2010 tct refresher - cgaux

National Response Directorate

2016 TCT Refresher Session

This mandatory TCT Refresher has been approved by NEXCOM and BSX and no

changes of any kind are authorized

Operational Risk Management (ORM)

Risk is ALWAYS present

Find and discuss the risks in your planning

What can you do to reduce or eliminate

each risk

Make Risk Decisions at the Appropriate

Level


Response Directorate

TCT Elements In Review

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ORM Rule 1 – Accept no unnecessary risk

Cancel or do not start the patrol if risk

outweighs the value of the mission/activity

Accept Necessary Risk Only When

Benefits Outweigh Costs

ORM is Just as Critical in Executing as in

Planning All Activities




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ALWAYS CONDUCT A RISK

ASSESSMENT PRIOR TO A

PATROL and WHEN CONDITIONS

OR MISSION CHANGES

UPDATE YOUR RISK ASSESSMENT

THROUGHOUT THE MISSION


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TCT Elements In Review –

GAR Scoring Green – Amber – Red

Understand the Risk Management forms

(GAR Model) used in your AOR (Area of

Responsibility)

CRITICAL - GAR is done before AND

updated throughout the mission when

ANY condition changes Weather, sea conditions, crew conditions, equipment,

etc.



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TCT Elements In Review–

GAR Scoring Green – Amber – Red

Any single item 4 or 5 should raise a

concern even if the total score is in the

Green

The first “extra” point (above 1) should be

easy to achieve on any individual item

Scoring is a collective effort of the entire

crew not just the Coxswain



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TCT Elements In Review–

GAR Scoring



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– Green – Amber – Red

If your local OIA (Order Issuing Authority) does not have a GAR form requirement use the one on the National Response Department Web site at

http://www.cgaux.org/response/_documents/GAR%20Model%20Surface%20Ops.pdf

http://www.cgaux.org/response/_documents/GAR Model Surface Ops.pdf

http://www.cgaux.org/response/_documents/GAR Model Surface Ops.pdf

GAR Score Elements

SUPERVISION Supervisory Control considers how qualified the supervisor is and

whether effective supervision is taking place. Even if a person is

qualified to perform a task, supervision acts as a control to minimize

risk. This may simply be someone checking what is being done to

ensure it is being done correctly. The higher the risk, the more the

supervisor needs to be focused on observing and checking. A

supervisor who is actively involved in a task (doing something) is

easily distracted and should not be considered an effective safety

observer in moderate to high-risk conditions

PLANNING Planning and preparation should consider how much information

you have, how clear it is, and how much time you have to plan the

evolution or evaluate the situation



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GAR Score Elements

TEAM SELECTION Team selection should consider the qualifications and experience

level of the individuals used for the specific event/evolution.

Individuals may need to be replaced during the event/evolution and

the experience level of the new team members should be assessed

TEAM FITNESS Team fitness should consider the physical and mental state of the

crew. This is a function of the amount and quality of rest a

crewmember has had. Quality of rest should consider how the ship

rides, its habitability, potential sleep length, and any interruptions.

Fatigue normally becomes a factor after 18 hours without rest;

however, lack of quality sleep builds a deficit that worsens the effects

of fatigue



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GAR Score Elements

ENVIRONMENT Environment should consider factors affecting personnel

performance as well as the performance of the asset or resource.

This includes, but is not limited to, time of day, temperature,

humidity, precipitation, wind and sea conditions, proximity of

aerial/navigational hazards and other exposures (e.g., oxygen

deficiency, toxic chemicals, and/or injury from falls and sharp

objects)



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GAR Score Elements

EVENT or EVOLUTION COMPLEXITY

Event/Evolution complexity should consider both the required time

and the situation. Generally, the longer one is exposed to a hazard,

the greater are the risks. However, each circumstance is unique. For

example, more iterations of an evolution can increase the

opportunity for a loss to occur, but may have the positive effect of

improving the proficiency of the team, thus possibly decreasing the

chance of error. This would depend upon the experience level of the

team. The situation includes considering how long the

environmental conditions will remain stable and the complexity of

the work



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Risk Assessment / Contingency Planning

must include:

Complexity of mission

Environmental factors

Crew fitness / selection

Anything else that could impact

Safety of the crew

The mission



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Good News/Bad News

The good news - problems and mishaps always

happen to ‘the other guy’

The bad news - to everyone else, YOU are ‘the other

guy’

Recognizing and managing risk, operational

awareness, focus on safety will keep you from

becoming that “Other Guy”

Refer to COMDTINST 3500.3 for full details on Operational Risk Management –

http://www.uscg.mil/directives/ci/3000-3999/CI_3500_3.pdf


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Situational Awareness

We must know what is going on around us to

make good decisions

Plans are critical to success, that is for sure…but

we must be ready to change

This will decrease the likelihood of poor decision

making


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Adaptability

The ability to react to changes in conditions, crew fitness,

equipment failures, etc.

Based on “situational awareness”

Leaders do not necessarily have “all the answers”

Leaders do take advantage of everyone’s ideas and

experience and remain adaptable to new conditions

and challenges


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Communication

Verbal and non-verbal (facial expressions, etc.)

Must ensure that the person or persons we communicate

with have a clear understanding of what we wish to

convey

Closing the “feedback” loop. Ask for feedback / observe

behavior to be sure the message was received

The key is a two way expression, either verbally or non-

verbally, that confirms the communication process was

completed


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Leadership

Leadership is not about giving orders.

Leaders do find ways to obtain the willing participation of

others towards accomplishing a goal

Goal must be consistent with the Coast Guard’s core

values (Honor, Respect, Devotion to Duty) as well as

consistent with the mission at hand

Since we cannot “order” anyone to do anything, we must

strive to achieve the respect, confidence and loyalty of

those entrusted to our care, regardless of position


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Assertiveness Be assertive, but not aggressive.

The aggressive person seeks to bully his/her way

though situations for their own ego or self image

An assertive person cares about the “mission” more

than themselves and their ego

Communicate your concerns, but try to get resolution

without stepping on those who disagree


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Mission Analysis

Always conduct a risk assessment prior to a patrol, no

matter how routine you believe the mission to be.

Every mission is unique, contingency planning based on

experience should include

• complexity of mission,

• environmental factors,

• crew fitness factors and any

• other circumstance that could impact the mission &

safety


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Decision Making

Making good decisions is really the heart of TCT

We must act or perform in a manner that

maximizes mission success and minimizes risk

The other elements of TCT all play a role in

improving those decisions


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Decision Making

We define a problem or condition seek information about that problem

analyze that information

identify alternatives

select alternatives

Then we measure our success or failure in order

to adjust our course of action




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Decision Making

This process can take us 20 seconds in

the case of routine decisions, or 20

months in the case of large complex

problems

The process is the same, …the depth of

analysis and level of importance is always

changing




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Sea Story

This years refresher course focuses on lack of

crew assertiveness, complacency, and GAR

updates

Follow along in your TCT Participant Reference

materials



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Sea Story

Mission: Routine MOM / Training Patrol

Facility: 25 ft. Grady White center console, 250 Yamaha

outboard

Weather:

clear skies

temperature 62 degrees

water temp 56 degrees and sunny with scattered clouds

winds 10 knots gusting to 12 from the east

seas 1-3 foot swells

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Sea Story

Crew:

• Coxswain - Harriet 16+ years total boating

experience, 11 years as Coxswain

• Crew #1 - Billy Bob 10 years total experience

boating, 6 years as certified Crew

• Crew #2 - Jamie 18 years total boating experience,

10 years as certified crew. Signoff mentor for the

mission

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Sea Story

Crew Continued:

