Search and Rescue Volunteer Program

I. PURPOSE

The philosophy of the Polk County Sheriff is to develop and utilize volunteer personnel as an extension of the Sheriff’s Office in the following volunteer assignments that include but are not limited to A.R.E.S. (Amateur Radio Emergency Services), Ground Search Unit, Mounted Posse, Reserve Deputy, and SALT (Sheriff's Auxiliary & Law Enforcement Team). Certified Search and Rescue members from each of these units form the Polk County Search and Rescue Division.

II. POLICY

Our policy is to accept and utilize only those individuals who have a genuine interest in public service, who are professional and possess exemplary attitudes and behaviors in all parts of their private and public life. Volunteers serve at the pleasure of the elected County Sheriff and all assignments are considered a privilege; therefore the Sheriff reserves the right to discipline or revoke the volunteer service privilege any time he may determine that a volunteer is not serving in the best interest of the Polk County Sheriff. Only volunteer members specifically approved by written signature of the Sheriff may represent and serve the Sheriff’s Office. The Sheriff reserves the right to require additional information or a new application at any time and to revoke the status of any volunteer.

III. DEFINITIONS

A.  A.R.E.S. (Amateur Radio Emergency Services)

A.R.E.S. is part of the Field Organization of the American Radio Relay League (ARRL) which is required by the FCC to provide a trained pool of radio operators in the amateur service to serve as voluntary noncommercial communicators, particularly with respect to providing emergency communications. The purpose of the Polk County A.R.E.S. Unit is to provide communications support when normal communications channels become unreliable or overcrowded.

A.R.E.S. may be called upon to provide communications support during Search and Rescue Missions; major crime investigations where primary communications capabilities are limited; Emergency Operations Center activation during disaster situations; situation status reports on flooding and/or severe weather that may impact the county; Emergency Management Operations, and other situations requiring their expertise as approved.

The A.R.E.S. Unit falls under the Emergency Management Division of the Sheriff’s Office. The Staff Coordinator for A.R.E.S. is the Emergency Manager.

B.  Ground Search Unit

The Ground Search Unit (G.S.U.) is the backbone of the Polk County Search and Rescue Unit. All Members of the GSU are required to be SAR-certified as outlined in Policy Chapter 4.52 Search and Rescue. Their primary purpose is to provide search and rescue services in Polk County and the State of Oregon and to assist the Sheriff’s Office in the performance of it’s duties, within the capabilities of the members.

Members of the G.S.U. may also participate in evidence searches; crime scene investigations and security; emergency management operations and other situations requiring their expertise as approved. The GSU Unit falls under the Emergency Management Division of the Sheriff’s Office. The staff coordinator for GSU is the Emergency Manager.

C.  Mounted Posse

The purpose of the Mounted Posse is to provide Search and Rescue services with the primary emphasis on use of horses. All members of the Mounted Posse are encouraged to be SAR-certified as outlined in Policy Chapter 4.52 Search and Rescue. They also provide community services to Polk County and the State of Oregon through camaraderie and good while representing and assisting the Polk County Sheriff’s Office in performing its duties with the primary emphasis on use of horses. The Mounted Posse also participates in event security, community patrols and other situations requiring their expertise as approved.

Members of the Mounted Posse may be called upon to participate in evidence searches; crime scene investigations and security; emergency management operations and other situations requiring their expertise as approved and to assist the Sheriff’s Office in the performance of its duties, within the capabilities of the members.

The Mounted Posse falls under the Emergency Management Division of the Sheriff’s Office. The staff coordinator for SAR is a sworn Deputy working with the Emergency Management Division.

D.  S.A.L.T. (Sheriff's Auxiliary & Law Enforcement Team)

The S.A.L.T. program is designed to bring a partnership of shared values between the community and the Polk County Sheriff’s Office. Through the program, citizens of Polk County can become involved in the various functions of the Sheriff’s Office. The sharing of ideas and skills which enhance the levels of citizen involvement such as assisting, communicating, suggesting, coordinating and collaborating on issues related to the safety of all citizens forms the basis of the programs goals.

