Notes About the BASARC ICS & SAR Forms

[About These Forms]
[SAR 100 - General Briefing] [SAR 100A- General Briefing - Missing Person]
[SAR 104 -- Team Assignment] [SAR 110 -- Team Debriefing]
[SAR 111 Team Debriefing - Dog Team Supplement] [SAR 119 Team Debriefing - Supplement]
[SAR132 Urban Interview Log]

About These Forms

Over the years the people that perform SAR incident overhead functions have developed a set of forms specific to SAR operations. These forms combined with a set of generic ICS forms serve as the base for SAR incident paperwork.

In late 1991 we produced a simple set of forms to supplement the standard ICS forms for search and rescue operations. In 1995, with 4 years of experience using our forms, we revised them. Now in 1998, we are releasing our second revision.

Our forms are distributed in Adobe Acrobat (PDF) format. Using a free Acrobat reader you can view or print these forms. In addition some of the forms have been designed to be filled out from within Acrobat. You will need a version 3.0 Acrobat reader to fill-out forms.

SAR 100 General Briefing

Overview

The General Briefing Form is intended to provide searchers with background information related to the incident. The form contains information that is not specific to any given assignment. This allows the form to be filled out once and photocopied. The intent is to reduce unnecessary duplication of information on Team Assignment Forms. The General Briefing Form should be included with each Team Assignment Form.

SAR 100A General Briefing, Missing Person

Overview

Instructions for Completing Form

1. Incident Name: The incident name should be established early in the operation. Be consistent and don't use several names, or change names in the middle. Good names often include either the last name of the subject ie. "Smith Search" or the name of the search location i.e. "Jones Gulch Search".
2. Operational Period: This is where the date goes. But it's more than just a date. An operational period has a beginning and an ending date and time. But the ending time may not be known at the time the forms is being filled out. It may be most useful to use the date followed by a word or two describing the time of day or phase of the search. For example; 1/14/96 Initial Response 1/14/96 Night; 1/15/96 Day 1 1/15/96 Daytime; 1/14/96 2200 to 1/15/96 0600
3. Incident Number: The incident numbers assigned by the local responsible agency or a larger coordinating agency. Typically incident numbers are the last two digits of the year followed by a sequential number. If both the local agency and a larger coordinating entity have issued numbers, list them both, indicating who issued each number.
4. Incident Summary: After reading this short narrative, a searcher should have a good overview of the incident. Information in the summary may duplicate some of the subject information found later on the form. That's ok.
5. Communications Plan: For most small to medium sized operations it is sufficient to assign a single command (search base to teams) radio frequency along with a single tactical (team to team) radio frequency. If your incident requires more than this, refer readers to a more complete communications plan. There is space on the Team Assignment form for team specific communication plans.; It's important to note the frequency of the radio net. Different agencies may use different names and channel assignments.; The Channel Description can be used for the "Name" of the radio net. Sufficient room is provided to also include info about repeater offsets, and tone if required.; Remember the Channel number may be different on radios outside of your own agency, so use the space with caution on a multiple agency operation.
6. Name: Name of the missing subject.
7. Sex: Sex of the missing subject.
8. Age: Age of the missing subject. Searchers don't need a precise age if one is not know, nor is the date of birth important to a ground searcher.
9. Name to Call: This is the name the searchers will call out, and listen for a response. It's usually a first name or nickname. For small children this would be a good place to also note their "safety word" if they have one.
10. Expected Response: How is the subject expected to respond to voice contact. Young children may be frightened by strangers or may have been taught not to talk to strangers. Older subjects may not respond to their name due to a number of conditions from poor hearing to alzhiemiers. When a subject has been missing for an extended period of time, the likelihood of their being responsive decreases.
11. Subject's Plans or Intent: A brief discussion of what the subject's intended to do. If known, mention the intended activity, as well as the planned location or route of travel.
12. Physical Description: This field contains the normal set of physical description information. Remember the level of detail required by searchers is typically less that of a police officer. A searcher is trying to identify a missing person in an area were there typically are not very many other people.This is opposed to the law enforcement need to pick a criminal out from a crowd.
13. Clothing Description: The clothing and equipment description helps the ground searcher in four ways. The colors of clothing will determine how visible the subject is in brush and trees. Knowing how the subject was equipped will help searchers think about what they may have done to survive the elements. When an Item of clothing or gear is found that matches this description it immediately becomes an important clue. Finally it helps identify the subject. Often the clothing descriptions provided by friends and family of the subject have proved to be incorrect. Searchers should not treat this description as absolute.
14. Footwear/Track Description: The tracks that a subject leaves are of such importance that there is a seperate space to describe them. If known, you should supply shoe size, track measurements of length, width at heal, and width at ball. In addition a short description of the sole or track. If one is available, a seperate picture should be provided to the searchers.
15. Photo: Remember that the photo selected for this space will be reproduced with a photocopier. Selecting a photo with good contrast and little background clutter will produce better results.
16. Prepared By: Knowing who prepared a form allows questions about the information to asked of the correct person.
17. Date Prepared: The date and time a form is completed allows users of the information to know how current it is. In addition it helps establish the chronology of events when the search paperwork is being examined after the face.
18. Time Prepared: See Date Prepared.

