what provisions are
located in the “safe room”, how many people are these provisions designed for, how long will they last,
and any other information that may be useful for a hibernation (communication, CCTV etc.)

6.2.Gathering points
A clear indication of identified gathering points, where they are located, should also be mentioned here.
Note that the SOP can present evacuation plan for the facility in some “annex” and displayed on walls.

6.3.Relocation and Evacuation

This Re-location and Evacuation section should list actions that all staff should take if an evacuation (or
re-location) becomes necessary.

The information contained in this section should include: evacuation means (vehicle, aircraft, watercraft,
etc.) timings – when staff should meet and evacuate, where do staff meet (Concentration Point /
Gathering point) what other actions should be taken surrounding International Medical Corps assets,
cash, remaining staff, vehicles, etc., coordination with other entities – other NGO’s, UN, government
authorities, etc.

Keep in mind that each site also has its own stand-alone Contingency Plan (CP). The CP will contain
detailed information on Hibernation, Re-location, Evacuation and Medical Evacuation. Therefore, you
do not need to go into too much detail on these topics in the SOP, in order to avoid redundancy.

6.4.Emergency Heath Facilities

This section should have specific information on any / all relevant medical facilities, to include: Name of
facility, address and contact information of the medical facility and the capabilities of the facility. Some
specific information on International Medical Corps medical staff (doctors, nurses) based at the site of
the SOP, should also be listed – if available.

Any medical evacuation insurance should also appear in all SOPs.

6.5.Medical Evacuation
Insert here information regarding actions to be taken if a staff member requires a medical evacuation,
or medical treatment for a serious medical condition.

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Depending on where the staff member is when the medical emergency occurs, the recommended
actions may differ and need to be mentioned here.

List who to call in the event of a medical emergency within International Medical Corps, who to call at
medevac provider (if applicable), where to take the staff, how to take them (by road/air?) and who
should contact their families, etc. As with the Re-location and Evacuation sections, this information is
also provided in the Contingency Plans, in greater detail.

7. Incident reporting and Response

Tracking all security incidents, minor and major, is an important aspect of sound security management,
and staff should be aware of the procedure used by the Security Department.

7.1.Procedures – reports
List here protocol surrounding Incident Reporting. Each SOP (meaning each site) should detail what
International Medical Corps define as “Safety / Security incident” as well as the reporting protocol: how
does International Medical Corps define an incident, when should a report be filed, who does the
incident report go to, what actions should be taken and by whom, timing – how much time should
elapse before a final report is submitted, etc.

Provide the definition of an incident: “An event, action, occurrence or near miss that has caused, or had
the potential to cause, adverse effects to International Medical Corps personnel, programs or property”.

Explain in detail if necessary: in general, a security incident is any event that threatens the physical or
emotional well-being of staff or results in such. It is also any significant event that affects other NGOs, or
individuals or groups within the wider population, which indicates a change in the security situation.

List the protocol and explain the different types and/or steps of reporting (verbal report, initial written
report via email, and the web-based Incident Management system (IMS) ©.

7.2.Near miss incident

The SOP should insist on how near miss incidents and their report are important; at least equally
important for a classic report.

“Near miss incident” reports are the reporting of any event where either through luck or good reactions
by staff an incident was narrowly avoided.

Often incidents are preceded by some sort of warning, “Friendly advice” or threat issued to staff, or any
suspicious activity. Staff may be followed, or the office watched: these events should not be overlooked,
but also reported in order to avoid a potentially more serious incident. Near Miss incidents meet the
definition of a security incident, thus should be reported the same as a ‘typical’ security incident.

7.3.Incident Management System

International Medical Corps Security Department collaborated with the International Medical Corps
finance and IT departments to design and develop a customized web based Incident Management
System (IMS) ©.

This system is a web based management tool which will improve the ease and efficiency of all aspects of
incident management in a Web Site Form and Mobile Application.

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Mention here the website access http://ims.internationalmedicalcorps.org. It is important to mention

that any staff who has witnesses or was part of an incident can directly report it. Mobile Application,
downloadable application is available for iPhone and Android devices.

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Annex 1.

Glossary of security terms

Abduction: the taking of a person against his or her will. Distinct from ‘kidnapping’, which implies a
demand made (e.g. a ransom) for the victim’s return.

Acceptance approach: an approach to security that attempts to negate a threat through building
relationships with local communities and relevant stakeholders in the operational area, and obtaining
their acceptance and consent for the organization’s presence and its work.

Ambush: a sudden attack made from a concealed position. Often used in the context of road/vehicle
attacks.

Car-jacking: the stealing of a car by armed force, while the driver is in the car.

Communications tree: an arrangement to spread information rapidly, such as a security alert, whereby
one person or agency informs a predetermined list of others, who in turn then inform those on their
lists, and so on.

Contingency planning: a management tool used to ensure adequate preparation for a variety of
potential emergency situations.

Convoy: a group of vehicles (or ships) travelling together in an organized manner for mutual support and
protective purposes.

