national response directorate 2014 operations workshop

National Response Directorate2014 Operations Workshop

WelcomeThis workshop has been developed as a

review of basic Surface Operations processes and procedures to better promote safety and efficiency for patrols.

This is an optional workshop although can be required at the local level.

It is not a replacement for the required annual TCT Refresher for all Auxiliarists in Surface Operations.

2014 Operations WorkshopResponse Directorate

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Ground Rules• This Workshop should be Interactive, NOT

a Lecture– Ask Questions– Answer questions– Share experiences– Share Insights

• Participate• Participate• Participate


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Team Coordination TrainingTCT

Speaking of Currency Maintenance– Effective 01 Sept 2013 there is a new TCT program for

initial qualification into the Operations program as well as for the required 5-Year currency maintenance

– This is a 4 hour class replaces the 8 hour class – Qualification as a TCT Facilitator has been stream lined

• Recommended by FC or Division Commander• Approved through the chain of leadership to the District Captain• Recommendation accepted by DIRAUX• Certified Instructor• Current Coxswain or Non-Current Coxswain with 250 hours as

Coxswain in AUXDATA• Specific Details

are in ALAUX - TEAM COORDINATION TRAINING (TCT) -10/13 issued by CHDIRAUX on 08 Aug 13


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http://rdept.cgaux.org/documents/Workshop%20archives/Initial5YearTCT/ALAUX%20-%20TEAM%20COORDINATION%20TRAINING.pdf



Reminder on PFDs• Your PFD must be the appropriate color –

International Orange or High Visibility Yellow ONLY

• Inflatable PFD wearers – DO NOT wear your SAR vest over the Inflatable. Carry all required survival equipment in a waist belt


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Training and SafetyThe Means to Improved Surface Safety

• Although we strive to complete our surface operational mission successfully, SAFETY is our primary concern

• Training, Procedures, TCT, and Crew Qualifications are all ways we try to ensure the safety of our crews and facilities

• Remember we need to train all Auxiliarists to “proficiency” not just enough to “qualify” or requalify


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Mishap ReportingThe Means to Improved Surface Safety

• To ensure that our Training, Procedures and Qualifications are relevant and effective consolidated mishap statistics are critical

• All mishaps need to be documented and reported.

• The statistics used to identify problems and trends will in no way be used for punitive action


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Mishap ReportingThe Means to Improved Surface Safety

• No personal identifying information is collected or retained at National

• Auxiliary Operations Policy Manual (M16798.3E) requires “any individual or unit with 1st hand knowledge of a mishap” to report these incidents, with or without injuries


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Mishap ReportingReporting Mishaps Procedure

• Reports must be submitted to the OIA (who forwards to CG command) and Auxiliary Chain of Leadership within 48 hours. (source, Chapter 2 Section D)

• Injuries must also be reported within 48 hours to the OIA and passed through to the Auxiliary Chain of Leadership (Auxiliary Policy Manual COMDSTINST M16790.1)


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Mishap Reporting• Report all information immediately via radio or cell

to your OIA (Order Issuing Authority)• Call your DIRAUX/OTO no later than next

business day• Download the Claim form from the Coast Guard

website• CG will investigate• Do not repair the facility unless authorized to do so• Maintain LOG BOOK of all facility activities• Damage must be linked to identifiable patrol cause


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Mishap ReportingStatistical example of the importance of accurate reporting

• Preliminary statistics for just 2 Districts in 2010 revealed that more than 50% of all mishaps occurred while docked or moored prior to getting underway, or at the close of the patrol. (12 of 23 reported incidents)

• This may be a national trend, or a local blip…we don’t know…because our statistical sample is too small

• We ask that all crews, Flotillas and Divisions report mishaps religiously, without fear of criticism, to their Chain of Leadership at District & their OIA

We ask that all Districts report summary (no names) damage & injury mishaps to:Marion Byerson, Branch Chief - Surface [email protected] Operations DivisionNational Response Directorate


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mailto:[email protected]

Uniform Reminders

• Uniform sew-on devices will now display a black “A” for Auxiliary. The Red and Blue “A” designation has been discontinued for sew on devices

• Wearing of PPE (personal protective equipment, e.g. PFD) inscribed with “USCG Auxiliary” or any version of this are NOT to be worn when not assigned to duty

2014Operations WorkshopResponse Directorate

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Uniform Reminders• Auxiliary Ball cap should now have metal

collar device, not sew-on. Sew–on devices are no longer authorized

• Auxiliary Ball Cap MUST be the new cap same material as ODU – NO Unit Caps

• All Ball Caps must now be purchased only through authorized channels and must be in compliance to ALCOAST 291-11, ALAUX 015/11, and AUXMAN


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Uniform RemindersFrom Last Year

