East Midlands Airport Aerodrome Emergency Plan 2024-2025 (PDF)

Aerodrome Emergency Plan (2024-5) East Midlands Airport Version 1 Not Valid after 31st March 2025 C2 - Internal  Department...

Aerodrome Emergency Plan (2024-5) East Midlands Airport Version 1 Not Valid after 31st March 2025 C2 - Internal  Department Operations Document Owner Operations Director (Accountable Manager) Document Administrator Head of Resilience East Midlands Airport Castle Donington Address Derby DE74 2SA Email [email protected] Telephone 0871 919 9000 Website https://www.eastmidlandsairport.com/ops CAA File Reference 20240401 East Midlands Airport Aerodrome Emergency Plan 2024-5 v1 C2 - Internal AERODROME EMERGENCY PLAN TABLE OF CONTENTS TABLE OF CONTENTS PART A – INTRODUCTION AND POLICIES SECTION 1 – INTRODUCTION 1 Introduction 1 2 Aims and Objectives 1 3 Regulatory Requirements 2 4 Scope 2 5 Emergency Categories 2-3 6 Emergency Management 3 7 Document Management and Distribution List 3 8 Amendment Record 3-4 9 Glossary of Terms 4-5 SECTION 2 – ORGANISATION AND COORDINATION 1 Accountabilities 7 2 Key Organisations and Responsibilities 7-16 SECTION 3 – EMERGENCY PLANNING COMMITTEES 1 Introduction 19 2 Terms of Reference – Emergency Planning Committee 20 3 Terms of Reference – Emergency Planning Liaison Group 21 SECTION 4 – PLAN VALIDATION 1 Introduction 23 2 Training 23-24 3 EMA Exercise Policy and Programme 24-28 4 Auditing 28-30 5 Incident Debriefs 30-31 Annex 1 Exercise Proposal Form 32-33 PART B – EMERGENCY ORDERS SECTION 1 – INTRODUCTION 1 Introduction 1 2 Definitions 1-3 3 Review and Amendment 3 SECTION 2 – AIR TRAFFIC CONTROL 1 Aircraft Accident/Aircraft Accident Imminent 5 2 Aircraft Accident (Location Unknown) 5-6 3 Aircraft Ground Incident 6 4 Aircraft Full Emergency 6 5 Local Standby 6 6 Local Standby – Weather or Royal Flight 7 7 Unlawful Acts 7 8 Off-Aerodrome Incident 7 9 Domestic Incident 8 OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Contents, Page 1 C2 - Internal AERODROME EMERGENCY PLAN TABLE OF CONTENTS SECTION 3 – AIRFIELD OPERATIONS 1 Airfield Operations Supervisor 9-10 2 Airfield Security Rangers 10-11 Annex 1 Procedures for the Management of the ESRVP 12-13 SECTION 4 – AIRPORT DUTY MANAGER 1 Aircraft Accident/Aircraft Accident Imminent 15-16 2 Aircraft Accident (Location Unknown) 16 3 Aircraft Ground Incident 17 4 Aircraft Full Emergency 17 5 Local Standby 18 6 Unlawful Acts 18-19 7 Off-Aerodrome Incident 19 SECTION 5 – CONTROL ROOM 1 Operations (Fire Control Position) 21-23 2 Control Room Operatives 23-26 Annex 1 Operation of AI Control Point 27 SECTION 6 – CUSTOMER SERVICES 1 Aircraft Accident/Aircraft Accident Imminent 29 2 Aircraft Accident (Location Unknown) 29 3 Aircraft Ground Incident 29 4 Aircraft Full Emergency 30 Annex 1 Facilitation of the Family and Friends Reception Centre 31-33 Annex 2 FFRC Requests Log 34 Annex 3 FFRC Entry and Exit Log 35 SECTION 7 – RESCUE AND FIREFIGHTING SERVICES 1 Aircraft Accident/Aircraft Accident Imminent 37 2 Aircraft Accident (Location Unknown) 37-39 3 Aircraft Ground Incident 39 4 Aircraft Full Emergency 39-40 5 Local Standby 40 6 Local Standby – Weather or Royal Flight 40 7 Unlawful Acts 41 8 Off-Aerodrome Incident 41-42 9 Domestic Incidents 42 SECTION 8 - SECURITY 1 Security Team Manager 43-44 2 Security Team Members 44-46 Annex 1 Facilitation of the Survivor Reception Centre 47-49 Annex 2 Setup of the Survivor Reception Centre 50 Annex 3 Welfare Reception Centre 51 OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Contents, Page 2 C2 - Internal AERODROME EMERGENCY PLAN TABLE OF CONTENTS PART C – INCIDENT PLANS SECTION 1 – INTRODUCTION All 1 SECTION 2 – DOMESTIC INCIDENTS 1. Introduction and Definition 3 2. Domestic Incident Response – Overview 3-4 3. AFA and Domestic Fires 4 4. Domestic – Fuel (Spill) 4 Annex 1 Fire alarm pre-alert activation 5 Annex 2 Fire alarm full alert 6 Annex 3 Confirmed fire procedure 7 Annex 4 Domestic Incident – Internal Response Procedures 8-9 Annex 5 AFA and Domestic Fire Overview 10-15 Annex 6 AFA and Domestic Fire Response Procedures 16-24 Annex 7 Evacuation of Disabled or Inform Persons from a First Floor Area 25 SECTION 3 – HAZARDOUS MATERIAL INCIDENT 1. Introduction 27 2. Initiation and Alerting 27 3. Departmental Procedures 27-30 SECTION 4 – PORT HEALTH INCIDENTS 1. Introduction 31 2. Declaration of an Incident on Board an Aircraft 31 3. Medical Examinations – Immigration Act 1971 31 Annex 1 Port Health Incidents – Actions to be Taken 32-34 Annex 2 Passenger Contact Form 35 SECTION 5 – INFLUX OF OVERSEAS EVACUEES 1. Introduction 37 2. Impact on EMA 37 3. Aircraft Arrival 37 4. Evacuee Arrival 37 5. Welfare Reception Centre 37-38 6. Border Force 38 7. Baggage Return 38 8. Security Requirements 38 9. Transport 38 10. Incident Management Centre 39 SECTION 6 – FIRST AID PROCEDURES AND MEDICAL EMERGENCIES 1. First Aid Provision 41 2. Equipment 41-42 3. UK Border Force Notification of Medical Emergencies 43 4. Investigation and Reporting 44 Annex 1 First Aid Response Procedures 45-47 Annex 2 Disabled Toilet Fire Alarm Activation Form 48 OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Contents, Page 3 C2 - Internal AERODROME EMERGENCY PLAN TABLE OF CONTENTS SECTION 7 – DISABLED AIRCRAFT RECOVERY PLAN 1. Introduction 49-50 2. Principles and Processes 50-52 3. Removal Instructions 52-55 4. Aircraft Debogging 56-57 Annex 1 Equipment and Resources Available 58-60 Annex 2 Request for Assistance Form 61 Annex 3 Aerodrome Coordinators Log 62-65 SECTION 8 – CONFIDENTIAL AND RESTRICTED PLANS ALL 67 SECTION 9 – SUSPENSION OF OPERATIONS AND OPERATIONAL CLOSURE FOLLOWING AN INCIDENT 1. Introduction 69 2. Scenarios and Overview of Procedures 69-71 Annex 1 Suspension and Closure Flowchart 72 Annex 2 Suspension and Closure Procedures 73-78 PART D - APPENDICES SECTION 1 – INTRODUCTION ALL 1 SECTION 2 – INCIDENT COMMUNICATIONS PROTOCOLS 1. Alerting the RFFS 3 2. Communications Messages 4 3. Internal Incident Communications 4-7 4. External Incident Communications 7 SECTION 3 – AIRPORT MAPS 1. ESRVP1 Parking Plan 9 2. Crash Map 10 3. Grid Maps up to 8km 11 SECTION 4 - EMERGENCY SERVICES RENDEZVOUS POINTS 1. Introduction 13 2. Purpose 13 3. ESRVPs for Aircraft Related Incidents 13-17 4. Marshalling Point – ESRVP2 17 5. Forward Command Point 18 6. ESRVPs for Non-Aircraft Related Incidents 18-19 SECTION 5 – INCIDENT SCENE MANAGEMENT 1. Introduction 21 2. Forward Command Point 21 OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Contents, Page 4 C2 - Internal AERODROME EMERGENCY PLAN TABLE OF CONTENTS 3. Cordons 21 4. RFFS Incident Command Structure 21-22 5. Multi-Agency Command Structure 22-23 6. Joint Emergency Services Interoperability Programme (JESIP) 23-25 7. Passenger Evacuation Management 25-26 8. Management of Air Crew 26 9. Welfare at the Incident Site 27 10. Removal of Disabled Aircraft 27 11. Management of Mass Fatalities 27 SECTION 6 – EMERGENCY EQUIPMENT 1. Introduction 29 2. Water Supplies 29 3. Rescue 7 29-31 4. Emergency Lighting 31 5. Aircraft Recovery Equipment 31 6. First Aid Equipment 32 7. Emergency Grab Bags 32 SECTION 7 – MANAGEMENT CENTRES 1. Introduction 33 2. Attendance at the Airport Site 33-34 3. Incident Management Cards 34 4. Assistance during Incidents 34-35 SECTION 8 – RECEPTION CENTRES 1. Introduction 37 2. Survivor Reception Centre 37-43 3. Family and Friends Reception Centre 43-48 4. Reunification Area 49 5. Humanitarian Assistance Centre 49 6. Welfare Reception Centre 49-50 Annex 1 Survivor Reception Centre Layout 51 Annex 2 Family and Friends Reception Centre Layout 52 Annex 3 Family and Friends Reception Centre Entry and Exit Log 53 Annex 4 Family and Friends Reception Centre Requests Log 54 Annex 5 Survivor Reception Centre Entry Log 55 Annex 6 Survivor Reception Centre Departure Log 56 Annex 7 Survivor Reception Centre Request Log 57 Annex 8 Survivor Reception Centre Contingency Plan 58-60 Annex 9 Survivor Reception Centre Contingency Layout 61 SECTION 9 – RETURN OF BAGGAGE 1. Introduction 65 2. Passengers Located Airside 65 3. Passengers Located in Landside Areas 65 SECTION 10 – RETURN TO NORMAL OPERATIONS 1. Introduction 67 2. Assessment Procedures 67 OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Contents, Page 5 C2 - Internal AERODROME EMERGENCY PLAN TABLE OF CONTENTS 3. Partial Return to Operations 68 Appendix 1 Return To Normal Operations Assessment 69 Appendix 2 Partial Return to Normal Operations Assessment 70 SECTION 11 – POST INCIDENT PROCEDURES 1. Incident Debriefs 71 2. Accidents Resulting in Injury to EMA Staff 71 3. Trauma Policy 71-72 4. CCTV Footage 72 5. AAIB – Photo Access 72 SECTION 12 – KEY CONTACTS 1. Introduction 73 2. Contact Numbers 73 PART E – RESTRICTED SECTION SECTION 1. Introduction 3-6 SECTION 2. Improvised Explosive Devices 7-10 SECTION 3. Aircraft Unlawful Act 11-16 SECTION 4. Marauding Terrorist 17-20 SECTION 5. CBRN 21-40 SECTION 6. Drone Response 41-58 SECTION 7. Protest Activity 59-72 SECTION 8. Threat Escalation 73-78 SECTION 9. Op Tungsten 79-86 SECTION 10. Disruptive Passengers on Board an Aircraft 87-92 SECTION 11. Cyclamen Activations 93-108 SECTION 12. Sabotage 109-110 SECTION 13. Ad Hoc Embarkation Control 111-114 SECTION 14. Intruder in the CP 115-118 SECTION 15. Incident Scene Management 119-124 SECTION 16. Threat Assessment 125-132 SECTION 17. Evacuation 133-148 SECTION 18. Mass Decontamination 149-154 SECTION 19. Post Incident Procedures 155-156 OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Contents, Page 6 C2 - Internal 12 PART A – INTRODUCTION AND POLICIES 1 Introduction 2 Organisation and Coordination 3 Emergency Planning Committees 4 Plan Validation INTENTIONALLY LEFT BLANK AERODROME EMERGENCY PLAN PART A, SECTION 1 - INTRODUCTION SECTION 1 – INTRODUCTION 1. Introduction 1.1 The Aerodrome Emergency Plan details East Midlands Airport’s (EMA) emergency planning arrangements for all operational departments of the Airport. The emergency procedures detailed within this document are based upon the requirements of Commission Regulation (EC) No 216/2008 of the European Parliament and of the Council (Text with EEA relevance) (Retained EU Legislation), hereafter referred to as UK retained regulations, CAA CAP1168 “Guidance Material for Organisations, Operations and Design Requirements for Aerodromes”, ICAO Airport Services Manual Part 7 – Airport Emergency Planning, and the Civil Contingencies Act 2004. 1.2 The purpose of the Emergency Plan, as defined in the ICAO Airport Services Manual, Part 7 “Airport Emergency Planning”, is “to set out in manual form the responsibilities and required actions/roles of the various personnel/agencies involved in dealing with emergencies affecting the airport”. 1.3 The UK retained regulations requires that “the aerodrome operator shall have and implement an aerodrome emergency plan that: a. Is commensurate with the aircraft operations and other activities conducted at the aerodrome; b. Provides for the coordination of appropriate organisations in response to an emergency occurring at an aerodrome or in its surroundings; and c. Contains procedures for periodic testing of the adequacy of the plan and for reviewing the results in order to improve its effectiveness.” 2. Aim and Objectives 2.1 The objective of aerodrome emergency planning, as defined by the Civil Aviation Authority (CAA) in CAP1168, is as follows: “To anticipate the effects an emergency might have on life, property, and aerodrome operations, and to prepare a course, or courses, of action to minimise those effects, particularly in respect of saving lives.” 2.2 EMA ensures that emergency plans are put in place to minimise the impact that an emergency might have on the operation of the Airport and ultimately the business itself. 2.3 The aim of emergency planning, as defined in the Civil Contingencies Act 2004, is “to increase resilience by ensuring that those involved in the emergency: a. Know their role; b. Are competent to carry out the tasks assigned to them; c. Have access to available resources and facilities; and d. Have confidence that their partners in response are similarly prepared. “ OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 1 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 1 - INTRODUCTION 3. Regulatory Requirements 3.1 The Aerodrome Emergency Plan reflects the requirements of the UK retained regulations, CAP 1168, ICAO Airport Services Manual Part 7 and the Civil Contingencies Act 2004. 3.2 Under the Civil Contingencies Act 2004, there are two levels of responders to an emergency; category 1 responders who are the main organisations involved in emergency response at a local level (for example, Police, Fire, Ambulance and Councils), and category 2 responders (for example, utilities companies and transport companies). EMA is a category 2 responder. 3.3 The duties placed on category 2 responders are mainly those of cooperating and sharing information to ensure an effective partnership with category 1 responders within the local area. EMA achieves this through participation in Local Resilience Forum sub-groups and meetings, and through multi-agency partnership working at the Airport’s Emergency Planning Liaison Group. 3.4 EMA manages and mitigates the risk of emergencies occurring through the safety management and risk assessment process. This process is detailed in the Aerodrome Manual, Part B. 3.5 EMA recognises that employee safety is paramount at all times, and the risks associated with any procedures detailed in this plan will be assessed and mitigated as relevant by individual departmental managers. 4. Scope 4.1 The Aerodrome Emergency Plan contains procedures for the coordination of the multi- agency response to defined emergencies. It also details the procedures for the return to normal operations. 4.2 Whilst it accepted that all eventualities may not be predictable the plans have been developed to respond to foreseeable events. These will at a minimum include those required in regulations. For any unforeseeable event, elements of the Emergency response plans may be used to manage any associated impacts. 4.3 The Airport’s business continuity plans are not contained within this document and are held by the EMA Resilience Team. 5. Emergency Categories 5.1 EMA ensures that procedures for responding to all types of incidents required by EASA and the CAA are in place as a minimum. 5.2 Emergency Orders as required by the CAA for all emergency categories are detailed in Part B of this manual. 5.3 Any additional categories of incidents planned for will be assessed on a risk basis. These additional incident plans are contained in Part C of this manual. Plans for the response to security incidents are held separately due to their confidential nature. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 2 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 1 - INTRODUCTION 5.4 Procedures relating to the management of disruption at the Airport are contained within the separate Airport Disruption Plan. 6. Emergency Management 6.1 EMA ensures that procedures for emergency management are in place to oversee the emergency response to an incident, coordinate the operational response and coordinate the return to normal operations. The management structure includes a Strategic Response Team, Tactical Response Team and an Operational Response Team. 6.2 Procedures for the management centres can be found in Part D, Section 7. Additional incident management procedures can also be found in the separate EMA Crisis and Incident Management Manual. 6.3 These procedures do not replace the responsibilities of individual managers in relation to their department. 7. Document Management and Distribution List 7.1 The Aerodrome Emergency Plan is distributed in electronic format via Microsoft Teams. For internal users this is also saved on the HSE drive in the “Emergency and Contingency Planning” folder. 7.2 The distribution list for this document is held by the EPM in a separate excel spreadsheet. 7.3 Due to the confidentiality of some of the information contained within the Aerodrome Emergency Plan, access to this document is restricted. Details of how to obtain access to the document are contained in the Aerodrome Manual, Part A, Section 2, as well as on the EMA website. 7.4 It is the responsibility of the holder to ensure that they have the most up to date copy of the Aerodrome Emergency Plan at all times. Any copies which are downloaded or printed are not controlled and therefore may not be the latest version of the text. 7.5 It is the responsibility of the holder to ensure that the Aerodrome Emergency Plan is kept secure and is only promulgated to their own staff as required. They must not pass copies of the plan to other companies or departments at any time. 8. Amendment Record 8.1 All changes to the Aerodrome Emergency Plan are highlighted in yellow with a border marker in the right-hand border. Where a completely new section has been added, only the title will be highlighted in yellow. 8.2 The following lists the sections which have been amended during the last 12 months: Date of Amendment Part Section A 1-4 March 2019 B 1-8 OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 3 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 1 - INTRODUCTION C 1,2,3,6,7 D 1,3,5,7,9-12 E 2,4,5,8,12 A 1,4 B 2,5 February 2020 C 1,2 D 12 E 2,6,8 A 1-4 B 1,2,4,5,6,8 March 2021 C 2,3,4,6 D 3,4,8,9,10,11,12 E 2,5,7,8,11 A 1-4 B 3, 7 June 2022 C 2, 7 D 1 E 2, 3, 4, 12 A General updates to all Changes to EMAS PDA reflected B General updates to all C General updates to all Changes made to AFA and Domestic Fire process to align with Fire Safety June 2023 Management Plan. D Former Part D removed – available as separate Airport Disruption Plan. Former Part E renamed as Part D. General updates to all E Removed – Former Part E renamed as Part D. 9. Glossary of Terms The following lists the abbreviations relevant to the Aerodrome Emergency Plan. A wider list of abbreviations relating to the Airport can be located in the Aerodrome Manual. Abbreviation Meaning AAIB Air Accident Investigation Branch ADM Airport Duty Manager AEP Aerodrome Emergency Plan AM Accountable Manager AOI Airside Operational Instruction AOS Airfield Operations Supervisor ASO Aviation Security Officer ASRB Airfield Safety Review Board ATC Air Traffic Control OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 4 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 1 - INTRODUCTION BCM Business Continuity Manager BCP Business Continuity Plan BF Border Force CIM Electronic Incident Management System CP Critical Part CRO Control Room Operative CSDM Customer Service Duty Manager EMA East Midlands Airport EMAS East Midlands Ambulance Service EPC Emergency Planning Committee EPLG Emergency Planning Liaison Group EPM Emergency Planning Manager ESRVP Emergency Services Rendezvous Point FCP Forward Command Point FFRC Family and Friends Reception Centre HAC Humanitarian Assistance Centre HATS Head of Air Traffic Services HFRS Head of Fire and Rescue Service HHSFS Head of Health Safety and Fire Safety HAO Head of Airfield Operations HoR Head of Resilience ICS Incident Command System TRT Tactical Response Team LFRS Leicestershire Fire and Rescue Service LRF Local Resilience Forum MAG Manchester Airports Group OD Operations Director PDA Pre-Determined Attendance PEM(s) Passenger Evacuation Management PRM Persons with Reduced Mobility RAF Royal Air Force RFFS Rescue and Firefighting Service RFFS Incident Commander RFFS representative in charge of the incident at the time RFFS Officer in Charge RFFS Station Manager, or Watch Manager where applicable SCG Strategic Coordinating Group SLT Senior Leadership Team SRB Safety and Resilience Board SRC Survivor Reception Centre STM Security Team Manager TCG Tactical Coordinating Group UKHSA UK Health Security Agency WRC Welfare Reception Centre OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 5 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 1 - INTRODUCTION INTENTIONALLY LEFT BLANK OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 6 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION SECTION 2 – ORGANISATION AND COORDINATION 1. Accountabilities 1.1 The Accountable Manager is accountable for the Aerodrome Emergency Plan and for ensuring that this is resourced and staffed as required. At EMA this is the Operations Director (OD). Further details of the Accountable Manager are contained within the Aerodrome Manual, Part B. 1.2 EMA has a defined individual appointed by the Accountable Manager who is responsible for emergency planning and the Aerodrome Emergency Plan. This individual will have overall responsibility for ensuring the coordination and implementation of the plan. At EMA this is the Head of Resilience (HoR). 1.3 The HoR is the person responsible for developing, and ensuring the overall effectiveness of, the Airport’s Emergency and Resilience Plans. They are also responsible for oversight of the Airport’s exercise programme. The HoR is accountable to the OD. 1.4 The Emergency Planning Manager (EPM) is responsible for ensuring that the Airport’s emergency plans are developed and are fully coordinated. They are also responsible for the implementation of an effective exercise programme for these plans. The EPM is accountable to the HoR. 1.5 Business continuity is managed separately by the Business Continuity Manager, who is also accountable to the HoR. 1.6 Further details of the roles and responsibilities of the above, as well as management structures, can be found in the Aerodrome Manual, Part B. 1.7 Each department is responsible for reviewing their sections of the Emergency Plan and Emergency Orders. Any changes to the Plan must be reported to the EPM, who will incorporate them in line with the change management policy outlined in the Aerodrome Manual, Part B. 1.8 Departmental managers are responsible for having emergency and resilience procedures in place for their department. They are also responsible for ensuring that all of their team are trained in these procedures, and that the procedures are validated and reviewed on a regular basis. This will be audited by the EPM as detailed in Part A, Section 4. 2. Key Organisations and Responsibilities 2.1 Introduction 2.1.1 EMA ensures that Category 1 and Category 2 responders (as defined by the Civil Contingencies Act 2004) are integrated into the emergency plan. 2.1.2 EMA also ensures that all internal departments and agencies comply with relevant regulatory requirements relating to emergency planning and response, as well as those described in the Aerodrome Emergency Plan. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 7 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION 2.1.3 The roles and responsibilities of internal departments and external agencies are detailed below. 2.2 Roles and Responsibilities of Internal Departments 2.2.1 Introduction a. The following paragraphs detail the roles and responsibilities of internal departments in the event of an emergency at EMA. b. Should the Airport remain open during an incident, departments will also maintain their day to day responsibilities. 2.2.2 Air Traffic Control (ATC) a. The primary responsibility of ATC during an aircraft related emergency is to initiate the emergency response to an incident that has occurred on the Airport site. b. ATC will alert RFFS, the Control Room and the Emergency Services of the incident as required. c. It is not solely the responsibility of ATC to decide whether to allow RFFS to attend an incident which has occurred beyond the 1000m attendance requirement. This will follow an assessment by RFFS and ATC of the benefits of attending versus the operational consequences of the temporary depletion. d. In addition to the above, it is the responsibility of ATC to inform the AAIB that an incident has occurred at the Airport (dependent upon the situation), and to later request permission from the AAIB to remove the disabled aircraft from the incident site. 2.2.3 RFFS a. The UK Retained Documentation states in GM1 ADR.OPS.B.010(a)(1) that “the scope of the rescue and firefighting services is to save lives in the event of an aircraft accident or incident occurring at, or in the immediate surroundings of, the aerodrome”. It also defines that “the rescue and firefighting service is provided to create and maintain survivable conditions, to provide egress routes for occupants and to initiate the rescue of those occupants unable to make their escape without direct aid.” b. RFFS calculate response times to any other part of the movement area, in optimum visibility and surface conditions. These are detailed within the RFFS Standard Operating Procedures and guidance’s. c. RFFS will manage any incident in line with the Fire and Rescue Service National Operational Guidance until the incident command is established between the Airport Incident Commander and the LFRS Incident Commander. d. RFFS are responsible for establishing any required cordons for safety reasons until the incident command is established between the RFFS Incident Commander and the LFRS Incident commander. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 8 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION e. RFFS will respond to any incident within 1000m of the runway threshold and may, at the discretion of ATC and the RFFS Officer in Charge, respond to incidents outside this boundary. 2.2.4 Airfield Operations a. The primary role of Airfield Operations during an incident at the Airport site is to facilitate effective communication between the emergency services and the Airport, as well as maintaining communications between the Airport and other ramp users. This role is carried out primarily through the ESRVP and in cooperation with the Control Room. b. The AOS is responsible for the efficient management of the ESRVP and for the coordination of the escort provision to the incident site through the role of EMA Ops Liaison Officer. c. The AODM undertakes the role of Aerodrome Coordinator of Disabled Aircraft Removal Operations. d. The Airfield Security Rangers are responsible for providing escorts for the emergency services from the ESRVP to the incident site. 2.2.5 Airport Duty Manager a. The main responsibility of the ADM is to oversee the incident at an operational level (with the exception of the incident site itself). This will involve internal and external briefings and communications, as well as ensuring that the Airport’s response is coordinated. b. The ADM will also monitor other affected flights and assist where appropriate with delays and diversions. c. The ADM is responsible for the management of the Control Room and ensuring that they have activated the relevant emergency procedures during an incident. d. The ADM will lead the Operational Response Team. The ADM will also contact the Accountable Manager (AM) to agree whether to activate the Tactical Response team. 2.2.6 Control Room a. The Control Room is mainly responsible for ensuring effective communications between the Airport and emergency services, as well as other relevant third parties such as ramp users. b. The responsibility of the Operations (Fire) Control position in the Control Room is to ensure that effective communications are maintained between all Airport departments and other ramp users. They are also responsible for keeping an accurate handwritten log of all radio communications passed by RFFS during the incident. Where required, they will also liaise with the Emergency Services’ Control Rooms. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 9 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION c. The CROs are responsible for activating the incident in CIM to inform all relevant persons of the incident. They are also responsible for updating the running log with all relevant information and for ensuring that the relevant checklists are completed. d. The CROs will also answer queries made to the Control Room. However, they will not give out any information regarding the incident, apart from referring people to the official statement on the EMA website. 2.2.7 Security a. The main responsibility of Security during an aircraft incident is to assist the Police to set up and facilitate the SRC and to represent the Airport to the passengers and agencies within the area. b. During an aircraft incident requiring a FFRC Security will also be responsible for derestricting the East Lounge and ensuring that the integrity of the Critical Part is protected. c. Security’s responsibilities in relation to security incidents are detailed in the separate Security Contingency Manual. 2.2.8 Customer Services a. Customer Services are responsible for the PEMs procedure through the provision of a Passenger Evacuation Management Team. b. Customer Services are responsible for the set up and management of the Family and Friends Reception Centre (FFRC) and undertake the role of Airport Manager in the FFRC. 2.2.9 Airfield Engineering a. In the event of an incident occurring on the runway or airfield, Airfield Engineering are responsible for ensuring that the navaids and airfield lighting have not been damaged. They will also provide advice where necessary on the safety implications of any damage which has been incurred. b. Airfield Engineering will also provide the AAIB with voice and radar recordings and any other information as required. 2.2.10 Press Office a. The purpose of the Press Office is to always ensure that, particularly during an incident, the management of internal, external and media relations makes a positive contribution to the business, protects the reputation of the company and minimises any subsequent adverse impacts. b. Press Office procedures can be found in the Press Office Major Incident Media Plan. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 10 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION 2.2.11 Crisis and Incident Management Teams a. The responsibilities of the EMA Crisis and Incident Management Teams (strategic, tactical and operational) are detailed in the separate EMA Crisis and Incident Management Handbook. 2.2.12 Informing the CAA a. The Accountable Manager (AM) is responsible for informing the CAA of any relevant incidents, for example aircraft related incidents, but may delegate this to other members of the team. In the event of the OD not being present, the Tactical Response Team (TRT) will appoint an individual to undertake this task. b. The Security Accountable Manager, or Head of Security in their absence, is responsibly for informing the CAA of Security related events. 2.3 Roles and Responsibilities of External Agencies 2.3.1 Introduction a. Multi-agency cooperation is crucial to the success of any response to a major incident at the Airport site. b. Successful multi-agency response is dependent upon effective multi-agency planning. This is achieved through the Emergency Planning Liaison Group (see Part A, Section 3 of this document), as well as EMA’s representation at the Local Resilience Forum. 2.3.2 Leicestershire Police a. The Police will assume responsibility for the overall coordination of the response to an incident. They will usually chair the Strategic (Gold) and Tactical (Silver) Coordinating Groups to enable them to carry out this responsibility. b. The main priority of the Police is to save and protect life, and to preserve the scene to safeguard any evidence for subsequent enquiries or criminal proceedings. c. In consultation with other agencies, the Police will establish and maintain cordons at appropriate distances around the incident scene. d. Where terrorist action is suspected, the Police will take additional control measures to protect the incident/crime scene and maintain cordons at an appropriate distance. e. The police oversee any criminal investigation relating to the incident. f. The Police process casualty information and have responsibility for identifying and arranging for the removal of fatalities on behalf of HM Coroner (see paragraph 2.3.6 below). 2.3.3 Fire and Rescue Service OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 11 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION a. The primary role of the Fire and Rescue Service is the rescue of persons trapped by fire, wreckage or debris. b. The Fire and Rescue Service prevent further escalation of an incident through the control and extinguishing of fires, rescuing people and undertaking other protective measures. c. Fire and Rescue Services assist local ambulance services with casualty-handling and the Police with the recovery of bodies where necessary. d. The Fire and Rescue Service deal with released chemicals or other contaminants, and undertake mass decontamination where required. 2.3.4 Ambulance Service a. The Ambulance Service has responsibility for coordinating the onsite NHS response to an incident and determining which hospital(s) injured persons should be taken to. b. The Ambulance Service endeavours to sustain life through effective emergency treatment at the scene, to determine the priority for release of trapped casualties and for decontamination in conjunction with the Fire and Rescue Service. 2.3.5 Local Authorities a. Local Authorities play a critical role in emergency response as they have a wide range of functions which may be needed to support the emergency response (for example, social services, faith group contacts etc.) b. Local Authorities are responsible for coordinating welfare support for affected persons in the event of an emergency, and for planning for and delivering a Humanitarian Assistance Centre. This planning is carried out in conjunction with the Local Resilience Forum and other relevant agencies. 2.3.6 HM Coroner a. The role of the Coroner is defined by statute. They are responsible for establishing the identity of the fatalities and the cause and circumstances of death. b. Coroners should have an emergency plan for their own mortuaries in dealing with multiple deaths. Additionally, they are required to develop local and regional plans for extraordinary temporary mortuaries. These plans are written in conjunction with the Local Resilience Forum. 2.3.7 Air Accidents Investigation Branch (AAIB) a. The AAIB is the organisation responsible for investigating civil aircraft accidents and serious incidents within the UK. Any accidents or serious incidents which are reported will be investigated by the AAIB. b. The procedures to be used and extent of the investigation will be determined by the Chief Inspector of Air Accidents and shall depend upon the individual incident. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 12 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION c. Details of the AAIB’s response to incidents can be located in the AAIB document “Aircraft Accidents – Guidance for the Police, Emergency Services and Airfield Operators”. 2.3.8 Local Resilience Forum a. It is a requirement of the Civil Contingencies Act that an LRF be formed in each local area. The LRF is a multi-agency group which primarily constitutes Category 1 responders, as well as some Category 2 responders. Its main purpose, as defined in the Civil Contingencies Act, is to ensure effective delivery of those duties under the Act that need to be developed in a multi-agency environment. b. EMA sits within the Leicester, Leicestershire and Rutland LRF area (or “LLR Prepared”). c. EMA attends the relevant LLR Prepared sub-group meetings as a category 2 responder and provides input as required. All EMA multi-agency exercises are submitted to the LRF Training and Exercising Group for approval. d. LLR Prepared compiles a Community Risk Register (CRR), which assesses the risks within the local area and is used as a basis for supporting the preparation of emergency plans. EMA provides input into this document as relevant. e. LLR Prepared are responsible for the County’s Temporary Mortuary Plan. 2.3.9 Port Health Functions a. The function of port health is to protect, prevent and control any dangers/threats to the public’s health. The International Health Regulations (2005) require notification of any public health emergency of international concern (PHEIC). A PHEIC refers to an extraordinary public health event which is determined, under specific procedures to:  Constitute a public health risk to other states through the international spread of disease; and  Potentially require a coordinated international response. b. Further details on port health functions can be located in Part C, Section 4. c. At EMA, North West Leicestershire District Council is the enforcement authority. The council has no statutory power to establish any kind of diagnostic or treatment service at the Airport for returning passengers or crew. d. The United Kingdom Health Security Agency (UKHSA) is responsible for the general health of the population, including returning travellers and temporary residents. e. UKHSA is responsible for the health protection and public health aspects of port health. 2.3.10 Environment Agency a. The Environment Agency responds to different types of incident that affect the natural environment, human health or property. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 13 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION b. The Environment Agency will be contacted in the event of the following:  In an accident when there is the potential for fuel or firefighting foam to go into the surface water drains  In the event of a major oil spill on the aerodrome  In the event of a chemical spillage  In the event of a fire which could result in emissions to air  Any release of radioactive material  If de-icing fluids go into the surface water drains 2.3.11 Airline a. Whilst airlines are not listed as either a category 1 or 2 responder within the Civil Contingencies Act, they will have a role to play in the response to an incident at the Airport. b. The airlines response will vary depending on a number of factors including the size and scale of the incident, and whether the aircraft is a based aircraft, local aircraft, foreign based aircraft or a diversion. c. ICAO Document 9859 “Safety Management Manual” details the responsibilities of the aircraft operator in an emergency. 2.3.12 Handling Agents a. As contractors of the Airline Company, the Handling Agent will act on their behalf in an incident. Individual airlines will have their own procedures for Handling Agents to follows. b. An agreement has been made with the main handling companies at EMA to provide coaches to transport uninjured survivors and ‘walking wounded’ from the incident site to the SRC. 2.4 Pre-Determined Attendance 2.4.1 For aircraft related incidents at EMA the emergency services have pre-determined attendances (PDA) for the number of appliances/responders that they send to the Airport initially. 2.4.2 LFRS and EMAS are alerted of the incident by an auto dialler system which gives them a pre- recorded message that there has been an incident at EMA. A telephone call is then made to Leicestershire Police to give them further details of the incident who then cascade this to LFRS and EMAS. 2.4.3 The PDA for LFRS and EMAS is a 2-tiered system based on the size of aircraft and number of people on board. The definitions used for this are as follows: Initial – All cargo aircraft and all passenger aircraft of CAT 3 or below Enhanced - All passenger aircraft of CAT 4 and above, and any military aircraft where the persons on board may exceed 20 in number. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 14 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION 2.4.4 Leicestershire Fire and Rescue Service PDA LFRS will send the following PDAs following receipt of the auto dialler: Initial PDA pumps (at least 2x PRL) CSV officers Incident Command (1st arriving SM will go for LFRS Incident Command) Command Support Liaison at ESRVP Enhanced PDA 5 pumps (at least 3x PRL) Water Carrier CSV Officers for IC (1 must be a group manager) 1 for command support 1 for functional command – Liaison at ESRVP 2.4.5 East Midlands Ambulance Service PDA a. PDA Dispatch and notification Upon receipt of the auto dialer message, EMAS will implement the following PDA: For Initial PDA  Hazardous Area Response Team (HART)  Tactical Commander  NILO (deployed as appropriate)  EMAS will also inform and brief the on Call Divisional Tactical manager, on Call National Inter-Agency Liaison Officer (NILO) (Deployment at the discretion of the NILO), Strategic Commander, Executive Director On Call and Communications Manager On Call For Enhanced PDA  Hazardous Area Response Team (HART)  Tactical Commander  On Call National Inter-Agency Liaison Officer (NILO) (Deployment at the discretion of the NILO)  Strategic Commander  Executive Director On Call  Communications Manager On Call  EMAS will inform and brief the on Call Divisional Tactical Manager (if not already deployed and may need go to TCG), and potentially Helimed if they are away from base. Responders will move to a designated Airwave channel for the incident. Leicestershire Police will call EMAS after the initial message with further details of the incident. Should the accident be escalated then all agencies should consider declaring a Major Incident. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 15 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 2 – ORGANISATION b. Aircraft accident is confirmed by arriving Ambulance Incident Commander The Ambulance Incident Commander will request the following if an aircraft accident is confirmed by the Ambulance Incident Commander:  DCA’s numbers on request as per local SOP and POB.  2 further Tactical commanders  NILO  SORT c. Stand Down  In event of the emergency being cancelled whilst vehicles are enroute all crews must be instructed to stand down as soon as possible.  The EMA Control Room will contact the EMAS Control Room on one of the two numbers held locally by the EMA Control Room.  The emergency may only be cancelled by the first manager / Operational Commander on scene after discussion with the airport, or by the EMA Control Room speaking directly to EMAS or the first manager / Operational Commander arriving on scene. d. Requesting Update – enroute Should EMAS or attending resources require an update enroute they should contact the EMA Control Room NOT the Control Tower. 2.4.6 Leicestershire Police PDA 2.4.7 Leicestershire Police send the same PDA regardless whether it is an initial or enhanced incident. This will consist of 4 Officers and a Bronze Commander. 2.4.8 Major Incident Declaration Should the accident be escalated then all agencies will declare a major incident and additional resources will be sent to EMA as required. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 16 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 3 – COMMITTEES SECTION 3 – EMERGENCY PLANNING COMMITTEES 1. Introduction 1.1 EMA has emergency planning committees in place which coordinate the multi-agency response to an emergency. They also oversee the validation of the plans. 1.2 At EMA the Emergency Planning Committees are as follows:  Emergency Planning Committee  Emergency Planning and Liaison Group 1.3 In addition, sub-groups are created when required to plan specific emergency exercises or projects. 1.4 The Emergency Planning Committee reports to the EMA Airfield Safety Review Board, as defined in the Aerodrome Manual. 1.5 EMA participates in the MAG Safety and Resilience governance structure, which incorporates all aspects of Resilience. However, the Accountable Manager retains accountability for emergency planning through the Airfield Safety Review Board structure. 1.6 EMA’s business continuity arrangements are governed separately under the EMA Safety and Resilience structure. 1.7 The terms of reference for EMA’s emergency planning committees are detailed below. Larger print copies are available on request. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 19 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 3 – COMMITTEES 2. Terms of Reference – Emergency Planning Committee OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 20 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 3 – COMMITTEES 3. Terms of Reference – Emergency Planning Liaison Group OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 21 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 3 – COMMITTEES INTENTIONALLY LEFT BLANK OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 22 C2 - Internal AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION SECTION 4 – PLAN VALIDATION 1. Introduction 1.1 EMA validates all emergency and contingency procedures and plans at regular intervals. The methods for validation may include training, exercising, auditing and incident debriefs. 2. Training 2.1 Introduction 2.1.1 EMA ensures that all staff with defined roles in emergency procedures are competent in these roles. This is achieved through regular training and exercising. 2.2 Internal Training 2.2.1 Training in emergency and contingency procedures is carried out by individual departments across the Airport. 2.2.2 It is the responsibility of the line manager of each department to ensure that their staff have:  Received adequate training in their individual roles in an emergency.  Received adequate training in their contingency procedures.  Received refresher training at appropriate intervals.  Read the Aerodrome Manual and associated documentation (including the Aerodrome Emergency Plan) upon each reissue, and any amendments which are issued in the interim, and aware of the instructions and procedures contained within them as per the Aerodrome Manual, Part A. 2.2.3 It is the responsibility of individual managers to ensure that any training in emergency and contingency procedures which is carried out is recorded on the individual’s training record to facilitate an audit process. 2.2.4 Training for the EMA Crisis and Incident Management Procedures is carried out by the EMA Resilience Team and requirements are documented separately. 2.2.5 Training Exercises a. In order to enhance their employee’s training, Line Managers may choose to organise training exercises at a frequency which they deem to be appropriate. b. The manager should ensure that they keep records of these exercises on file, as well as recording on the individual’s training record that they have participated in the exercise. c. If a training exercise involves three or more departments, the documentation process described paragraph 3.4.5 of this document will apply. d. Where possible, the manager should consider rotating available staff to ensure that all have an equal opportunity to participate in a practical exercise. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 23 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION 2.3 External Training 2.3.1 EMA conducts training with relevant external partners on an as required basis to ensure that all persons are familiar not only with their own procedures for responding to the Airport but also the role of others during the incident. 2.3.2 Training may take the form of classroom based learning or live training, for example at the Fire Training Rig or set up of Reception Centres. 2.3.3 Examples of training carried out include:  Arrival and ESRVP procedures  Mobilisation to incident site  Incident site, including Forward Command Point  Incident command  Aircraft hazards  Reception centres 2.3.4 Additionally, training may take the form of a “train the trainer” course after which training slides will be provided to attending agencies to aid with training for their own staff. 3. EMA Exercise Policy and Programme 3.1 Introduction 3.2.1 EMA ensures compliance with the exercising requirements as detailed in the UK retained regulations and CAA CAP1168. The Head of Resilience is responsible for oversight of this exercise programme and is accountable to the Operations Director. 3.2.2 The purpose of an emergency exercise, as defined in ICAO Airport Services Manual Part 7, “is to ensure the adequacy of the following:  Response of all personnel involved;  Emergency plans and procedures; and  Emergency equipment and communications.” 3.2.3 EMA has a rolling programme of exercising in place which is outlined below. These may consist of either live or tabletop exercises at regular intervals. 3.2 EMA Exercise Policy 3.2.1 AMC1 ADR.OPS.B.005(c) in the UK retained regulations states that “the aerodrome should ensure that the emergency plan is tested with: a. A full-scale aerodrome emergency exercise at intervals not exceeding two years; and b. Partial emergency exercises in the intervening year to ensure that any deficiencies found during the full-scale aerodrome exercise have been corrected. And reviewed thereafter, or after an actual emergency, so as to correct any deficiency found during such exercises or actual emergency.” 3.2.2 However, CAP1168 contains an alternative means of compliance in relation to exercising – UK-AltMoC1 ADR.OPS.B.005 (c). This states that “as an alternative to the method of testing outlined in AMC1 ADR.OPS.B.005(c) Aerodrome Operators may wish to test their emergency plan by conducting: OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 24 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION 1. A series of modular tests commencing in the first year and concluding in a full-scale aerodrome emergency exercise at intervals not exceeding four years. 2. Periodic reviews thereafter, or after an actual emergency, so as to correct any deficiency found during such exercises or actual emergency.” 3.2.3 EMA complies with the alternative means of compliance and has a modular exercising programme in place to reflect this. These modules are detailed in paragraph 3.3 below. 3.2.4 The EMA programme of exercising will take place as follows: Year 1 Major tabletop exercise 4 x tabletop exercises Year 2 Live exercise (single element only) 4 x tabletop exercises Year 3 Major tabletop exercise 4 x tabletop exercises Year 4 Full live exercise 4 x tabletop exercises 3.2.5 After year 4 this programme will commence again as per year 1. 3.2.6 In the event of a genuine emergency (aircraft accident or aircraft ground incident) occurring that tests all or a significant proportion of the Airport’s emergency plan, an application may be made to the CAA by the HoR (with the support of the Accountable Manager and other relevant partners) to consider this a test of the plan in lieu of the full-scale exercise. In the event that this occurs the following should take place: a. A gap analysis should be carried out to identify aspects of the plan which were not tested. b. Any aspects not tested should be tested as part of the ongoing exercise programme. c. All learnings, debriefs and actions from the incident should be recorded and tracked. d. The next full-scale exercise will take place within two years of the incident. 3.3 Exercise Modules 3.3.1 EMA has developed its exercise modules in line with the requirements of the UK retained regulations and in conjunction with both internal departments through the EPC and external partners through the EPLG. 3.3.2 The modules that EMA will test throughout the 4-year rotation are as follows: OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 25 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION Module 1 Initiation and alerting Module 2 Initial mobilisation Module 3 ESRVP Module 4 RFFS Response Module 5 Incident Site (including Forward Command Point) Module 6 Reception Centres Module 7 Airport Management Centres Module 8 Post Incident Response Module 9 Investigation and Review Module 10 Business Continuity 3.3.3 Further break downs of these modules are available on request. 