Emergency
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Overview Return to General Policies and Procedures
The emergency section is divided into six sections, arranged alphabetically
1. Communication- Expectations regarding communicating with ECWP during field emergencies
2. Documentation- Requirements for documenting emergency events
3. Evacuations- Policies and guidelines regarding field evacuations
4. Major Injury/Death- Expectations and policies regarding the handling of severe emergencies
5. Search and Rescue- Policies and guidelines regarding search and rescue in the field.
Definitions An “emergency” is any event that has significant consequences for an individual or group of individuals. Major medical issues that threaten life or limb, all field evacuations, serious behavioral issues, and any other event that requires significant modification of trip or course implementation should be considered an emergency. When in doubt, err on the side of over-communication.
Contents |
Communication During Emergencies
Policies
1. Communication during emergencies should be in order or importance. Contact rescue personnel/law enforcement first, the ECWP on-call number second. If the on-call person cannot be reached, contact EC Safety and Security (see your field emergency contact sheet for current numbers and information).
2. Instructors should not contact second parties (friends, family, etc) of involved persons until communication has been established with ECWP.
3. Instructors must notify the ECWP on-call staff member as soon as possible when there is an emergency in the field. Instructors are expected to stay in regular communication regarding any emergency or evacuation from the field.
Guidelines
1. Communication may need to be made with other brigades/groups in the field.
2. If significant changes are made to your itinerary (date changes, trailheads, route, etc.), the Wilderness Program office should be notified.
3. If you must leave a message for the Wilderness Program office, be specific. Leave a detailed message that includes date and time that you called, a date and time that you will call back, or specific instructions for us to call you back. State your location, what the incident or reason for calling is, and what your plan of action is.
Documentation During Emergencies
Policies
1. Staff members should document emergencies by utilizing ECWP forms and systems including: incident/accident report form, daily log, SOAP note(s), and an Evacuation Form.
2. In addition, after any major emergencies, staff should independently record their memory of the incident/accident as soon as possible afterwards. When appropriate, staff should have trip participants and any other witnesses do the same.
Guidelines
1. Documentation is very important in any emergency situation, if you don’t write it down, it didn’t happen.
2. When appropriate, assign one person to record notes as the situation unfolds.
3. When appropriate, add as many details to your notes as possible.
4. See the appendix for details on the use of specific forms listed above.
Field Evacuations
Definitions:
Medical Evacuation
A full listing of “automatic” medical evacuations is not feasible in a manual of this scope. Staff are expected to assess medical situations to the level of their training (WFA, WFR). Generally speaking, medical evacuations are called for when the medical condition is a significant threat to the participant or group and is unlikely to be resolved in the field.
Non-Medical Evacuation
If a student does not respect and abide by the behavioral standards of Earlham College and the Wilderness course, and the situation is not able to be resolved in the field, the student must be evacuated for non-medical reasons. In addition, a student who voluntarily wishes to leave a course must be allowed to do so at the earliest and safest convenience.
Policies
1. Evacuations occur in either a medical instance or a non-medical instance. Students who are designated by staff to be evacuated must be escorted out of the field as soon as is safely possible.
2. Staff and participants are expected to initiate self-evacuations when feasible and safe- even if that means significant re-routing. Additional outside assistance should be utilized when necessary but not frivolously.
3. An evacuation form and all other relevant documentation (incident/accident, etc) should be completed for all evacuations. Copies should be left with group in the field while the evacuation party retains originals.
4. Contact ECWP on-call person as soon as possible (see communication policies for more information).
5. In most cases, students should be evacuated under the care of one staff member and at least two other trip participants.
6. In some instances, evacuations by a single staff member, or a staff member and other trip participant are appropriate- use your best judgment.
7. The participant should be assisted to medical treatment and/or public transportation. Pay expenses as needed with field money and collect receipts for later billing
Guidelines:
1. The following steps should be followed to ensure a smooth evacuation process.
2. Once an evacuation is decided upon- STOP. Take the time you need to plan and organize yourselves.
3. Use the field evacuation form (see appendix) to develop your plan. Your written plan should include consideration of the what follows below.
