Search and Rescue Recovery Plan

I. PURPOSE

The following Search and Rescue (SAR) & Recovery Plan was prepared and adopted in accordance with Oregon Revised Statutes (ORS) Chapter 401.573. The purpose of this plan is to establish County policies for the Polk County Sheriff’s Office Search and Rescue Division and describe procedures for implementing those policies.

II. POLICY

It is the policy of this office to provide a measured response of trained personnel and available resources in an effort to prevent, minimize, respond to or recover from an emergency.

The Search and Rescue Division’s primary mission is to provide search and rescue and recovery services. At the discretion of the Sheriff or in the event of an emergency, the Search and Rescue Division may provide assistance to emergency service agencies. The Search and Rescue Division may also provide other community service as approved by the Search and Rescue Volunteer Council and the Sheriff.

III. FUNCTION

It shall be the function of the Search and Rescue, both regular employees and volunteers assigned to various units, to participate in emergency situations assigned by the Sheriff, including but not limited to:

  • Disaster Situations (airplane crashes, floods, fires, earthquakes, etc)
  • Missing or lost persons (land and water)
  • Drowning victims (body recovery)
  • State of Emergency (State and/or Federal)

IV. DEFINITIONS

A. SEARCH AND RESCUE

“Search and rescue” is defined as the acts of searching for, rescuing or recovering, by means of ground or marine activity, any person who is lost, injured or killed while out of doors.(ORS 401.025)

The terms “search” and “rescue” are further defined:

  • “Search” suggests a person is overdue or missing from their intended location.
  • “Rescue” signifies a situation where a known person, in a known location is in specific danger and where the assistance of others is necessary to prevent injury or death.

B. EMERGENCY

“Emergency” includes any man-made or natural event or circumstance causing or threatening loss of life, injury to person or property, human suffering or financial loss; and includes, but is not limited to fire, explosion, flood, severe weather, drought, earthquake, volcanic activity, spills or releases of oil or hazardous materials as defined in ORS 466.605, contamination, disturbance, riot, sabotage and war.

C. ASSISTANCE TO EMERGENCY SERVICE AGENCIES

  1. “Emergency service agency” is any organization within a local government, which performs essential services for the public’s benefit prior to, during or following an emergency. This includes, but is not limited to, organizational units within local governments, such as law enforcement, fire control, health, medical and sanitation services, public works and engineering, public information and communications. (ORS 401.025)
  2. "Assistance" is any support provided by search and rescue personnel to an emergency service agency, which may include manning roadblocks, evacuating people from an endangered area, supporting emergency communications, securing an accident or crime scene or conducting an evidence search.

D. COMMUNITY SERVICE

“Community service” is any support or service provided by search and rescue personnel during community events such as parades, races, and benefits. This support may include traffic control, communication or other services as approved by the Emergency Manager.

E. EMERGENCY SERVICE WORKER

“Emergency service worker” means an individual whom under the direction of an emergency service agency or emergency management agency performs emergency services. The emergency service worker is a registered volunteer with the county who volunteers to serve without compensation.

All emergency service workers will hereafter in this plan be referred to as “volunteer” personnel.

V. PROCEDURES

A. SEARCH AND RESCUE CALL-OUT

1. Office Call-Out Policy

a. The office’s response to search and rescue situations must not be delayed unnecessarily. Delays may be necessary because of inadequate information or insufficient time lapse between the expected return time and the time the report was taken. A delayed response may also occur when it is necessary to protect the safety of search and rescue personnel or safeguard county resources.

b. When a known, life-threatening situation exists and a rescue must be effected, the office requires prompt utilization of any available resource to effect the rescue. Such assistance may be from a qualified fire department rescue unit, helicopter evacuation, medical team, or other qualified personnel.

c. When medical problems exist, prompt action by a qualified medical unit is required.

2. Call-Out Procedure

The search and rescue call-out procedure is as follows:

a. Upon receipt of information indicating that a search or rescue may be required the on duty Deputy will investigate by making direct contact with complainant, witnesses, and others to obtain preliminary information pertaining to a case. A Missing/Injured Person/Hunter Information sheet will be completed and given to the SAR Deputy and/or Coordinator upon arrival at the scene or as soon as possible thereafter;

b. The on-duty Deputy and the Patrol Sergeant determine the search urgency. The determination is based on the subject’s condition, level of preparation and knowledge, weather conditions and potential hazard of the area where the subject is lost. (If staffing circumstances dictate, the Patrol Sergeant may opt to call out a SAR Deputy to handle the initial investigation, however it is not necessary to do so).

c. Once the on-duty Deputy determines that search and rescue is needed he/she contacts the next on-duty SAR Deputy*. The SAR Deputy will contact or request that SAR Volunteer Coordinators be advised. They will then determine what personnel and equipment are required to conduct the operation.

