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HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: INCIDENT MANAGEMENT – 006 January 1, 2022 NIMS COMPLIANT SOG Title...

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: INCIDENT MANAGEMENT – 006 January 1, 2022 NIMS COMPLIANT SOG Title: Fire ground Accountability Revision: 4 APPROVED BY: NUMBER OF PAGES: Re-evaluation Date: Alan Wax January 1, 2026 Fire Chief 6 PURPOSE To provide a means of accounting for all firefighters, at any given time, within a small geographic area, within the "hazard zone" of an incident. Use of the system will provide enhanced personal safety for the individual firefighter, and will provide the Incident Management Team (IMT) an improved means to track and account for all personnel working in the hazard zone. POLICY It is the policy of the Hoffman Estates Fire Department to be prepared to use the PASSPORT system at all incidents - regardless of jurisdiction- that are elevated to a mutual aid or MABAS Box Alarm response or greater. For an incident within the HEFD jurisdiction that does not involve mutual aid or automatic aid response, accountability will be maintained by using the appropriate shift commanders’ daily manpower roster and/or the PASSPORT system. For an incident within the HEFD jurisdiction that involves mutual aid, automatic aid, or is elevated to a MABAS Box Alarm, accountability will be maintained by the combined use of the PASSPORT system and the appropriate shift commanders’ daily manpower roster. PROCEDURE A. ACCOUNTABILITY Accountability involves a personal commitment to work within the safety system at an incident. Incident Command (IC) will always maintain an accurate tracking and awareness of where resources are committed at an incident. IC will always be responsible for including accountability as a major element in strategy and attack planning, and must consider and react to any barriers to effective 1  accountability. Supervisors or Leaders will always maintain an accurate tracking and awareness of crews assigned to them. This will require the Supervisors or Leaders to be in their assigned area and maintaining close supervision of crews assigned to them. All crews will utilize the Incident Management system (no free-lancing) and the PASSPORT accountability system. Crews arriving on the scene should remain intact whenever possible. A minimum crew size will be considered two members with a radio for at least one member of the crew. Individual crews will enter together, work together, and exit together. If a radio fails while in the hazard zone, the crew will exit unless there is another working radio with the crew. B. PASSPORTS PASSPORTS involve a plastic card with the crewmember’s names affixed that are turned into a fireground manager directly responsible for PASSPORT accountability. This manager may be the IC, Division Supervisor, Group Supervisor, or a designated Accountability Officer depending on the nature, type, and complexity of the incident. PASSPORT Equipment: The PASSPORT system equipment involves a 2" x 4" plastic card with the company designation, apparatus number, and the department's MABAS designation (HFES). The PASSPORT will contain the names of all personnel presently assigned to that company. There are two PASSPORTS (Primary and Back-up) provided for each Chief, along with on-duty Shift Commander, Company, and apparatus. The White (Primary) PASSPORT will be located on the white card attached to the apparatus' lock box key ring and the Red (Back-up) located on the dash of the apparatus (usually at the Officer's side). The Red (Back-up) PASSPORT is to be used as a back-up or a replacement if the White (Primary) PASSPORT is lost. A Green (Reserve) PASSPORT is maintained by the Head of the Protective Clothing Division and will be distributed accordingly. Each firefighter is responsible to maintain three (3) individual name tags. These will be affixed to Velcro strips on the under side of their helmet. When assigned to a company, each department member and their Company Officer are responsible to place their name tags on both the White (Primary) and the Red (Back-up) PASSPORTS. Name tags are to be placed on the PASSPORT immediately after Roll Call and whenever that individual is assigned to an apparatus. The remaining name tag (located on the helmet) is to be used whenever a makeup PASSPORT is used (i.e., a MABAS alarm) or a replacement. Each firefighter and their Company Officer are responsible to ensure that the PASSPORT always reflects only currently assigned personnel. The engineer's name tag is to be 2  inverted on both the White and Red PASSPORTS. All engines, towers, ambulances, staff vehicles, and specialized apparatus are equipped with a status board. In addition, all Staff vehicles are equipped with PASSPORT makeup kits. Company Identification - Helmet Shield Each firefighter and their Company Officer are responsible to ensure that each member of his company has a helmet shield (designating the appropriate apparatus assignment) attached to their helmet. The shields are to be placed in the appropriate helmet location immediately after Roll Call and whenever the individual is assigned to an apparatus. Each individual and their Company Officer are responsible to insure that their member's helmet designation reflects their current apparatus assignment. C. TACTICAL BENCHMARKS Several accountability benchmarks are included in tactical operations. The Personnel Accountability Report (PAR) involves a roll call of personnel assigned. For the Company Officer, a PAR is a confirmation that members assigned to his crew are visually accounted for. For the Division/Group Supervisor, a PAR is an accounting for all crew members of all companies assigned to his division. Reports of PAR should be conducted face-to-face within the company or within the Division/Group whenever possible. Example: “Division A from Engine 17, I have a PAR." (all members accounted for). A personnel accountability report will be initiated by the IC for the following situations: * Any report of a missing or trapped firefighter.. * Any change from offensive to defensive. * Any sudden hazardous event at the incident - flash over, backdraft, collapse. * At a report of fire under control. * When the IC determines the need for a PAR. D. ACCOUNTABILITY OFFICERS The exterior command post will serve as the initial accountability location. Once this exterior command post is established, all crews entering the incident will deliver their White PASSPORTS (Primary) to this location. All Red PASSPORTS (Back-up) of companies already inside the building will be collected by the IC. The IC will serve as the initial Accountability Officer. 