U.S. Department of Homeland Security

Washington, D.C. 20472

FOR: National Urban Search & Rescue Response System Task Force Leaders / Program Managers FROM: Mike Tamillow US&R Section Chief DATE: 21 February 2006 RE: US&R Program Directive - 2006-003 — National-Level FEMA-Sanctioned US&R Training Course

Delivery (Conducted by a Sponsoring Agency) ISSUE STATEMENT

The US&R Program Office conducts National US&R specialist training courses throughout the calendar year as identified on the current US&R Annual Activity Calendar. This training is managed by US&R Program Office staff, in conjunction with the US&R Operations Group, through the current training contractor. National courses usually have the attendance of two task force members from each of the 28 task forces for a class size of 56.

National US&R Training Overview — the following list identifies to current US&R training and exercise

curriculum: US&R National Training Courses (FEMA sponsored / funded through OPM contract)

1. US&R Incident Support Team 2. Task Force Leader 3. Canine Search Specialist 4. Technical Search Specialist 5. Structural Collapse Technician — Train-the-Trainer 6. Medical Team 7. Logistics Specialist 8. Communications Specialist 9. Planning Team 10. Safety Officer 11. Heavy Equipment & Rigging Specialist

USACE-delivered — FEMA Sanctioned / funded through USACE 1. US&R Structures Specialist 2. Advanced US&R Structures Specialist

Local Task Force Training Courses — Conducted by the Sponsoring Agency 1. Orientation 2. ICS 3. First Aid / CPR 4. WMD Enhanced Operations 5. WMD Medical Considerations 6. WMD Haz Mat Considerations 7. CFR Title 49 IATA / AFJAM Haz Mat Certification 8. Swift Water Awareness 9. Structural Collapse Technician

Local Task Force Exercises — conducted annually as part of the Cooperative Agreement SOW 1. Mobilization exercise 2. Full field exercise

National Urban Search & Rescue Response System US&R Program Directive - 2006-003 — National-Level FEMA-Sanctioned US&R Training Course Delivery (Conducted by a Sponsoring Agency) Page Two ISSUE STATEMENT (continued)

Due to Program limitations, the US&R Program Office is currently not able to conduct sufficient course deliveries to meet the needs of the 28 task forces in the National US&R Response System. Task forces would like to deliver National-level courses at their home location to address training requirements and certification. Task forces have also indicated that they would like to collaborate on the delivery and attendance at these courses.

Understanding this need, the Program Office has worked with the US&R Operations Group to develop a program to

allow the 28 US&R task forces to host and conduct a National-level, FEMA-sanctioned training course at their location using Preparedness Cooperative Agreement funding. The following courses have been identified by the US&R Operations Group as being appropriate for delivery at the sponsoring agency level (i.e., type of class, site and course requirements, instructor cadre requirements, etc.).

Task Force Leader Canine Search Specialist Technical Search Specialist Logistics Specialist — Title 49 IATA certification sections only (not total course) Communications Specialist Planning Team Safety Officer Heavy Equipment & Rigging Specialist (HERS) Medical Team

The student attendance at these locally-conducted FEMA-sanctioned US&R training courses will be limited only to task force members on any of the 28 National US&R task forces at this time (no participation will be allowed from non-National personnel due to liability, workers compensation and certification requirements of a FEMA-sanctioned course).

Task forces must request approval from the US&R Program Office for allowance to conduct a National-level

FEMA-sanctioned training course. The requesting processes outline in Program Directives 2004-001 — Training & Exercise Types and 2004-12 — Regional Training Coordinators, will be used for these requests:

Requests must be submitted through the respective Regional Training Coordinator to the US&R Operations Group for the next calendar year and specify their month of preference.

Requests should be submitted 60 days in advance of the mid-year Operations Group meeting. The US&R Operations Group and Program Office will identify the task forces and respective courses

approved for local delivery and place them on the US&R Activity Calendar that is developed at that time for the subsequent year.

Task forces requesting the conduct of a National-level FEMA-sanctioned training course must conform to all the

requirements of each course. These have been identified by the Training Work Group and approved by the US&R Program Office, including the use of:

Currently approved instructors from the FEMA National US&R Instructor Cadre The identified instructor-to-student ratio for each class (this has been established and is listed in the site

requirements for each course developed by the respective Work Group) Currently approved course curriculum and methodology Course site requirements

National Urban Search & Rescue Response System US&R Program Directive - 2006-003 — National-Level FEMA-Sanctioned US&R Training Course Delivery (Conducted by a Sponsoring Agency) Page Three REQUIRED ACTIONS

Task forces will request approval from the US&R Program Office for allowance to conduct a National-level FEMA-sanctioned training course.