Notes

The Subject Information portion of this form is focused on the needs of a ground searcher. The Physical Description portion is not the full "Law Enforcement" set, but rather enough that a field searcher can identify the missing individual.

There is not a specific section of this form devoted to hazards and safety issues that are expected in the field. Most of the hazards I've seen noted before seemed obvious one that searchers should be expected to anticipate, such as heat, cold, cliffs, etc. It may be that we will find it necessary to add a second page to the form to deal with safety related issues. For now, don't hesitate to add hazard and safety information whenever they are not readily apparent to searchers.

Field 11. Subject's Plans or Intent may need to be bigger.

SAR 104 -- Team Assignment

Overview

The Team Assignment Form is intended to provide searchers with specific information related to their assignment. The form should be accompanied by a General Briefing Form that contains general information about the incident. A separate Team Assignment Form will be completed for each assignment made.

Instructions for Completing Form

1. Incident Name: The incident name should be established early in the operation. Be consistent and don't use several names, or change names in the middle. Good names often include either the last name of the subject ie. "Smith Search" or the name of the search location i.e. "Jones Gulch Search".
2. Operational Period: This is where the date goes. But it's more than just a date. An operational period has a beginning and an ending date and time. But the ending time may not be known at the time the forms is being filled out. It may be most useful to use the date followed by a word or two describing the time of day or phase of the search. For example; 1/14/96 Initial Response 1/14/96 Night; 1/15/96 Day 1 1/15/96 Daytime; 1/14/96 2200 to 1/15/96 0600
3. Assignment Number: Assignments should be numbered sequentially for each incident. The ICS Plans function will number assignments as they are created.
4. Resource Type: What type of resource is this? Example include....; Hasty Search Team, Area Search Team, Dog Team, Mounted Team, Road Patrol, Communications Relay
5. Personnel Assigned: Who is on the team? List the name of each team member. To the left of their name there is room for a single letter note. "L" indicates Team Leader, "M" indicates highest medical training. Use additional symbols to fit your needs. There is room for 9 names on the form. That's more than enough for most assignments, but if you need more, check the additional names attached box.
6. Assignment: A written description of the teams assignment. This should describe the area or route to be searched. You should also give information about the search techniques to be used and the thoroughness with which to search.; Whenever possible you should attach a map marked with the area or route to be searched. Mark the map with a transparent highlighter so as not to obscure the details on the map. Good search maps include scale, contour, and north information.
7. Previous And Present Search Efforts in Area: A team that is looking for sign or tracks in their area needs to know if another search team has been through the area before. A dog handler needs to know if there is also a ground team working in the same area. A team researching an area needs to know how the previous team covered the area, what they focused on and areas they missed or glossed over. When you are trying to increase the cumulative POD for an area, attaching the debriefing notes from the previous search effort is a good idea.
8. Time Allocated: Search assignments shouldn't be open ended things. Planners should have an idea how long an assignment will take as well as when they want the team to return. This field can either be a length of time or a time to quit searching.
9. Size of Assignment: For area assignments this is the size of the area in square miles, square kilometers, or acres. For a route assignment it is the total length of the route in miles or kilometers.
10. Expected P.O.D.: This is were the planners give the searchers a clear idea of how thoroughly they should look for various things. The POD for a responsive subject relates to the team calling out for the subject, listening for, and being able to hear a response. The POD for an unresponsive subject relates to how thoroughly the team checks places that could conceal the subject. The POD for clues relates to how closely the entire assignment is examined for tracks, sign, and other small clues. If you need to map High ,Medium and Low to POD percentage values, use 80%, 50%, 20% respectively.
11. Drop Off and Pick Up Instructions: These are the transportation instructions. They should include the expected method of transport as well as the locations for pickup and drop off.
12. Communications: For most small to medium sized operations it is sufficient to assign a single command (search base to teams) radio frequency along with a single tactical (team to team) radio frequency. If your incident requires more than this, refer readers to a more complete communications plan. There is space on the Team Assignment form for team specific communication plans.; It's important to note the frequency of the radio net. Different agencies may use different names and channel assignments.; The Channel Description can be used for the "Name" of the radio net. Sufficient room is provided to also include info about repeater offsets, and tone if required.; Remember the Channel number may be different on radios outside of your own agency, so use the space with caution on a multiple agency operation.
13. Prepared By: Knowing who prepared a form allows questions about the information to asked of the correct person.
14. Date Prepared: The date and time a form is completed allows users of the information to know how current it is. In addition it helps establish the chronology of events when the search paperwork is being examined after the fact.
15. Time Prepared: See Date Prepared.
Fields 16 to 20 will not be filled in by Plans
16. Equipment Issued: By noting equipment that teams have been issued, such as radios and medical kits, both the team and the debriefed are reminded that they need to be sure the equipment is returned. This field will most likely be completed by logistics personnel.
17. Briefer: The name of the person who briefed the team on this assignment. To be completed by the briefer.
18. Time Briefed: The time at which the team was briefed. To be completed by the briefer.
19. Time Out: The time the team departed for the field. To be completed by the team and/or Operations.
20. Time Returned: The time the team returned from the field. To be completed by the team and/or Operations.
Copies: In a small search its may be good enough to give the team a copy and keep to keep a copy at the search base. In a larger incident, the distribution of copies of the assignment forms gets more complicated.
Notes: An empty space to be used for what ever need to be written there.