• Working Blue is no longer authorized effective 31 DEC 2012

• Scrambled eggs on ball cap are no longer be authorized for Division commander and above effective 31 DEC 2012


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Uniform Reminders• Only one sew-on qualification insignia

(coxswain, pilot, PWO, RBS, Trident, etc.) is authorized for the ODU

• Sew-on AuxOp is authorized in addition to qualification device


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Important Reminders• Forms – Use the most current forms

– SAR Incident Report – Current form dated 01 APR 10– Offer of Use Forms

• 7003 (Vessel Offer For Use) – Current form dated 06/11• 7008 (PWC Offer for Use) - Current form dated 06/11

• Cell Phone Texting – Per ALCOAST 382/10The use of cell phones/texting devices and phone applications

aboard operational vessels is NOT authorized without permission of the Coxswain.

At no time will the operator (helmsman) of the vessel use a cell phone or texting device.


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Gary Taylor

I would reference the ALCOAST Number and only put the action line as a bullet - it will be easier to read.

Patrol Reminders• Local CG Unit ball caps are NOT

authorized while on patrols• Maritime Domain Awareness on all patrols

- (we are the eyes and ears of the Coast Guard)

• Correct signage must be displayed on ALL OPFACs under orders – US Ensign, Auxiliary Patrol Ensign (with the red stripe, NOT the “Blue

Ensign”), Patrol Banners, and operational decal


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Review of “Happen Upon Policy”

From the National SAR Manual M16130.2E Paragraph 4.1.6.4 (http://www.uscg.mil/directives/cim/16000-16999/CIM_16130_2E.pdf)

• If you discover a vessel during routine patrol that requests assistance and that vessel has not been in contact with the Coast Guard:– You may render assistance including tow if capable– Notify the Operational Commander, identity and

location of vessel and where you will be towing them– If vessel is in danger and you are unable to safely

tow, you may endeavor to remove persons from the vessel until additional help can arrive on scene


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http://www.uscg.mil/directives/cim/16000-16999/CIM_16130_2E.pdf

Review of “Happen Upon Policy”

From the National SAR Manual M16130.2E Paragraph 4.1.6.4 (http://www.uscg.mil/directives/cim/16000-16999/CIM_16130_2F.pdf)

• Notes:– You the Coxswain make the call on whether you can

safely assist– You inform CG SMC (SAR Mission Coordinator) of

your intentions, not “ask for permission to tow”– The CG SMC will override your decision only if there

is a specific reason to do so, e.g. they need you on another higher priority mission


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http://www.uscg.mil/directives/cim/16000-16999/CIM_16130_2E.pdf

Assistance to Auxiliary Facilities

From the National SAR Manual M16130.2E Paragraph 4.1.5.8 (http://www.uscg.mil/directives/cim/16000-16999/CIM_16130_2F.pdf)

• Coast Guard resources or Auxiliary facilities may be used to help Auxiliary facilities in need of assistance at any time

• An Auxiliary Facility is defined as an Operational Facility having a current accepted offer of use whether under orders or not

• It is NOT just any boat owned by an Auxiliary member


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http://www.uscg.mil/directives/cim/16000-16999/CIM_16130_2F.pdf

Safety is Always Priority 1• Remember safety of the crew, the public, and

the vessel are more important than the mission• PEPIRB – Key piece of safety equipment

– Have it on board and on your person when underway– Check the battery expiration date – Keep it registered with NOAA– No current PEPIRB, NO patrol

• HAZMAT– Remember to steer well clear of ANY HAZMAT

situation unless you have a certified HAZMAT responder on your crew


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Promote Safety• Set a good example for the rest of the

crew and especially the general public• Don’t ride on the gunwale• Keep speed to a minimum in close quarter

situations• Be professional at all times• Be properly equipped both personally and

for the facility


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Provide SAR Response• Do only what you & your

facility/crew are capable of - Safety of Crew Comes First

• Operate at safe speed for the sea conditions and local environment

• Observe all NO WAKE zones


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In Rendering Assistance• Do only what you are trained to do• Keep your crew informed as to what you

plan to do • Communicate your intentions to the

disabled vessel’s Master • Maintain a tow watch for any problems • Leave medical cases for qualified EMT’s

or seek help from the local ambulance squad


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Responsibilities of Facility Owners

• Conduct a thorough facility mechanical inspection at least annually

• Maintain the facility in good working order• Notify the DIRAUX of any significant

changes• Abort the mission when any situation

pertaining to the mission may adversely affect the safety of the facility or crew (GAR score goes too high)


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Responsibilities of Coxswains• Minimum number of qualified crew• Proper and same uniform worn (You and your crew)

• Proper PPE (personal protection equipment) as defined in the Rescue and Survival Systems Manual (You and your crew)

• Facility properly equipped/maintained• Crew & Facility capable of performing the mission• Safety of the crew priority 1, then the mission• Operational Risk management is vital through out

the mission – Remember your GAR model & TCT


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http://www.uscg.mil/directives/cim/10000-10999/CIM_10470_10F.pdf

Responsibilities of Crew• Be in good physical condition, inform

Coxswains of any limitations – physical or mental (fatigue, sea sickness, etc.)

