XXXX

Safety and Security

Management Plan

v. xxxx

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 Introduction

Introduction
The aim of this document is to provide XXXX staff with standardized Safety & Security procedures
to:
 Prevent and minimise the effects of safety and security risks on XXXX staff and assets
 Ensure the XXXX response team is well prepared to manage crises and critical incidents

The Safety & Security Management Plan (SSMP) functions as a support document for the safety and
security management in xxxxxx. The document gives safety and security guidelines for XXXX’s daily
operations, and contingency plans and guidelines for managing critical incidents and crises.

While Country Director may delegate the completion and revision of the SSMP to respective
staff, the Country Director ultimately remains responsible and accountable for the SSMP
content, implementation and maintenance.

The Senior Management Team and Area Coordinators should have a high level of knowledge
and understanding of all parts of the SSMP. The table below gives an overview over what is
expected of other staff with regard to knowledge of the different sections of the SSMP. This includes
any annexes referred to in those sections.

Sections of SSMP Good knowledge required of

Critical Information All staff
Safety and Security Accountability and Consequences All staff
Part One: Overview All staff
Part Two: SOPs
SOP 1: Personal Safety & Security All staff
SOP 2: Personal Behaviour All staff
SOP 3: Travel and Movements Staff travelling in the field, drivers,
staff managing drivers
SOP 4: Vehicles Safety & Security Drivers and staff managing drivers
SOP 5: Facilities Safety & Security All staff
SOP 6: Communications All staff
SOP 7: Incident Reporting and Analysis All staff
Part Three: Critical Incident Management and Members of SMT
Contingency Planning
Part Four: Annexes All staff

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 Critical Information

Critical Information
Country Office: xxxxxxx

Location: xxxxxxx

SSMP Prepared by: xxxxxxxx

Date of Last Revision: xxxxxxx

Current country security phase: Moderate

Essential XXXX responsibilities and contacts

Overall Responsible for Safety & Security:

Team Leader – xxxxxxx
Country Director – xxxxxxx
Area Coordinators – xxxxxxx

Primary contact for safety & security management

xxxxx

Police, Hospital and Insurance

Police station closest to the CO: xxxxxx

Hospital closest to the CO

xxxxxxx
xxxxxxx

Insurance
Contact information for Medical Insurance Company for National Staff:
(For details on policy contact HR Department)

Contact information for Emergency Insurance Company for International Staff 1:

Name of Insurance Company: xxxxx
Policy number: xxxxxx
Contact number(s): xxxxxxx
(All international staff should have a copy of the policy)

To activate coverage, contact the company and provide them with the contact information for the
doctor/medical facility and the patient’s information. The decision whether or not to medevac out of the country
is made by the doctor/medical staff and the insurance company medical staff, in collaboration with the CD.

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 Critical Information

Travel Approval Authority

All travel to xxxxxx (international travel) must be approved in writing by the Country Director
(secondary) with the xxxxx in Cc.

All domestic travel must be approved by the xxxxxxx for missions deploying from capital.

For local field missions the Area Coordinator is the approving authority.

Communications

Primary means of communication: Cellular/GSM Phones – xx is main network

Secondary means of communications: Satellite communications (Thuraya or Iridium)
Back-up communications: BGAN deployed at field locations

An updated Emergency Contact List is to be posted in all offices, residences and guesthouses and
deployed with all vehicles. The Security Manager will support the Logs/Admin team to ensure
these lists are developed, accurately maintained and deployed as required.

Curfew

Presently there is no curfew in xxxxx and field locations. This is subject to change should the safety
and security environment deteriorate due to political tensions (common in xxx) or community
tensions related to the overall response.

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 PART ONE:

OVERVIEW

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Part One: Overview
Safety & Security Management Structure

Safety & Security Management Structure

Country Director

The safety and security of XXXX staff in the country is the primary responsibility of the Country
Director.
 Makes operational decisions based on context and safety and security risk assessment.
 Makes final decisions at the country level in most critical incident (crisis) situations,
although may be over-ruled by the xxxx Headquarters. For Example: where HQ assesses
that the situation to be too dangerous such that an evacuation is necessary. However, HQ
cannot require the CD and his/her team to remain should the CD consider the situation too
dangerous.
 Establish and maintain an effective safety and security management system based on XXXX
Safety and Security Principles, policies and guidelines.
 Ensure compliance with the safety and security management system including basic
training for staff, and monitoring as well as ensuring disciplinary/dismissive action if
breaches occur.
 Monitor security trends and the situation in country and the region to determine the
appropriate safety and security threat level at all times.
 Ensure the staff have equate equipment and supplies and/or budget provisions for safety
and security related expenses to maintain safety and security standards.
 Ensure the XXXX Safety and Security Standards are complied with and reported against.
Where a CO is not compliant, ensure a corrective work plan is established and acted on to
ensure compliance as soon as is possible.