Notes

Team Number, Segment Number, Assignment Number, Individual Radio Call or SAR Number there seems to be some confusion between these.

Segment Number -- How the search segment is identified on the overall search map and how it is identified in any POD tracking system. A single segment may have many search assignments in it.

Assignment Number -- How a given assignment is referred to. These are typically assigned sequentially as assignments are written. Sometimes there is a numeric sequence for each type of resource (i.e. Dog-5 and Ground-5) this has proved to be confusing.

Team Identifiers -- This is what you call the team when you want them on he radio. The first issue is should this identifier change when the team does an additional assignment or does it stick with the team? My position is this. The Team Identifiers should reflect the assignment they are working on. I think it should be prefixed with a name that id readily picked out by the team on the radio. (i.e. The agency or name of the team CARDA, BAMRU, CoCo, etc. or the type of the team (i.e. Dog) My position differs from the BASARC in that BASARC prefixes with the Agency Number (i.e. BAMRU-5 would be 1305, 13 is BAMRU's number)

Individual Radio Call -- Many teams assign a number to each of their members. Typically they're 3 digit numbers. Sometimes they are also used as radio calls. My experience is that these numbers should not be used as Team Identifiers, and that they should be avoided altogether on a multi agency search.

Expected POD. Will the expected POD for a responsive subject ever be anything but high? Perhaps it's a good thing to leave in to remind the team that they should be calling out and listening for a response.

Some of the most frequent complaints we get from teams are about the delay between their arrival, briefing and deployment into the field. By tracking time of briefing and deployment we can better examine this problem.

SAR 110 Team Debriefing

Overview

The Team Debriefing Form is intended to provide plans with the results from the teams search effort.

This form will likely be reviewed as plans are being made for the next operational period. It's likely that both the debriefer and the team will not be available to answer questions at that time. (It usually happens in the wee hours of the morning.) Thus is very important that all of the information get written on the form and attached maps. Make sure there are not any bits of information that exist only as an understanding between the debriefer and the team. An example of this would be a shaded area on the map, with no notation as to its meaning. It was obvious what it meant when it was shaded, but at 3am it will be meaningless to the planner.