• Use good judgment & common sense when performing duties (Repeat all commands from Coxswain, remember your TCT training)

• May have to perform in challenging situations, know your limitations and abilities

• Safety, TCT, safety, TCT, safety, TCT, ….2014 Operations Workshop

Response Directorate27

Operational Risk Management (ORM)


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• Accept No Unnecessary Risk• Accept Necessary Risk When Benefits

Outweigh Costs• Make Risk Decisions at the Appropriate

Level• ORM is Just as Critical in Executing as in

Planning All Activities

Operational Risk Management GAR Model


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Green – Amber – Red• Any single item 5 or above should raise a

concern even if the total score is in the Green

• There should be NO zero (no risk) scores and even 1 should be rare for most crews

• GAR is done before AND updated through out the mission when ANY condition changes



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Green – Amber – Red• Use the standard form available on the

National Response Department Web site at http://www.cgaux.org/response/SurfaceOps/SurfaceOpsNews.htm. Unless your OIA mandates the use of another risk assessment tool.

http://www.cgaux.org/response/SurfaceOps/SurfaceOpsNews.htm





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Green – Amber – Red• Smart Phone Applications:

• GAR apps are available, including eGAR, and iGAR

• These apps have NOT been approved for Auxiliary Use

• All GAR tools used, paper or electronic, must use the same scoring as the GAR form posted on the Response Directorate website or approved by your OIA

Operating in Reduced Visibility

Remember procedures for reduced Visibility– Maintain that lookout as far forward on the

vessel as possible (remember safety first)– Reduce speed– Proper Horn Signals– Nav lights on– Radar on and monitored if you have it on your

vessel– Know any district or OIA special requirements


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NIGHT OPS• Nav lights on• Radar required by OIA for night ops?• Crew properly trained on radar use?• Increased lookout responsibilities • Reduce speed• Ops/Position reporting requirements

(different from daylight ops?)


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Liability• Orders do not guarantee liability coverage• Legal process bases coverage on a review

of the circumstances and facts involved• Your actions -

– Must be within your qualifications and training– May not exceed the facility capabilities– Must not go beyond the scope of the Auxiliary

duties – Or else coverage may be denied by the Coast

Guard2014 Operations Workshop


Operational Guidelines• Remember, we are prohibited from:

– Boardings for law enforcement purposes

– Investigating complaints of negligent operation

– Violating any navigational rules– Creating any situation that would place

any vessel in navigational extremes


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Operational Parameters - Communications

• External:– VHF Radio is ALWAYS primary, cell

phone secondary (Cell Phone MUST NOT be used by the helmsman)

– Must have 2 way communications at all times, if not return to base

– Maintain a 1 hour radio guard at a minimum or as required by your OIA

– If communications are lost, orders may be voided


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Operational Parameters -Communications cont’d

• Internal:– Be aware of challenges in

communicating with engine noise and wind

– Communications may be distorted– Verbalize the response to the coxswains

orders– Coming up, coming down, hard turn, etc.– Crew - repeat/acknowledge these

commands or informational messages


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Radio Communications• In all radio communications, we are to act as

professionals and refrain from describing those we serve in our radio transmissions.

• At no time shall we make reference to ethnicity, race, gender, sexual orientation or religious affiliations in radio transmissions.

• This is a zero tolerance policy and will be strictly adhered to.

• For your reference http://hdept.cgaux.org/diversity.html


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http://hdept.cgaux.org/diversity.html

http://hdept.cgaux.org/diversity.html

Radio Communications• It is often not what you say but how you say it,

that demonstrates your professionalism. • Brevity and accuracy in radio communications

supports mission success and safety. • Remember that during a patrol, the boating

public “hears” you as the voice of the US Coast Guard.

• Practice and use good radio procedures to achieve success and safety and professionalism on the water.


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Radio CommunicationsGetting Underway


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Example: “Coast Guard Station Nassau Point, Coast Guard Station Nassau Point, this is Auxiliary Vessel 2159637* on 21A, Over.”

“Auxiliary Vessel 9637, this is Station Nassau Point, Over.”

“Station, 9637 is underway from home dock, for Patrol with 04 (spoken as 0 4) POBs. Our patrol area is North side of Noodle Island, Over.”

“9637, Station, Roger, Out.”

Radio CommunicationsStatus Report


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“Coast Guard Station Nassau Point, Coast Guard Station Nassau Point, this is Auxiliary Vessel 9637 on 21A, Over.”