*If a SAR Deputy is not available, contact the Emergency Manager.

d. A SAR Coordinator will contact the leader of each unit that will participate in the initial search effort. Instructions to provide a designated number of people with specific equipment will be given.

e. New information about a subject or changes in the weather may require the Search Urgency to be upgraded. When this occurs, SAR Deputy and Coordinators may request additional volunteer personnel and resources.

f. Search and rescue personnel will assist in a search incident only after specifically being “activated” by their unit leader, a SAR Deputy, a SAR Coordinator, or Emergency Manager. At such time specific instructions coordinated through the SAR Deputies, SAR Coordinators and the Emergency Manager and must be approved by the Sheriff.

Using the guidelines established in Section V, Procedures, 2, Call-Out: Once activated, team members will report to the Sheriff’s Office for briefing and sign out. Team leaders will ensure that all members responding to assist other jurisdictions have signed out using the Outside Agency Assist Team Assignment Sheet. The original sheet will be left in the Emergency Managers Mail box and a copy will be provided to the Patrol Sergeant.

A complete report outlining personnel involved, resources utilized and team activities will be completed by the SAR Coordinator assigned to the mission. The report will be submitted to the Emergency Manager for review and approval prior to being sent to the investigating agency.

Polk County SAR resources will not be depleted and/or compromised to provide assistance to other jurisdictions.

B. INCIDENT COMMAND SYSTEM

During a search and rescue mission this office will utilize the ICS system of management. Additional information on the ICS system can be found in Policy section 5.20.

  1. Incident Commander. Manages the system, has overall responsibility for operations.
  2. Planning Section. Responsible for impending situations, responsible for collection, evaluation, and dissemination of tactical information about the incident.
  3. Operations Section. Responsible for what is currently happening, operations include all activities that are directed toward the reduction of the immediate hazard, establishing situation control, restoration of normal procedures and works closely with Incident Commander and Planning Coordinator.
  4. Logistics Section. Responsible for providing all support during an incident including caring for and feeding of all personnel resources, but is not responsible for providing air support.
  5. Finance Section. Responsible for all financial matters related to the incident.

C. UNIQUE MISSION PROCEDURES

Unique missions are the only incidents wherein all participants are not required to be SAR/Oregon State Sheriff’s Association (OSSA)-certified. Some of these incidents require the expertise of volunteers who are not SAR/OSSA-certified; however the incident commander will if necessary, provide these volunteers with an assistant who is certified.

  1. Missing Aircraft. The responsibility to locate all missing aircraft rests with the U.S. Air Force. In Oregon, the OEM has original jurisdiction over missing civilian aircraft. When a civilian aircraft is determined to be down in Polk County it then becomes the responsibility of this office to locate the aircraft. The Search and Rescue Division would then respond in a manner consistent with any other search.
  2. Response to ELT Signals. Emergency locating transmitters are portable signal beacons carried on many aircraft. When activated they broadcast a signal on 121.5 MHz. The OEM will contact this office when a signal is detected within Polk County. Trained personnel will then be contacted to locate the source of the signal.
  3. Evidence Search. Evidence searches are conducted at the request of a police agency. They involve assisting law enforcement in the search or collection of evidence related to an investigation. The Search and Rescue Division may be requested to provide personnel to assist. Evidence will not be handled by volunteer personnel unless specifically directed by Evidence Technician/Deputy to do so.

VI. RESPONSIBILITIES AND DUTIES

A. SHERIFF'S OFFICE EMPLOYEES

The Sheriff has elected to accept responsibility for Search and Rescue within Polk County. The Sheriff has designated an Emergency Manager, and a Search and Rescue Deputy to assist in the implementation of the Search and Rescue Program.

