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Jasper County Communications Policy Manual


Jasper County Communications Center 1509 Grays Hwy PO Box 1509 Ridgeland SC, 29936 Phone 843-726-7519 Fax 843-726-7784 Wilbur Daley, Director

Russell Wells, Deputy Director

Last revised: 1-11-2014 1


Table of Contents § 100 - Administrative Policies 101 Chain of Command 102 Communications Schedule 103 Shift Notes 104 Communications Center House Keeping 105 Release of Information 106 Requests for Audio Files

§ 200 - Personnel Policies 201 Minimum Staffing 202 Attendance 203 Recall Schedules 204 Dress Code 205 Exchange of Duty 206 Payroll 207 Annual Leave Request 208 Employee Identification

§ 300 - Communications Center Operations 301 Sleeping While On Duty 302 Internet Usage 303 Site Trunking 304 Weather Advisories 305 Civilian Entry into The Sever Room 306 Critical Route MVA Reporting During Evacuation 307 Telecommunications Device for the Deaf 308 Activity Log Updates 309 Portable Radios 310 Road Closure Notifications 311 Call for Service Creation 312 DNR Notification

§ 400 - Law Enforcement Operations 401 Law Enforcement Radio Communications 402 Traffic Stops 403 Local Warrant Checks 404 Service Vehicle Rotation Log 405 Bank Alarm –Ridgeland SCB&T 406 Trespass Notices

§ 500 - Fire Rescue Operations 501 Fire Rescue Radio Communications 502 Dispatch Procedures 503 Dispatch Times 2


504 Staff Notifications 505 Mayday, Mayday, Mayday 506 Emergency Medical Air Support 507 Coordinates for Air Support 508 Ridgeland FD EMS Response 509 Paging Paid Personnel

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Administration Section 100 4


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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

101 – Chain of Command Date: January 2, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center personnel to follow the Chain of Command at all times.

Objective:

To establish the chain of command that exists for the Jasper County Emergency Services and the Communications Division.

Definitions:

The following definitions are for the following positions within and without the communications center. 1. Emergency Services a. Director – In charge of Emergency Services and its divisions/departments b. Deputy Director – Also oversees the operations of Emergency Services and its divisions/departments 2. Communications Center a. Communications Manager – In charge of the communications division b. Shift Supervisor – In charge of the TCOs that are assigned to the same shift c. Senior Personnel – Staff that has seniority (length of service) over other TCOs and can fill in for a Shift Supervisor in the event that there is not one on duty d. Telecommunications Officer – Staff position

Procedures:

The communications manager shall be responsible for ensuring that all shift supervisors are ensuring that all policies and procedures are being implemented and enforced. The supervisor on duty or senior personnel in the event the shift supervisor is not on duty, shall be responsible for ensuring that all policies and procedures are implemented and enforced. In the event that information or request need to be made within the communications division, the chain of command shall be followed at all times. All such information/request shall be directed first to the shift supervisor or senior personnel on duty, and then they will direct the information/request to the communications manager if necessary. The communications manager will then forward the information/request to the deputy director if necessary.

Responsibility:

It is the responsibility of the Communications Center personnel to maintain awareness of the chain of command and to follow the proper chain of command at all times. 5


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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

102 – Schedule Date: June 6, 2011 Revised: January 6, 2014 – Philip A. Cothran Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish guidelines for managing the schedule and any changes that may occur after the schedule is completed.

Objective:

To provide a guideline for appropriate coverage of any position that needs to be covered to maintain minimum staffing.

Procedures:

1. It is the responsibility of each shift supervisor to maintain and publish the schedule for their shift prior to the beginning of each month. 2. It is the responsibility of each shift supervisor to ensure that their shifts are staffed to the minimum requirements. 3. It is the responsibility of the on duty supervisor or acting supervisor to ensure that the following shift is covered should there be an unscheduled change due to extenuating circumstances. (Personnel calling out sick, etc...) 4. It is the responsibility of the shift supervisors to approve or disapprove of annual leave request.

Responsibility:

It shall be the responsibility of the Communications staff to adhere to this policy and the supervisors to ensure compliance.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

103 – Shift Notes Date: December 9, 2013 Revised: January 6, 2014 – Philip A. Cothran Recommended By: Karey Ellsworth-Bilyard Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to provide guidelines for maintaining shift notes with the CAD in order to be in compliance with Federal Communication Commission (FCC) rules and regulations.

Objective:

To maintain shift notes in the CAD following the Communications Center’s guidelines. To follow FCC requirements which are outlined in the Broadcast Operations Handbook.

Procedures:    

  

Shift Notes are intended to provide a record of shift-to-shift activities undertaken by the Communications Center and shall be maintained at all times. The Shift Supervisor or Senior TCO on duty shall be responsible for recording and maintaining orderly shift notes in the CAD. Entry of shift notes into the CAD must be made just prior to the end of each shift so as to keep from having multiple entries per shift. The following are mandatory entries: o Communications personnel reporting or departing duty o Equipment failure in the Communications Center. Shift Notes are public records which can be obtained through the Freedom of Information Act. Any request for access to the shift notes must follow the correct procedures and must be documented. The following format shall be followed when entering shift notes into the CAD: 1900 Supervisor 1 Name, TCO 1 Name, TCO 2 Name – On Duty Supervisor 2 Name, TCO 3 Name, TCO 4 Name – Off Duty 1945 Detailed information about a CFS 2042 Equipment Failure Details

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0224 Details about something that might affect the oncoming shift

Responsibility:

It shall be the responsibility of the Communications staff to adhere to this policy and the supervisors to ensure compliance.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

104 – Communications Center House Keeping Date: November 02, 2012 Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It is the policy of the Jasper County Communications Center for all Telecommunicators to clean and maintain the center on a daily basis.

Objective:

To maintain a clean and sanitary work environment.

Procedures:

Daily Cleaning for Day and Night Shift:  Empty trash  Wipe down console area  General Kitchen upkeep o Dishes o Counters & table o Microwave & coffee pot  Sweep Daily Cleaning for Day Shift:  Day shift is responsible for cleaning the bathroom on a daily basis. o This includes the toilet bowl, toilet tank, sink, mirror and floors. Daily Cleaning for Night Shift:  Night Shift is responsible for vacuuming the office including door mats. o The vacuum is also to be emptied after each use. Additional Cleaning on Mondays and Thursdays: Day Shift:  Day shift will deep clean the kitchen to include: o Wiping down counters, walls, microwave, stove, and stove hood. o Empty the refrigerator/freezer and wipe it out o Clean out the toaster and toaster oven.  Day shift will dust all surfaces in the office including desk, turntable, monitors, TVs and filing cabinets.

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Night Shift:  Night shift will vacuum under console desk, roll-able cabinets and computer terminals  Night shift will mop the kitchen and bathroom areas  Night shift will clean all filters on the vacuum cleaner. Day shift supervisors are responsible for changing the A/C filter on the 1st of each month. A monthly cleaning check off sheet will be maintained by the supervisor in the book at the supervisor’s desk. This will be dated and initialed by each person that performs a specific cleaning task.

Responsibility:

It is the responsibility of the shift supervisor to ensure that all employees on each shift participate in the maintenance of the communications center.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

105 – Release of Information Date: January 20, 2013 Revised: January 6, 2014 – Philip A. Cothran Recommended By: Karey Ellsworth-Bilyard Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to regulate the dissemination of information to the media.

Objective:

To ensure that Communications Personnel are familiar with what information can and cannot be released to the media.

Procedures:

Personnel of the Jasper County Communications Center are not authorized to release, comment or email any data, recordings or use any other form of conveyance to transmit any form of information to the media. This includes but is not limited to:  Calls for Service / Incidents / Cases  Personnel Matters  Operations  NCIC Inquiries shall be forwarded to the appropriate agency’s Public Information Officer (PIO).

Responsibility:

It is the responsibility of all personnel to be familiar with this policy. It is the responsibility of the Shift Supervisors to ensure compliance with this policy.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

106 – Requests for Audio Files Date: January 15, 2010 Revised: January 6, 2014 – Philip A. Cothran Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to comply with the Freedom of Information Act as prescribed by law, while maintaining the confidentiality of sensitive and restricted information.

Objective:

To establish guidelines and procedures for personnel to follow when a Freedom of Information request is received for copies or transcripts of emergency and non-emergency calls and/or radio transmissions. To establish guidelines for listening to or gaining access to radio and telephone recordings made in the Communications Center.

Procedures:

A. Request for Information o A completed Tape Request form, available in the Communications Center, shall be submitted for all phone line recordings and/or radio transmissions and forwarded to: Deputy Chief Jasper County Emergency Services 1509 Grays Highway Ridgeland, SC 29936 o Completed Tape Request forms may also be faxed to the Deputy Chief’s attention at (843) 726-9158 B. Handling Process o All requests for information must be acknowledge by the Deputy Chief within fifteen (15) days of receipt of the written request. It shall be determined if the information can be distributed within seven (7) calendar days. o If the request cannot be accomplished within seven (7) calendar days, the Deputy Chief will send the person making the request a letter indicating the approximate time that the information will be made available. o The Deputy Chief shall review the request and ensure collection of the appropriate data related to the information requested. o Once the information has been gathered, it will be forwarded to the Legal Department of Jasper County, by the Deputy Chief. o The Legal Department will review the materials and return to the Deputy Chief the records of the information to be distributed. Telephone recordings and radio transmissions will be retained for a period 12


of three (3) years unless otherwise requested through subpoena, in writing by an agency, or other legally authorized person(s). C. Costs o In the event that a request takes more than one (1) hour to prepare for distribution, Jasper County will bill the individual requesting the information at a rate equaling the actual cost associated with complying with the request. D. Emergency Access to Recordings o In the event Law Enforcement personnel need information immediately concerning a call that has just been received by the Communications Center, personnel are authorized to allow members of Law Enforcement to review this information from their console position. No copies of the recordings shall be authorized from this location.  Access to recordings may be made by any Communications personnel when there are compelling circumstances that would not allow for prior authorization.  If a recording needs to be reviewed in order to improve the outcome of an emergency situation, immediate access can be made.  The Shift Supervisor/ Senior TCO will notate in the daily Shift Notes that the recording was accessed, including the requestor’s name and affiliation.  The Shift Supervisor/ Senior TCO will notify the Communications Manger of the activity at the earliest possible opportunity. E. Non-Emergency Access to Recordings o Access to recordings under non-emergency circumstances may only be made when the Communication Center personnel need access to the recordings for:  Documentations purposes  Training purposes  Clarifications of personnel actions  Other official reasons relevant to the operations of the Center o The Communications Manager must approve, in advance, any review of recordings. o The occurrence shall be documented in the Shift Notes.