The responsibility for safety and security cannot be delegated.

Security Manager (SM)

 Manage safety and security information and incident reporting

 Monitor operational contexts and risk levels
 Advise the CD and field teams on appropriate actions / mitigation strategies
 Support field teams in organisation and management of safety and security responses per
established protocols

Field based SSFPs:

Each Field- and Sub-office will have designated SSFPs with a back-up. For this response the Field
based SSFPs will be the District Coordinators with the Logs/Admin Officer designated as the
secondary.

Critical Incident Management Team

See Part Three: Critical Incident and Contingency Planning.

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Part One: Overview
Security Risk Assessment and Risk rating

Safety & Security Assessment (SSRA) and Risk Ratings

Context and Situational Analysis - Summary

Presently the overall safety and security situation specific in xxxxx remains relatively stable despite
the significant devastation in the most affected districts. There have been isolated reports of
looting of relief supplies during transport and distributions, however this is not yet considered to
be commonplace or seen as an increasing trend. Due to the remoteness of many areas, staff travel
to the field is increasingly physically challenging and will remain so with the onset of monsoon
rains in a few weeks’ time (June onwards).

Threats Identified

1. Road traffic accidents during travel from xxxxx to field locations (and return)
2. Road traffic accidents during travel in field and remote locations
3. Heavy weather in field locations (specific to staff remaining in the field overnight)
4. Community tensions during assessment missions or distributions
5. Routine and MEDEVAC helicopter operations
6. Intermittent communications networks

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 PART TWO:

STANDARD OPERATING PROCEDURES (SOPS)

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Part Two: Standard Operating Procedures (SOPs)
SOP 1: Personal Safety & Security

Country Office: xxxxxx Most recent update: xxxxxx

Location: xxxxxxxx Person/Position Responsible for Maintaining:
Security Manager

SOP 1: Personal Safety & Security

CO staff members responsible for hosting/arranging visitors will ensure that the Security Manager
are aware of the visitors and their schedule in advance, and set a time for the visitors in-country
Security briefing.

All new international staff, consultants and visitors, must receive an updated version of the CO Pre-
Arrival Information document (Welcome Pack), hotel details and airport pick-up arrangements, at
least one week before arriving in country. Responsible: HR/Admin Manager

All new staff (international and national), consultants and visitors, must receive a ‘face to face’
safety and security briefing immediately upon arrival in country and/or upon starting work with
XXXX.

Staff Documentation

XXXX staff must carry the following documents at all times:

 Personal identification (National ID card, Passport or Passport copy)
 XXXX Identification card
 In Case of Emergency (ICE) card

Record of Emergency Data (RED Form)

All staff and visitors must have a RED Form on file for the duration of their employment/stay with
XXXX. This must be updated annually or as information changes. The HR department is responsible
for maintaining updated versions of the RED form. International visitors and new international staff
must be provided with the RED form prior to their arrival in country, as it is a requirement that the
RED form is completed and sent to XXXX prior to arrival in country.

Embassy Registration:

All international staff including dependants are encouraged to register with the appropriate
embassy or consulate as per their country of citizenship 2.

2
Where feasible systems exist to do so

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 SOP 3: Travel and Movements

SOP 2: Personal Behaviour

Policies of Personal Behaviour

Weapons:
Under no circumstances will XXXX staff carry weapons or have weapons or ammunition
while on assignment with XXXX. To do so would undermine XXXX’s humanitarian imperatives
and endanger the wellbeing of all humanitarian workers. XXXX has adopted a “No Weapons” policy,
prohibiting weapons in XXXX offices and vehicles.

Child Protection
All XXXX staff members should be aware of and comply with Child Protection principles and
policies to ensure that they are not exposed to reputational or other risks relating to Child
Protection that might undermine their own or XXXX’s safety or security.

Staff should be aware of and comply with:

 the Policy on Prevention and Response to Sexual Exploitation and Abuse

Alcohol:
Unauthorized use, possession, sale or distribution of alcohol while on XXXX property, is
prohibited. To be under the influence of alcohol while on XXXX business (duty) is prohibited.
Failure to comply with this policy will result in recommendations for disciplinary action. In the case
of drivers of XXXX owned or hired vehicles violation of this policy i.e. being under the influence of
alcohol (or illegal drugs/controlled substances – see below) whilst working, is a cause for instant
dismissal. Additional restrictions may be imposed when working in certain areas.

Substance Abuse:
The use, presence, sale, distribution, manufacture or possession of illegal drugs or
controlled substances while on XXXX property (including in a XXXX vehicle), or on XXXX
business, is prohibited.
All prescription pharmaceuticals should be kept in their original containers with the patient and
doctor’s names clearly identified.