1. Sheriff

The Sheriff’s primary responsibilities will include:

a. Overseeing, directly or indirectly, the search and rescue of lost individuals within Polk County;

b. Adopting search and rescue policies, procedures and plan for the County;

c. Providing department approval of search and rescue memorandums of understanding, letters of agreement, service contracts, wilderness area agreements, and mutual aid agreements;

d. Making final disciplinary decisions pertaining to search and rescue volunteer personnel;

e. Appointing volunteer personnel to assist in the search and rescue of lost individuals;

f. Making statements to the media regarding a search and rescue incident; (No other person will make statements to the media unless specifically authorized to do so by the Sheriff.)

g. Authorizing expenditures of money, use of county property during a search and rescue incident.

h. Convening, as necessary, a council including Polk County Legal Counsel, Emergency Manager, Lieutenant, Sergeant, SAR Deputy, and SAR Coordinators to decide to terminate or suspend a search and rescue mission.

2. Investigating Deputy (First Deputy on Scene)

In the case of a search and rescue mission, the investigating Deputy’s primary responsibilities will include:

a. Making direct contact with complainant, witnesses, and others to obtain preliminary information pertaining to a case. A Missing/Injured Person/Hunter Information sheet will be completed and given to the SAR Coordinator upon arrival at the scene or as soon as possible thereafter;

b. Responding to mission site to provide initial search effort and continuing investigation until arrival of search and rescue personnel;

c. Restricting access to mission site to protect integrity of search area (ORS.401.570);

d. Making public relations contacts with family and friends of lost person;

e. Completing all required reports pertaining to initial investigation; and,

f. Attending, as necessary, any council including the Sheriff, Polk County Legal Counsel, Lieutenant, Sergeant, Emergency Manager, and SAR Coordinators to decide to terminate or suspend a search and rescue mission.

3. SAR Deputy and / or Patrol Sergeant

The duties of the Patrol Sergeant and SAR Deputy will include:

a. Assuming role of Incident Commander or appointing another qualified individual to act as the same;

b. Ensuring that ICS staff and SAR coordinators are performing their duties in a competent, diligent, and safe manner; and are operating within context of the Incident Command System;

c. Ensuring that search and rescue mission is operating according to approved county policies and procedures;

d. Completing all required reports pertaining to Search and Rescue Mission;

e. Recommending disciplinary action for search and rescue volunteer personnel;

f. Ensuring that Critical Incident Stress debriefings are available for all personnel, to be administered by a qualified professional; and,

g. Attending, as necessary, any council including the Sheriff, Polk County Legal Counsel, Emergency Manager, SAR Deputy, and SAR Coordinators to decide to terminate or suspend a search and rescue mission.

The responsibility required under this section may pass from one Deputy to another during the course of the search and rescue mission. However, a SAR Deputy must remain assigned to the mission until released from responsibility by a commanding officer. During a search the SAR Deputy should not be assigned other cases. The maximum on-duty time for a SAR Deputy should not exceed 12 hours. The SAR Deputy may return to service after being away from the incident scene for a minimum of 6 hours. The Commanding officer should assign relief prior to this limit.

4. Emergency Manager

The Emergency Manager’s primary responsibilities will include:

a. Reviewing annually the Search and Rescue Plan;

b. Developing and implementing search and rescue program policies, procedures and standards;

c. Assisting in the preparation of search and rescue memorandums of understanding, letters of agreement, service contracts, wilderness area agreements, and mutual aid agreements;

d. Overseeing search and rescue missions and activities;

e. Reviewing and approving all required reports pertaining to Search and Rescue Mission and forwarding copies to appropriate agencies;

f. Authorizing any Sheriff / Patrol Commander approved expenditure of money, use of county property during an incident;

g. Recommending disciplinary action for search and rescue volunteer personnel;

h. Ensuring that appropriate briefings and debriefings occur for each incident;

i. Ensuring that Critical Incident Stress debriefings are available for all search and rescue personnel, to be administered by a qualified professional; and,

j. Attending, as necessary, any council including the Sheriff, Polk County Legal Counsel, Lieutenant, Sergeant, SAR Deputy, and SAR Coordinators to decide to terminate or suspend a search and rescue mission.

B. VOLUNTEER PERSONNEL

1. SAR Coordinator(s)

In the case of a search and rescue mission the responsibilities of SAR Coordinators will include:

a. Assuming assigned role and appointing mission command staff and assigning their responsibilities;

b. Overseeing the assignment of volunteer personnel, including ensuring that each person has been trained and is capable of performing the assigned job;

c. Calling OEM and obtaining an incident number;

d. Completing a fact sheet for each search and rescue incident which contains the incident number assigned by OEM as required by ORS 401.580;

e. Completing all other required reports pertaining to search incident;

f. Implementing search and rescue procedures that are within county policy, and protect safety of emergency service workers;

g. Determining location and layout of base camp;

h. Wearing appropriate identification at all times during an incident; and,

i. Attending, as necessary, any council including the Sheriff, Polk County Legal Counsel, Lieutenant, Sergeant, Emergency Manager, SAR Deputy to decide to terminate or suspend a search and rescue mission.