“9637 this is Station Nassau Point, Over.” “Station, 9637, Ops normal, west bound at marker 27, Turtle Cove, Over.”


Radio CommunicationsFuel/Lunch Break


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“Coast Guard Station Nassau Point, Coast Guard Station Nassau Point, this is Auxiliary Vessel 9637 on 21A, Over.” “9637, this is Station Nassau Point, Over.” “Station, we are moored at Turtle Cove Marina, requesting permission to break for Lunch (Take on Fuel ?). Over.”


Radio CommunicationsReturning to Patrol


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“Coast Guard Station Nassau Point, Coast Guard Station Nassau Point, this is Auxiliary Vessel 9637 on 21A.”

“9637, this is Station Nassau Point, Over.”

“Station, 9637 is underway from Turtle Cove Marina and resuming patrol with 04 POBs.”

Radio CommunicationsEnding the Patrol


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“Coast Guard Station Nassau Point, Coast Guard Station Nassau Point, this is Auxiliary Vessel 9637 on 21A, Over.”

“9637, this is Station Nassau Point, Over.” “Station, 9637 at home dock requesting permission to secure”.

“9637, permission to secure granted. Thanks for you help and have a good evening. Station Out.”

Towing• Requires a high degree of awareness• Many potential hazards• Know limitations of facility and towing

components• How the vessels are loaded will affect

maneuverability• Brief your crew and the disabled vessels

owner• Plan an escape route in case things go wrong


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Local HazardsAre there particularly tricky or dangerous

hazards in your local AOR?(Area of Responsibility)

What are they, have you communicated them to your crew?

Highlight them on your charts for new crew to easily see


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AOMThe AUXDATA Order Management (AOM)• The new AUXDATA Order Management System is now fully operational


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AOM ReminderThe AUXDATA Order Management (AOM)• Has now been phased-in on all districts and replaces legacy POMS• AOM is owned and developed entirely by the Coast Guard and is behind

their firewall on their servers so security is improved• AOM is a standardized system following all CG and Auxiliary policy and

procedure requirements• AOM is fully integrated with AUXDATA and the FINCEN• AOM will allows for electronic signatures and electronic submittal of receipts

resulting in electronic submittal (no more stamps and envelopes required)• Any issues or problems with AOM should be reported through the Help

Desk. Select the help button on the main page far right on the ribbon bar. If that does not answer your question there is a link to the National Help desk at the bottom of the Help page

• Once logged into AOM, the Help Desk link is in the upper right hand corner in the “Logged In As” box


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MARPOL placards• Annex V of the International Convention for the Prevention of Pollution

from Ships (MARPOL) deals with prevention of pollution by garbage from ships.

• Annex V was recently amended, and those amendments are in effect as of January 1, 2013

• The amendments affect the allowances for dumping certain types of garbage at certain distances offshore

• The Auxiliary National Supply Center (ANSC) has traditionally carried placards that describe these Annex V allowances

• The outdated Annex V placards will no longer be issued from ANSC • Any Annex V placards currently held by Auxiliarists must no longer be

distributed • New placards that reflect the Annex V amendments are available from

ANSC – 4067 MARPOL Sticker and/or 4072 MARPOL Wheel


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Additional Reminders• Any other special requirements from your

local DIRAUX?• Is your ‘Ready Bag’/’SAR Bag’ packed,

checked, and updated from last year?• What’s a “Ready Bag”? - see article in the

September 2009 issue of UpTop In Operations at:

(http://www.cgaux.org/response/_documents/uptopinoperations/2009/UpTop%20September%202009.pdf)


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http://www.cgaux.org/response/_documents/uptopinoperations/2009/UpTop%20September%202009.pdf



READY BAG – SAMPLE ITEMS

• Prescription medications you are taking• Common OTC meds- aspirin/antacids, etc. • Personal hygiene needs kit (soap, shampoo, towel, toothpaste &

tooth brush, etc.) • Bug spray • Sun screen • Antiseptic hand wash/moist towels • 2 complete uniforms (pants, shirts, belt, hat, socks, and boots) • Power bars/granola bars/trail mix • Source of quick sugar/candy • Nuts/protein bars • First aid kit• Etc., etc., etc.

http://www.a0141013.uscgaux.info/Documents/Suggested%20Emergency%20Bag%20Contents.pdf

for full list of suggested items.2014 Operations Workshop




Bravo Zulu!Great Job!

Thank you for your participation in the 2014 Operations Workshop.

Please share your thoughts about this training, the format, and/or content with us.

Send your comments to: Chief, Operations Projects and

Educational Outreach Division [email protected]

Jim McCarty, DVC-RSBruce Pugh, DVC-RE Gary Taylor, DIR-RdBob Shafer, DIR-R


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