4. Arrange supplies for evacuation team. Generally this will consist of SOAP for evacuee, 2 copies; one for evac team and one for the group remaining behind; Written plans through the return of the evacuators; 2 copies of map marked with relevant locations and compass bearings; Bivouac gear: food, water purification, shelter, matches/lighter, flashlight, first aid kit, warm clothing, rain gear, etc. ; Evacuee’s Medical form, (Water – citizenship papers, park permits etc.); Evacuees personal items; Money, van keys, phone numbers
5. Notify Wilderness Office as soon as evacuators reach phone.
6. Assess if there are realistic ways in which the student could complete the course, or explore other options. Any questions on receiving credit and refunds of tuition should be referred to the Wilderness Office.
Major Injury / Death
Policies
1. Give first aid as needed and to one’s training. Plan and execute evacuation. In case of death do not move the body until legal authorities authorize you to do so.
2. Notify the Wilderness Office (or College President, Provost, or Dean) of the situation. The family of the injured party will be notified by the College.
3. In the case of death, notify the nearest Police Department and/or the land manager for where you are traveling. (USFS, BLM etc...) and cooperate fully with them.
4. Do not discuss the accident with anyone except police and medical personnel. Refer questions by all others to the Earlham College Public Relations Office.
5. As soon as is feasible all staff and participants present at the accident should independently record their impressions of what happened.
6. Instructors should be in contact with the Wilderness Program office to determine whether the trip will continue with the program and what additional staffing or resources may be needed.
Search and Rescue
Definitions
Separated Participant- an unscheduled loss of contact with a group member or member(s) for less than 12 hours.
Lost Participant-an unscheduled loss of contact with a group member or members for longer than 12 hours.
Hasty Search- a search protocol completed by group participants with a separated participant.
Policies: 1. Begin documentation of incident as soon as participant(s) is known to be separated from group. Note, in writing, the time and place that this occurred. The entire brigade should be grouped up and planning on the immediate course of action should be undertaken.
2. If less than 12 hours, perform “Hasty Search” as outlined below in guidelines.
3. If over 12 hours, initiate emergency communication procedures including contacting the ECWP on-call person and local law enforcement.
Guidelines:
1. Instructors who have an unscheduled loss of contact with a group of participants ( i.e. students who miss a checkpoint on final) must call the Wilderness Office if efforts to find them in the next 12 hours are unsuccessful.
2. In the event of a missing person(s), the following Search and Rescue (SAR) sequence of performing a Hasty Search should be adapted to fit your need and situation.
3. Assign individual(s) to record all information and events.
4. Gather available information including Last Seen Point.
5. Divide available people into Hasty Search Teams (HST’s).
6. Brief team leaders regarding search details and send HST’s to assigned locations with assigned return times.
7. Gather more information from instructors and HST’s 8. Monitor entire process from a central location
9. After 12 hours notify the forest service or next appropriate contact.
10. The individual that is assigned to record all information and events can be an instructor or a student. This information should be clear and concise and the record is to be maintained until the missing person(s) is found.
11. Information related to the last seen point of the missing person(s) should include the location and time that the last person was seen.
12. When dividing people into Hasty Search Teams use only reliable people.
13. The objective of the Hasty Search team is to figure out the subject’s direction of travel. Start with the Last seen point and gather evidence without destroying it. Using natural barriers to travel such as cliff lines and trails can aid in this process. Also areas of special interest such as buildings, caves, streams, etc should be noted for more detailed searches much later. An effort should also be made to attract the attention of the lost person/s by using voices, whistles, lights, etc.
14. Interviewing people can be an invaluable source of information. It is most helpful when the interviews are conducted when the event is still fresh in the memories of the people being interviewed and before the opportunity to collaborate with others has taken place. Some tips include interviewing people separately. Not forming your own conclusions prior to the interview. Evaluate the differences in the presence of conflicting information.
15. Some considerations in monitoring the search from a central location are to stay where you are so that the lost individual/s may return to you. The task of monitoring extends beyond providing direction for the actual search process to gauging the levels of stress and emotion of the group members and offering support. Monitor your own feelings.
16. If possible keep the Wilderness Office notified of the search process as it plays out.