This request will be sent to the respective Regional Training Coordinator for review and processing. The request must be submitted at least 60 days in advance of the of the mid-year Operations Group meeting.

The attached Request Form must be completed and submitted with the request. The attached Course Delivery Worksheet must also be completed and submitted at the time of request.

Only approved FEMA National US&R System instructors may be used for course delivery. Refer to the DisasterHelp website — US&R Collaboration Center – 09 Reference Library, 060 Training

Instructors, for the latest listing of approved instructors. A lead instructor must be identified for the course offering. It will be the responsibility of the hosting course coordinator and the lead instructor (in conjunction with the

cadre) to develop, deliver and score course tests for all students at the conclusion of the course (as with all National courses where a unique test is developed for each course).

The task force course coordinator should advise the Task Force Program Managers and Task Force Training

Managers of the other task forces in the System of their offering of the approved course(s) and provide a mechanism for the request for attendance by task force members from other National US&R System task forces.

The task force hosting an approved FEMA-sanctioned course that accepts the attendance of other National US&R

System task force members should work with the Task Force Program Managers and Task Force Grants Managers on the costs/funds transfer for student attendance. The US&R Program Office and FEMA Grants Office recommend one of the following two methods:

The hosting task force should identify/estimate the total course costs using the attached worksheet. The estimated cost per student can then be calculated. Other FEMA National task forces sending members should transfer funds/pay the hosting 75% of the

estimated per-student cost for each attending member prior to the course offering. At the conclusion of the course delivery, and after the hosting task force has been able to fully identify all

actual course costs, they can notify the respective task forces of the balance of the per-student cost for final payment. This process should seek to ensure that the hosting task force is reimbursed for actual costs and does not earn income, triggering “44 CFR Part 13.25 — Program Income”.

Each Task Force hosting a course should keep accurate financial records to account for all the costs in presenting the training course and also keep accurate financial records showing all the income received to offset the course. In the event a slight income is remaining, it would be noted as Program Income and would be authorized by 44 CFR Part 13.25 and approved by the Assistance Officer via the Cooperative Agreement/Agreement Articles. The main objective is that these courses would be cost neutral to the task forces.

Alternately, the hosting task force could front all the funding and then bill each attending task force after completion of the course.

Instructor cadre requirement — the hosting task force should contact the US&R Program Office (Joe Hiponia/

Program Specialist at 202-646-3511 or Wanda Casey/Program Specialist at 202-646-4013) regarding the standard rate of pay for the instructor cadre (as identified by the Training Work Group, reviewed by the US&R Program Office and approved by the FEMA Grants Assistance Officer).

Once approved and scheduled, the task force should ensure that they have the latest course curriculum for delivery.

The task force course coordinator should contact Joe Hiponia/Program Specialist of the US&R Program Office at 202-646-3511. Joe will work with the training contractor to provide a CD of the latest curriculum for the course in question. The task force will be responsible for all course document printing and assembly.

National Urban Search & Rescue Response System US&R Program Directive - 2006-003 — National-Level FEMA-Sanctioned US&R Training Course Delivery (Conducted by a Sponsoring Agency) Page Four REQUIRED ACTIONS (continued)

A week prior to the start of an approved FEMA-sanctioned course, a complete list of attending National US&R task force students, and FEMA National US&R System instructors, must be faxed to the US&R Program Office at 202-646-4684 — Attn: Joe Hiponia/Program Specialist.

The hosting course coordinator and lead instructor must submit a roster of students who successfully completed the

course to Joe Hiponia. Course completion certificates will be developed by the US&R Program Office and will be sent to the respective Task Force Program Managers for inclusion in the respective students’ personnel file.

REVIEWED / CONCUR (regarding the process for the handling of funds and the Program Income) Signed: APPROVAL Issue is approved for Program implementation: Signed: 21 February 2006 Mike Tamillow / US&R Section Chief Date Implementation Date: 21 February 2006 Completion Date: N/A

U.S. Department of Homeland Security Washington, D.C. 20472

For: Mike Tamillow US&R Section Chief From: Tim Gallagher Operations Group Chair Date: February 13, 2006 Subject: Operations Group Recommendation # TRN 06-03

The following recommendation was brought to the Operations Group for approval. The Operations Group voted unanimously to approve the recommendation and move it forward for approval and implementation. ISSUE STATEMENT

Task forces within the National US&R Response System do not have a procedure that would allow them to host officially sanctioned training courses and recover the hard costs associated with delivering these courses.