Counter-surveillance: watching whether you are being watched. A strategy to detect whether your
movements or facilities are being studied by people with malicious intent, e.g. for kidnapping, bombing
or armed robbery.

Critical incident: a security incident that significantly disrupts an organization’s capacity to operate;
typically life is lost or threatened, or the incident involves mortal danger.

Executive Crisis Management Team (ECMT): The IMC Executive Crisis Management Team is an IMC
Headquarters representative team that guides the organization through the decision making process of
crisis events.

Danger habituation: a usually unconscious adjustment of one’s threshold of acceptable risk resulting
from constant exposure to danger; the result is a reduction of one’s objective assessment of risk,
possibly leading to increased risk-taking behavior.

Detention: the holding of a person by someone acting under authority (e.g. police, border guards)
where the person is not free to leave.

Deterrence approach: an approach to security that attempts to deter a threat by posing a counter-
threat, in its most extreme form through the use of armed protection.

Evacuation: the long term withdrawal of staff from an IMC operational location, with no immediate
anticipation of return.

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Emergency communication system (ECS): any type of system (often using Sat Phones) that lets people
or groups communicate during emergencies. These systems often include many different types of
technology, which all work together to help communicate important messages during emergencies.

Hibernation: the process of sheltering in place until danger passes or further assistance is rendered.

Hostage situation: where a person or group is held in a siege situation in a known location. Similar to a
kidnapping scenario, their safety and subsequent release is usually dependent on the fulfilment of
certain conditions. These conditions may include: monetary gain, the publicizing of a political cause; the
exchange of hostages for political prisoners; or the evasion of prosecution by criminals when their
activity has been discovered by the authorities.

Improvised Explosive Device (IED): a bomb which can be placed more or less anywhere, for instance on
a roadside or in a vehicle, bag, parcel, letter or clothing.

Incident analysis: deeper and more critical inquiry into the structural and contextual factors that
allowed a security incident to happen; questioning the effectiveness of security management, and
asking whether or to what degree the agency or one or more of its staff members could have been
perceived to be ‘provoking’ anger or aggression.

Incident inquiry: the collection of situational and circumstantial information about an incident beyond
the basic facts stated in the incident report.

Incident Management System: the IMS is a standardized, systematic, proactive web-based program
for incident management, developed by the Department of Security in Washington DC.

Kidnapping: the forcible capture and detention of someone with the explicit purpose of obtaining
something (money, materials or certain actions) in return for their life and release.

Medevac: medical evacuation. The transfer of a patient by road, sea or air for the purpose of obtaining
medical treatment in another location.

Mob: an aggressive group of people with destructive or violent intent.

Neighborhood watch: a more or less formalized scheme among neighbors to keep an eye open for
suspicious people and crime.

Private security provider/contractor/company: a private entity providing remunerated security services

to individuals or organizations. These services can range from ‘soft’ security (e.g. consultancy, training
and logistical support) to ‘hard’ security (e.g. guarding services, armed protection) to crisis and risk
management, training of armed forces and even operational command and combat.

Protection approach: an approach to security that emphasizes the use of protective procedures and
devices to reduce vulnerability to existing threats; does not affect the level of threat.

Relocation: the withdrawal of staff from an area of operations to a safer location, usually within the
same country.

Risk: The impact a given threat has, combined with the likelihood of it happening.

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Risk assessment/analysis: an attempt to consider risk more systematically in terms of the threats in the
environment, particular vulnerabilities and security measures to reduce the threat or reduce your
vulnerability.

Risk reduction: the purpose of your security management, by reducing the threat or reducing
vulnerability.

Rules of engagement: guidelines to soldiers or armed guards regarding the conditions under which they
can use force, and stipulating how much force may be used.

Safe room: a safe room (also called sometimes “panic” room) is as much as possible fortified and / or
hidden room that is installed in a residence or office to provide a safe shelter and / or hiding place, for
the inhabitants in the event of a break in, compound invasion, terror attack or other threats.

Safety: freedom from risk or harm, to the extent possible.

Security: freedom from risk or harm resulting from violence or other intentional acts.

Security strategy: the overarching philosophy, application of approaches and use of resources that
frame organizational security management.

Site: a site is defined as any location where International Medical Corps has offices, guesthouses or work
facilities such as a warehouse(s) and clinic(s).

Standard Operating Procedures: formally established procedures for carrying out particular operations
or dealing with particular situations, specifically regarding how to prevent an incident happening,
survive an incident or follow up on an incident as part of the agency’s crisis management planning.

Terrorism: acts intended to inflict dramatic and deadly injury on civilians and to create an atmosphere of
fear, generally in furtherance of a political or ideological objective.

Threat: a danger in the operating environment.

Threat assessment/analysis: the attempt to examine more systematically the nature, origin, frequency
and geographical concentration of threats.

Threshold of acceptable risk: the point beyond which the risk is considered too high to continue
operating; influenced by the probability that an incident will occur, and the seriousness of the impact if
it occurs.

Triangulation: cross-checking information or details by comparing different sources.

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