The program was developed primarily as a program for senior citizens to be involved in community policing. Since its inception, we have expanded its scope to include members who are at least 21 years of age. Participants in this program are limited by their non-arrest authority and shall not be placed in situations of confrontation as a police officer would. Members shall be used in non-commissioned capacities. Unless specifically authorized by the Sheriff, no S.A.L.T. member will perform the duties of a certified deputy sheriff. A S.A.L.T. member shall not carry a weapon nor have arrest powers except in written authorization from the Sheriff.

S.A.L.T. members have been authorized to become LEDS-certified.

The S.A.L.T. Unit supports the Sheriff’s Office by performing office/records support as requested; Disabled Parking Enforcement; Property/Evidence support; Major Crimes data entry; participating in Search and Rescue Missions; providing crime scene security; assisting in Evidence Searches; Emergency Management Operations and other situations requiring their expertise as approved. The SALT Unit falls under the Criminal Patrol Division of the Sheriff’s Office. The staff coordinator for SALT is the Sgt. Todd Fenk.

E.  Search and Rescue

The Search and Rescue (SAR) Division is not a designated volunteer unit, but a team formed of SAR-certified members from the aforementioned volunteer units. Search and Rescue operations are outlined in Policy Chapter 4.52 Search and Rescue.

Search and Rescue falls under the Emergency Management Division of the Sheriff’s Office. The staff coordinator for SAR is Sgt. Richard Bittick.  

F.  Polk County Sheriff’s Volunteer Council, Inc.

The volunteer units have formed a non-profit organization (501[c]) known as the Polk County Sheriff’s Volunteer Council, Inc. The Council is charged with ensuring that the Volunteer Units are being effectively utilized and managed.

G.  Reserves and Cadet Program

The volunteer groups of the Polk County Sheriff’s Office Reserves and Cadets are defined in Policy Section 4.50. Refer to each respective group’s bylaws and policy / procedure manuals for additional information.

IV. VOLUNTEER APPLICATION PROCESS (NON RESERVE / CADET)

Prior to being accepted or assigned to a volunteer position, all volunteer applicants must complete the following procedures and a have a signed and dated copy of the procedures in their office file:

1. Polk County Employment Application must be completed in its entirety and submitted to the Commander/ President of the appropriate volunteer unit. Members of the volunteer units will review the application, meet and interview the applicant and prepare a written recommendation to the Sheriff’s Office Command Staff.
2. The Commander / President will submit the application and written recommendation to the Sheriff’s Office Division Commander in charge of their Unit to have the application reviewed for acceptance and a background check completed.
3. If the applicant is accepted as a volunteer in one of the aforementioned units and the Sheriff has reviewed and signed off, the volunteer Commander / President will be notified within 30 days. The Commander / President will notify and provide to the volunteer a copy of this Procedure and Attachment “A” Polk County Sheriff’s Office Volunteer Expectations to be reviewed and signed by the volunteer.

The volunteer will be directed to contact the Office Manager at 623-9251 to set an appointment for processing of an oath and I.D. card. At this time, the signed expectation document must be provided to the Office Manager. (Appointments to receive I.D. / oath will be made within 45 days of notification).

4. Volunteers who have not received their ID cards will not be allowed access to the secure portion of the Sheriff’s Office without the escort of another member of the Sheriff’s Office. The combination to the access doors will be provided to the volunteer after they have been sworn in and their ID Card is issued. Volunteers accessing the secure portion of the Sheriff’s Office will be required to display their ID card whenever entering a locked/secure area. ID will be displayed in the ID holder provided by the Sheriff’s Office at all times.
5. All volunteers, through their interaction within the Sheriff’s Office, will come in contact with confidential information. Volunteers shall not repeat or discuss any confidential information obtained through their affiliation with the Sheriff’s Office.
6. All volunteers must be trained and certified in their assigned units with training dates and activities documented in the Sheriffs Office volunteer employee file prior to assuming any responsibilities on behalf of the Polk County Sheriff’s Office. Incidents of on the job training will require the volunteer be accompanied by a certified member/trainer. Volunteers are not to participate in or assume any assignments without prior approval of the Commander / President of their assigned unit.
7. Volunteers will be trained, evaluated and tested as necessary to assure competence in their performance and compliance with all related Office procedures.
8. Volunteers must first be trained and certified before being authorized to use the office records system including access to the Law Enforcement Data System, National Crime Information Center, Department of Motor Vehicles, and National Law Enforcement Telecommunications.
9. Volunteers may be attached to more than one volunteer unit at any given time. Applications must be submitted and approved by the Lieutenant in charge of the Patrol Division for each membership. Volunteers must designate their primary unit. One ID Card will be issued denoting membership in all applicable volunteer Units.