Being impaired by alcohol or drugs, legal or illegal, can pose a safety or security risk to staff e.g. by
reducing their alertness, situational awareness and contributing to poor decisions.

Domestic laws
XXXX staff must respect and comply with national laws and regulations.

SOP 3: Travel and Movements

Travel Request and Approval

Domestic Travel for XXXX staff:

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 SOP 3: Travel and Movements

Travel from xxxxx to Field locations (and return):

1. All travel requests must be submitted to the Logistics-Operations department with all required
travel details
2. Field missions will only be conducted following approval by the Logistics-Operations
department and notification of the receiving field office
3. The designated traveling staff (if a team) or the traveling staff member will provide an sms
check-in per the mission plan or upon reaching the destination
4. For missions returning to xxxxxx the designated traveling staff (if a team) or the traveling staff
member will provide an sms to the Logistics-Operations department in xxxx notifying them of
the following:
a. Vehicle number
b. Passenger names
c. Estimated time of arrival

Travel at Field locations:

1. All travel from Field Offices to field programming sites must utilize the in-out movement boards
located in Field Offices. The District Coordinator is the final approving authority for all field
level movements. The following is the minimum information that must be contained on
movement boards:
a. Vehicle number
b. Passenger names
c. Destination
d. Activity
e. Estimated time or return

Travel timings

All travel must be conducted during daylight hours only unless otherwise approved by the Country
Director.

Movement Control

Movement control for missions originating from xxxxx will be maintained by the Logistics-
Operations department.

Movement control for missions at field locations will be maintained by the Logs/Admin Officer
posted to the respective Field Office.

Overnight Stays

Overnight stays in xxxx will be at hotels only approved by XXXX Country Offcie.

Overnight stays in Field locations will be at hotels or guesthouses only approved by the XXXX Field
Office. Some overnight stays in field locations may require staff to be in tents and sleeping bags –
check accommodation plans prior to deploying to the field.

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 SOP 3: Travel and Movements

Flight Operations

XXXX staff may on occasion utilize helicopters/charter flights for transport to and from remote
locations. As of XXXX utilizes xxxx for all bookings and MEDEVAC needs. All requests will be made
only via the Logistics-Operations team.

Contact information for xxxx is as follows:

Email: xxxx
Phone: xxxxx / xxxxxx

Helicopter Operations in any environment can be hazardous. Refer to Annex xx of this Security
Plan which provides a basic set of guidelines for safe operations near operating helicopters.

In order to book and confirm any helicopter/charter flights, to include MEDEVACs XXXX must
provide accurate GPS coordinates to the Air team. Additionally, depending on the nature and timing
of the flight request XXXX staff may be requested to scout and mark a suitable landing zone (LZ).

Landing Zone (LZ) Criteria

100' Wide X 100'
Level with a firm surface
Clear of sand, gravel and other debris
No power lines, trees, poles, buildings, or other overhead obstructions near or in the area
No vehicles or people within the zone
Avoid sloped areas

Marking the Landing Zone (LZ)

Two vehicles with headlights crossed at the center of the LZ
Smoke canisters during daylight operations
Battery operated strobe lights
Cylume Chem-lite Sticks
Markings such as barrier tape, flag tape, etc. should not be used

LZ Coordinator Responsibilities
Command and secure the LZ
Establish radio contact with aircraft
Assist pilot in locating the LZ
Keep all bystanders away from the LZ
Keep everyone away from the tail rotor

Public Transportation

Public transport in xxxxxxx (local taxi’s) is approved, however when available XXXX vehicles should
be utilized.

Public transport in Field offices is not permitted unless otherwise directed by the District
Coordinator(s).

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 SOP 3: Travel and Movements

Movements in Field locations

In current programming areas staff will frequently be moving over unstable terrain and potentially
villages with large amounts of debris and rubble. The following are minimum requirements for
staff moving in these locations:
 Close toed shoes, preferably sturdy work or hiking boots
 Long pants
 First aid kit (at least one with traveling team)
 Functioning cell phone and SAT phone

For teams deploying on overnight assessment missions or deploying to the field for greater than 1
night, the following list is the minimum amount of equipment/kit required:
 Sleeping bags and pads for all deploying staff
 Shelter and/or tents for all deploying staff
 24 hours food and water for all deploying staff
 Matches or fire-starter kit
 Secondary communications (satellite)
 First aid kit
 Lighting (i.e. torches or headlamps)
 Dry-gear for all deploying staff
 Proper footwear for all staff for field movement (trekking)

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Part Two: Policies and Standard Operating Procedures (SOPs)
SOP 4: Vehicles Safety & Security

SOP 4: Vehicles Safety & Security

Drivers and Driving Authorization

XXXX vehicles are for official use only unless otherwise authorized by the Country Director.