Responsibility:

A. All Jasper County Communications personnel shall advise requesting parties of the Tape Request form submission policy for all transcripts and/or auto recording requests. Completed forms, available at the Communications Center, are to be submitted to the Communications Manager and kept on file. B. The Deputy Chief and/or his/her designee shall prepare requested information from a Freedom of Information Act request and shall forward the materials to the County Legal Department for approval. Upon approval from the County Attorney, the Deputy Chief shall distribute the requested information. C. Communications personnel shall permit and provide immediate access to audible recordings form their playback recorder when requested by Law Enforcement personnel during emergency situations. D. The Deputy Chief and/or IT Administrator shall ensure that recordings on the recordings system are purged every three (3) years. E. All Telecommunication Officers shall follow the guidelines as listed in this policy and notify their supervisor as soon as possible when a request is made. F. The Shift Supervisors shall ensure that all subordinates personnel follow the guidelines of this policy and notify the Communications Manger and/or Deputy Chief as appropriate as soon as possible.

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Personnel Section 200 14


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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

201 – Minimum Level of Service Date: January 6, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish the minimum level of service that the Center must provide at all times to in order to meet the level of service required by state law. Title 23 – Law Enforcement and Public Safety – Chapter 47 Public Safety Communications Center – Section 23-47-20 System Requirements – Subsection C

Objective:

To establish the requirements that the Communications Center must meet and/or exceed according to South Carolina Legislature.

Procedures:

The Jasper County Communications Center shall meet and/or exceed the following requirements at all times:  A minimum of two lines from each serving telephone central office to the enhanced 9-1-1 tandem (controlling central office). A minimum of two lines from the enhanced 9-1-1 tandem to the PSAP. The grade of service must have sufficient lines to ensure no more than one busy signal per one hundred calls.  Equipment to connect the PSAP to all law enforcement, fire protection and emergency medical or rescue agencies, or both within the boundaries of the system.  First priority to answering 9-1-1 calls.  Electronic recordings of all 9-1-1 calls which shall be retained for a minimum of sixty (60) days.  Immediate playback capability of all 9-1-1 calls.  Equipment connected by dedicated telephone lines to all adjacent PSAPs where there is a telephone exchange not covered by selective routing.  Adequate physical security to minimize the possibility of intentional disruption of the operation. This includes equipment safeguards.  Standby emergency power to operate the PSAP during power failures.  Written operational procedures  A minimum of one telecommunication device for the deaf (TDD) available in the PSAP.  The capability to answer eighty percent of calls within ten seconds.  Coin free dialing. Pay or coin telephones classified as such by a class of service code will be identified on the automatic location identifications display in enhanced 9-1-1 systems.  Contingency plans for rerouting or relocating the PSAP in the event of a disaster or equipment failures.  Routing and capabilities to receive and process CMRS service and VoIP service capable of making 9-1-1 calls.  Telecommunication Officers trained and certified by the Criminal Justice Academy. The CJA shall promulgate regulations to provide for this training. Expense of the training must be paid by the local 15


     

government by which that person is employed and the department is authorized to establish and collect a fee for this training. All 911 lines must have both audio and light indicators on incoming calls. A public safety agency whose services are available on the 9-1-1 system must maintain a separate secondary backup number for emergency calls and a separate number for nonemergency telephone calls. The primary published emergency number will be 9-1-1. The PSAP must have additional local telephone exchange service in addition to the 9-1-1 service. This nonemergency telephone number should be published directly below the “emergency dial 911” listing. 911 is furnished for emergency reporting only. Nonemergency calls, whether by the general public or agency employees, should not be made to the 9-1-1 system. A designated person or 9-1-1 office staffed by a sufficient number of persons to maintain data bases. An initial or continual plan for public education which must include the following: o To make the public aware that 9-1-1 is available. o To have the majority of emergency calls received on 9-1-1 rather than the seven-digit emergency number. o To make the public aware of the definition of an emergency. o To make the public aware of what is a nonemergency.

The Jasper County Communications Center shall staff a minimum of three (3) personnel per shift.  Each shift shall be lead by a Shift Supervisor who will be responsible for their shift. o In the event that a Shift Supervisor is not available a senior level TCO will be in charge of the shift.  Each shift shall have two TCOs on duty in addition to the Shift Supervisor or Senior TCO.  Personnel who are in training shall not count towards minimum staffing requirements. The Jasper County Communications Center shall establish and maintain written policies regarding shift scheduling and recall procedures in order to ensure minimum staffing levels are met at all times.

Responsibility:

It shall be the responsibility of Jasper County Emergency Services and the Communications Center to ensure compliance with South Carolina minimum requirements for service at all times. It shall be the responsibility of Emergency Services Command Staff and the Communications Manager and Shift Supervisors to ensure compliance with this policy. It shall be the responsibility of all Telecommunication Officers to be familiar with this policy.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

202 – Attendance & Punctuality Date: April 6, 2009 Revised: January 6, 2014 - Philip A. Cothran Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish guidelines for reporting for a scheduled shift as well as for reporting events that conflict with normal scheduled work hours.

Objective:

To provide a guideline for reporting for duty and the appropriate notification process for changes in an employee’s attendance that would adversely affect minimum staffing in the Communications Center.

Procedures:

Calling Out  Personnel working day shift shall give notification a minimum of one (1) hour in advance but notification at the earliest opportunity is preferred.  Personnel working night shift shall give notification a minimum of two (2) hours in advance but notification at the earliest opportunity is preferred.  Personnel making notifications that they will be unable to report for duty must speak with the on duty Shift Supervisor or Senior TCO on an administrative phone line. Punctuality  Communications staff shall be ready to work at their scheduled hour. o It is suggested that TCOs reporting for duty arrive fifteen (15) minutes early for their shift so that they can receive their pass-down and be ready for work. o If scheduled to begin work at 0700 the TCO must be seated at their console, wearing their headset, logged into their phone and CAD by 0700. Tardiness  Personnel who are tardy will be documented by the on-duty supervisor, as per the disciplinary process outlined in the County Policy Manual.  Personnel who are running behind schedule shall notify the on-duty supervisor of their expected tardiness via an administrative line as soon as possible.

Responsibility:

It shall be the responsibility of Communications personnel to be familiar with and adhere to this policy. It shall be the responsibility of the Shift Supervisors to ensure compliance with this policy. 17


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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

203 – Recall Schedule Date: August 25, 2009 Revised: January 6, 2014 - Philip A. Cothran Recommended By: Melissa Thompson Approved By: Wilbur Daley

Policy: It shall be the policy of the Jasper County Communications Center personnel to establish a recall schedule and the requirements of being on-call for full time personnel, in order to maintain minimum staffing requirements in the Communications Center.

Objective: To maintain a minimum staffing level of three (3) Telecommunication Officers on duty at all times. To ensure that the Recall Schedule is properly prepared, and is fairly distributed amongst full time personnel.

Procedures: Recall Scheduling  A recall schedule for each shift shall be prepared at least one month in advance by that shifts respective shift supervisor.  This schedule will clearly identify each employee’s name and the dates that they must remain available for recall in the event of illness, injury or other emergencies that do not permit scheduled employees to fulfill their shift.  The recall schedule is prepared with a day shift and night shift TCO in mind, however a night shift TCO could be recalled for a day shift position and a day shift TCO could be recalled for night shift.  In the event that someone has been recalled several times during their recall cycle, supervisory staff may require that other personnel cover their on-call.  If an employee plans on taking annual leave during the days that they are on-call, it is their responsibility to obtain coverage for their on-call. o This must be in writing, utilizing the Exchange of Recall Form. Recall Notifications  In the event that a shift must be covered, personnel that could work the open slot will be contacted first to ascertain whether they wish to volunteer to cover the shift.  If personnel who are notified of the open shift do not make contact back with the on-duty shift supervisor prior to the On-Call employee being notified to report to work, the employee is not guaranteed the hours originally offered. o The on-call staff member will then decide whether they wish to report for duty or give the hours to the other employee volunteering to cover the shift. 18


Reporting For Duty & Requirements of Being On-Call  When reporting to cover an open position in a recall capacity, the responding personnel has up to two (2) hours to respond from the initial time of notification.  Notification is made when the on-duty supervisor or senior TCO speaks with or leaves a voicemail message for personnel. o If the voicemail system is full and a voicemail message is unable to be left, this time will still count towards the two (2) hour window.  It is the responsibility of the TCO on-call to ensure that they possess a working phone and are able to respond within the two (2) hour window at any point during the shift for which they are scheduled to cover if needed.

Responsibility: It is the responsibility of all Communications personnel to be familiar with and to adhere to this policy. It is the responsibility of the Shift Supervisors to ensure compliance with this policy.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

204 – Dress Code Date: May 20, 2009 Revised: January 6, 2014 - Philip A. Cothran Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish guidelines for the appropriate attire to be worn by personnel.

Objective:

To provide a guideline for appropriate work attire to create and maintain a professional work environment.

Procedures:

The Communications Center does not require personnel to wear a uniform, however the Center does require that personnel who might be seen by the public dress appropriately. For day shift personnel this generally means Casual Business Attire, while night shift can generally wear more casual clothing. Personnel who are not properly attired may be required to return home to change clothing and/or face other disciplinary actions. Day Shift A. Acceptable Attire a. Pants i. Dress pants, slacks, khakis and capri pants. (Jeans on Friday/Holiday.) b. Skirts i. ¾ length or longer (must be below mid-thigh when seated) c. Shirts i. Dress shirts, turtlenecks, pull-over dress shirts. (T-shirt on Friday/Holiday.) d. Shoes i. Dress shoes, casual shoes, athletic shoes, dress sandals and boots. B. Unacceptable Attire a. Pants i. Frayed or faded jeans ii. Leggings iii. Camouflage pants iv. Wind pants/warm-up pants b. Shorts c. Shirts i. Spaghetti straps, tight fitting, etc ii. Tank tops 20


d. e. f. g. h.

iii. Midriff tops iv. Sheer tops without a t-shirt or camisole v. Halter tops vi. Wind shirts vii. T-shirts Dresses & Skirts i. No shorter than mid-thigh when seated ii. Frayed, faded, tight, etc Shoes i. Flip Flops ii. Crocs Pajamas Costumes Advertising i. Any item that supports any causes, businesses, religions, etc.