GENERAL BACKGROUND

Task forces have indicated a desire to host and deliver FEMA/US&R sanctioned training courses at the local level. However, currently there is no mechanism and procedure for the hosting task force to recover costs associated with the preparation and delivery of these courses.

With the current 2006 budget, the training contractor is capable of delivering approximately 10

FEMA/US&R specialty courses.

There is a need to increase the number of training courses offered to system members in our ongoing efforts to have all personnel qualified to the current position description requirements.

During the past three years the training contractor has developed or revised all of the

FEMA/US&R training courses. These courses along with certified national instructors are available to task forces for delivery at the local level.

Operations Group Recommendation # TRN 06-03 Page Two RECOMMENDATION(s)

Authorize task forces within the National US&R Response System to host sanctioned training courses and allow them to recover the hard costs, including instructor compensation, using the following options:

The hosting task force accepts financial responsibility for presenting the course. At the

conclusion of the course the task force documents all hard costs associated with the course preparation and delivery then seeks reimbursement from the course participants’ task force on a per-capita basis.

The hosting task force estimates the hard costs associated with course preparation and delivery

then requires a percentage of these costs as a pre-registration fee. At the conclusion of the course the host task force documents all hard costs associated with the course preparation and delivery then seeks reimbursement from the course participants’ task force on a per-capita basis.

ATTACHMENTS

None PROGRAM IMPACTS / DOCUMENTATION CHANGES

Allows task forces to present officially sanctioned training courses at the local level and provides an avenue for them to recover the hard costs associated with course delivery. It will also allow the system to present more FEMA/US&R training courses to our members. Task forces will need to follow the original procedures for hosting sanctioned training courses as outlined in Program Directive # 04-01 as well as documenting all expenditures related to the preparation and delivery of sanctioned courses.

ALLIED WORK GROUP COORDINATION REQUIRED

None TIMETABLE FOR IMPLEMENTATION

Immediate

U.S. Department of Homeland Security Washington, D.C. 20472

FOR: [Xxxxx Xxxxxxxxx] US&R Regional Training Representative FROM: [Xxxx Xxxxx] XX-TFX DATE: [xx Xxxxxx 200x] RE: Request for Delivery of a National-Level FEMA-Sanctioned US&R Training Course by a Task Force

[enter task force] requests approval to conduct the delivery of the following National-Level FEMA-

Sanctioned US&R Training Course:

Task Force Leader

Canine Search Specialist

Technical Search Specialist

Logistics Specialist — Title 49 IATA certification sections only (not total course)

Communications Specialist

Planning Team

Safety Officer

Heavy Equipment & Rigging Specialist (HERS)

Medical Team

Anticipated/requested delivery month during the upcoming year:

[NOTE: the US&R Operations Group will finalize the following year US&R Activity Calendar, and as such, may have to

make adjustments to the requested delivery month in coordination with other National-level training scheduling.]

REQUIRED ACTIONS

Task forces will request approval from the US&R Program Office for allowance to conduct a National-level

FEMA-sanctioned training course through their respective Regional Training Coordinator to the Operations

Group.

This request will be sent to the respective Regional Training Coordinator for review and processing. The

request must be submitted at least 60 days in advance of the of the mid-year Operations Group meeting.o

The attached Course Delivery Worksheet must also be completed and submitted at the time of request.

Please refer to US&R Program Directive - 2006-003 — National-Level FEMA-Sanctioned US&R Training Course

Delivery (Conducted by a Sponsoring Agency) for all requirements.

National-Level Training Course Delivery by a US&R Task Force Course Delivery Worksheet

Course Name:

Requesting TF: Date Submitted: Scheduled Dates: Delivery Location: TF Course Coordinator: Phone: Email:

Instructor Cadre Name Email Phone Pager

Lead Instructor: Instructor Instructor Instructor Instructor Instructor Instructor Instructor Instructor Instructor

Course Site Requirement (List individual requirements and note compliance of each) In Place 1 2 3 4 5 6 7 8 9

10 Course Costs

1 Instructors Cadre 2 Administrative/staff support 3 Course manuals and handouts 4 Equipment / support materials and props 5 Classroom space 6 Transportation 7 Other (specify) 8 Other (specify) 9 Other (specify)

TOTAL Student Attendance

Number of Local TF Students Attending Number of Students Attending from Other National US&R System TFs Instructor : Student Ratio Estimated Cost for Student from Other National US&R System TFs Approvals: Printed Name Signature Date

Regional Training Representative Training Work Group Chair US&R Program Office Date Returned to Requesting TF By: