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124 A p p e n d i x 3 The materials discussed in the following can be downloaded at http://www.trb.org/Main/ Blurbs/175605.aspx. Organization Charts The organization charts offer examples of how to integrate family assistance into the ICS model for two different scenarios: a small disaster with limited family assistance needs, and a much larger disaster that will involve many airport responders and outside agencies. Implement- ing the ICS provides the airport with a scalable model; it can expand and contract as needed and allows for easy integration of outside resources. The magnitude of the aviation disaster and number of people affected will help determine the size of the organizational response needed to support passengers and family members. Schematics for FRC and PGA Room Setup FRC Room Diagram The FRC is the airportâs gathering place for individuals waiting for information about loved ones who may have been involved in an aviation disaster. For small airports, this facility can be a conference room, training room, or office space; there might be several tables or just a desk and some chairs. This diagram offers guidance on setting up the FRC in a small meeting room. Con- figurations may vary, but basic services should always be provided to the extent possible. There should be easy access to restrooms; access to Wi-Fi, computers, or phones; simple refreshments; and most critically, a way to post information and conduct briefings. PGA Room Diagram The PGA is the airportâs gathering place for individuals who were not injured or suffered only minor injuries in an aviation disaster. For small airports, the facility can be a conference room, training room, or office space; there might be several tables or just a desk and some chairs. For larger airports, the PGA may need to be set up in a hangar. This diagram offers guidance on setting up the PGA in a small meeting room. Configurations may vary, but basic services should always be provided to the extent possible. There should be easy access to restrooms, simple refreshments, and most critically, a way to post information and conduct briefings. Planning Aids, Forms, and Checklists
planning Aids, Forms, and Checklists 125 Go-Kit Supplies for PGA and FRC This is a list of suggested contents of airport FRC and PGA go-kits. Large airports may want to include all of the items on the list and more; smaller airports may opt to include only some of the items. It is important to document the contents of the go-kits, where they are located, how to access them, and how they will be maintained (who is responsible and how often). Potential Local Resources and Responding Agencies This document provides a list of potential partners and resources for the airportâs family assistance program. An effective family assistance program is a multi-stakeholder effort that requires coordination with responding organizations and agencies. Equally important, it needs to take into consideration all available support and resources. Airport representatives may find it valuable to integrate some or all of these partners into the airport family assistance program. This document can also be a starting point for a family assistance program contact list. Developing the Airport Family Assistance Response Team This document provides basic guidance for developing an airport family assistance response team. Large airports can draw from airport, air carrier, and tenant staff; small airports may recruit qualified community volunteers. Team members are a valuable resource. If properly vetted and trained, they can assist with FRC and PGA operations, reunification, and even EOC family assistance coordination. Friends and Relatives Center Data Collection Form This form is a tool to assist families and friends in the FRC. It can be used if there is no responding air carrier or if the affected air carrier does not have its own form. The information gathered will assist with passenger accounting, reunification, and providing information and assistance to families. The form should be completed with assistance from a family assistance or Red Cross volunteer, if possible. Forms should be completed after families and friends have signed in to the FRC. The FRC data collection form is not a sign-in log. This form may be dupli- cated and provided to the airline, ARC, or other supporting agency to help avoid duplicative requests for information from family members and friends in the FRC. This is a sample docu- ment and can be adapted to meet airport and stakeholder needs and preferences. Passenger Information Form This form is a tool to assist uninjured survivors in the PGA. It can be used if there is no responding air carrier or if the affected air carrier does not have its own form. The information gathered will support victim accounting, reunification with families and friends in the FRC, and providing assistance to uninjured survivors. The form should be completed with assistance from a family assistance or Red Cross volunteer, if possible. Forms should be completed after passengers have signed in to the PGA. The passenger infor- mation form is not a sign-in log. This is a sample document and can be adapted to meet airport and stakeholder needs and preferences.
126 establishing a Coordinated Local Family Assistance program for Airports Phone Message Log This is an example of a phone log that can be used by family assistance coordinators in the FRC or PGA to track information and any items requiring follow-up. The airport may wish to collect the document for its records when family assistance activities are concluded. Passenger/Crew Status Report This form is an example of a tool to support victim accounting. It is formatted for use by the family assistance representative in the airport EOC and is to be supported by updates from FRC and PGA coordinators. It can be modified for use as a check-in form at the PGA or FRC. Sign-in Form The sign-in form is a log of all individuals who have gathered in the FRC or PGA and assists with victim accounting and communication with families. This form is an example of a sign-in form for the FRC or PGA. It can be used if there is no responding air carrier or if the affected air carrier does not have its own form. It should be filled in at the check-in desk with assistance from an FRC or PGA representative (airport, air carrier, ARC, etc.). If there are multiple individuals in a single family (e.g., a parent with several young children), each name could be logged individually or the form could be modified to log a single point of contact, plus the number of people in the group. Time and Event Log This is an example of an event log that can be used by family assistance coordinators in the FRC, PGA, or elsewhere to track key information, events, decisions, or actions. The airport may wish to collect the document for its records when family assistance activities are concluded. Unaccompanied Minor Data Collection Form If unaccompanied minors are in the PGA or FRC, they will require special care and security; this should be documented. This form can be used if there is no responding air carrier or if the affected air carrier does not have its own form. It would be used to gather specific details about minors and their parents or guardians and to maintain a record of those assisting minors while they are in the airportâs care. EOC Airport Family Assistance Checklist â Legislated or Air CarrierâSupported Accident This is a sample checklist addressing family assistance considerations for use in the airportâs EOC. It can be adapted to harmonize with airport emergency plans or integrated into checklists for the response director or other positions. It includes two tools: ⢠A sample status tracking tool, âFamily Assistance Information Updates,â that captures infor- mation about flight demographics and the air carrierâs response, and
planning Aids, Forms, and Checklists 127 ⢠A situation report, which is a guide for monitoring family assistance response status and any emerging issues. It can be used both for EOC briefings and for communication between family assistance stakeholders and liaisons (e.g., on conference calls). EOC Airport Family Assistance Checklist â Non-Legislated or Limited/No Air Carrier Support This is a sample checklist addressing family assistance considerations for use in the airportâs EOC when there is no air carrier supporting the response. The checklist can be adapted to har- monize with airport emergency plans or integrated into checklists for the response director or other positions. It includes a sample status tracking tool, âFamily Assistance Information Updates,â that helps track information about flight demographics, the family assistance response, and any emerging issues. It can be used both for EOC briefings and for communication between family assistance stakeholders and liaisons (e.g., on conference calls). Communications Checklist This is a sample checklist addressing family assistance communications considerations. It includes three areas: stakeholder communications and equipment, airport communication and signage, and media relations. It can be adapted for use by one or more responders or integrated into checklists for other positions. Passenger Gathering Area Operations Checklist This is a sample checklist for use by the airportâs representative to the PGA. Duties can be performed by airport staff or by designated volunteers, preferably those who are familiar with the family assistance program and have participated in drills and training. The checklist can be adapted to harmonize with airport emergency plans, or tasks can be integrated into checklists for other positions. For legislated events or where there is an air carrier or aircraft operator presence, all activities should be coordinated with the affected carrier/operator. Family Assistance Briefing Considerations, an Introduction For most families, friends, and uninjured passengers, obtaining information is an urgent and immediate need after an aviation disaster. Briefings address this need in a consistent and coordi- nated way. Briefings can be preplanned to a large degree, even though the specific details of each event will be different. This document introduces the purpose and key elements of briefings. Passenger Gathering Area Briefing â Airport This outline and agenda are intended to provide guidance for planners to developing talk- ing points to discuss with the affected families and loved ones waiting in the PGA. Planners are encouraged to create a briefing reflective of the response. Remember to limit use of acronyms and professional jargon.
128 establishing a Coordinated Local Family Assistance program for Airports Passenger Gathering Area Briefing â Air Carrier This document is an example of a typical air carrier PGA briefing. It is included to illustrate the type of information that is best addressed by a responding air carrier or aircraft operator, if one is present. Friends and Relatives Center Operations Checklist This is a sample checklist for use by the airportâs representative to the FRC. Duties can be performed by airport staff or by designated volunteers, preferably those who are familiar with the family assistance program and have participated in drills and training. The checklist can be adapted to harmonize with airport emergency plans, or tasks can be integrated into checklists for other positions. For legislated events or where there is an air carrier or aircraft operator presence, all activities should be coordinated with the affected carrier/operator. Friends and Relatives Center Briefing â Airport This outline and agenda are intended to provide guidance for planners to developing talk- ing points to discuss with the affected families and loved ones waiting in the FRC. Planners are encouraged to create a briefing reflective of the response. Remember to limit use of acronyms and professional jargon. Friends and Relatives Center Briefing â Air Carrier This document is an example of a typical air carrier FRC briefing. It is included to illustrate the type of information that is best addressed by a responding air carrier or aircraft operator, if one is present. Reunification Checklist This is a sample checklist to assist in reunification between uninjured passengers in the PGA and their loved ones waiting in the FRC. Duties can be performed by airport staff or by des- ignated volunteers, preferably those who are familiar with the family assistance program and have participated in drills and training. The checklist can be adapted to harmonize with airport emergency plans, or tasks can be integrated into checklists for other positions. For legislated events or where there is an air carrier or aircraft operator presence, all activities should be coordinated with the affected carrier/operator. Site Visit Checklist It is common for families and friends to want to visit the site, particularly if their loved ones were fatally injured. This typically occurs several days after the accident, after NTSB investiga- tors are on the scene and the site has been cleared of human remains and personal effects. In a legislated event, the air carrier will usually provide support for the site visit. In non-legislated events or when there is no air carrier support, the airport may be asked to assist. This sample checklist is a tool to help guide the airport in preparing for an on-airport site visit by families. Content can be adapted or merged with other position checklists to meet airport needs.
planning Aids, Forms, and Checklists 129 Responder Readiness Self-care is important for everyone. This review is to highlight steps individuals can take to ensure they are emotionally, physically, and spiritually ready for a response. Working with the Affected Families, Friends, and Survivors This overview is to remind all employees who may assist families, friends, and survivors in times of crisis of some basic support techniques. Passenger Gathering Area Trifold This document is an example of a brochure that can be distributed to uninjured passengers in the PGA. It provides basic information about resources and services available in the PGA; it also addresses some potential questions and concerns that passengers may have. It is to be used in addition to, not as a replacement for, PGA briefings. If there is an air carrier or aircraft opera- tor response, airports should coordinate with the carrier or operator on brochure content and distribution. Friends and Relatives Center Trifold This document is an example of a brochure that can be distributed to families and friends in the FRC. It provides basic information about resources and services available; it also addresses some potential questions and concerns that families and friends may have. It is to be used in addition to, not as a replacement for, FRC briefings. If there is an air carrier or aircraft opera- tor response, airports should coordinate with the carrier or operator on brochure content and distribution.