Those authorized to drive XXXX vehicles are:

 XXXX drivers and contracted drivers (rental drivers)
 XXXX staff allocated an official XXXX vehicle

National Driving License or permit, issued by the authorities of this country, is a requirement.

Safety & Security Rules:

 Mobile phones will not be used when driving a vehicle.
 The number of passengers cannot exceed what the vehicle is registered for and for the
number of seatbelts fitted unless in emergency situations. Seatbelts are to be used by each
passenger.

Vehicle kits

All vehicles will have the standard kit listed below due to the potential of being stranded in field
locations due to road and/or weather conditions:
 Spare Tire
 Vehicle Tool Kit
 First aid kit – kit only deployed by Security Manager
 24 hours of water and food for at least 4 people
 Sleeping and shelter gear for passengers (items still being procured)
 Lighting (i.e. headlamps) and spare batteries

Passengers and Cargo

Policy for non-XXXX personnel in XXXX owned or hired vehicles:

XXXX vehicles are primarily for the transportation of individuals who are employed by XXXX and
are on work duty. Non-XXXX personnel are not permitted to travel in XXXX vehicles except:
 Participants (such as counterparts or target beneficiaries) who are engaged in XXXX
activities may be transported in XXXX vehicles at the time of those activities being
conducted
 In case of serious medical emergency such as pregnant woman needing to reach a clinic or
hospital, or a seriously sick person needing emergency transport.
 Unusual circumstances such as safety and security reasons.
 Other circumstances approved by the Team Leader.

XXXX policy does not allow any uniformed military, police or other armed person in a XXXX vehicle.
No weapons or ammunition, under any circumstances, should be carried in XXXX vehicles.

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Part Two: Policies and Standard Operating Procedures (SOPs)
SOP 4: Vehicles Safety & Security

If armed personnel confront you with a demand for transport, explain XXXX’s policy regarding the
transport of armed personnel. If the person or group persist and pose a threat to XXXX staff or
asset, then transport them. Report the incident as soon as possible to the CD.

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Part Two: Policies and Standard Operating Procedures (SOPs)
SOP 5: Facilities Safety & Security

SOP 5: Facilities Safety and Security

Weapons and Armed Guards

At present XXXX does not utilize armed guards at any facilities (office, warehouse, staff house).

Office Access Control

All XXXX offices will maintain at a minimum a watchman and/or receptionist during the day and if
warranted one watchman at night. All XXXX offices will maintain a door and/or gate which is
lockable for after hour periods with keys remaining with the District Coordinator/Head of Office.

Basic access control protocols are as follows:

 Access door(s) to XXXX facilities will remain closed and visitors granted entry only on
positive confirmation of their appointment with XXXX staff
 Visitors to XXXX facilities will remain with their host (XXXX staff) or be escorted by the
watchman and/or receptionist while on XXXX premises

First Aid Kits, Fire Extinguishers and Building Evacuation

All XXXX facilities will maintain a minimum of 1 First aid kit which is to be inventoried on a monthly
basis.

All XXXX facilities will maintain at least 1 fire extinguisher per floor and the periodicity is to be
checked routinely by the office Security focal point.

All XXXX facilities will clearly mark the primary and if applicable secondary evacuation routes as
well as identify locations for staff to assembly in the event of a fire or earthquake.

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Part Two: Policies and Standard Operating Procedures (SOPs)
SOP 6: Communications

SOP 6: Communications System

Primary and Secondary form of Communications, and Back-Up

Our PRIMARY form of communication is: Cellular/GSM

Our Secondary form of communication is: Thuraya/Iridium
Our Back-Up communications is: BGAN
Responsible for maintaining communications XXXX
systems:

Contact-Communication lists

Each XXXX facility will maintain an up to date communications list which lists phone numbers to
include all SAT phone numbers. This will be maintained by the office Admin and disseminated to all
staff.

Communications trees will be developed and maintained for each XXXX facility per Annex 4 of this
SSMP.

SAT Phones/BGAN

Satellite Phones (Thuraya/Iridium) will be utilized as the secondary form of communication for all
Field Offices.

All teams deploying to remote (primarily northern) locations must deploy with a SAT phone for use
as communications as well as GPS locator.

Loss of Communication

Procedures when the CO loses communication with personnel:

There are two main reasons that loss of communications with a staff member should be taken
seriously and followed up immediately:
1. The staff member might have been involved in a safety or security incident and needs support.
2. Loss of communications means that we cannot be certain about the whereabouts of the staff
member.
Procedures:
a) Report the loss of communications to the Country Director and Security Manager.
b) Contact colleagues from the same department or office and ask if anybody has been in
contact with the person(s) with whom the CO has lost communications.
c) Ascertain when was the last contact and the whereabouts of the staff member(s) when they
last were in contact.
d) Confirm the travel route of staff member who is out of communication.