Instructions for Completing Form

1. Incident Name: The incident name should be established early in the operation. Be consistent and don't use several names, or change names in the middle. Good names often include either the last name of the subject ie. "Smith Search" or the name of the search location i.e. "Jones Gulch Search".
2. Operational Period: This is where the date goes. But it's more than just a date. An operational period has a beginning and an ending date and time. But the ending time may not be known at the time the forms is being filled out. It may be most useful to use the date followed by a word or two describing the time of day or phase of the search. For example; 1/14/96 Initial Response 1/14/96 Night; 1/15/96 Day 1 1/15/96 Daytime; 1/14/96 2200 to 1/15/96 0600
3. Assignment Number: This should be the assignment number from the Team Assignment Form.
4. Resource Type: What type of resource is this? Example include....; Hasty Search Team, Area Search Team, Dog Team, Mounted Team, Road Patrol, Communications Relay
5. Assignment Summary: A short written summary of the assignment. It need not be as detailed as the description on the Team Assignment Form. By doing this summary the debriefer will get a chance to make sure both he and the team understand and agree on what the assignment was.
6. Describe Search Efforts in Assignment: Describe both where the team searched as well as the type of searching they did. Please don't just write see map. But on the other hand it's a great idea to also attach a map.
7. Describe Portions You Were Unable to Search: Describe the location of any areas not searched along with the reason why they were not searched. There may be specific areas not searched. And there may be categories of areas not searched. For example,"Found pockets of dense brush, which we did not penetrate." This is the information that is most needed by a team that is assigned to research an area. They will use it to determine if additional equipment is needed, where to search, and what techniques to use to get the pest overall coverage of the area.
8. Describe any Clues, Tracks, or Sign Located, or any Pertinent Trail Interviews: Note both what the clue is and its location. Note what was done with the clue (left in place, marked, recovered, etc.). In addition you should note how relevant the team thinks this clue is. Note if the clue has already be reported, and if so note any assigned identifier.
9. Describe any Hazards or Problems Encountered: Use your judgment here. There is no need to list hazards that are common to most of the search areas and already well known. For example on a winter operation cold and snow are a hazard that needn't be noted.
10. Suggestions for Further Search Efforts In or Near Your Assignment: The team has just been out to the search area and may have very good ideas for additional searching. Try to focus them on ideas related to what they found in the field rather that their overall theories about the search.
11. Time Entered Assignment: The time the team arrived at their search area.
12. Time Exited Assignment: The time the team left their search area.
13. Time Spent Searching: Time in hours that they actually spent searching. This doesn't include time spent eating lunch, resting, or trying to find themselves on the map.
14. P.O.D. Summary: Here is the final summary of how thoroughly the assignment was searched. Probability Of Detection (POD) is the likelihood that the subject or clues would have been located had they been in the search area.; The POD for a responsive subject relates to the team calling out for the subject, listening for, and being able to hear a response. The more frequently the team stopped, called out for the subject, and then listened for a response the higher a POD would be for a responsive subject. Wind and water noise will significantly reduce this POD.; The POD for an unresponsive subject relates to how thoroughly the team checks places that could conceal the subject.; The POD for clues relates to how closely the entire assignment is examined for tracks, sign, and other small clues.; The PODs you record apply only to the portion of the assignment that was completed. Do not reduce the POD because the assignment was not completed. Rather focus on evaluating the PODs for the completed portion.; The form has space for either a numeric value for POD or a High to Low scale.; If you need to map High ,Medium and Low to POD percentage values, use 80%, 70%, 50%, 30%,10%.
15. Debriefer: The Debriefers name, so we know who to wake up and question if things aren't clear.
16. Date & Time: Date and time the debriefing occurred. This information helps establish the chronology of events when the search paperwork is being examined after the fact.
Attachments: Note what paperwork goes with this form. Then we can tell if it's missing.
Summary: This is perhaps the most difficult portion of the form for the debriefer to complete. First of all decide if the team completed their assignment. In most cases this should be a clear cut call. Then prioritize the importance of these results. Debriefings marked for urgent review will get processed first. Forms marked needs review are next in line, followed by nothing significant located forms. Note that nothing significant located forms are stilled reviewed by the plans staff, only it's done last.