Night Shift A. Acceptable Attire a. Pants i. Dress pants, slacks, khakis, jeans and capris. b. Skirts i. 他 length or longer (must be below mid-thigh when seated) c. Shirts i. Dress shirts, turtlenecks, pull-over dress shirts, t-shirts. d. Shoes i. Dress shoes, casual shoes, athletic shoes, dress sandals and boots. B. Unacceptable Attire a. Pants i. Frayed or faded jeans ii. Leggings iii. Camouflage pants iv. Wind pants/warm-up pants b. Shorts c. Shirts i. Spaghetti straps, tight fitting, etc ii. Tank tops iii. Midriff tops iv. Sheer tops without a t-shirt or camisole v. Halter tops vi. Wind shirts d. Dresses & Skirts i. No shorter than mid-thigh when seated ii. Frayed, faded, tight, etc e. Shoes i. Flip Flops ii. Crocs f. Pajamas g. Costumes h. Advertising i. Any item that supports any causes, businesses, religions, etc. 21


Responsibility:

It shall be the responsibility of the Jasper County Communications Center personnel to adhere to this policy. It shall be the responsibility of the Shift Supervisors to ensure compliances with this policy.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

205 – Exchange of Duty Date: Revised: January 6, 2014 - Philip A. Cothran Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish the proper procedure for the exchange of duty between Telecommunication Officers.

Objective:

To ensure that TCOs are properly executing and documenting exchanges of duty and to ensure that minimum staffing levels are maintained at all times.

Procedures:         

   

All exchanges of duty (shift swap) shall be approved a minimum of thirty six (36) hours prior to the start of the exchange. The exchange must be approved and signed by both supervisors prior to the start of the exchange. Exchange of duty forms shall be completed in their entirety with a date for the time to be repaid prior to their approval. An exchange of duty involving a shift supervisor must be approved by the Deputy Director. It is the responsibility of the Shift Supervisors to make sure that their shifts are adequately staffed. Occasionally extenuating circumstances occur requiring exchanges to be executed without notice; these must be approved by the on-duty Shift Supervisor and the Deputy Director. An attempt should be made by the TCO to contact their respective Shift Supervisor prior to requesting this application of exchange. All swaps should be repaid within the same pay period if possible. Swaps that are scheduled for repayment after a four week period must be reviewed by the duty supervisor and approved by the Deputy Director. Part time employees are not eligible for exchanges of duty with full time employees due to the nature of their schedules. Once an exchange of duty has been signed and approved; it is the responsibility of the person agreeing to the swap to cover the shift that they agreed to work. If the person agreeing to the exchange of duty does not fulfill their obligation during the exchange; they are subject to disciplinary action. Should the first half of the swap be executed, employees are still responsible for repaying the time owed within the swap. In the event that either person involved in the swap is scheduled to cover on-call on a day that they are swapping, it is their responsibility to ensure that on-call is covered for that shift. All swap forms shall remain in the schedule book on the supervisor’s desk. Upon completion of the exchange agreement, the form will be filed in the supervisor’s office for a minimum of sixty (60) days. It is the responsibility of the primary supervisor to document the exchange on the schedule. A log listing all swaps is to be maintained in the schedule book. 23


Responsibility:

It shall be the responsibility of the each employee to review and understand this policy. It shall be the Shift Supervisors responsibility to ensure compliance with this policy.

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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

206 – Payroll Date: January 2, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to provide procedures for personnel regarding payroll.

Objective:

To ensure that personnel turn in properly filled out Time Cards, Extra Hours Reports, Annual/Sick Leave Request forms, Part Time Hours Reports and Doctor Excuses when they are due, to ensure that employees receive pay on time.

Procedures:  

Personnel must turn in their time cards and all supporting documentation by 0800 on the Mondays that are designated as Payroll day by the Communications Center unless otherwise advised by the Communications Center supervisory staff. All time cards and supporting documentation must be signed by all parties prior to it being turned in by personnel.

Responsibility:

Each employee shall be responsible for verifying that his/her own time card and secondary documentation is filled out properly and turned in on time. It shall be the responsibility of the Shift Supervisors to verify the accuracy of time cards and secondary documentation.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

207 – Annual Leave Request Date: October 25, 2013 Recommended By: Matthew M. Fraleigh Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish the procedures for the submission and approval of request for annual leave.

Objective:

To establish a uniform method of submitting annual leave request forms.

Procedures: 

    

When personnel wish to request annual leave, the following steps should be taken: o Time/Date stamp the annual leave card on the day that you are submitting the request. o The annual leave card should then be filled out and submitted to your shift supervisor for approval, with the exception of shift supervisors, who must obtain approval from the deputy chief. o Once approved, the schedule will be modified to reflect the request. Per paragraph 3, under General Information, section 11.A of the Jasper County Personnel Policies and Procedures Manual (pg 54), “annual leave request should be submitted as soon as possible but at least three (3) days in advance”. In order to better ensure the chances of approval, request should be submitted two weeks in advance. Annual leave request that are submitted for the same time period will be granted in the order that they are received. If request are received at the same time, the most senior TCO will have their request approved first. Annual leave request will not be approved until the shifts in question have been covered. Coverage for annual leave is voluntary only; full time personnel who are on-call are not required to cover annual leave request. However, in the event that someone covering annual leave calls out sick, personnel on-call may be required to cover the shift.

Responsibility:

It shall be the responsibility of all personnel to familiarize themselves with this policy and the procedures included. It shall be the responsibility of the shift supervisors to implement and enforce this policy.

References:

Jasper County Personnel Policies and Procedures Manual, pages 53 & 54.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

208 – Employee Identification Date: January 2, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center personnel to be in possession of and displaying their county issued identification at all times while they are on duty.

Objective:

To ensure that personnel are displaying proper identification while on duty.

Definitions:

RFID – Radio Frequency Identification

Procedures:    

Personnel shall possess and display County issued identification while on duty at all times. Identification should be worn on a neck lanyard or clipped to shirt front or at waist. County issued RFID should be used to access exterior and interior doors at Emergency Services. In the event that a RFID is lost or stolen, the on duty communications supervisor should be notified immediately.

Responsibility:

It is the responsibility of all personnel to comply with this policy and display their County issued RFID while on duty. It is the responsibility of the Shift Supervisors to ensure that implementation and compliance with this policy.

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Communications Center Operations Section 300 28


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

301 – Sleeping While On Duty Date: November 9, 2011 Revised: January 6, 2014 – Philip A. Cothran Recommended By: Lynn Shuman Approved By: Wilbur Daley

Policy: It shall be the policy of the Jasper County Communications Center to establish procedures for ensuring that personnel are alert and productive at all times.

Objective: To ensure that personnel of the Jasper County Communications Center are alert and productive while they are on duty.

Procedures:   

Full-time and Part-time Employees of the Communications Center are expected to remain alert and productive during their scheduled work hours. Sleeping, or giving the appearance of sleeping is strictly prohibited. Failure to comply with this policy will result in disciplinary action, up to and including termination. Employees who are responding to cover unscheduled shift in an on-call capacity are also expected to maintain the same alert and productive level of service. o It is the responsibility of those who are on-call to ensure that they are able to properly work if they are called in to work a shift.

Responsibility: It is the responsibility of the Communications Center personnel to adhere to this policy. It is the responsibility of the Shift Supervisors to ensure that this policy is enforced.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

302 – Internet Usage Date: March 10, 2009 Revised: January 6, 2014 – Philip A. Cothran Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to properly peruse the internet for resources that will aid and assist in providing data as needed for emergency services.

Objective:

To provide a guideline for personnel to follow when using the internet services registered to Jasper County.

Procedures:    

   

Access to the internet will be provided to all communications personnel for purposes of business use. The internet may not be used to engage in any other business, or profit making activity. The internet may not be used for religious, political or social causes. The internet may not be used for non-job related purposes such as: o Playing online games. o Accessing social networking sites. (Twitter, Facebook, Pinterest, etc…) o Playing music or watching videos. (Pandora, iHeartRadio, YouTube, etc…) Personnel may not download or upload materials to and from the internet with County owned computer equipment or devices. (DVDs, CDs, etc…) Personnel may not install services or programs. Installations to computer equipment are restricted to Network Administrators. No employee has the right to privacy or confidentiality in activities conducted on County equipment. This includes but is not limited to sites perused on the internet. The Jasper County IT Department has the capability and responsibility of monitoring internet usage for inappropriate activity and will report improprieties to the Deputy Director as identified.

Responsibility:

It shall be the responsibility of the personnel to be familiar with and to adhere to this policy. It shall be the responsibility of the Shift Supervisors to ensure compliance with this policy.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

303 – Site Trunking Date: Recommended By: Russell Wells Approved By: Wilbur Daley

Policy: It shall be the policy of the Jasper County Communications Center to implement the following procedures in the event that “Jasper Tower” enters a “Site Trunking” situation.

Objective: To ensure the continuance of operations with minimal service interruption and provide for life safety of field units.

Procedures:   

 

 

Upon receipt that a field unit reports “site Trunking” the on-duty shift supervisor shall report to the radio room and verify site Trunking on the dispatch radios. The radio displays will have “STE TRNK” alternately flashing on the display. The on-duty shift supervisor (prior to leaving the center) will establish a designee to contact PAL800 (Motorola) and the Deputy Director of Emergency Services. If the radios have not defaulted to the back-up tower site, the supervisor will manually adjust the primary channels to change towers. This is accomplished by depressing and holding the #1 button the XTL5000. Release the button once the radio enters “scanning” mode. Once the radio has “scanned to the next tower” (most likely “Yemassee”) it will give an RSSI number. A RSSI number of 90 or greater will provide for good reception and transmission. **NOTE** All field units operating on a site trunked tower can communicate with each other on their channel. Additionally, they will be able to communicate with dispatch, if dispatch remains locked on the affected tower. Units that have scanned to an alternate tower based on RSSI WILL NOT be able to hear or communicate with dispatch. Once the primary channels have scanned to an alternate tower site, review secondary channels: JCOPS1, JCTAC1 & 2. If these channels remain trunked, move JCTAC1 to alternative site. HPD and JCOPS1 will be patched for simulcast. This action allows the system to be “tricked into” normal operations allowing communications among the three towers we use. This in turn allows the field units that are site trunked to communicate back into the communications center. This same technique shall be replicated for JCDISP, JCTAC2 and FIRE PAGING. Once these patches have been formatted, TCOs must turn down the unselected channels. If this is not accomplished, tremendous feedback will occur. Once PAL800 has been notified the communications center that the tower is back on line, the on-duty shift supervisor shall verify this in the radio room. If the primary channels have not returned to the “Jasper Tower” site, manually transition the radios back to the “Jasper Tower” site. 31




The communications on-duty shift supervisor shall notify the Deputy Director of Emergency Services.