Volunteers with multiple memberships are required to adhere to duty assignments. Unit responsibilities generally can not be combined. For example, a volunteer with dual membership in the Reserves and S.A.L.T. must keep the assignments separate, performing Reserve duties only when assigned as a Reserve and S.A.L.T. duties only when assigned as S.A.L.T. Failure to adhere to duty assignments may place other volunteer members in jeopardy (and may result in the termination of dual membership of the volunteer.)

10. Volunteers may be authorized the use of various items of Sheriff’s Office equipment to complete their assigned task or duties. Use of any Sheriff’s Office owned equipment must be consistent with all required training, policies, and laws.
11. Any equipment utilized by volunteers will be properly cared for and kept secure at all times. Any damage or loss will be reported to the appropriate staff coordinator immediately.
12. All volunteers will be subject to a minimum twelve- (12) month probationary period from date of commission.
13. Volunteers serve at the pleasure of the Sheriff and have no ownership rights of appointment. Volunteers who do no perform their duties in a courteous and professional manner or do not fulfill their duty obligations may be subject to disciplinary action. Any violations of the Sheriff’s Office Volunteer Procedures and Expectations may result in discipline, up to and including termination of appointment.

V. RECRUITMENT

The Polk County Sheriff’s Volunteer Council recruits citizen volunteers through contacts with various programs, persons, institutions and college intern programs. Volunteers are then matched with programs, or personnel who need assistance with ongoing duties or one-time projects.

VI. VOLUNTEER COMMITMENT

Each Volunteer Unit has established unit specific Rules and Regulations and/or a Constitution and By-Laws outlining membership requirements. Each Unit has a specified time commitment for members.

All volunteer members are required to submit monthly time sheets depicting time committed in support of the Sheriff’s Office. Time sheets are to be routed to the President/Commander of each Unit, who will forward the information to the Emergency Manager.

VII. UNIT COMMANDERS

Volunteer Unit Commanders / Presidents are tasked with ensuring the members of their volunteer units adhere to the guidelines established by the Sheriff’s Office and the individual Unit. Unit Commanders are role models for the members of their unit and are expected to abide by the Policies and Procedures of the Sheriff’s Office and the laws of the State of Oregon.

VIII. CALL OUT PROCEDURES

When the services of a volunteer unit(s) is needed, the Commander / President or designated person in charge of the Unit be will contacted. Instructions to provide a designated number of people with specific equipment will be given. New information about the incident may require the response to be upgraded. When this occurs, the Incident Commander may request additional volunteer personnel and resources.

When used for search and rescue activities, the following words have specific meaning:

• ACTIVATE: Respond immediately.
• STANDBY: Prepare for activation, maintain a condition of readiness. The maximum standby period is four hours.
• DELAYED RESPONSE: A response that occurs at a scheduled time following initial activation.
• NOTIFY: Advise people about the incident activity, but do not request their response.

Volunteer members will assist in an incident only after specifically being “activated” by their unit Commander / President or the Incident Commander. At such time specific instructions regarding where to report will be given. Volunteer Members on “standby” will not report to the Sheriff’s Office, base camp, incident command, or the incident location until specifically instructed to do so.

IX. INSURANCE AND LIABILITY COVERAGE

The County will provide a limited amount of coverage for Workman’s Compensation to Auxiliary members 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.