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MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
IN WASHINGTON STATE
MUTUAL AID OPERATIONS AND
DEPLOYMENT GUIDE
For Tribes and Local Health Jurisdictions in Washington State
American Indian Health Commission For Was h i ngto n State Revised 7/ 25 / Mutual Aid Operations and Deployment Guide for Tribes And Local Health Jurisdictions in Washington State (“Mutual Aid Guide” or “MAG”) is developed in conjunction with the Mutual Aid Agreement for Tribes and Local Health Jurisdictions in Washington State and the Olympic Regional Tribal-Public Health Collaboration and Mutual Aid Agreement.
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
IN WASHINGTON STATE
- MUTUAL AID GUIDE OVERVIEW Table of Contents
- Preparation
- Invoking Assistance and Responding to a Request for Assistance...................................................
- Deployment and Coordination
- Demobilization
- Reimbursement
- IMPORTANT MUTUAL AID REMINDERS
- HOW TO USE THIS MUTUAL AID GUIDE
- Completion of Checklists.
- Amendments to the Mutual Aid Guide.
- Referring to the Mutual Aid Agreement.
- Regular Exercises and Training.
- PART ONE: CHECKLIST TO BE COMPLETED BEFORE PUBLIC HEALTH INCIDENT/EMERGENCY
- PART TWO: CHECKLISTS TO BE COMPLETED DURING PUBLIC HEALTH INCIDENT/EMERGENCY
- Completion of the Tribal-Public Health Mutual Aid Request Form
- Deployment and Coordination
- Demobilization
- Reimbursement
- APPENDIX A: MUTUAL AID REQUEST CONTACTS
- APPENDIX B: PUBLIC HEALTH EMERGENCY LAWS AND CODES
- APPENDIX C: MODEL TRIBAL RESOLUTION
- APPENDIX D: MODEL PUBLIC HEALTH JURISDICTION RESOLUTION
- APPENDIX E: PRE-DEPLOYMENT BRIEFING FORM (3-PART NCR FORM)
- APPENDIX F: RESPONDING PARTY PERSONNEL DEMOBILIZATION FORM
- APPENDIX G: LIST OF ACRONYMS
- APPENDIX H: DEFINITIONS
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
IN WASHINGTON STATE
Preparation
Part One of the Mutual Aid Guide outlines the first steps to implementing mutual aid. All parties to
the Agreement should complete these necessary steps on or before executing the Mutual Aid
Agreement, and assure that information is updated as soon as changes occur. For example, all
parties need to designate an authorized representative(s) and provide their contact information to
the other parties utilizing the Contact Form found in Appendix A (page 2 6 ). The authorized
representative(s) is(are) the only individual(s) with authority to request assistance from or grant
assistance to another party under the Mutual Aid Agreement.
Although rare, due to the nature of some public health incidents and other emergencies, an impacted
party may find it beneficial to temporarily grant authority to a public health officer outside their
jurisdiction. When an incident or emergency occurs, impacted parties need to consider whether they
choose to temporarily grant authority to a public health officer outside their jurisdiction, and what
will be the parameters for such a grant of authority. Drafting a template resolution for the grant
of authority, and having it available when incidents occur, will allow for minimum effort in composing
a specific resolution during an incident. Appendix C: Model Tribal Resolution (page 30) includes
example wording.
All parties should develop a comprehensive set of laws and codes related to public health and
other emergencies. The nature of public health incidents and other emergencies may require a
public health code(s) to provide the legal basis for the response. Where there are gaps, an
impacted party may need to temporarily adopt certain public health codes from another jurisdiction
during a public health incident. The parties should review their current public health codes to
determine if any gaps exist with their own laws and complete Appendix B: Public Health
Emergency Laws and Codes (page 2 8 ). Identifying which public health codes are in place, and
which ones may need to be temporarily adopted will facilitate the decision process for temporary
code adoption during an incident. Example wording for the temporary adoption of public health
codes is included in Appendix C: Model Tribal Resolution (page 30).
Finally, all parties should agree on how the parties will share, update and access important
documents including the Mutual Aid Agreement, the Mutual Aid Guide, and the Contact Form, the
Mutual Aid Request Form, etc. The American Indian Health Commission is hosting password
protected share sites for parties to the agreements. For password and access information to the
share sites, please contact: AIHC.Webmaster@outlook.com.
Invoking Assistance and Responding to a Request for A ssistance
When a public health incident occurs, a party or parties should determine whether to request
assistance from another party. Part Two of the Mutual Aid Guide provides a checklist for a
requesting party to make that request from another party(ies) to the Mutual Aid Agreement. Part
Three provides a checklist for a party to complete when responding to a request for assistance.
This includes providing cost estimates for assistance offered.
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
IN WASHINGTON STATE
Deployment and Coordination
To protect employees and property and minimize liability, parties need to ensure actions are taken
when deploying personnel to respond to a public health incident at another jurisdiction. Likewise, a
party requesting assistance from another jurisdiction should take steps to protect the safety and
well-being of their community members and staff when another jurisdiction’s personnel arrive on
their lands. Parties should address the processes for providing food and transportation and
receiving personnel, equipment, and materials. Part Two and Part Three provide checklists for both
the requesting party and responding party to complete prior to coordination and deployment of
personnel, equipment, and materials.
Demobilization
The Mutual Aid Guide provides a process for return of personnel, equipment, and material to the
responding party’s jurisdiction. Part Two and Part Three provide checklists for both the requesting
party and responding party to complete prior to demobilization of personnel, equipment, and
materials.
Reimbursement
The Reimbursement Checklists found in Part Two and Part Three of the Mutual Aid Guide detail a
process for determining reimbursement amounts for resources and personnel. Completion of the
checklists in Part Two and Part Three are essential to ensuring a party(ies) can pursue reimbursement
from federal and/or state resources, and if necessary, from other parties to the Agreement.
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
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HOW TO USE THIS MUTUAL AID GUIDE Completion of Checklists. The Mutual Aid Guide contains several checklists to be
completed by all parties.
Part One of the Mutual Aid Guide is a checklist that establishes important steps for ALL
parties to complete prior to a public health incident.
Part Two provides a checklist for the Requesting Party and Responding Party to complete
at the time the public incident or emergency occurs.
Using the checklists provided, the Requesting AND Responding Parties should complete the Tribal-
Public Health Mutual Aid Request Form to execute the Mutual Aid process.
Although the checklists are designed to be in a somewhat logical order, each incident and each
Party’s processes are unique. Parties may need to complete checklist items in a different order, not
complete some items, and/or complete additional actions not listed. Many items will need to be
worked on simultaneously.
Amendments to the Mutual Aid Guide. The Parties may review and amend this
Mutual Aid Guide, as deemed necessary. However, changes to the Mutual Aid Guide should be
consistent with the Mutual Aid Agreement. Inconsistencies or conflicts between this Mutual Aid Guide
and the Mutual Aid Agreement, if any, should be resolved in favor of the Mutual Aid Agreement.
Referring to the Mutual Aid Agreement. The Parties should refer to the Mutual Aid
Agreement for issues not addressed in the Mutual Aid Guide. Definitions of terms found within the
Mutual Aid Guide may also be provided in the Mutual Aid Agreement.
Regular Exercises and Training. The Parties should incorporate this Mutual Aid Guide
into their regular exercises and trainings. The Mutual Aid Agreement and Mutual Aid Guide should
be exercised at least once per year.
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
IN WASHINGTON STATE
PART ONE: CHECKLIST TO BE COMPLETED BEFORE PUBLIC HEALTH INCIDENT/EMERGENCY Groundwork
The following steps are part of preparing to execute the Mutual Aid Agreement. These steps should be taken
immediately upon signing the Agreement, to assure the foundational elements needed to successfully execute the
Agreement are in place.
Create an Online Mutual Aid Agreement Share Site. Parties should agree upon an online site location (e.g. Dropbox, site hosted by a state agency, site hosted by one of the Mutual Aid Agreement parties, etc.) for storing documents related to the Mutual Aid Agreement; for example: the most recent Mutual Aid Agreement, Mutual Aid Guide, Tribal-Public Health Mutual Aid Request Form, Contacts Lists, Parties’ Emergency Operations Plans, and other related documents. The American Indian Health Commission is hosting password protected share sites for parties to the agreements. For password and access information to the share sites, and to upload and/or update information on the Share Site, please contact: AIHC.Webmaster@outlook.com. (The share sites can be accessed at: http://www.aihc-wa.com/aihc-health-projects/tribal-public-health-mutual-aid/ ) Requesting Party ☐ Responding Party ☐ 1.2 Update the Online Mutual Aid Agreement Share Site Regularly. Parties should agree upon individuals responsible and procedures for updating the Online Mutual Aid Agreement Share Site on a continuous basis. Share site information must be submitted for posting to: AIHC.Webmaster@outlook.com. Requesting Party ☐ Responding Party ☐ 1.3 Assure Key Personnel Have Access to Online Mutual Aid Agreement Share Site. Every partner should develop internal processes to assure all personnel and other authorized individuals who may need access to the share site have the password. If a partner experiences difficulties accessing the share page, support is available via email at AIHC.Webmaster@outlook.com or via phone at 206.949.3541. The Online Mutual Aid Agreement Share Site password is: Requesting Party ☐ Responding Party ☐ 1.4 Designate Mutual Aid Agreement Authorized Representatives. The Authorized Representative is the person or persons designated by each Party to request assistance from or grant assistance to another Party. Each party should decide the individual or individual(s) who will serve as Authorized Representative(s), and whether that person is an employee, elected official, or otherwise authorized individual. Each Party should assure this role is reassigned when there is staff or government turnover,
and should update their Contacts List (see Appendix A, page 2 6 ) on the Online
Mutual Aid Agreement Share Site, per agreed procedures. Requesting Party ☐ Responding Party ☐ 1.5 Create a Contact List. Each Party should create, post on the Mutual Aid Agreement
Share Site, and maintain current a Contacts List (see Appendix A, page 2 6 ) of key
individuals. This list should be maintained year-round; before, during, and after incidents. Lists should include contact details (e.g., name, title, email address, fax number, phone numbers, etc.) Each organizational structure is unique - every partner should include, at minimum, the contacts that serve in the following roles, regardless of title. For Tribes: Tribal Chair Tribal Health Director Tribal Public Health Emergency Coordinator Tribal Medical Director and/or Clinic Manager Tribal Emergency Manager Requesting Party ☐ Responding Party ☐
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
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Determine Procedures for Reporting Personnel Injury/Death Incident. The parties should determine which personnel injury/death incident forms they will utilize and the process for reporting incidents involving their Responding Personnel. NOTE: Each party shall provide for the payment of Worker’s Compensation benefits to its own injured personnel and/or to representatives of its own personnel in case such personnel sustain injuries or are killed while rendering aid under the Mutual Aid Agreement, in the same manner and on the same terms as if the injury or death were sustained within its own jurisdiction. Requesting Party ☐ Responding Party ☐ 1.1 2 Develop Capacity to Issue Mission-Specific Responder ID Badges. To facilitate easy identification by members of the public and other responders during an incident, the Requesting Party should provide ID badges specific to each Mission for all responders. Requesting Party
Responding Party ☐ 1.1 3 Identify Potential Staging Areas to Receive and Locate Resources. The parties should identify potential staging areas to receive and locate human and other resources requested from the Responding Party(ies.) Requesting Party ☐ Responding Party ☐ 1.1 4 Provide copy of MAA and MAG to Workers Compensation and Liability Insurance carriers. Each Party should provide a copy of the MAA and MAG to its Workers Compensation and Liability Insurance carriers and clarify coverage. Requesting Party ☐ Responding Party ☐ 1.1 5 Schedule Annual Mutual Aid Agreement Training and Simulation Exercises and Share Site Updates. Parties should coordinate and collaborate to provide, at minimum, one annual training opportunity and one exercise to maintain staff competency and understanding of the Mutual Aid Agreement. Parties should exchange their emergency preparedness plans, and other documents that may be beneficial in preparing the Responding Party personnel to respond to a request for Mutual Aid Assistance. Exercises should be designed to test response capabilities, as well as testing this Mutual Aid Guide. Hotwash and After Action Report should identify gaps in response capabilities as well as needed changes to this Mutual Aid Guide. Corrections should be implemented as soon as possible. Share Site information should be reviewed regularly and at the annual training/exercise, to assure accuracy. Updates should be submitted to the share site host at: AIHC.Webmaster@outlook.com. Requesting Party ☐ Responding Party ☐ 1.16 Develop Time Tracking Forms for Responding Personnel. Thorough and detailed tracking of Responding Personnel’s time is essential for reimbursement. The Requesting Party and the Responding Personnel should record on a shift-by-shift basis time sheets and/or daily logs showing hours worked. During deployment, tracking of time is maintained by both Requesting Party and Responding personnel to maximize accuracy. All Parties should develop forms and instructions to track time. Use of one consistent form by all Parties is optimal, however, Parties may need to use different
forms. Time tracking forms should be posted on the Share Site. (See ICS Form 214)
Requesting Party ☐ Responding Party ☐ Forms that apply to this section include:
1. Mutual Aid Request Contacts (See Appendix A)
2. Public Health Emergency Laws and Codes (See Appendix B)
3. Draft Tribal Resolution Granting Temporary Authority and Adoption of Public Health
Law(s) (See Appendix C)
4. Executed Local Health Jurisdiction Resolution Establishing Authority to Accept Tribal
Grants of Authority (See Appendix D)
5. ICS Forms Available Online (Also on Online Mutual Aid Agreement Share Site)
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
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PART TWO: CHECKLISTS TO BE COMPLETED DURING PUBLIC HEALTH INCIDENT/EMERGENCY Completion of the Tribal-Public Health Mutual Aid Request Form
The following steps are part of completing the Tribal-Public Health Mutual Aid Request Form. Each incident is
unique, and items listed below may need to be addressed in a different order. It is useful to read through all of
Part Two, before beginning completion of the Tribal-Public Health Mutual Aid Request Form.
2.1 Activate Emergency Operations Center or Emergency Coordination Center. If the Requesting Party has an emergency operations center (EOC) or emergency coordination center (ECC), the Requesting Party may elect to activate it. If the nature of the incident does not call for standing up an EOC or ECC, the Requesting Party should designate a specific point of contact for the Responding Party to coordinate efforts with and provide contact information. Requesting Party ☐ 2.2 Initiate Operation of Incident Command System. If the Requesting Party has an Incident Command System, the Requesting Party should operate within that system and adhere to the National Incident Management System (NIMS). NOTE: Regardless of the nature of the incident, the Finance/Admin Section Chief role should be staffed immediately to assure proper procedures are followed and qualify for third party reimbursement, if available. Requesting Party ☐
- 3 Request a Mission Number. A mission number serves as a reference to track all activities involving one particular incident. (Only one mission number is assigned to any incident, regardless of how many jurisdictions are affected.) The mission number is necessary for obtaining certain types of reimbursement and activating emergency
responder coverage and worker compensation claims. (See WAC 118- 04 et. seq.)
The Requesting Party should request a mission number from the Washington State Emergency Management Division (EMD). To request a mission number, call EMD’s 24/ Alert and Warning Center at (800) 258-5990, or send an email to: dutyofficer@mil.wa.gov. Each jurisdiction will have its own policy, process and individual authorized to request a mission number, and should proceed accordingly. Requesting Party ☐
- 4 Inform Washington State Department of Health (DOH). The Requesting Party should alert DOH that the Mutual Aid Agreement has been activated, by contacting the DOH 24/7 Duty Officer at 360.888.0838 or via email at hanalert@doh.wa.gov. This will facilitate access to additional available resources. Requesting Party ☐
- 5 Request Mutual Aid Verbally or in Writing. Ask for help early. Requests for assistance must be made by an Authorized Representative to the Responding Party’s Authorized Representative. The request may be verbal or written. Certain requests for assistance may require immediate deployment before completion of the Mutual Aid Request Form. If verbal, the request shall be confirmed in writing using the Mutual Aid Request Form before the Period of Assistance begins, to the extent it is practical but no later than seven (7) days after the initial request for assistance. Requesting Party ☐ 2.6 Receive Initial Request for Assistance or Collaboration - Review and Clarify. The Responding Party’s Authorized Representative should receive the initial request for assistance, confirm with the Requesting Party that it has been received, review it with others at the Responding Party, and clarify any details needed to properly assess whether and/or how the Responding Party will be able to assist, as soon as possible. Responding Party ☐
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
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nature of the public health emergency. Public health codes should be documented
using Appendix B, page 2 8 and posted on the Share Site. (See 1.1)
2.1 1 FOR TRIBAL REQUESTING PARTIES ONLY. Determine the Need to Grant Temporary Authority to Public Health Officer and/or Temporary Adoption of Public Health Codes. The Requesting Party should make a determination of whether the circumstances call for the granting of temporary authority to another Party, and/or the temporary adoption of another jurisdiction’s public health codes. Some key questions include:
- Does the incident require the authority of a Public Health Officer and/or public health code (e.g., isolation and quarantine)? NOTE : A Public Health Officer is the legally qualified individual who has been appointed as the health officer for the tribe, county or district public health jurisdiction, whose qualifications are set forth in tribal code or in RCW 70.05.and RCW 70.08 et seq.
- Does the incident require the expertise of a Public Health Officer from another jurisdiction?
- Does your jurisdiction have a public health code that addresses the incident? If you determine that your incident requires the authority of a public health officer or public health code to address the incident, and your jurisdiction lacks either or both, you should complete Section 2.1 2. If not, move to Section 2.1 3. Requesting Party ☐ 2.1 2 FOR TRIBAL REQUESTING PARTIES ONLY. Establish Temporary Authority for Public Health Officer and/or Temporary Adoption of Public Health Code (if applicable).
- Execute Tribal Resolution. If the incident requires the authority of a Public Health Officer and/or public health code and the jurisdiction lacks either or both, the jurisdiction should execute as soon as possible a resolution appointing a Public Health Officer and/or adopting specific public health codes. (See
Appendix C, page 30 , for a model resolution).
- Submit a Certified Copy to Responding Party. If a resolution is adopted to grant authority to another jurisdiction’s Health Officer and/or to adopt another jurisdiction’s code, a certified copy should be provided to the Responding Party.
- Inform Tribal Members. If a tribal resolution is adopted to grant authority to a Local Health Officer and/or to adopt another jurisdiction’s code, the tribal government should take reasonable and customary steps to inform enrolled tribal and community members of the adoption of the resolution, its scope and duration. Requesting Party ☐ 2.1 3 Submit the Completed Part 1 of the Tribal-Public Health Mutual Aid Request Form to the Responding Party. The Requesting Party should submit the completed Part 1 of the Tribal-Public Health Mutual Aid Request Form to the Responding Party, using the Contact List posted on the Share Site as soon as possible, but no later than seven ( 7 ) days after the date of the initial request. The Tribal-Public Health Mutual Aid Request Form can be faxed or e-mailed, or mailed between the parties. Requesting Party ☐
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
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2.1 4 Receive and Review Requesting Party’s Part 1 of the Tribal-Public Health Mutual Aid Request Form. The Responding Party should review the completed Part 1 of the Tribal-Public Health Mutual Aid Request form completed by the Requesting Party. Responding Party ☐ 2.1 5 Complete and Submit Part 2 of the Tribal-Public Health Mutual Aid Request Form to Requesting Party via fax, email, or mail. The Responding Party should complete Part 2 of the Tribal-Public Health Mutual Aid Request Form and submit it to the Requesting Party, as soon as practical, but no later than seven ( 7 ) days after receipt of Part 1 of the Request Form. The Tribal-Public Health Mutual Aid Request Form can be faxed, e- mailed, or mailed between the parties. Responding Party ☐ 2.1 6 Receive and Review Responding Party’s Part 2 of the Tribal-Public Health Mutual Aid Request Form. The Requesting Party should review the Part 2 pages of the Tribal-Public Health Mutual Aid Request form completed by the Responding Party. Requesting Party ☐ 2.1 7 Complete Part 3 to Approve the Tribal-Public Health Mutual Aid Request Form and Return to Responding Party. The form is complete when the Requesting Party approves the form and the Responding Party’s cost estimates, signs it and enters the time and date signed in Part 3. Upon the date/time of signature by an Authorized Representative, Part 3 of the Tribal-Public Health Mutual Aid Request Form serves as authorization to deploy resources cited within. The Tribal-Public Health Mutual Aid Request Form can be faxed or e-mailed, or mailed between the parties. (See Sections 2.4 7 - 2.5 4 for additional information on cost reimbursement.) If the request includes a granting of authority or temporary adoption of public health code by a Tribe, the Requesting Party Tribe should provide a certified copy of the Tribal Resolution with the completed Request Form. NOTE: Certain requests for assistance may require immediate deployment before completion of this form. Parties may decide to complete only certain parts of the form immediately and delay completion of other parts of the form such as the cost estimates until a later time. However, this form should be completed within the required timeframes required under Section 2.6. Requesting Party ☐ 2.1 8 Confirm Receipt of Requesting Party’s Completed Tribal-Public Health Mutual Aid Request Form. A completed form includes approval by the Requesting Party, by completing and signing Part 3 of the form. The Responding Party should confirm receipt of the fully completed form prior to the departure of personnel, equipment, materials, or supplies; and/or, prior to use of services, facilities or other resources. NOTE: Certain requests for assistance may require immediate deployment before completion of this form. Parties may decide to complete only certain parts of the form immediately and delay completion of other parts of the form such as the cost estimates until a later time. However, this form should be completed within the required timeframes required under Section 2.. Responding Party ☐
- 19 Confirm Receipt of Tribal Resolution Designating Authority for Public Health Officer (if applicable). The Health Officer should notify the Requesting Party Tribe of any decision to decline, withdraw, rescind, or take similar action with respect to the tribal resolution at any time. Responding Party ☐
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Deployment and Coordination 2.2 1 Initiate Operation of Incident Command System. The Responding Party understands its resources are expected to operate under the Incident Command System (ICS) and in adherence to the National Incident Management System (NIMS). Responding Party ☐ 2.2 2 Activate Emergency Operations Center or Emergency Coordination Center. If the Responding Party has an emergency operations center (EOC) or emergency coordination center (ECC), the Responding Party may elect to activate it. If the nature of the incident does not call for standing up an EOC or ECC, the Responding Party should designate a specific point of contact for the Requesting Party to coordinate efforts with and provide contact information. Responding Party ☐ 2.23 Emergency Operations Plan and Incident Command System Activation. The Responding Party should determine whether the Requesting Party has an Emergency Operations Plan. If yes, the Responding Party should confirm that the Requesting Party’s Emergency Operations Plan has been activated, including the Incident Command System, if applicable. If not, all Parties should establish protocols for
communication and coordination, and chain of command. (See ICS Form 203 and ICS
Requesting Party ☐ Responding Party ☐ 2.24 Where to Check In - Select and Prepare Most Appropriate Staging Areas to Receive and Locate Resources. The Requesting Party should select the staging area(s) most appropriate to use for each unique incident to receive and locate human and other resources requested from the Responding Party(ies). (See item 1.12 Above) The Requesting Party should consult and coordinate with the Responding Party(ies) to assure staging areas are adequate. The Requesting Party should provide detailed information regarding the staging areas to the Responding Party(ies.) Requesting Party ☐ Responding Party ☐ 2.25 Discuss Public Messaging and Risk Communications. The Requesting Party and Responding Party should discuss and agree on procedures for public messaging and risk communications, including defining responsibilities, authorization, dissemination, etc. Requesting Party ☐ Responding Party ☐ 2.2 6 Determine Necessary Personal Protective Equipment (PPE). The Requesting Party and Responding Party(ies) should consult with each other and, if necessary, with DOH to determine science-based guidelines for PPE needed to protect responders.
- Requesting and Responding Parties should consult with each other to determine jointly the minimum protection level required for PPE. If necessary, all parties should consult with DOH to clarify what PPE are required. The Requesting and Responding Parties should agree on which party will provide PPE.
- The Requesting Party should assure that Responding Party personnel have all required PPE prior to leaving the staging area, and should maintain a record to document that all necessary PPE has been provided to each responder (by the Requesting Party or by the Responding Party) using the Pre-Deployment Briefing Form. (See Appendix E)
- Prior to leaving the staging area, all responding personnel should be required to confirm they have received required PPE and training in universal precautions, and that they agree to practice universal precautions in all
response activities. ( See Pre-Deployment Briefing Form, Appendix E )
Requesting Party ☐ Responding Party ☐
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2.2 7 Determine Necessary Vaccinations and/or Medical Countermeasures. The Requesting Party and Responding Party(ies) should consult with each other and, if necessary, with DOH to determine science-based guidelines for vaccinations and/or other medical countermeasures (MCM) needed to protect responders.
- Requesting and Responding Parties should consult with each other to determine jointly vaccinations and/or other medical countermeasures (MCM) required. If necessary, all parties should consult with DOH to clarify what vaccinations, other medical countermeasures, other prophylaxis, and/or other medications are required. The Requesting and Responding Parties should agree on which party will provide these.
2. The Requesting Party should assure that Responding Party personnel have all
required vaccinations, other medical countermeasures, other prophylaxis, and/or other medications prior to leaving the staging area, and should maintain a record to document that all necessary PPE has been provided to each responder (by the Requesting Party or by the Responding Party) using the Pre-Deployment Briefing Form. ( See Pre-Deployment Briefing Form, Appendix E ) Requesting Party ☐ Responding Party ☐ 2.28 Identify Incident-Specific Responder Needs. Since each incident is unique, the Requesting Party should identify any specific conditions and/or needs and report these to the Responding Party. (For example, in certain areas only one cellular communications carrier provides service; some incident conditions may require responders to bring a sleeping bag, etc.) Requesting Party ☐ Responding Party ☐ 2.29 Travel Arrangements, Transportation, Housing, Sleeping Accommodations, and Food. The Requesting Party and Responding Party should agree on arrangements for Responding Personnel’s food, local transportation, shelter, sleeping accommodations and sanitation.
- Home Base – Staging Area – Home Base. The Responding Party should make any travel, transportation, and housing/sleeping arrangements for their personnel and storage for equipment, if needed. The Responding Party can ask the Requesting Party for recommendations. a. Travel. Responding Party should make both departure and return travel arrangements for its own personnel, to and from the staging area. b. Ground Transportation. The Parties may decide prior to the departure of personnel which party should make ground transportation arrangements, and whether Responding Personnel should need ground transportation to perform their assignments. Additional information may be added to the Tribal-Public Health Mutual Aid Request Form.
c. Housing and Sleeping Accommodations. The Responding Party is
primarily responsible for making housing arrangements for its own personnel. The Parties may decide prior to the departure of personnel which Party should make housing arrangements. Additional information may be added to the Tribal-Public Health Mutual Aid Request Form. Requesting Party ☐ Responding Party ☐
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- 34 Perform Requesting Party Check-In Briefing. The Requesting Party should perform a briefing when Responding Personnel arrive at the staging area, using the Pre- Deployment Briefing Form (See Appendix E). This briefing should be completed with all personnel prior to Responding Personnel leaving the staging area and engaging in
response activities. ( See ICS Form 211 )
Requesting Party ☐
- 35 Maintenance of Records. The Requesting Party remains responsible for ensuring that the amount and quality of all documentation regarding use of materials, supplies, equipment, facilities, services, and/or related resources is adequate to enable state or federal reimbursement. 1. Record of Hours Worked. The Requesting Party and the Responding Personnel should record on a shift-by-shift basis time sheets and/or daily logs showing hours worked. Tracking of time is maintained by both Requesting Party and Responding Personnel to maximize accuracy. Requesting Party and Responding Party should provide Responding Personnel with forms and instructions to track time. (See 1.1 6 above) 2. Materials and Equipment Inventory. The Responding Party is responsible for maintaining documentation regarding purchase and shipment tracking of reimbursable expenses, materials, supplies, equipment and/or related resources for purposes of state or federal reimbursement. The Requesting Party will create and maintain an inventory of materials and equipment received from the Responding Party, track use and consumption, and store the materials and equipment appropriately at all times (e.g., vaccines refrigerated, etc.). ( See ICS Form 218 ) 3. The Requesting Party and Responding Party should provide these records to each other as necessary. Requesting Party ☐ Responding Party ☐ 2.36 Provide Updated Information Regarding Significant Increases or Decreases in Resources Needed and Expense Estimates. Requesting Party and Responding Party should maintain ongoing exchange of information regarding significant increases or decreases in the resources that are needed, or in the estimated expenses to prevent waste, shortage of resources and unapproved cost overruns. NOTE: Reimbursement shall not exceed any monetary limits established by the Requesting Party on the Mutual Aid Request Form if the Requesting Party submits the completed form prior to deployment by the Responding Party. Requesting Party ☐ Responding Party ☐ 2.37 Seek Extension/Changes of Tribal Grants of Authority If Necessary. If a tribal resolution is adopted to grant authority to a Local Health Officer and/or to adopt another jurisdiction’s code and it appears that the emergency response will exceed the tribal resolution duration, the Tribe should seek extension of the resolution from the tribal council or other authorized tribal decision-maker prior to its expiration. If granted, the Tribe should provide a certified copy of such extension to the Local Health Jurisdiction. Requesting Party ☐ Responding Party ☐ 2.3 8 Submit Amendments to Tribal-Public Health Mutual Aid Request Form as Necessary. Amendments to the Tribal-Public Health Mutual Aid Request Form should be in writing, and agreed between the parties, prior to the departure of supplemental Assistance, or extension of time for provision of Assistance. Requesting Party ☐ Responding Party ☐ 2.3 9 Complete Injury/Death Incident Reports of Deployed Responders. Injuries sustained during response activities should be immediately reported to the on-scene supervisor and Requesting Party’s designated contact. All details of the incident should be documented. Parties should follow their own internal policies for claim submittal through their jurisdiction and, if applicable, Washington State Labor and Industries. The Requesting Party should provide injury/death incident reports and physical and/or mental health incident reports related to Responding Party personnel to the Responding Party. Requesting Party ☐ Responding Party ☐
MUTUAL AID OPERATIONS AND DEPLOYMENT GUIDE TRIBES AND LOCAL HEALTH JURISDICTIONS
IN WASHINGTON STATE
NOTE: Each party shall provide for the payment of Worker’s Compensation benefits to its own injured personnel and/or to representatives of its own personnel in case such personnel sustain injuries or are killed while rendering aid under the Mutual Aid Agreement, in the same manner and on the same terms as if the injury or death were sustained within its own jurisdiction. Forms that apply to this section include:
1. Appendix E, Pre-Deployment Briefing Form , page 3 3
2. ICS Forms Available Online (Also on Online Mutual Aid Agreement Share Site)