Responsibility:  

It shall be the responsibility of each telecommunications officer to review and understand the procedures as established in the aforesaid procedure section. It shall be the responsibility of the communications shift supervisors to be familiar with the aforementioned procedure and to be proficient in the transitioning of the radios.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

304 – Weather Advisories Date: Recommended By: Russell Wells Approved By: Wilbur Daley

Policy:

It shall be the policy of Jasper County Communications to disseminate severe weather advisories so as to provide for increased life safety of our citizens, visitors and public safety officials in our jurisdiction. Dissemination shall include thunderstorm warnings, tornado watches and warnings affecting our county.

Objective:

The scope of this policy will be utilized in the notifications of impending dangerous weather capable of impacting; life safety of our citizens, visitors, and public safety officials; critical infrastructure impacts to include but not limited to roadways, utilities, health services, and communications to all law enforcement, fire/rescue and emergency management divisions within the county.

Definitions:  Watch: A weather watch indicates conditions are favorable for the development of severe weather capable of impacting our area.  Warning: A warning indicates that severe weather is and will impact our area within a short period of time.

Procedures:

 During periods of forecasted weather potentials; the television located next to the security camera monitor SHALL be tuned to The Weather Channel. Volume shall be set so as to be heard by the telecommunicator located at this position. When alerts are broadcast, review and ensure that information contained in the warnings for our area have not been modified or cancelled.  Information pertinent to Jasper County, or portion thereof should be highlighted on the bulletin and disseminated accordingly. Reporting hazards to NWS by field units is not pertinent information and does not need to be included in the broadcast.  Thunderstorm Watch: Be cognizant of changing conditions. Enter period of notification in log if watch extends into oncoming shift.  Thunderstorm Warning: Based on the notification and affected area to ne impacted, immediate dissemination of affected agencies shall be as follows; 1. Broadcast via 800 mHz radio leading with BOLO alert to the law enforcement agencies in or near the path of this warning so as to enable the units currently operating and exposed to the potential impending impacts to seek an area of refuge. Have units acknowledge receipt of notification. 2. ***Should any officer be on an in progress call, check “code 4” status and advise them you need to broadcast a weather bulletin, and obtain clearance to broadcast.

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3. Initiate radio communications of fire/rescue agencies with the BOLO alert via 800 mHz radio advising weather alert then tone via conventional radio frequencies to the appropriate fire/rescue stations in or near the path of the impending impact of the weather. Have units acknowledge receipt of notification. 4. Notify County EMD Director and deputy Director via phone. 5. Place copy of bulletins in the box of the Deputy Director; after bulletin has been time stamped upon receipt of notification, units advised and time of notification, each telecommunications officer will initial indicating when the information was disseminated on their respective channel. 6. Extensions or Expirations of the currently warned storm need not be broadcast; UNLESS there is a new development prompting the need for broadcast.  Tornado Watch: Time stamp notification on teletype. Notify EMD Director and Deputy Director via phone. Notify appropriate supervisory staff (patrol supervisors, Bat 1&3, Etc.) of agencies in the watch zone via phone. Indicate which supervisor was notified, time of notification, and initial. Place copy of the bulletin in the box of the Deputy Director’s door. Enter period of notification in log if watch extends into oncoming shift.  Tornado Warning: Given the Short notification lead time of this life threatening weather phenomena IMMEDIATE BROADCAST using high-low alert via 800 mHz frequency followed by “TORNADO WARNING” on all primary law enforcement channels and the BOLO tone on the Fire/Ems channel. 1. Continue notification broadcast to all law enforcement agencies via radio and have road units acknowledge receipt of notification. 2. Immediately drop “ALL PAGE” tone for fire/rescue stations. Disseminate warning and have units acknowledge. 3. Notify EMD Director and Deputy Director via phone. Time stamp bulletin upon receipt. Each telecommunications officer will initial indicating when the information was disseminated on their respective channel and unit acknowledgements.  Special Circumstances: Should any field unit or 911 callers indicate sighting of a tornado, funnel cloud, wall cloud, rotating super cell, hail, or high wind conditions, immediately follow appropriate section in the aforementioned IF the Communications Division had not received any bulletin. 1. If tornado warning; upon conclusion of all notifications within this section and the path indicates movement toward Beaufort County, notify Beaufort County Communications via red phone; If toward Hampton County, notify via phone. 2. If hail or high damaging winds are reported by field units, and communications division has not received bulletins, notify National Weather Service Charleston. Confirm extent of hail stone size and extent of damage observed by field unit. Convey field assessment to NWS Charleston so as to allow them the ability to enact appropriate warnings, conduct radar surveillance and forecasting of the storm. Notify EMD Deputy Director via phone. Storm Mode: During periods of severe weather producing a significant number of incidents, the Communications Supervisor shall have the authority to enter “Storm Mode”. 1. Broadcast: ALL PAGE, RFD, HFD, LVFD tones and broadcast “Communications has implemented Storm Mode”. 2. Fire Departments will be assigned the following channels:  Jasper County Fire Rescue Primary Dispatch  Ridgeland Fire Department Tac 1  Hardeeville Fire Department Tac 2  Levy Vol. Fire Department Primary Dispatch 3. Individual station tones will not be utilized. Give pre-alert necessary for call and dispatch units. 4. If units are not available, contact respective agency supervisor and advise call pending. They will advise their desired course of action. 5. Notify Emergency Services Director and Deputy Director upon activation of Storm Mode.

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6. Communications Supervisor shall have the authority to recall TCO’s as necessary to assist in mitigating the overwhelming volume of incidents. Recall shall accommodate for personnel safety to travel to and from the center. 7. Supervisor shall have the authority to consolidate law enforcement channels into two channels.  NORTH Ridgeland PD channel  SOUTH Hardeeville PD channel Supervisor shall notify JCSO road supervisor, RPD & HPD road units of Storm Mode. JCSO Supervisor will assign appropriate road unit to radio channel. 8. Upon stabilization of call volume, Communications Supervisor shall issue cancellation of Storm Mode. This shall be accomplished by broadcast of “ALL-PAGE to Fire Departments and broadcast “Storm Mode is cancelled all agencies resume normal operations.” Have Battalions 1 & 3, HFD, and LVFD acknowledge. Broadcast the HIGH-LOW tones on law enforcement channels and broadcast “Storm Mode is cancelled all agencies resume normal operations.” Have units acknowledge. 9. Notify Emergency Services Director and Deputy Director of cancellation. Have recalled personnel complete extra hours form to be turned in with payroll. Heat Advisories: Enter period of notification in log, if watch extends into oncoming shift. Forward the notification bulletin to the Deputy Director’s office. Winter Weather Advisories: Forward Notification Bulletins to the Deputy Director’s Office. Hours of Notification: *****OTHER THAN TORNADO WARNING*****  Law enforcement channels shall abide by these notifications at all times.  Fire/Rescue notifications shall be as follows:  Between hours of 0600 and 2300 hours execute the aforementioned.  Between hours of 2300 and 0600 hours contact via phone. Prioritize by stations, closest in or near the path of the impending weather situation

Responsibility:  

It shall be the responsibility of each telecommunications officer to be familiar with this policy. It shall be the responsibility of each Communications Supervisor to be familiar with this policy and ensure that it is adhered to and executed.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

305 – Civilian Entry Into The Server Room Date: January 20, 2013 Recommended By: Karey Ellsworth-Bilyard Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to regulate access to the server room.

Objective:

To maintain the integrity and security of the server room.

Procedures:

The supervisor or acting supervisor of the shift in the communications center shall ensure that all civilians and/or vendors accessing the server room shall be signed into and out of the log book in the communications center. This book will be located at the supervisor’s desk.

Responsibility:

It shall be the responsibility of the Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure this policy is implemented and enforced.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

306 – Critical Route MVA Reporting During Evacuation Date: June 12, 2009 Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to notify the Charleston Communications Center of all Motor Vehicle Accidents occurring on critical routes during evacuation.

Objective:

To provide the South Carolina Department of Public Safety with critical information regarding road obstructions due to MVAs on critical evacuation routes in Jasper County.

Procedures:

A. Communications personnel shall notify the Charleston Communications Center of all MVAs that occur on critical routes in Jasper County during evacuations. Critical routes include: a. Interstate 95 b. US Highway 17 c. US Highway 278 d. US Highway 321 e. US Highway 46 f. US Highway 462 B. Communications personnel shall notify the jurisdiction responsible for these areas, to include police, fire, and/or EMS, as well as notifying the Charleston Communications Center. C. When notifying Charleston provide them with the information on the recourses and agencies that are responding.

Responsibility:

It shall be the responsibility of all communications personnel to become familiar with and adhere to this policy.

37


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

307 – Telecommunications Device for the Deaf Date: June 23, 2009 Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to provide guidelines for communications with the hearing and/or speech impaired, by the use of a Telecommunications Device for the Deaf (TDD).

Objective:

To provide a standard call reception and rapid response to all TDD calls.

Definitions:     

TDD – Telecommunications Device for the Deaf. TDD Tones – An electronic tone or series of tones (not similar to a fax phone), which identifies a TDD call being received. Silent Call – A 9-1-1 line that rings in with no one on the line, a silence on the phone line, or a flashing 9-1-1 line. ASCI – American Standard Code for Information Interchange, a high-speed computer language. Baudot – The most common TDD language. All Baudot tones are in voice range.

Procedures:

A. Communications employees are required to utilize these abbreviations when communicating via TDD.  Common Abbreviations GA – Go ahead SKSK – Final sign off U – You CUD – Could SK – Stop keying PLS - Please R – Are 4 – Four or For Q – Question 2 – To, too, two WUD – Would THX – Thank you REC – Receive MSG GARBLED PLS REPEAT – Message garbled, please repeat B. Answering a TDD call  When the TDD Interface Window opens automatically the TCO shall select the animation in the Call Information Window.  If a TDD call is not automatically detected, the call taker must manually open the communications tool by selecting the TDD Button on the desktop. If the caller is using an ASCI TDD System, you must manually send a welcome message with the Silent button to initiate TDD communications. C. Making a TDD Call 38


If your keypad is not already on your screen, activate the keypad. Enter the required number using the alpha/numerical buttons on the keypad. Select the dial button on the keypad. Select the TDD button, giving you access to the TDD interface window. Select “originate” from the Mode drop down list for calls being placed to an ASCI system or select the “Silent” button to establish TDD communications with Baudot or ASCI calls. Proceed with TDD conversation. D. Silent Calls  If you receive a silent call it is mandatory to manually verify if the call is from a TDD. If you do not get an immediate response when you answer a telephone call, don’t hang up. Make several attempts to get a response. If you do not make contact with the party follow the procedures for a 9-1-1 hang up call, by dispatching law enforcement to the location provided by the ALI, while continuing to try to make contact via your TDD.

Responsibility:

It shall be the responsibility of all Communications personnel to follow the established guideline when communicating with the TDD. It shall be the responsibility of all Communications Shift Supervisors to ensure that all Communications personnel become familiar with and adhere to this policy.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

308 – Radio Activity Log Updates Date: November 10, 2013 Recommended By: Matthew M. Fraleigh Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish the procedures for updating the CENTRACOM Elite Dispatch Activity Log.

Objective:

To establish a uniform method of updating the Activity Log on the CENTRACOM Elite Dispatch System.

Procedures: 

When personnel notice that the Activity Log is displaying incorrect information, the following actions shall be taken: o Note all of the following information:  The correct unit number  The correct type of radio being used  The incorrect information being displayed o Forward this information the Shift Supervisor on duty  The Shift Supervisor on duty shall compile a list of changes that need to be made  The Shift Supervisor shall forward this information at the end of their shift to the TCO who is designated to make changes the Activity Log The aforementioned steps shall also be followed when: o Personnel are advised of updated unit call signs o Personnel are advised of units switching vehicles/radios

Responsibility:

It shall be the responsibility of all personnel to familiarize themselves with this policy and the procedures included.

40


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

309 – Portable Radio Maintenance Date: October 4, 2013 Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish the proper procedures to maintain the battery life of the portable radios that are kept in the Communications Center.

Objective:

It is the objective of this policy to instruct Communications Personnel on the proper methods of maintaining the maximum batter life the portable radios in the communications center.

Procedures:

The radio is to be charged completely and then removed from the charging station and left on to monitor channels not available on the desktop radio. Removing the portable radios from the chargers when the batteries are charged is crucial in extending the battery life.  All portable radios are to be placed on their respective chargers on: o Monday morning o Thursday morning o Saturday morning  The radios are to be charged completely and then removed and left turned on and monitoring a channel. o A solid green light indicates that the battery is fully charged o A red light indicates that the battery is charging.

Responsibility:

It shall be the responsibility of all communications personnel to follow this policy.

41


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

310 – Road Closure Notification Date: April 24, 2013 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to notify the appropriate agencies and staff members of road closures when appropriate.

Objective:

To establish easy to follow guidelines to be followed in the event of a roads closure.

Procedures:

Upon notification of a road closure, personnel shall take the appropriate steps to notify the Deputy Director of this information once the initial agencies have been advised and personnel are able to do so without impacting quality of service. 

Road closures to be notified of: o Interstate 95 o US 17 o US 170 o US 278 o US 321 Motor Vehicle Collisions: o When the Communications Center receives notification of a traffic accident, Fire Rescue personnel will be immediately dispatched to the scene if there are injuries. o Once this task is accomplished, the Hardeeville Police Department, Ridgeland Police Department or South Carolina Highway Patrol Dispatch Center will be notified of the MVC depending upon its location. o If the Incident Commander or Law Enforcement units on scene advise that the entire roadway (if the interstate one direction of travel) is shutdown, the Deputy Director of Emergency Services shall be notified by phone of the incident. Other Incidents: o When the Communications Center receives notification of an incident such as a tree down, the Center will advise Law Enforcement and any other appropriate agencies. Once these initial notifications have been made, the Deputy Director of Emergency Services will be notified by phone of the incident.

Responsibility:

It shall be the responsibility of all Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure implementation and compliance of this policy.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

311 – Call for Service Creation Date: January 6, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish guidelines for the creation of Calls for Service (CFS).

Objective:

To ensure that personnel create CFSs when appropriate and that call details are properly entered into the CFS Data Entry Window. To ensure that an easily accessible and verifiable record exist of when and where units sign out at locations. To maintain an accurate numerical representation of the incidents that the Communications Center is generating for each agency.

Procedures:

Calls for Service shall be created whenever any Law Enforcement officer or Fire Rescue personnel are required to provide service to the public or are assisting another agency; this includes service provided in person and/or via the phone. Calls for service shall contain as much information as is reasonably possible. Such as the call address, call type, call narrative, caller name and phone number.

Responsibility:

It shall be the responsibility of the Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure this policy is implemented and enforced.

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** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

312 – DNR Notifications Date: October 10, 2009 Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to notify the South Carolina Department of Natural Resources (DNR) when incidents are reported regarding the scope of DNRs responsibility.

Objective:

To provide an effective and formal method for the notification of appropriate incidents to the South Carolina Department of Natural Resources.

Procedures:

Communications personnel shall immediately notify, upon completion of dispatching medical and law enforcement responders, the South Carolina Department of Natural Resources (DNR) for incidents reported to Jasper County concerning the following:  Hunting/Boating Incidents o Shootings o Falls o Drowning o Injuries of any type  Missing/Lost Persons  Illegal activities in a wooded area  Camping Incidents o Injuries o Illegal activity reported at a camping site

Responsibility:

It shall be the responsibility of all Communications personnel to be familiar with and adhere to this policy.

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Law Enforcement Operations Section 400 45


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

401 – Law Enforcement Radio Communications Date: January 7, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to ensure that all personnel are familiar with the types of radios in use, how to use the radios and the proper use of terminology to be used on the law enforcement channels.

Objective:  

To ensure that personnel are familiar wit the radios in use by the various law enforcement agencies that the Communications Center personnel work with. To identify the ten codes, signals, administrative codes and common terminology used during radio transmission to reduce misunderstandings

Procedures:

Radio Channels  The following channels will be used for Law Enforcement radio communications: o JC LAW – This channel is used for the Jasper County Sheriff’s Department o RIDGELAND PD – This channel is used for the Ridgeland Police Department o H’VILLE PD – This channel is used for the Hardeeville Police Department o JC OPS 1 – This channel is used as a TAC channel for Law Enforcement Agencies o JC M/A – This channel is used for multi agency events (Law Enforcement & Fire Rescue)  In the event that units from one agency assist another agency, they are to be moved to that channel. (HPD would move to the County’s channel if HPD was assisting JCSO)

Code 4  Code 4 is an administrative code used to ensure that units are safe while they are out at calls for service or performing task such as traffic stops.  Communications personnel shall check on units within the first three minutes of them arriving on scene, then every three minutes thereafter.  If a unit advises that no further Code 4 checks are needed, the TCO will enter this information into the CFS narrative and override the unit’s timer.  Any other response than “Code 4 Affirmative” will result in the appropriate backup being dispatched to the officers location.  If an officer complains about being checked on, their complaint is to be directed to their supervisor and/or the Deputy Chief of Emergency Services.

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Emergency Button  There is an emergency button located on each radio. Size, shape and color are different depending on the model of the radio.  If the emergency button is pressed an audible tone will be played over all radios in the communications center and the units radio ID/Alias will display in red text.  TCOs shall mute the audible alarm and ask the unit if they are code 4. If a radio alias is not displayed then all of the units that are on that channel, will be given code 4 checks starting with units that are assigned to a call, followed by the units that are not assigned to calls.  If any unit advises anything other than “Code 4 is affirmative” then the appropriate law enforcement units/agencies will be dispatched immediately.  If the activity log displays an ID number instead of an officer’s name, the correct information is to be notated and forwarded the TCO in charge of maintaining the Radio Alias Database. Clear To Copy  The Communications Center personnel shall first ask a law enforcement unit if they are secure to copy information in the event that a TCO has information to give to an officer that might result in creating anger or panic in others.  This task will be accomplished by using the Ten Code 10-11.  Reasons for using 10-11 include but are not limited to: o Vehicle Registration Suspensions o Drivers License Suspensions o Local Warrants o NCIC Warrants o Stolen Vehicles, Tags, Articles, Weapons, Parts, etc.. o Gang Member and or Terrorist NCIC Alerts o Criminal History Information (Critical information that cannot be handled by phone) Ten Codes, Signals & Administrative Codes  The communications center and the primary law enforcement agencies that operate within Jasper County have agreed upon the following Ten Codes, Signals and Administrative Codes: Ten Codes Code 10-0 10-2 10-4 10-6 10-8 10-10 10-12 10-14 10-16 10-18 10-20 10-22 10-24 10-26 10-28

Plain English Chase in Progress Radio Signal is Good Affirmative (OK) Busy In service Negative Stand by Message/Information Reply to Message Urgent (Quickly) Location Disregard Assignment Complete Estimated Time of Arrival Vehicle Ownership Info

Code 10-1 10-3 10-5 10-7 10-9 10-11 10-13 10-15 10-17 10-19 10-21 10-23 10-25 10-27 10-29

Plain English Radio Signal is Weak Stop Transmitting Radio Traffic Relay To Out of Service Say Again (Repeat) Clear To Copy Info? Existing Conditions Message Delivered En-route (In) Contact Telephone Arrived on Scene Report To (Meet) License/ Permit Information Wanted Record Check 47


10-30 10-32 10-34 10-36 10-38 10-40 10-42 10-44 10-46 10-48 10-50 10-52 10-54 10-56 10-58 10-60 10-62 10-64 10-66 10-68 10-70 10-72 10-74 10-76 10-78 10-80 10-82 10-84 10-86 10-88 10-90 10-92 10-94 10-96 10-98

Danger/ Caution Units Needed Quickly Time Gas Drive Off Traffic Stop Road Repairs Ending Tour of Duty Harassment/ Threats Assist Motorist Stopping Suspicious Vehicle Traffic Accident Ambulance Needed Direct Traffic Intoxicated Pedestrian Riot Notify Coroner/ Medical Examiner Prison or Jail Break Bomb Threat Drag Racing Mental Subject Fire (Specify Type) Larceny Armed Robbery/ Hold Up Assault Need Assistance Suspicious Person Domestic Problem Crime In Progress Out of Vehicle – Available Unit in Vicinity Prepare to Copy Delayed Due to (Specify) BOLO (Specify Type) Breathalyzer Operation Switch to Regional Channel

10-31 10-33 10-35 10-37 10-39 10-41 10-43 10-45 10-47 10-49 10-51 10-53 10-55 10-57 10-59 10-61 10-63 10-65 10-67 10-69 10-71 10-73 10-75 10-77 10-79 10-81 10-83 10-85 10-87 10-89 10-91 10-93 10-95 10-97 10-99

Pick up Help Me Quickly (Emergency) Wants & Warrants Clear Deceased Subject Vehicle Search Beginning Tour of Duty Juvenile Incident Animal Carcass Investigate Suspicious Vehicle Civil Disturbance Wrecker Needed Road Blocked (Specify How) Intoxicated Driver Hit & Run Accident Person With A Gun Illegal use of Radio Advise Present Phone Number of Blockade Prisoner/ Subject In Custody Detaining Subject – Expedite Record Indicates Wanted/ Stolen Break-in Shooting Incident Vandalism Prowler Missing Person Fight in Progress Alarm (Specify Type) Permission to Leave Patrol Escort Return to (Location) Message Received Pick Up Prisoner Radio Check Traffic Light Out At (Location)

Signal 02 04 06 08 10 12 14 16 18

Plain English License & Registration Valid Trespassing Kidnapping Narcotics Bench Warrant No Information Available Stabbing Transport Shoplifting

Signals Signal 01 03 05 07 09 11 13 15 17

Plain English Shots Fired Suspended Sexual Assault Homicide Arrest Warrant Paper Service Suicide Attempt Animal Complaint Indecent Exposure

48


25 28 42

Meal Visitor Present No Longer In Vehicle

26 41 93

Out of Vehicle – On Hand Held Off-Duty but In Vehicle Refusal

Code 02 04

Plain English No Delay – Lights No Sirens Is Everything Okay

Administrative Codes Code 01 03

Plain English Normal Run Urgent - Lights & Sirens

Phonetic Alphabet  The Communications Center uses a phonetic alphabet when reading out letters in order to prevent confusion between similar sounding letters. Those pronunciations are as follows: Letter A C E G I K M O Q S U W Y

Phonetic Pronunciation Alpha Charlie Echo Golf India Kilo Mike Oscar Quebec Sierra Uniform Whiskey Yankee

Letter B D F H J L N P R T V X Z

Phonetic Pronunciation Bravo Delta Foxtrot Hotel Juliet Lima November Papa Romeo Tango Victor X-Ray Zulu

Responsibility:

It shall be the responsibility of the Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure this policy is implemented and enforced.

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49


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

402 – Traffic Stops Date: April 30, 2013 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to provide guidelines for personnel to follow when officers are performing traffic stops.

Objective:

This policy’s objective is to increase officer safety by ensuring that the communications center personnel are properly checking on officers at specified intervals and that all NCIC and Local warrant information is checked and disseminated in a timely manner.

Procedures:

When Central is advised that an officer is performing a traffic stop, personnel will enter the location, vehicle registration, vehicle description and any other information that the officers advises into the CAD system immediately. If the address does not automatically verify, then personnel will ensure that the address point is verified and will resend the Vehicle Registration and NCIC information request through NCIC and the DMV. When an officer makes a request for Drivers License or Identification information, NCIC and Local Warrants shall be checked by the name and date of birth provided by the officer. This shall take place regardless of whether an officer requests for NCIC and/or Local Warrants to be checked or not. When any information in NCIC is run for an officer while they are on a traffic stop, the request form should be opened under their unit number in the “Log to Unit” option. Any NCIC documentation resulting from a request is to be attached to the call. This can be accomplished prior to opening the request form by using the “Attach Response to” options. To attach NCIC information after the request has already been sent, the “Reroute to” option at the bottom the State/NCIC Message viewer must be used. Once the request form has been opened, the ORI field will be changed to reflect the agency of the officer requesting the information and the officer’s last name will be entered into the Additional Information field. When the unit clears from the traffic stop, personnel will document the number of tickets and/or warnings that were issued if the officer advises. If the unit advises any other information upon clearing, it will be documented in the CFS narrative.

Responsibility:

It shall be the responsibility of the Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure this policy is implemented and enforced.

50


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

403 – Local Warrant Checks Date: Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It is the policy of the Jasper County Communications Center to check local warrant status in the CAD system for all subjects involved in any law enforcement incidents prior to the arrival of an officer.

Objective:

To ensure the safety of al responding officers to emergency situations and to provide the officers with all pertinent information prior to their arrival on the scene.

Procedures: 1. 2. 3. 4. 5.

Open the Global Subject Search feature (Black Silhouette) Enter the last name and first initial Limit the search to open warrants (checkbox on the right hand side) Choose the Search option at the top of the screen If a match appears, confirm the name, date of birth, which agency has the warrant and warrant type with the information that has been provided 6. Advise the officers responding to the call of the information that has been discovered 7. If officers are already on scene, always confirm that they are clear to copy information (10-11) before providing them with the information

Responsibility:

It shall be the responsibility of the Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure this policy is implemented and enforced.

51


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

404 – Service Vehicle Rotation Log Date: July 5, 2011 Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to maintain and manage the service vehicle rotation for the Ridgeland Police Department, Hardeeville Police Department and Jasper County Sheriff’s Office.

Objective:

To provide a guideline for the use of the Service Vehicle Rotation

Procedures: 1. 2. 3. 4. 5. 6. 7.

The officers request a wrecker from rotation and provides a description and tag information Open the Service Vehicle Rotation inside the call Choose service category – Tow Choose service vehicle type – Needs to match agency requesting tow and size of vehicle Choose area – Needs to match agency requesting tow Choose Search Click on the top provider. Use the phone numbers in contact information starting with the business number. Call all numbers before going to the next provider 8. Rotation narrative – Document the CFS #, vehicle description and tag number or reason given for refusal. 9. Make the selection at the top of the rotation screen that matches the providers answer 10. A wrecker service is only moved to top at the request of the officer. Which officer requested this should be documented in rotation narrative.

Responsibility:

It shall be the responsibility of the Communications personnel to adhere to this policy and supervisors to ensure compliance.

52


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

405 – Bank Alarm - SCB&T Ridgeland Date: June 8, 2009 Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to contact South Carolina Band & Trust by telephone immediately after dispatching a panic, holdup and or burglar alarm.

Objective:

To provide a standard procedure for the coordination of bank alarms at SCB&T, in Ridgeland.

Procedures:   

Communications personnel are required to attempt to contact the bank by telephone, immediately following the dispatch of any bank alarm at SCB&T. If contact is not made with the bank by telephone because no on will answer or the lines are inoperable, dispatch personnel will immediately notify responding law enforcement units of the failed attempt and why contact was not made. If contact is made, the dispatcher shall follow the procedures established by SCB&T. The agreement between both Jasper County Communications and SCB&T for the instruction of employee’s shall be conducted and reviewed annually.

Responsibility:

It shall be the responsibility of all Communications personnel to become familiar with and adhere to this policy.

53


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

406 – Trespass Notices Date: June 8, 2009 Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to enter trespass notices in the CAD system and maintain hard copies of issued Notices of Trespass.

Objective:

To provide a standard procedure for the administration of trespass notices.

Procedures: 

  

Communications personnel are required to enter trespass notice data in the CAD system to include the following: o The subject’s name, address, date of birth, Social Security Number, race, gender, height, weight, hair color and eye color o The name and address of business or address of residence o The date the notice was issued and the expiration of the trespass notice (if applicable) o The reason the trespass notice was issued (if applicable) It is the responsibility of law enforcement personnel to provide a copy of all trespass notices to the Communications Center in order to have them entered into the CAD system. The Communications Center will maintain a copy of the trespass notice in the Trespass Notice Book, located in the Communications Center. When an officer request communications personnel to check whether or not a person has a trespass notice on them, the TCO will check both the CAD and the Trespass Notice book.

Responsibility:

It shall be the responsibility of all Communications Shift Supervisors to ensure that all Communications personnel become familiar with and adhere to this policy.

54


Fire Rescue Operations Section 500 55


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

501 – Fire Rescue Radio Procedures Date: January 7, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to ensure that all personnel are familiar with the types of radios in use, how to use the radios and the proper use of terminology to be used on the fire rescue radio channels.

Objective:  

To ensure that personnel are familiar with the radios in use by the various fire rescue agencies that the Communications Center personnel work with. To identify the common terminology used during radio transmissions to reduce misunderstandings.

Procedures:

Plain English  Plain English shall be sued at all times on Fire Rescue channels with the exception of code 4 checks. There shall be certain terms used to standardize the language used on the radio. Plain English Terminology is as follows: o Assignment Complete: A unit is clear from assignment and back is back in service. o Available: A unit is ready to respond o En Route: A unit is going to a landing zone or is being sent somewhere by command. It is not intended to be used when responding to an incident. o Responding: A unit is responding to an incident. o On Location: A unit has arrived at a landing zone or somewhere that they have been sent by the incident commander. o On Scene: A unit is arriving at an incident. o Out of Service: A unit is unavailable for calls. o Secured in Quarters: A unit is back in their station. o Returning to County: A unit is returning back to Jasper County

Code 4  Code 4 is a code used to ensure that units are safe while operating on any incident scene.  Communications personnel shall check on all units operating on any incident in the first three minutes of the first arriving unit, then every eight to ten minutes thereafter.  If a unit assumes command then Central will ask the Incident Commander if all units are code 4. The IC will ensure that all units are code 4, then advise Central that code 4 is affirmative.  Any other response than “Code 4 Affirmative” will result in the appropriate law enforcement agency being dispatched to the scene. 56


Repeating Information  Jasper County Communications personnel are responsible for notifying all responding Fire Rescue personnel of all pertinent call information.  The first Fire Rescue unit to advise that they are responding over the radio, shall repeat all of the information given by Central to make sure that all the information was received correctly.  If additional responding units do not understand the information, then they can ask Central to repeat it.  No line personnel are to call Central on the phone about an incident unless directed to do so by Central. Emergency Button  There is an emergency button located on each radio. Size, shape and color are different depending on the model of the radio.  If the emergency button is pressed an audible tone will be played over all radios in the communications center and the units radio ID/Alias will display in red text.  TCOs shall mute the audible alarm and ask the unit if they are code 4. If a radio alias is not displayed then all of the units that are on calls will be given code 4 checks.  If any unit advises anything other than “Code 4 is affirmative” then the appropriate law enforcement agency will be dispatched immediately. Radio Channels  The following channels will be used for Fire Rescue radio communications: o FIRE PAGING o JC FIRE DISP o JC FIRE TAC1 o JC FIRE TAC2 o JC M/A  All calls for service will be toned out and dispatched over the FIRE PAGING channel.  When units are responding to an incident, radio communication will take place on the JC FIRE DISP channel.  When units arrive on scene they will be dropped to a Tactical (TAC) Channel if appropriate.  JC M/A or Jasper County Mutual Aid will be utilized in the event that an incident occurs which requires multiple agencies to work together such as law enforcement and fire rescue.  Fire Rescue units in the field have the ability to use radio channels that the communications center does not have access to on the radio console. o This includes SCAIRGD which is used to communicate with incoming helicopters for air support. o There are also other miscellaneous TAC channels and Regional channels that can be utilized.

Responsibility:

It shall be the responsibility of the Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure this policy is implemented and enforced.

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57


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

502 – Incident Dispatch Procedure Date: November 2, 2012 Revised: January 7, 2014 – Philip A. Cothran Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to disseminate medical and fire rescue calls to the proper stations for the fastest appropriate response to the emergency. Dispatching shall include alerting stations by 800 MHz radio and conventional paging systems.

Objective:

To provide concise guidelines for the proper method used to dispatch medical and fire rescue calls.

Procedures:

Once TCOs receive information via 9-1-1 lines, administration lines or radio transmissions; they will enter the information into the CAD to receive proper run card recommendations. Once the call location has a verified location in the map system, the following actions will be taken: 1. Open the run card recommendation window 2. Choose FIRE PAGING as your selected channel on the radio monitor 3. Select the JC PAGING tab 4. Highlight “Checklist Page” (stacked pagers) 5. Highlight the recommended stations from the run card 6. Select the correct pre-tone a. 1 - For medical calls/MVAs b. 2 - For fire calls c. 3 - For weather alerts, BOLOs, test pages 7. Send the pre-tone for at least five (5) seconds (lightning bolt/musical notes) 8. Immediately after the pre-tones stop, activate the conventional tones by the send tone button (pager/radio tower) 9. Complete your initial dispatch on the FIRE PAGING channel 10. Accept units on the run card to activate dispatch time. 11. Once initial dispatch is complete, change to the JC FIRE DISP channel to continue the call until it is completed.

Responsibility:

It shall be the responsibility of the Communications Center personnel to follow this policy. It shall be the responsibility of the Shift Supervisors to ensure this policy is implemented and enforced.

58


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

503 – Fire Rescue Dispatch Times Date: December 28, 2013 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish standardized procedures for receiving and dispatching calls for service to Fire Rescue personnel.

Objective:

To establish a policy that meets and/or exceeds ISO standards for dispatch times of Fire Rescue calls for service.

Procedures:

The following procedures shall be implemented and followed by all communications personnel:

Taking Calls for Service   

Calls for service made by the public shall never be required to speak with more than two (2) communications personnel before the appropriate fire rescue personnel are dispatched to the call. The Communications Center shall not determine how fire rescue personnel respond to a call for service. If a caller request that units respond without lights or sire, the responding units can be advised of the caller’s request. The callers request shall be documented in the call for service narrative. The Communications Center shall not determine where a patient will be transported. If callers request a specific location, they shall be advised that this decision will be made on scene by senior medical personnel. This information will be documented in the call narrative and the initial responding unit will be advised of the request. The Communications Center shall not determine which units respond to a call without the use of digitized or physical run cards, unless extenuating circumstances do not allow for their use.

Dispatching Calls for Service A. All fire rescue calls are to be dispatched out to fire rescue personnel within 90 seconds of the time the communications center creates a call for service. a. Open the call for service b. Open the recommend units option c. Select the Fire Paging channel d. Send medical or fire pre-tone e. Send appropriate station tones f. Call unit numbers once g. Give dispatch information once h. Click accept option on recommend units 59


B. When the initial unit advises that they are en route, communications personnel will repeat the dispatch information if the fire rescue units do not advise that information was received. a. Dispatch information received i. Give map page and cross street information ii. Give call information that was not in the initial dispatch (patient age) iii. Change the units status to “En Route” b. Dispatch information NOT received i. Repeat call for service address ii. Give map page and cross street information iii. Give patient age and chief medical complaint iv. Give additional call details v. Change the units status to “En Route” C. When additional units go en route, personnel will ask if the unit copied all information, if the unit does not advise. a. Dispatch information received i. Give map page and cross street information ii. Give call information that was not in the initial dispatch (patient age) iii. Change the units status to “En Route” b. Dispatch information NOT received i. Repeat call for service address ii. Give map page and cross street information iii. Give patient age and chief medical complaint iv. Give additional call details v. Change the units status to “En Route”

Responsibility:

It shall be the responsibility of the Jasper County Communications Center personnel to follow this policy and it shall be the responsibility of the Shift Supervisors to ensure that it is implemented and enforced at all times.

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60


** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

504 – Staff Notification Date: August 28, 2009 Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to coordinate staff officer notifications as identified herein.

Objective:

To provide an effective and formal method for the notification of staff personnel dispatched by the Jasper County Communications Center.

Definitions:       

Procedures:

Battalion 4: A back-up off duty Shift Captain mobilized at the request of the on-duty Shift Captain Notification: The process of giving formal notice of an event or situation. This notification may be delivered by land line, cell phone and/or radio. (Neither E-mail or texting are acceptable.) Mass Casualty Incident: Any incident that overwhelms our immediate dispatchable resources or that overwhelms the capabilities of Coastal Carolina Hospital’s emergency room. (As a rule, the capacity to overwhelm our ER will be 4 or more critically injured patients.) Recall: The procedure by which designated JCFR personnel shall be notified to respond to an assigned work place. Staff Officers: The Sheriff of Jasper County, the Chief of Police in Ridgeland and Hardeeville, the Fire Chief of Ridgeland, Hardeeville and Levy, the County Administrator, the off-duty Shift Captains, the Communications Manager and the Chief and Deputy Chief of Emergency Services. Town or County Staff Notifications: The notification of the Town Mayor and/or County Administrator. Working Incident: An incident of such magnitude as to require the Communications Center to make multiple notifications on behalf of the Incident Commander. The determination of a “working incident” is based on the incident commander’s size-up and need for notifying various groups.

Battalion 4  The position of Battalion 4 shall be staffed when: o The on-duty Shift Captain is actively involved at an incident scene and will be involved for an extended period of time, generally greater than thirty (30) minutes. o Multiple alarms are dispatched due to severe weather as requested by the on-duty Shift Captain. o Anytime the on-duty Shift Captain requests for Battalion 4 to be activated.  Communications personnel will attempt to fill this position from the following list: o Captain 301 – Shannon Saxon o Captain 302 – Clay Lucas o Captain 303 – Clay Graves 61


x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

Fire Chief

Assistant Chief

Structure Fire “Working Incident”

x

x

x

Hazardous Materials Incident Level 1

x

x

x

Hazardous Materials Incident Level 2 Mass Casualty Incident

x

x

x x

Working

Disaster (man-made or natural) within, or potentially involving Jasper County

Medical Control Physician

x

x

County Administrator and/or Town Manager

x

x

Communications Manager

Deputy Director of Emergency Services

x

Structure Fire

Deputy County Administrator of Emergency Services

Captain – Training

x

Law Enforcement Staff (Sheriff and/or Chief) Hours Mon - Fri During CaptainWorking - Logistics

Captain – Quartermaster

 Off-duty Shift Captains who will have a delayed response shall notify Communications personnel. Recall  A recall of JCFR personnel may be initiated at any time by an Incident Commander, the Fire Chief or Assistant Chief in accordance with paging procedure. This recall will typically be utilized for a disaster situation, potentially large scale incident, large fire or mass casualty incident or any event requiring additional off-duty personnel.  A recall may be for all personnel, a designated shift or specific personnel as identified by the IC.  In the event that a specific shift is recalled, the Communications Center shall notify the affected shift’s Shift Captain, identifying the incident and the recall order.  At times recalls will be planned in advance. In these situations the Shift Captains will direct the notification of their assigned shift personnel. Examples of these events include tropical events, predicted freeze, wind or flooding events. All personnel affected by the recall shall report to their assigned work station, unless instructed by their Shift Captain of a pre-designated work assignment or incident location. Staff Recall  Staff Officers shall be recalled by Communications personnel following the directions of the Incident Commander.  In order to facilitate recall of staff officers, Communications personnel will be notified by the below listed personnel when they will be more than one (1) hour from the Japer County. o Fire Chief o Deputy Fire Chief o Assistant Chief of Operations  Central will maintain a list of available Staff Officers and notify the last available Staff Officers of his/her status as the only available Staff Officer. Notification  Staff notifications will occur as outlined in the following table:

x x

x

x

62


Personnel Injury / Fatality

x

x

x

Civilian Fire Fatality / Severe Injury

x

x

x

Incident limiting ability to dispatch or communicate Incident limiting response of apparatus MVA involving County owned vehicles, minor MVA involving County vehicles, with injuries/major damage

x

x x

x

x

x

x

x

x

x

Responsibility:

It shall be the responsibility of all Communications personnel to be familiar with and adhere to this policy.

63


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JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

506 – Mayday, Mayday, Mayday Date: September 1, 2009 Recommended By: Earl Green Approved By: Wilbur Daley

Policy:

To establish a procedure to be used when calling for assistance, and to notify all personnel on the emergency scene, that an imminent life-threatening situation exists, the Jasper County Fire/Rescue Department has established standard guidelines and procedures that will serve to provide a safe working environment for all employees and to reduce the risk of injury or death as a result of department operations at emergency incidents.

Objective:

The objective of this guideline is to establish language and procedures used in response to a fire-ground “MAYDAY” situation, and to provide rapid rescue for those firefighters that may become endangered while performing firefighting and rescue operations.

Definitions: 64


MAYDAY – Shall be the standard verbal radio transmission used by any firefighter in distress. Any emergency responder should declare a MAYDAY if he/she becomes trapped, disoriented, lost, injured, air emergency, or needs immediate assistance such as medical incidents involving criminal activity. URGENT – Shall be used to identify all other urgent messages for tactical considerations such as a rapid change in fire conditions, potential for a collapse, etc. P.A.R (Personnel Accountability Recall) – Is the method used by the Incident Commander to account for all personnel operating on the scene. RIT (Rapid Intervention Team) – A dedicated team of no less than two (2) preferably four (4) properly equipped and trained personnel, who are assigned for rapid deployment. Mayday Alert Tone - A distinct audible signal (Pre-Alert Tone 3) broadcast over all radio frequencies involved with the incident by the dispatch center, for 7 seconds, to notify personnel that a member involved in operations is missing, trapped, or in need of assistance.