2. Unit Commanders

Upon notification of a pending SAR Mission, Unit Commanders shall notify each member of their unit of:

a. Type of emergency

b. Equipment needed

c. Where and when to respond

3. All Volunteer Personnel

The responsibilities of all volunteer personnel will include:

a. Maintaining current, active membership with a unit recognized by the office as being part of the Search and Rescue Division;

b. Meeting the minimum training standards as defined in section VIII of this plan;

c. Being familiar with this Search and Rescue Plan and ORS Section 401;

d. Protecting the integrity of the search and rescue program and this office;

e. Working to the best of their individual abilities;

f. Immediately refusing to perform an assignment for which one is not trained, is not capable, or does not feel comfortable performing.

g. At all times following the instructions of the activity, mission or incident staffs.

h. Wearing appropriate identification at all times during an incident;

i. Making family and job a higher priority than search and rescue.

During a search the maximum consecutive on-duty time for all volunteer personnel, including the SAR Coordinators should not exceed 12 hours. The incident commander should assign relief prior to reaching this limit. A volunteer may return to service after being away from the incident scene for a minimum of 6 hours.

VII. RESOURCES

A. VOLUNTEER ORGANIZATIONS

The Search and Rescue Division has six recognized volunteer units as defined in Policy section 4.51 Volunteer Units. This office is responsible for assisting these organizations with training, and providing equipment and associated supplies as funding allows.

  1. Polk County Amateur Radio Emergency Services (ARES)
  2. Polk County Ground Search Unit (GSU)
  3. Polk County Sheriff’s Mounted Posse (Posse)
  4. Sheriff's Auxiliary & Law Enforcement Team (SALT)
  5. Cadet Unit
  6. Polk County Sheriff’s Office Reserves

A person not recognized by the office, as a volunteer will not participate in search and rescue activities. Only SAR certified personnel are allowed to search on the ground during an incident. Non-certified volunteer personnel will assist the ICS staff as assigned. In the event of an “unique mission” the Sheriff may authorize the participation of non-certified volunteer personnel on the ground. (see sect i on V, C ) The office does not assume liability for the welfare of an individual who elects to search on their own.

The office has verbal agreements with neighboring counties. If assistance from another jurisdiction is required, the SAR Deputy or Emergency Manager makes a request directly to the administration of the agency of jurisdiction.

Other resources and contact information is located in the SAR Resource Manual.

VIII. TRAINING

Subject to availability of resources, the Search and Rescue Division requires that all volunteer personnel be properly trained. The members of the Ground Search Unit must be SAR-certified. The members of ARES, Cadets, SALT, Mounted Posse and Reserves must meet the annual training requirements of their respective units and are encouraged to become SAR certified. The Unit Commanders for each unit shall be responsible for training sessions required for their respective units. Additionally, the Emergency Manager will ensure that all volunteer personnel are trained in the policies and procedures of this office.

A. SAR CERTIFICATION

To become SAR-certified in Polk County an individual must:

  1. Attend and pass a training course presented by the Search and Rescue Division known as the Search and Rescue Academy. This course meets the search and rescue criteria for certification set forth by the Oregon State Sheriff’s Association (OSSA). To pass the Search and Rescue Academy an individual must successfully complete a series of performance skill objective tests administered during the course of the Academy. An individual must also obtain a minimum score of 80% on a written test administered at the conclusion of the Academy. The training includes:
  • Radio Communications (2 hours)
  • Map and Compass (12 hours)
  • Search Techniques and Strategy (6 hours)
  • Crime Scene Security (3 hours)
  • Outdoor Survival (8 hours)
  • Incident Command System (2 hours)
  • Tracking (6 hours)
  • Aircraft Safety & Victim Rescue (7 hours)
  • Search Dog Orientation (1 hour)
  • Hypothermia, Hypothermia recognition (2 hours)
  • Blood Born Pathogen Awareness (2 hours)
  • Policy (ORS 401, Polk County SAR Plan) and Safety Review (2 hours)
  • Horse Awareness (2 hours)
  1. Pass a basic first aid and CPR certification course and maintain certification.
  2. Complete at least 60 hours of “approved training.” The SAR Academy may be included as part of the 60 hours.
  3. Submit a medical release signed by a physician stating that an individual is capable of performing the strenuous physical activity characteristic of a ground search.

“Approved training” will be defined as: Any training directly related to search and rescue and accepted as such by the Sheriff, Emergency Manager, and SAR Volunteer Council. A training outline including a training objective will be submitted to the Volunteer Council and Emergency Manager and approved prior to the training being conducted.

B. SAR RE-CERTIFICATION

To maintain OSSA/Polk County SAR certification, volunteer personnel must annually:

  1. Submit training records (for the past calendar year) to the Emergency Manager by the last Tuesday of January.
  2. Complete the re-certification core curriculum consisting of:
  • Map and Compass (8 hours)
  • Survival Skills (8 hours)
  • Maintain First Aid and CPR certification – Complete 4 hour re-certification if necessary
  • Policy and Safety Review (2 hours)
  1. Complete 16 hours of additional “approved training” in specialty areas, such as tracking, survival, ICS, first aid, trail rides, getting 4 wheel drives unstuck, etc.

All SAR-certified personnel will participate in at least one (1) group training session each year. The training will be will be “approved training” as noted above.

IX. APPLICATION PROCEDURE FOR SAR VOLUNTEER PERSONNEL

Any person interested in becoming a search and rescue volunteer in Polk County may apply. All applicants must follow the procedures outlined in the Polk Count Sheriff Office Volunteer Personnel Procedures. All applicants will be required to read and sign The Polk County Sheriff’s Office Volunteer Personnel Procedures and the Volunteer Personnel Expectations.

New members with search and rescue experience may submit detailed documentation of their previous training/certification for review by the Sheriff. The Sheriff will decide if the new member has met the requirements for SAR certification as specified in section VIII, A of this document. If all requirements for SAR certification have been met, and after attending Policy (ORS 401, Polk County SAR Plan) and Safety Review training, “SAR-Certified” status may be granted.

Any search and rescue volunteer must maintain either a telephone, pager or cellular phone so that they can be contacted in the event of an emergency. A search and rescue volunteer must be able to respond to the Sheriff’s office within sixty minutes from time of notification.

X. INSURANCE AND LIABILITY PROVISIONS FOR VOLUNTEER PERSONNEL

The County will provide a limited amount of coverage for Workman’s Compensation for the period of time they volunteer their services to the Sheriff’s Office. The County also provides the same protection from civil liability as that provided to full time employees.

A. MEDICAL INSURANCE

  1. Volunteer personnel may apply for and may receive benefits as provided in ORS 401.355 for an injury that:

a. Was sustained while performing an emergency service activity or resulted from an emergency service activity;

b. Was or was not the result of negligence by the volunteer;

c. Was not caused by voluntary intoxication of the volunteer; and,

d. Was not intentionally self-inflicted.

  1. If a volunteer sustains an injury, benefits are paid by the county in accordance with the workers’ compensation laws of the state (ORS 401.395), except that:

a. If the injury results in temporary partial disability, no benefits accrue to the injured volunteer on account of lost wages due to such disability;

b. Costs of rehabilitation services to disabled volunteer personnel are paid from funds specifically appropriated for this purpose by the State Office of Emergency Management;

c. The amount of compensation for rehabilitation services must be approved by the State Emergency Manager, Emergency Management Division. It should compensate the volunteer for all reasonable and necessary costs, including the expense to acquire services provided by a qualified physician or facility. Reimbursed rehabilitation costs may also include travel, board and room, when necessary;

d. The maximum amount payable for medical, surgical, hospital expenses, compensation and rehabilitation for any one claim shall not exceed $20,000.

  1. Any volunteer who fails to register on the roster for the event associated with an injury is ineligible for insurance benefits.

B. VOLUNTEER LIABILITY

During the existence of an emergency, a volunteer in any emergency services activity, while complying with ORS 401 or any rule promulgated under those sections, shall not, except in cases of willful misconduct, gross negligence or bad faith, be liable for the death or injury of any person, or damage or loss of property, as a result of that activity.

Volunteer personnel in carrying out, complying with or attempting to comply with any order or rule issued under ORS 401 or any local ordinance, have the same degree of responsibility for their action and enjoy the same immunities as officers and employees of the state and its local governments performing similar work.