3.3.4 As part of the exercise planning process detailed below a programme of exercises and modules to be tested over the four years will be created. Exercise proposals will contain details of the modules that the exercise will test. 3.3.5 EMA will keep a monitoring database to demonstrate the testing of these modules, both through exercising and genuine incidents. 3.4 Exercise Planning 3.4.1 Major exercises a. EMA will conduct one major exercise per year. In years one and three this will take the form of a multi-agency tabletop exercise and in year two this will be a single element live exercise. Year four of the programme requires a full-scale live aerodrome exercise take place. b. The major exercises will be planned internally through the EPC and externally through the EPLG. This will usually be done via a subgroup of these committees with relevant partners rather than the full committees themselves. c. Proposals for the date, scenario and overall aims and objectives of exercises will be approved by the EPC and EPLG prior to planning commencing. In addition, an exercise proposal will be submitted to the LRF Training and Exercising Group for multi-agency approval and entry into the exercising calendar. d. A full planning document will be compiled and updated by the EPM throughout the planning process and made available to all relevant parties. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 26 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION e. A debrief document will also be compiled by the EPM following the exercise and distributed to all relevant parties. Any multi-agency learnings will be shared with the LRF Training and Exercising Group for wider learning purposes. f. Actions resulting from the exercise will be designated to relevant owners and progress tracked through the EPC (and EPLG as relevant). 3.4.2 Tabletop Exercises a. EMA’s exercise programme includes a minimum of 4 tabletop exercises per year to test the Airport’s emergency procedures. These will be separate from the major exercises detailed above. b. Tabletop exercises will take place at an approximate frequency of every 3 months. They will be predominantly internal but may involve service partners or multi-agency partners as relevant. c. Proposals for the date, scenario and overall aims and objectives of exercises will be approved by the EPC. Each proposal will detail the modules to be tested as part of that exercise. d. Tabletop exercises will be planned by the EMA Resilience Team. e. Actions resulting from tabletop exercises will be designated to relevant owners and progress tracked through the EPC. 3.4.3 Fire Service Annual Exercises a. The EMA RFFS will plan and conduct 2 exercises per year as a minimum. b. 1 will usually be a tabletop exercise and will test the operational response to an incident. This will involve other operational departments as relevant. The scenario will be agreed as part of the modular exercising programme at the EPC. c. The 2nd exercise will be a live training and exercising session with the local authority fire service to test operational response and joint incident command procedures. d. The HFRS will be responsible for delegating the planning and running of these exercises to a member of RFFS management. e. Any actions and learnings will be fed back to the EPC as relevant. 3.4.4 Departmental Exercises a. Departmental managers are responsible for ensuring that their section of the Emergency Plan is adequately tested and can organise exercises for their department at a frequency deemed to be appropriate by the manager concerned. b. For exercises involving up to 2 departments, prior approval is not required by the EPC. However, exercises involving 3 or more departments should be proposed to the OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 27 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION committee and the appropriate documentation should be completed (see paragraph 3.4.5 below). 3.4.5 Exercise Documentation a. For all exercises involving 3 or more departments the Emergency Exercise proposal form (see Annex 1) must be submitted to the EPC for approval prior to planning commencing. b. A generic planning document for all tabletop exercises has been created. However, should an exercise present a specific risk then a bespoke planning document will be required. It is the responsibility of the manager in charge of a tabletop exercise to ensure that minutes of the exercise are taken, and actions identified are submitted to the EPC. c. For all live exercises a bespoke planning document must be compiled by the manager in charge of the exercise which covers all arrangements relating to the exercise. It is the responsibility of the manager in charge to ensure that adequate risk assessments are completed and associated mitigation put in place prior to the training/exercise commencing. Following the exercise, a debrief document will be required and the actions identified must submitted to the EPC. d. Any live training or exercising involving emergency services requires prior approval from the Resilience Team (with the exception of the joint RFFS and LFRS exercises detailed in paragraph 3.4.3) so that all relevant parties can be notified in advance and to ensure that the relevant arrangements are put in place for the exercise. e. Copies of all exercise proposals, planning documents and debrief documents should be sent to the Resilience Team for submission to the EPC. 3.4.6 Further Guidance Further guidance on emergency exercises can be located at the following:  The UK retained regulations  CAP1168  ICAO Airport Services Manual Part 7 - “Airport Emergency Planning” 4. Auditing 4.1 Introduction 4.1.1 EMA conducts audits of both internal and external departments to ensure that the requirements of relevant Manuals, Plans and associated documents are being fulfilled and that all staff are trained in these procedures. 4.1.2 The following sections outline the process for these audits. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 28 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION 4.2 Internal Emergency Planning Audit Process 4.2.1 Introduction a. An audit process has been created by EMA to ensure that internal departmental emergency procedures are fully integrated with the Airport’s Emergency Orders and that all colleagues expected to participate in those procedures are adequately trained. b. The process also looks at what contingency procedures departments have in place and what training has been carried out for these procedures. c. This audit programme constitutes a first line assurance audit in line with the MAG Assurance Framework. 4.2.2 Aims and Objectives a. The aim of the internal auditing process is to ensure that all departmental emergency and contingency procedures for responding to incidents at EMA are fully integrated, and that there is no conflict in the procedures or duplication of effort. b. The objectives of the audit programme are as follows:  To ensure that all internal departments named in the Emergency Orders have suitable emergency and contingency procedures in place.  To ensure that all internal departments named in the Emergency Orders are aware of the responsibilities placed upon them and that these responsibilities are included within their emergency procedures.  To ensure that colleagues have been adequately trained to carry out these procedures.  To ensure that up to date training records are maintained.  To ensure that colleagues have access to procedures in the event of an incident.  To ensure that managers have accurate and up to date contact details for their teams in the event of an emergency. 4.2.3 Audit Method a. Department Audits of the Emergency Orders will take place annually. If a number of issues are identified during an audit, there may be more frequent reviews of that department undertaken. b. A date will be agreed with the department manager for this audit to take place. During the audit, a standard form will be used by the audit team and discussions will take place and will be accurately recorded. 4.2.4 Recommendations a. Following the audit, the departmental manager will receive a copy of the completed audit report including any recommendations which have been made. b. If the recommendation is considered to be of a less urgent nature, the outcome will be discussed again at the next audit. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 29 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION c. If a recommendation is considered to be a priority action, an agreed timescale and action plan will be implemented dependent upon the urgency of the issue. This timescale will usually be between 1 and 3 months depending on the urgency of the issue. d. For any priority actions, the manager must submit a response in writing by the deadline detailing the rectification actions which have been taken. It will also be agreed whether an interim audit is required to review these actions. e. In the event that insufficient action has been taken to resolve an identified issue a meeting may be held with the department’s Director. 5. Incident Debriefs 5.1 Introduction 5.1.1 Lessons identified from incidents, whether positive feedback or areas for improvement, are a vital part of continually improving the way that the airport will respond to incidents in future. They also play a key part in the Airport’s SMS by ensuring that any safety concerns are highlighted and resolved as quickly as possible. The following gives an overview of the debrief process in place at East Midlands Airport – full details are contained within the Airport Incident Debrief Protocol. 5.1.2 The purpose of a debrief is to identify areas of good practise which can be shared across watches or departments, as well as identifying areas for improvement and actions to support these. The process is divided into multiple types of debrief, an overview of which is given below. 5.1.3 Debriefs will be held for all emergency and disruption incidents recorded in the CIM system, with a limited number of exceptions as defined in the Protocol. 5.2 Overview of Process and Definition of Incident Types 5.2.1 The debrief process at EMA has 3 stages, which are defined as follows: Type Definition Issued by Post-Incident Issued by the end of the shift in which the incident Airport Duty situation report happened, the sitrep will ensure that there is shared Manager (sitrep) situational awareness of the incident which has taken place across the leadership team of the airport. This gives an overview of the incident, it’s scale and impact and any immediate concerns and actions taken to rectify these. Hot debrief A hot debrief is a multi-department report which focuses Airport Duty on what went well and areas for improvement, as well as Manager actions required to support these. This document is issued within 48 hours of the incident occurring. For the majority of incidents, the hot debrief will be the only debrief issued so this will form a critical part of validating OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 30 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION the emergency and business continuity plans for the airport. Full debrief A full debrief is a formalised process which will consider Resilience Team the lessons learnt and actions identified by the hot debrief, and whether changes to core processes and procedures are required as a result of these. The debrief meeting will be held within 14 days of the incident to give departments time to fully debrief with their teams prior to attending the debrief. Depending on the incident, a copy of this debrief may be required to be submitted to the CAA, therefore the full debrief report will be issued within 30 days of the incident occurring in line with the requirements of the CAA UK Reg (EU) No 376/2014. 5.3 External Debriefs 5.3.1 Following a major incident, external debriefs may be required with the emergency services and other responding agencies. In addition, debriefs with service partners may be required depending on the incident (for example, after major disruption). These will be held within 3 weeks of the incident occurring, but after the internal full debrief meeting has been held. OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 31 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION SECTION 4, ANNEX 1 EMERGENCY EXERCISE PROPOSAL Date of Exercise Name of Exercise Type of Exercise Departments Involved Modules Tested Locations Involved Manager in Charge of Exercise Background OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 32 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION Exercise Aim Exercise Objectives Individual Dept. Objectives Scenario Additional Controls It is imperative that all players are fully aware of their department’s procedures for this type of incident and that they Required follow these procedures during the exercise to allow the procedures to be fully assessed. Any deficiencies or conflict identified will then be taken away as action points by the relevant department. Documentation Location OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 33 AERODROME EMERGENCY PLAN PART A, SECTION 4 – PLAN VALIDATION INTENTIONALLY LEFT BLANK OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part A, Page 34 PART B – EMERGENCY ORDERS 1 Introduction 2 Air Traffic Control 3 Airfield Operations 4 Airport Duty Manager 5 Control Room 6 Customer Services 7 Rescue and Fire Fighting Service 8 Security INTENTIONALLY LEFT BLANK AERODROME EMERGENCY PLAN PART B, SECTION 1 - INTRODUCTION SECTION 1 – INTRODUCTION 1. Introduction 1.1 CAP1168 requires that the Aerodrome Emergency Plan “clearly translate the emergency plan into a course or courses of actions to be followed for a given emergency or incident, that will ensure the achievement of the emergency planning objectives.” It should also “provide details to individuals, or departments, of the actions required to initiate the emergency plan.” EMA achieves this through the Emergency Orders detailed in this part of the plan. 1.2 The Emergency Orders detail actions to be taken by each of the following departments during incidents as described in paragraph 2 below: a. Air Traffic Control b. Airfield Operations c. Airport Duty Manager d. Control Room e. Customer Services f. RFFS g. Security 1.3 The Emergency Orders relate to aircraft related incidents only as described in paragraph 2 below. The response to any non-aircraft related incidents are detailed in Part C of this manual. 1.4 The type of incident will be determined by ATC. If the notification comes through to the Control Room, ATC should be informed immediately to enable them to evaluate the incident category. 2. Definitions 2.1 The UK retained regulations describes the following types of incidents relating to aircraft: Aircraft Accident “An aircraft accident which has occurred on or in the aerodrome surroundings.” (see paragraph 2.4 for further definition) Aircraft Ground Incident “Where an aircraft on the ground is known to have an emergency situation other than an accident, requiring the attendance of emergency services.” Aircraft Full Emergency “An aircraft approaching the aerodrome is, or is suspected to be, in such trouble that there is imminent danger of an accident.” Local Standby “An aircraft approaching the aerodrome is known, or is suspected to have developed, some defect but trouble is no such as would normally involve any serious difficulty in effecting a safe landing.” OFFICIAL – DISTRIBUTION LIST ONLY 2024-5, Version 1 Uncontrolled when printed Part B, Page 1 AERODROME EMERGENCY PLAN PART B, SECTION 1 - INTRODUCTION 2.2 CAP 1168 describes the following additional types of incidents: Local Standby – Weather Standby “When weather conditions are such as to render a landing difficult or difficult to observe.” Unlawful Acts “Actions to be taken in the case of any unlawful act” Domestic Incidents “The classification ‘domestic’ is given to any incident:  On the aerodrome (not including aircraft emergencies)  Outside the aerodrome boundary (other than aircraft incidents) which is liable to constitute a danger to flying or aerodrome property  Which the aerodrome rescue and firefighting service might attend where the response is according to an agreement with the local emergency services  Which is in response to calls from the public or the police on humanitarian grounds” 2.3 In line with best practice EMA also includes the following incident types in the Emergency Orders: Aircraft Accident Imminent Aircraft accidents which are inevitable on or in the vicinity of, the aerodrome. Aircraft Accident (Location Unknown) When an accident has occurred or is considered imminent but the location is unknown. Once the aircraft’s location has been established, the incident will be upgraded to an aircraft accident. Off-Aerodrome Incidents Aircraft accidents occurring outside the aerodrome boundaries. Local Standby – Royal Flights “When a royal flight is landing or taking off” 2.4