SAR 111 Team Debriefing, Dog Team Supplement

Overview

This form is intended to be used as a supplement to SAR 110 Team Debriefing Form.

The Team Debriefing, Dog Team Supplement Form is intended get debriefing information that is specific to dog team assignments. The first section deals with the scent conditions encountered during the search. The second section consists of questions that are specific to area search dogs. Finally there is a section of questions for scent specific dogs.

Instructions for Completing Form

6. Scent Conditions: The information in the scent conditions section come from research done by Hatch Grahm and Dick Taylor. Their research suggests that the scent conditions noted here correspond to the probabilities of detection (PODs) returned by dog teams. (Hopefully this information will be available on this web page soon -John)

There are seven columns for data at various times during the search effort. Dog teams should note the conditions at least once while searching. Longer searches will require more notations. In addition conditions should be noted when they change significantly.
Wind From: The direction the wind is generally blowing from. Use compass points (N,NW,W,SW,S,SE,E,NE) or a compass bearing. If the wind is shifting more than 45 deg. just say shifting. At some times of day the wind will be upslope or downslope. Use these descriptions if they better describe the conditions.
Wind Speed -- <4 mph, 4-7, >7: The average speed at which the wind is blowing.
6 ft Shadow -- <3 ft, 3-8, >8: This is a measure of the sun angle, which often relates to air turbulence. The longer the shadow the lower the sun. If it's dark or too overcast to determine a shadow, note dark or overcast.
Cloud Cover -- <30%, 30-70%, >70%: An indication of how cloudy it is. This will also relate to air turbulence.
Moisture -- Wet, Normal, Dry: Moisture helps retain scent.
Temperature -- Hot, Moderate, Cold
Other Factors
Summary -- Good, Fair, Poor: Use the recorded information along with your observations to summarize the scent conditions.
7. Search Technique: Routes of Travel, Grid Pattern, Other
8. Sweep Spacing
9. POD
10. Describe any areas where dog showed interest.
11. Should portions of the search area be searched during periods of better scent conditions.
12. Describe any scent trails located by dog.
14. Discuss any supporting evidence found by the handler. (i.e. Tracks, Sign, Clues)
13. Discuss why and where the scent trail ended.
15. Describe the scent article and its quality and usability .
16. Describe the current location and usability of the scent article.

Notes

Many of the banks on this form are too small for very detailed descriptions. Users should be encouraged to use the back of the form or additional sheets whenever necessary.

Many dog handlers are unfamiliar with this formalized reporting of scent conditions. giving out a blank form before their assignment will help. Eventually will make a laminated reference/note card for field use.

Lots of thought went into what to call the "Area Search Dogs" and "Scent Specific Dogs" sections. Some dogs will clearly be one or the other. Other dogs may do both. Not all of the scent specific questions will be applicable to a scent specific dog doing an area search.

SAR 119 Team Debriefing, Supplement

Overview

This form is intended to be used as a supplement to SAR 110 Team Debriefing Form.

The Team Debriefing Supplement Form is intended to be used as additional pages for the SAR110 Team Debriefing Form.

SAR132 Urban Interview Log

Overview

The Urban Interview Log is designed to be used by a team doing door-to-door search search and interview in an urban setting. We often find our SAR teams looking for children or elderly subjects that are missing in a residential area. Teams are dispatched to make contact with each residence and to search its yard if possible.

The idea and initial design of this form are from the folks with Marin County Sheriff's SAR.

Instructions for Completing Form

1. Incident Name 2. Operational Period / Date 3. Team Number 4. Completed By Street Address: Just write the street name once. Then just the house number will do.

Resident Contacted ? (Y / N)
Resident's Name ?
Other's at Home ? (Y / N)
Phone Number ?
How Long home ?
Resident to Check Home/Yard? (Y / N)
SAR Checked Yard ? (Y / N)
Places to Hide in the Area?
Comments
Suggest Follow up Visit (Y / N)

SAR139 Event Missing/Found Person Report Form

Overview

This document was developed by Paul Lufkin for CalESAR teams working the Moffett Federal Airfield airshows to document missing persons. It is designed to be printed on both sides of a sheet of paper so the form is on the front and the protocol is on the back. The intended use if for lost folks at a special event, not for for wilderness SAR situations.