• Crew #3 – George 7 years as certified crew

• Crew #4 - Kathy 5 years in boating, crew trainee

• Crew #5 - James 1 year in boating, crew trainee

Venue: Pacific Northwest end of season

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Sea Story

Routine end of season training patrol

Seasoned crew and coxswain with 2

trainees

Fair weather but cold

GAR & briefing completed

Due to weather and time of year, crew in

mustang suits

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Sea Story

Cold, wind and full day of patrol and

training tasks takes its toll on the crew

SAR case comes up at end of a long day

Routing SAR and tow of vessel to safe

harbor goes wrong when coxswain leaves

marked channel heading back to marina

Complacency of familiar waters leads to

grounding

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Your Task

ASSIGNMENT

Break up into ‘crews’ of 3-5 - Assign a note taker

Review the details of the sea story you have just been given

Find and document 3-5 points where the principles of TCT and/or standard procedures fell apart

Find and document 3-5 points that were done correctly

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Review of Key Issues

REVIEW

The note taker from each team should now review the “good news/bad news” about what happened on this mission

When all teams have reported back in as a group, select the top 3 good things and top 3 TCT failures of this mission

Do not go to next slide until all reviews are done

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Samples of Good News

Did your teams find these?

What did the crew do correctly during this mission?

GAR was completed (not clear how much input from the crew) It was updated once during the mission (Mission analysis)

Required PPE were inspected by coxswain (Mission analysis, Decision making)

Vessel Briefing completed (although “in brief”) (Leadership)

Proper procedure before initiating tow (Mission Analysis, Situational Awareness, Leadership)

Proper procedure “After” the grounding, i.e., check crew and check for hull breach. (Decision Making, communication, situational Awareness)

GAR score updated during the mission (Mission Analysis)

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Samples of Bad News

Did your teams find all these?

What did this crew do incorrectly during this mission?

GAR score was recalculated when wind picked up

and/or as the cold and fatigue began, however when it

turned from training into a SAR case it was not.

Considering crew fatigue and the effect of the cold,

should the Coxswain even taken on the SAR/Tow

(Leadership, Assertiveness, Decision Making)

Three crew standing lookout aft, Coxswain driving and

on communications, who was the forward watch??

(Situational Awareness, decision making by the

coxswain, communication by the coxswain)

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Samples of Bad News


What did this crew do incorrectly during this mission?

When coxswain left the marked channel, no one

spoke up or went for the chart. (Assertiveness,

decision making, situational awareness)

Crew did not inform the Coxswain of the difficulties

they were having. This is NOT complaining it is

keeping the coxswain aware at all time of the

condition and readiness of the crew.

(Assertiveness, Decision Making)

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Was taking on the SAR mission a good decision on the

part of the Coxswain

What measures could the Coxswain have taken to

relieve the crew's fatigue and hunger all during the patrol

The crew seemed reluctant to let the Coxswain know

about their increasing difficulties. Were the males on the

crew reluctant to tell a female Coxswain they were cold

and tired?

What about the trainees, did they feel comfortable

speaking up about their deteriorating physical ability

toward the end of the patrol

Samples of Bad News


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Here are some additional critical

reminders for 2016 regarding

safety, mishap reporting, policy,

and coxswain/crew

responsibilities

Stay Safe out there

Reminders for 2016

Present After TCT tasks

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Personal Protective Equipment

(PPE)

Rescue and Survival Systems Manual (R&SS)

COMDTINST M10470.10G, released 9 SEP 14

The R&SS Manual can be downloaded at:

http://www.uscg.mil/directives/cim/10000-

10999/CIM_10470_10G.pdf

Further clarification can be found in ALCOAST

231/15 at:

http://www.uscg.mil/announcements/ALCOAS

T/231-15_ALCOAST.txt



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http://www.uscg.mil/directives/cim/10000-10999/CIM_10470_10G.pdf



http://www.uscg.mil/announcements/ALCOAST/231-15_ALCOAST.txt





Mishap Reporting

The push to improve reporting of ALL

incidents continues

Remember, ALL mishaps must be reported to

the Active Duty Order Issuing Authority (OIA)

For training and procedure revisions,

consolidated mishap statistical info is critical

Problems identified and reported will not be

used for punitive action



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Mishap Reporting

The Means to Improved Surface Safety

No personal identifying information is

collected or retained by National staff

Auxiliary Operations Policy Manual

M16798.3(series) requires “any individual

or unit with 1st hand knowledge of a

mishap” is to report these incidents, with

or without injuries



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Mishap Reporting

Reporting Mishaps Procedure

Reports must be submitted to the OIA,

DIRAUX and Auxiliary Chain of Leadership

within 48 hours

Injuries must be reported within 48 hours to

the OIA and DIRAUX, and passed through

to the Auxiliary Chain of Leadership



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Coxswain Responsibilities

Coxswains/owners are responsible for

ensuring the facility inspection will be

current on the date of the mission prior to

requesting orders

Coxswains/owners shall obtain properly

approved patrol orders by the OIA prior to

getting underway for planned missions



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The Coxswain’s responsibility exists from the time the

Coxswain steps aboard the facility with the intention to

get underway, until leaving it following completion of

the mission. The Coxswain shall ensure all

crewmembers understand their responsibilities as a

crew and individually, prior to getting

underway/requesting orders

Coxswain/owners are responsible for the safe, orderly,

efficient, and effective performance of the facility,

crew, and any passengers during the entire mission



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Coxswains shall assign lookouts prior to

getting underway. While every

crewmember on the boat is considered to

be a lookout, with the responsibility to

report notable circumstances to the

Coxswain, the Coxswain shall designate a

primary lookout



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Coxswains are required to exercise direct

supervision when a boat is being operated

by a boat crewmember

The Coxswain shall remain positioned

next to the helm station of a boat when

underway so they can exercise control

over the safe navigation and movement of

the boat



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Coxswains shall ensure engine kill

switches (if so equipped) are operable and

utilized at all times when underway on

vessels so equipped

Coxswains shall at all times ensure they

are following fatigue standards listed in the

Auxiliary Operations Policy Manual



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Crewman Responsibilities

Safety of the boat and assigned crew is

paramount. ALL members of the boat crew shall

speak up and notify the Coxswain when they

observe something they feel is unsafe. TCT

principals must continuously be utilized

All crewmembers are responsible for ensuring

they have received adequate rest prior to an

underway mission



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Important Reminders

Cell Phone Texting – Per ALCOAST 382/10

The use of cell phones/texting devices and phone

applications aboard operational vessels is

PROHIBITED without permission of the Coxswain

At no time will the operator (helmsman) of the

vessel use a cell phone or texting device

This has been policy since 2010 and applies to

both Active Duty and Auxiliary. It has appeared

in Surface Operations workshops every year

since 2011



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Important Reminders

The Coxswain should take into consideration a

variety of factors before allowing the use of a cell

phone/texting device, including evaluating

operational risk management

This includes both texting and use of mobile

apps on the device

When a crewmember is allowed to use a

phone/texting device, the Coxswain shall ensure

there is a proper lookout posted and the rest of

the crew is attentive to their duties



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Important Reminders

If the boat crew consists of only two people and

the Coxswain determines the use of a cell

phone/texting device is necessary, the boat shall

come to a complete stop before the use of the

cell phone/mobile device begins and remain

stopped until after the call is completed

This policy has been briefly mentioned in the

ALCOAST referenced above and will be

reflected in the next update to the Auxiliary

Operations Policy Manual



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Response Directorate V3.5.4

Thank You

Thank you for your participation in the 2016 Team Coordination Training Refresher. Please share your thoughts about this training and the

format with us!

Send your comments to: Chief, Operations Projects and Educational Outreach Division

[email protected]

Bruce Pugh, DVC-RE

Davida Kellogg BC-REI

COMO Gary Taylor, DIR-R

John Slattery, DIR-Rd

Jim McCarty, DVC-RS

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mailto:[email protected]

2010 tct refresher - cgaux

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