3  Once divisions are established or as the incident grows in complexity, crews entering the incident may be directed to deliver their PASSPORTS to the accountability location closest to their "point of entry" prior to entering the hazard zone. As divisions are implemented, Division Supervisors will manage PASSPORTS only if he or she is not entering the hazard zone (i.e., defensive operation). As staff officers arrive on the scene and stage, they may be assigned accountability responsibilities for these given divisions. These Accountability Officers will report to their assigned Division Supervisors to manage accountability for that division (i.e., mini lobby division). Once specific personnel are assigned as Accountability Officers, Accountability Officers will report directly to the designated Safety Officer or the Accountability Division Supervisors. E. ACCOUNTABILITY DIVISON As the incident escalates to the level that Accountability Officers are assigned, IC should implement an Accountability Division to coordinate Accountability Officers. The Accountability Division Supervisors should be located in the Incident Command Post (ICP). The Accountability Division Supervisor/Leader’s responsibilities include: Develop and implement a plan designed to track and account for all personnel working in the hazard zone. Ensure that Accountability Officers are implemented in each division, as necessary. Request and manage sector resources as needed. Provide progress reports to Command/Planning Section. Initiate PAR upon benchmarks or as needed. F. RULES OF THUMB PASSPORT implementation should consider the following basic rules of thumb: PASSPORTS never enter the hazard zone. PASSPORTS must be maintained initially at the ICP or at the point of entry to the hazard zone (for more complex operations). Crews must turn in their PASSPORTS before entering the hazard zone and must retrieve their PASSPORTS upon exiting from the hazard zone. Crews exiting at a different location (than their original point of entry) must immediately notify their Division Supervisors and/or Accountability Officer of their location and must retrieve their PASSPORTS. 4  Upon release of the scene, all Company Officers will insure that their PASSPORTS are retrieved and are accurate. G. PASSPORT IMPLEMENTATION/TERMINATION Implementation of the PASSPORT system will occur at any incident that requires an "assumption of command". Once implemented, PASSPORT accountability will be maintained throughout the incident. Upon termination of command, use of the PASSPORT accountability system will also be terminated. H. MULTI-STORY/HIGHRISE Multi-story or high-rise incidents present only a minor modification in the standard approach to PASSPORT accountability. Once a Lobby Division is established, all crews reporting to the building will deliver their PASSPORTS to the Lobby Division. The Lobby Division will be responsible for collecting the PASSPORTS of the initial companies as soon as possible (may use incoming crews reporting to the building to collect PASSPORTS from the IC or from the apparatus of the initial crews). I. RAPID INTERVENTION CREW (RIC) As the incident escalates, and/or crews are operating at any hazard (i.e., confined space rescue/major fire), IC will assign a Rapid Intervention Crew (RIC). This crew will serve as stand-by rescue team during all hazardous operations. J. LOST/MISSING FIREFIGHTER An absent member of any crew will automatically be assumed lost or trapped in the hazard zone until otherwise determined safe. Company Officers must immediately report any absent members to Division Supervisors or IC. For any reports of missing firefighters, IC should request a Mayday Response to NWCD. Command should also request NWCD to backfill change of quarters companies. IC must initiate an immediate roll call (PAR) of all companies assigned to duty in the hazard zone. IC may also send the Rapid Intervention Crew (RIC) to begin a search. Simultaneously with these actions, IC must adjust scene strategies to include a search and rescue effort. K. SUMMARY OF ACCOUNTABILITY RESPONSIBILITIES Accountability will work only with a strong personal commitment to the safety system. This commitment involves the following responsibilities: 5  FIREFIGHTER - Responsible for staying with their crew, along with ensuring that his name tag is on the PASSPORT and his helmet has the correct helmet shield. COMPANY OFFICER - Responsible for keeping their crew intact, along with maintaining accurate PASSPORTS and Helmet shields for their crews. Responsible for turning in the PASSPORT to the appropriate Accountability Officer. INITIAL INCIDENT COMMANDER w/ ICP - The initial Accountability Officer. The IC must collect Red PASSPORTS from on scene apparatus and collect White PASSPORTS from companies as they move into the hazard zone. DIVISION SUPERVISOR - Responsible for accounting for all crews in his assigned division, maintaining an awareness of their exact location, and maintaining accurate PASSPORTS of those crews in the hazard zone. In those situations, where the Division Supervisors must enter the hazard zone, the PASSPORTS will continue to be managed by the IC or designated Accountability Officer for their division. ACCOUNTABILITY OFFICER - Responsible for teaming up with the assigned Division Supervisors and to manage all accountability for that division. The Accountability Officer must collect all PASSPORTS for personnel in their assigned area. The Accountability Officer must maintain close coordination with other Accountability Officers. ACCOUNTABILITY DIVISION SUPERVISOR - Responsible for managing Accountability Officers and accountability system. IC- Has overall responsibility to insure the accountability system is in place. Must advise late assigned crews of which location is serving as the accountability location for PASSPORTS, or which Division or Accountability Officer will be accepting PASSPORTS at their point of entry. DEFINITIONS Mayday Response: predetermined closest geographical response from NWCD for the following apparatus: (4) Engines, (2) Trucks, (2) Ambulances, (3) Chiefs, Squad 55 and 55A and the air trailer EXCEPTIONS If in a non-NWCD jurisdiction and a Mayday occurs, upgrade the alarm to the next higher alarm. REFERENCES MABAS Policy 305 Passport Personnel Accountability System MABAS Illinois Policies and Procedures current online reference MABAS Division 1 Operating Guidelines/Policy Statement End of Document 6