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Part Two: Policies and Standard Operating Procedures (SOPs)
SOP 6: Communications

e) If communication has not been established in 1 hour, the loss of communications will be
treated as a ‘Missing Person Incident’ and the Country Director will activate its Critical
Incident Management Team (CMT).

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Part Two: Policies and Standard Operating Procedures (SOPs)
SOP 7: Incident Reporting and Analysis

SOP 7: Incident Reporting and Analysis

Definition of a Safety & Security Incident

A safety and security incident is an event that:

 Causes harm to XXXX staff (injury, serious illness, or death)
 Causes loss of, or damage to, XXXX property/assets
 Presents a potential safety or security risk to XXXX staff and/or property or may incur a
subsequent liability to XXXX

A safety and security incident can also be:

 A threatening action against XXXX staff or property (written, verbal or physical gesture that
signifies the intent of causing harm)
 A ‘near incident’ – an event that almost caused harm to XXXX staff; or almost caused loss of,
or damage to, XXXX property e.g. attempted thefts/burglaries, attempted car-jackings etc

Incident Reporting Steps

1. Notify the Security Manager directly, immediately after the incident has occurred and
confirm the condition of all XXXX staff who are present in that location. The immediate
incident report must include at a minimum the following:
a. Name of XXXX staff reporting incident
b. Time and location of the incident
c. Description of the incident
d. Who is involved? Details of the victim(s) of the incident, if any.
e. What action has been taken so far?
f. What is needed?
g. Next communication (when, how and to whom)

2. Written Incident Report submitted to the Security Manager per Annex 3 of this SSMP.

3. The Country Director will decide on follow up and action.

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 PART THREE:

CRITICAL INCIDENT AND

CONTINGENCY PLANNING
Part Three: Critical Incident, Crisis Management and Contingency Planning
Contingency Planning

Critical Incident Management

Critical Incident Management Team

The following list sets out the Critical Incident Management Team (CMT) for any critical incident
encountered within xxxxx. This will be updated as required per rotations of staff.

CMT Position Name/ Position CMT Functions

Lead & manage CMT, key decision maker. Liaise w/
CMT Leader xxxxx
HO / RMU. Media spokesperson.

XXXX Nepal
xxxxx Liaison for Country Office and any additional support
Liaison
Deputy CMT Supports the CMT leader. Leads the CMT meetings in
Leader CMT Leader’s absence.
xxxxx
Operations
Direct support to crisis location.
Manager
Safety &
xxxxxx Safety & Security Advisor.
Security
HR xxxxx Communications with family of affected national staff.
Field- Sub- xxxxxxx Link to Field CMT
Office Rep.

CMT Operations Room

 Located in XXXX Country Office – meeting room to be determined.
 Country Office Admin Manager is responsible to ensure that the room on short notice can be
converted into a CMT Operations Room. This includes:
o Ensuring adequate power outlets
o Phone lines are installed and working
o Test of communications equipment from the room
o Stationary Kit including logbook prepared
o Whiteboard/Flip Charts
o Maps prepared

Keep good and clear records:

 The CMT log should be started as soon as the CMT meets. The log should record all decisions
made and actions taken, and any other relevant information.
 It is important to keep records and correspondences with regard to the crisis.
 Keep and file all documents related to the crisis. There may be a need for documentation in
connection with follow up and analyses of the crisis, and/or in connection with insurance or
legal claims resulting from the crisis.

External XXXX support

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Part Three: Critical Incident, Crisis Management and Contingency Planning
Contingency Planning

“Each critical incident is different and will thus be managed differently. However, the following
coordination mechanism will ensure that roles and responsibilities are quickly and effectively
allocated in order to ensure the incident is managed as well as possible.

1. COs will immediately advise HQ if a critical incident occurs involving an staff member.
2. When a critical incident occurs and the HQ shall immediate convene a meeting with all
relevant stakeholders to determine specific roles and responsibilities. The HQ CMT remains the
final decision making authority.

 Regardless of the level of external support required in the event of a critical incident, the CO
should inform HQ immediately and keep them informed throughout.

Other Preparedness

To ensure efficient communications during a critical incident (crisis) it is important the following
documents in the CO are kept up to date at all times:
 SSMP
 Staff lists with contact details
 RED (Record of Emergency Data) for all staff and visitors
 Communication Tree

Contingency Planning

General

Effective security planning aims to anticipate and avoid risks. Contingency plans are part of the
overall safety and security planning process and outline pre-established protocols and procedures
in response to a critical incident or an emergency. Contingency plans must be rehearsed.

Contingency planning will be undertaken when there is a high risk that a critical incident or an
emergency will occur. When a new contingency plan is developed it will be added to the ones
already included below.

Contingency planning process:

 Situational analysis and risk assessment

 Identification of high risk scenario(s)
 Determine response options to the identified scenario(s) and select the best option
 Identify action points / activities for the option chosen, and resources required
 Assign responsibilities
 Examine control/ coordination considerations
 Identify possible trigger points
 Draft the contingency plan

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Part Three: Critical Incident, Crisis Management and Contingency Planning
MEDEVAC - Contingency Plan

Medical Emergency Response and Medical Evacuation Plan

(MEDEVAC)

Critical Information

Primary threats to staff in  Road traffic accidents in remote locations

our area of operations:  Personal accidents (walking/trekking) in remote locations
 Exposure during overnight periods due to heavy/inclement
weather in remote locations
 Personal/individual illness and/or medical condition in
remote location
Nearest hospital to the CO:  xxxxxx
 xxxxxxxx
Emergency Medical Confirm via CO HR
Insurance company for
National Staff:
Emergency Medical Name of Insurance Company: xxxxxx
Insurance company for Policy number: xxxxxxx
International Staff: Contact number(s): x
For staff and visitors not contracted by XXXX, and consultants, please refer to their Record
of Emergency Data (RED) for emergency medical insurance contact details.
Other information regarding The decision whether or not to Medevac is made by the
medical evacuation or doctor/medical staff and the insurance company medical staff,
relocation: in collaboration with XXXX.

Procedures to follow for Medical Emergency and Evacuation

ACTION Responsibility
1 Confirm status of the victim. First respondent*
2 Stabilise the patient(s) and give First Aid. First respondent*
Call ambulance or move injured staff member to nearest medical
3
facility. Give your name, exact location and type of injuries. First respondent
Notify the Field SSFP, Security Manager or Country Director and
4 First respondent
provide initial report and current location.
5 Notify hospital (if not done by first respondent). SSM or SSFP
6 If in remote location prepare for MEDEVAC SSM or SSFP
7 Continue to give first aid. Closely monitor the patient. First respondent
8 If deemed necessary, call CMT meeting. Allocate tasks. Country Director
HR Manager /
9 Inform family.
Country Director
HR
10 Consult with doctor regarding further treatment. Manager/Country
Director

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Part Three: Critical Incident, Crisis Management and Contingency Planning
MEDEVAC - Contingency Plan

11 Consult with doctor regarding need for Medevac Country Director

If international Medevac is required immediately, contact the
12 Country Director
Insurance Company and coordinate further procedures and action.
13 Complete Incident Report. SM or CD
* First Respondent: The XXXX staff member that arrives first on the scene.

Critical Information to Provide in support of a Medical Evacuation

This information will help to facilitate an appropriate and quick response and/or medical
advice. This checklist must be kept in each vehicle, and reception area of all XXXX facilities and
guesthouses.

a. General
1. Your location and contact, telephone number
2. Number of patient(s).
3. Name, age and sex of patient(s).
4. Insurance membership number

b. Medical
1. General nature of the problem, e.g. car accident, a fever, a collapse, an assault, etc.
2. The time the incident occurred or duration of the illness.
3. Is the patient conscious or unconscious?
4. Is the patient breathing?
5. Does the patient have a pulse?
6. Is the patient confused (do they know their name and where they are)?
7. Is the patient in pain (where is the pain)?
8. Is the patient bleeding (where are they bleeding and how much)?
9. Is the patient able to walk (with support or without)?

c. Location Of The Patient (e.g. hospital, health centre or lodge, home, at site of accident)
1. If the patient is in a hospital/health centre request the medical person in charge to talk
directly to the evacuation company or get a medical report for them (diagnosis, general
condition, vital signs, treatment).
2. If the patient is still on site of the accident, what First Aid treatment has been given (if any)
and by whom?

d. Airstrip/ Helipad
1. Which is the nearest airstrip/ helipad? (if possible, provide coordinates)
2. Condition of the airstrip/ helipad (tarmac, dirt, grass)? Lighting facilities?
3. What is the security situation around the airstrip/ helipad?
4. Weather report (rain, heavy cloud, clear sky)?
5. Is transport to the airstrip available, yes or no?
6. How many people will accompany the patient on the flight?

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Part Three: Critical Incident, Crisis Management and Contingency Planning
Missing Person - Contingency Plan

Missing Person

XXXX staff overdue. No contact has been

made

First responder informs Line Manager and

the SM

If reason for
delay/ lack of
SM to determine if there is a known reason contact is
for delay/ lack of contact YES determined,
inform the CD

NO

SM informs CD. Start log. Attempt alternate

means of
If national staff: inform contact.
family. Reassess until
contact made or
arrival.
If international staff: CD informs HQ
inform family and
embassy.
Complete
Incident Report
if required.
Contact police and NGOs
in the area where missing Until information otherwise receives,
person expected to be. this will be treated as a missing
person incident.

Continue support for

family and staff, i.e.
Convene Crisis Management Team stress.
and begin to develop
response/management strategy

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Part Four: Annexes
Annex 1

PART FOUR:

ANNEXES

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Part Four: Annexes
Annex 1

RED Form
1. PERSONAL Contact Information DATE of submission:
Name: Date of Birth: Gender:
Address: Phone:
Mobile:
Email:
2. EMPLOYER Emergency Contact Information (to be contacted prior to or at the same time as family)
Job title and employing XXXX Member:
Line Managers name and job title: Phone:
Mobile:
Email:
Safety and Security Focal Point name: Phone:
Mobile:
Email:
3. EMPLOYEE Emergency Contact Information #
Primary Contact: Address: Phone:
Mobile:
Relation: Place of Employment: Work:
Preferred language: Email:
Secondary Contact: Address: Phone:

Relation: Email:
Preferred language:
Additional Contacts/Family: * Relation: * Contact Information: *

Proof of Identity Question3

Q:
A:
4. EMPLOYEE Insurance (cover illness, accidents, medical evacuation, and repatriation) & Medical Information
Health / Travel Insurance Number:
Insurance contact
Repatriation arrangement:*
information:
Allergies: Blood Type:
Medical Condition: *

Medication: *

Dentist contact information: Personal Doctor Contact Information:

Phone: Phone:
Email: Email:
5. PASSPORT INFORMATION
Nationality(ies):
Passport Issued on, valid until:
number(s):
6. ADDITIONAL INFORMATION – Special wishes, notes *

3
Choose a personal question that only you will be able to answer, and that you will remember under stressful conditions.

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Part Four: Annexes
Annex 1
# At least one of the contacts provided (e.g. secondary contact) should be located outside the country being visited.
* Optional or if applicable.

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Part Six: Annexes
Annex 2

Safety & Security Incident Report Form

Safety and Security Incident

Reporting Form
Red Questions* must be filled in.

Text boxes have limited space. If you have more text, please use page 3.

Choose Category* Subcategory

Incident Category* Choose from drop Choose from drop down menu
down menu
*Choose between: Be on the lookout; Attack; Please select a subcategory after choosing a parent category.
Bombardment; Landmine UXO; Bomb Attack;
Theft; Abduction Hostage; Detention Arrest;
Threats; Sabotage; Civil Unrest; Transport;
Weather Disasters; Accident Fire; Health.

Near miss?
Yes/No/Do Not Know
Basic Description* Text boxes have limited space, if you have more text, use page 3.

Date of Incident* Example: 24-3-2014

Time of Incident* Example:

14:33

Estimated Time

Location*
Country
Region
City

Impact Fatality Injury Kidnapped

Staff & other persons Number International Staff
Number National Staff
Number Other Persons

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Part Six: Annexes
Annex 2

Details of impacted
staff

Property
lost/damaged

Estimated amount of
loss / damage (USD $)

Programme impact Choose from drop * Hibernation, Evacuation, Suspension, Relocation, Closure, Expulsion.

down

Who was Impacted?

Incident own
Organisation? *

Other group /
organisation impacted

Which individuals / For example: Criminals

groups contributed to
the incident to
happen?

Quick analysis
Aid worker involved *

Significant change in
local context? *

Serious consequences
for own organisation?

Full description

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Part Six: Annexes
Annex 2

Source of information

Immediate actions
taken

Who has been

informed?

Implications for staff

Further actions to be
taken

Project location

Contact person

Additional information

Please send to:

The SM/ SSFP, (copy to Country Director and your supervisor).

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Part Six: Annexes
Annex 2

Please note:
 The SSM/ SSFP will enter the information into the XXXX incident database
 This form is not and does not replace the Insurance Claim Form. If a claim is to be sought you must
complete the Insurance Claim Form and forward to HRD or Insurance Company. This form is for
internal use only to have on record any incident or injury where a claim may be sought at a later date.

Guidance on completing the Safety and Security Incident Report Form

A safety or security incident at XXXX is defined as any event that:

 results in injury or death of XXXX staff and/or
 damage or loss of XXXX assets or
 presents a potential safety or security risk to XXXX staff or XXXX assets or
 may incur a subsequent liability to XXXX.

All incidents should be reported regardless of whether they happen in work hours or off duty. Attempted
thefts, attack/assaults etc. of a serious nature should also be reported

If you are unsure whether an Incident Report form should be completed please contact the Safety and
Security Focal Point for advice.

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Part Six: Annexes
Annex 2

SIMSon Drop Down Menu

Categories Attack Bombardment Landmine/UXO

Be_on_the_look_out Bodily Assault Mortar Landmine
Attack Sexual Harassment Artillery UXO
Bombardment Murder RPG
Landmine_UXO Cross-fire Aerial Bombing
Bomb_Attack Tribal/Clan Clash CBRN
Theft Sniper-fire
Abduction_Hostage Complex Attack
Detention_Arrest Shooting
Threats Ambush
Sabotage
Civil_Unrest Bomb_Attack Theft Abduction/Hostage
Transport Hand Grenade Burglary Abduction
Weather_Disasters IED Car-jacking Hostage Situation
Accident_Fire BBIED Fraud
Health VBIED-RC Robbery
VBIED-Suicide
Be_on_the_look_out
Elections Detention/Arrest Threats Sabotage
Announcement Detention Observed surveillance Arson
Demonstrations Arrest Harassment Sabotage
Death Threat
Programme Impact Bribery
Hibernation Blackmail/Extortion
Evacuation
Suspention Civil_Unrest Transport Weather/Disasters
Relocation Demonstration Boat Accident Flood
Closure Rioting Motorbike Accident Avalanche
Expulsion Looting Vehicle Accident Landslide
Aircraft Accident Earthquake
Near Miss? Road Block Tsunami
Cyclone/Typhoon/
Yes Accident/Fire Hurricane
No Occupational Accident Volcanic Eruption
Do not know Fire

Health
Illness/Disease

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Part Six: Annexes
Annex 2

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Part Four: Annexes
Annex 3

Communications Tree Template and Instructions

Communications Tree Template

Communications Tree Template

Head of Head of
Head of Tree
Branch Sub-Branch
Name
* Back-Up ^ Back Up # Back -Up Mobile Number

Name Name* Name

Mobile Number Mobile Number Mobile Number

Name ^ Name Name Name Name Name Name

Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No.

Name # Name # Name # Name # Name # Name # Name #

Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No.

Name Name Name Name Name Name Name

Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No.

Name Name Name Name Name Name Name

Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No.

Name Name Name Name Name Name Name

Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No. Mobile No.

Communications Tree Instructions

THE COMMUNICATIONS TREE MUST BE UPDATED AND DISTRIBUTED WHEN THERE ARE CHANGES IN STAFF AND/OR MOBILE
PHONE NUMBERS. Responsible: Admin, supported by Security Manager

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Part Four: Annexes
Annex 3

1. Communication Tree (CT)

 The CT is used to pass on important and urgent Safety & Security information
 The SM is responsible for testing the CT monthly
 The CT consists of three or four levels: 1) Head of Tree (CD) – 2) Heads of Branches – 3) Heads of Sub-Branches – 4) Final
recipients (in offices with less than 30 staff three levels are sufficient)

2. Procedures for activation of the CT:

a. Information should be SMS’d (texted), phoned (voice) or in other way communicated to the Head of Tree
b. The Head of Tree should verify the information, and decide whether to activate the CT
c. Activation: The Head of Tree sends out SMS to all Heads of Branch
d. The Heads of Branch forward the SMS to all Heads of Sub-Branch and to the Head of Tree (this is a confirmation to the Head of
Tree that the SMS has been sent out by all Heads of Branch). See also point h. below.
e. If needed, Head of Tree must follow up any Head of Branch who does not forward the SMS
f. The Heads of Sub-Branch send out to all staff in their branch, and to the respective Head of Branch (this is a confirmation to
the Head of Branch that the SMS has been sent out by all Heads of Sub-Branch). See also point h. below.
g. If needed the Head of Branch must follow up any Head of Sub-Branch that does not forward the SMS
h. For those staff who do not have mobile phones, the exact wording of the original message must be forwarded by other means
than text messaging, for example phone call or face to face. If not possible my SMS, confirmation that all recipients have
received the message must be communicated by other means.

3. Preparations
a. Head of Tree, Heads of Branch, and Heads of Sub-Branch must at all times have updated list/group of contacts in their mobile
phone to whom they are responsible to send S&S SMS to.
b. Whenever the SSM sends out an updated version of the CT, Head of Tree, Heads of Branch and Heads of Sub-Branch must
update their list/group in their mobile phone accordingly

4. Acting up
a. If Head of Tree is unavailable/away, the appointed Officer in Charge is the Head of Tree
b. If any of the Heads of Branch is away the alternate is one of the Head of Sub-Branch (indicated with * in the above template)
c. If any of the Heads of Sub-Branch are away, the alternate is one of the Final recipients (indicated with # in the above
template)

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