Procedures:

A. Verbal Report of a Missing Member(s) Declaring a MAYDAY 1. The person(s) declaring the MAYDAY shall then attempt by all means to self-rescue. 2. When the Group/Division/Sector Officer is notified or becomes aware that a member(s) may be missing, he/she shall immediately contact the Incident Commander. 3. The Group/Division/Sector Officer and Unit Officer from the missing member’s(s) last assignment shall ensure that a systematic search is conducted in the area of the member’s(s) last known location. 4. The Incident Commander shall make an announcement to all units identifying the missing member(s), his/her/their last known location and directing anyone knowing the whereabouts of the missing member(s) to immediately notify Command or another designated officer via radio. 5. All radio traffic on the fire-ground radio channel not associated with the Mayday or PAR shall cease. 6. The Incident Commander shall immediately request that the dispatch center transmit the Mayday alert tone (Tone 3). 7. Dispatch shall immediately transmit the Mayday alert tone (3) on all frequencies involved with the incident for 7 seconds 8. After the tone, Dispatch shall announce the MAYDAY situation over the fire-ground channel and identify an alternate channel for all Non-MAYDAY traffic to switch to. The Incident Commander, the RIT, and the firefighters declaring the MAYDAY shall remain on the frequency that the MAYDAY was declared

Example: (TONE 3) MAYDAY in progress, one firefighter lost on side B, second floor, running low on air. All Non-MAYDAY units switch to channel 9. If Dispatch receives a MAYDAY on any other channel that is not the fire-ground channel, Dispatch will notify the IC and rescue operations will take place on the frequency that the MAYDAY was declared on. 10. The Incident Commander shall designate an officer to assume responsibility for monitoring the fire65


ground radio channel from a location on the incident scene that is away from distractions and other noises. 11. The Incident Commander shall confirm, via direct radio contact, that all units and the Sector Officer from the missing member’s(s) last assignment and/or any unit currently operating in the immediate area are aware he/she/they are now missing. The Incident Commander shall also complete a PAR of these specific units during this radio conversation. 12. The Incident Commander shall deploy the RIT to assist with conducting a systematic search in the area of his/her/their last known location. If the missing member(s) is accounted for after the announcement, and after the systematic search of the area, the RIT will be directed to return to their previous location and standby. 13. The Incident Commander shall designate a secondary RIT whenever the primary crew is deployed. 14. The PAR shall be done in order of Groups/Divisions/Sectors within the most hazardous areas first, then working outward until all members are accounted for. 15. The Group/Division/Sector Officers shall be called at least twice. If there is no answer, anyone within the immediate area and answering the PAR will be directed to check on the welfare of non-answering Group/Division/Sector. 16. If additional member(s) within a Group/Division/Sector are not accounted for, the Incident Commander shall deploy the secondary RIT to assist with conducting a systematic search in the area of the missing member’s last known location. 17. When the missing member(s) within a Group/Division/Sector are located, the Incident Commander shall notify dispatch that the Mayday has been cleared. B. PASS Device Activation 1. During any operation involving the use of PASS devices, all personnel in the immediate vicinity on the scene shall acknowledge the activation of a PASS device (lasting for greater than five seconds). This shall be done by immediately proceeding to the location of the alarm and confirming the status of the member(s) via radio with the Incident Commander or sector supervisor. C. Confirmed Report from a Trapped or Lost Member(s) 1. When a member(s) becomes trapped, disoriented, lost, or injured, and needs assistance, he/she/they shall attempt to notify his/her/their Unit Officer, or someone in the immediate area that assistance is needed. 2. If there is no response from anyone in the immediate area, a radio message shall be transmitted to the Group/Division/Sector Officer or Incident Commander. 3. The radio message shall begin with; “MAYDAY, MAYDAY, MAYDAY” and shall include the following information: i. ii. iii. iv.

L U N A

Location (i.e., floor/basement/wing) Unit (i.e., Engine 44) Name (i.e., Firefighter Smith) Assignment (i.e., checking for extension) 66


v. R Resources needed (i.e., ceiling fell, need manpower) vi. Include pertinent information of physical condition, status of SCBA and other beneficial information. Firefighter: “Mayday, Mayday, Mayday. This is Firefighter Smith with Engine 44. I am on side B, I am assigned to fire suppression and have fallen through the floor into the second floor and I can’t find the way out, I am not trapped but I think my leg is broken. I am running low on air.” 4. After completing the radio message, the member’s(s) PASS device shall be activated and remain activated, if possible, to draw attention to the area where assistance is needed. 5. Trapped or lost members shall remain together at all times; attempting to perform any self-rescue techniques they have been taught. They shall remain in the immediate area unless they are able to find and follow a hose line to the exterior of the structure. Any change in their location, status, condition, etc., shall be reported via a radio message. 6. When the Incident Commander receives a Mayday, he/she shall immediately acknowledge it and repeat the LUNAR information. Command: “Command to Firefighter Smith, I copy your Mayday and understand you are on side B, you have fallen into the second floor, and you are running low on air, you are not trapped but your leg may be broken, we have deployed the RIT.” 7. He/she shall ensure that the Group/Division/Sector Officer and units operating in the same areas as the member(s) are aware of the situation. Command: “Command to Division 2, did you copy the Mayday from Firefighter Smith?” Second Floor Sector: “Affirmative, we will attempt to locate and assist Firefighter Smith.” 8. When crews are working in the same immediate area as the trapped or lost member(s), they may make an initial rescue attempt provided that they notify the Incident Commander of their location, their current operational duties, and receive direction to attempt the initial rescue. 9. If they are unable to quickly affect the rescue or locate the missing member(s), they shall be directed to return to their operational assignment upon being relieved by the RIT crew. All Group/Division/Sector Officers shall ensure that any rescue or search for the member(s) is coordinated and at the direction of the Incident Commander. 10. The Incident Commander shall deploy the RIT to assist with the rescue of the trapped or lost member(s). Command: “Command to the RIT, report to the second floor, did you copy the Mayday from Firefighter Smith?” RIT: “RIT is OK, we are deploying with 4 personnel to the second floor.” 11. All units shall be directed to maintain radio silence on the fire-ground radio channel unless the radio traffic is related to the trapped or missing member(s) or another emergency condition that develops. 12. The Incident Commander shall ensure that the units on the fire-ground continue their operational 67


assignments, unless doing so places the trapped or lost member(s) in imminent danger. 13. When the missing member(s) is located, the Incident Commander shall notify the dispatch that the Mayday has been cleared. D. Rapid Intervention Team Deployment 1. The Incident Commander may reassign control of the RIT to the Operations Sector if warranted by the scope of the incident.

Responsibility:

All Operational Personnel shall be responsible for:  Ensuring that his/her/their Unit or Sector Officer is apprised of his/her/their location and progress.  Complying with the procedures established in this Standard Operating guideline. Incident Commanders, Group/Division/Sector Officers and Unit Officers shall be responsible for:  Maintaining the whereabouts and well being of his/her crew and any members assigned to his/her functional area.  Maintaining an accurate accountability of these members and be prepared to reply to a PAR request without delay. Communications personnel shall be responsible for complying with the procedures established in this Standard Operating guideline. ** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

506 – Emergency Medical Air Transport Date: October 21, 2009 Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to coordinate the response of emergency medical air transport when requested to do so by the incident commander.

Objective:

To provide an effective and formal method for the notification of emergency medical air transport services.

Procedures:

Communications personnel shall contact the emergency air transport service as requested by the Incident Commander. If command is not specific in his/her recommendation, and simply requests air support, the TCO shall follow the following order in an attempt to fulfill the request; allowing five minutes per request. 1. Omni Flight Service 1-855-359-5433 68


2. Meducare 3. LifeNet

1-800-423-1330 1-800-327-2611

Responsibility:

It shall be the responsibility of all Communications personnel to be familiar with and adhere to this policy.

** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

507 – Coordinates for Air Support Date: June 15, 2011 Recommended By: Kim Nettles Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to provide accurate coordinates for air support units responding to Jasper County emergency scenes.

Objective:

To provide a standard procedure for acquiring coordinates for air support units.

Procedures: 1. 2. 3. 4.

Open the map within the call Locate the area designated by the scene command for the Landing Zone Right click and select “Get Lat Lon” Find and click on LZ location. Address will change in the address box 69


5. Give air support the coordinates as shown in the address box 6. Use the “cancel” option when closing the map so that it will not change your original location

Responsibility:

It shall be the responsibility of all communications supervisors to ensure that all communications personnel become familiar with and adhere to this policy.

** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

508 – Ridgeland FD EMS Response Date: November 18, 2009 Revised: March 22, 2013 – Russell Wells Recommended By: Sheri Phillips Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to dispatch the Ridgeland Fire Department (Station 1) to designated medical responses.

Objective:

To provide a description of pre-designated medical responses that the Ridgeland Fire Department will be dispatched to assist Jasper County EMS units.

Procedures:

The Ridgeland Fire Department shall be dispatched to the following medical incidents: 1. Cardiac Emergencies 70


2. 3.

4. 5. 6. 7. 8.

a. Cardiac Arrest b. Chest Pain c. Stroke/CVA/TIA Respiratory Emergencies a. Respiratory Arrest b. Respiratory Distress (Including Asthma, Anaphylaxis, Difficulty Breathing) Trauma a. Gun Shot Wound, Stabbing, or other Impaled Objects b. Falls from heights greater than 10 feet c. Burns: Chemical, Grease, Steam, Hot Water, Electrical d. Electrocution e. Crushing/Entrapment f. Amputation g. MVC: Vehicle versus Pedestrian Unconscious Drowning Overdose/Poisoning Seizures OB Delivery Imminent

Upon Completion of Central’s announcement for a response to any of the above type incidents, the medic unit and Ridgeland Fire Department unit will be responsible for notifying the Communications Center of their En Route, Arrival, Transport and/or Completion times. When units have notified Communications personnel that they are responding or are en route to the call, Communications personnel will provide responding units with as much information as they were able to obtain from the caller regarding the condition of the patient. Responding units should address all questions regarding the response of this incident, to include the location, directions, patient information, emergency vehicle status, etc, on the air. Telephone calls to the Communications Center should be limited whenever possible. Information regarding incident response is better shared on the response channel so that everyone is receiving the same information.

Responsibility:

It shall be the responsibility of all Communications personnel to be familiar with and adhere to this policy.

71


Remainder of page left blank intentionally. ** This is not a contract **

JASPER COUNTY EMERGENCY SERVICES COMMUNICATIONS DIVISION ◊ PROUD ◊ PREPARED ◊ PROFESSIONAL ◊

Standard Operating Procedure

509 – Paging Paid Personnel Date: January 7, 2014 Recommended By: Philip A. Cothran Approved By: Wilbur Daley

Policy:

It shall be the policy of the Jasper County Communications Center to establish guidelines for the appropriate steps to take when toning out Paid Personnel for the Ridgeland, Hardeeville and County Fire Departments.

Objective:

To ensure that Communications personnel attach the appropriate paid unit to an incident when paid personnel are requested by the scene commander or senior level staff.

Procedures:

The decision to request the assistance of paid personnel for the respective agencies shall be determined by their senior level staff. 72


When the request is made to Communications personnel, the appropriate tones shall be dropped following Policy 502 when sending the pre-tones and station/pager tones.  Jasper County Paid Personnel = JC PAID PSNL  Ridgeland Paid Personnel = STATION 1  Hardeeville Paid Personnel = HFD All Page After the tones and radio transmission has been sent out, the appropriate unit designated for paid personnel for that department will be dispatched to the incident.  Jasper County = JCFRPaid  Ridgeland = RFDPaid  Hardeeville = HFDPaid

Responsibility:

It is the responsibility of all Communications personnel to be familiar with and adhere to this policy.

73


Policy manual  
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