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1 PROTOCOL FOR THE CRISIS SUPPORT TEAM FOR ESSEX AND ESSEX POLICE SUMMARY SHEET Aim: To ensure that, in the event of a disaster, the Essex Police Family Liaison network and Crisis Support Team for Essex work in partnership to provide appropriate and timely humanitarian support to people affected by a disaster. Activation: The protocol may be activated in the event of a disaster that requires Family Liaison Officers being deployed to a family. The protocol may be invoked by the designated Police Family Liaison Co-ordinator contacting the Essex County council Emergency Planning Duty Officer. Crisis Support Team for Essex: 69 (approx) crisis support workers co-ordinated by the multi-agency Crisis Support Team for Essex Co-ordination Group (led by Essex County Council) Contacts activation: Crisis Support Team for Essex call out list Contacts queries: Crisis Support Team for Essex lead officer emma.cook@essexcc.gov.uk Inspector Nick Burston for Essex Police nick.burston@essex.pnn.police.uk Full Protocol: The attached full protocol provides detailed information about the arrangements in place, together with roles and responsibilities of the relevant parties involved: 1. Introduction 2. Aim of the Protocol 3. Role of the Crisis Support Team for Essex Co-ordination Group 4. Family Liaison Roles 5. Police Family Liaison Officer Roles and Responsibilities 6. Crisis Support Worker Roles and Responsibilities 7. Family Liaison Co-ordinator Roles and Responsibilities 8. Crisis Support Team Leaders Roles and Responsibilities 9. Sharing Information 10. Activation Procedure 11 Family Liaison Process 12. Exit Strategies 13. Welfare 14. Post Event management 15. Contacts - queries Dated: 09 August

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3 PROTOCOL FOR CRISIS SUPPORT IN THE EVENT OF A MASS DISASTER BETWEEN ESSEX POLICE AND ESSEX COUNTY COUNCIL (as lead agency for the Multi-agency Crisis Support Team for Essex) 1. Introduction 1.1 This protocol has been devised for implementation following a mass disaster. The parties to this protocol are as follows: Essex Police Essex County Council on behalf of the statutory and voluntary agencies comprising the Crisis Support Team for Essex 2. Aim of Protocol 2.1 The aim of this protocol is to ensure that following a mass disaster, the police and Essex County Council work in partnership with each other to achieve the following: a) To provide appropriate crisis support to families affected by disaster. b) To provide information to and facilitate care and support for the family, in a sensitive and compassionate manner in accordance with the needs of any investigation into the disaster. c) To secure the confidence and trust of the family thereby enhancing their contribution to the investigation. d) To ensure there is a multi-agency approach via the Crisis Support Team for Essex Co-ordination Group 3 Role of the Crisis Support Team for Essex Co-ordination Group (CSTECG) This is a multi-agency co-ordinating group working under the strategic direction of the Essex Resilience Forum Management Group (ERFMG) and their role within this protocol is to: a) Manage and oversee a volunteer support system offering crisis support to those affected by a mass disaster. b) To make best use of all crisis support resources throughout the county. c) Offer: - Training for volunteers of the CSTE - Multi-agency training (raising awareness and specialist) d) Promote multi-agency liaison and joint training. e) Ensure Family Liaison Officers (FLO s) and Crisis Support Workers (CSW s) are aware of each others roles and responsibilities to ensure an effective working partnership in the event of deployment. f) Identify the skills and resources that each partner can bring to the scheme. g) Provide a welfare and support system for CSTE workers. h) Determine the nature, size and speed of the response required to an incident of mass disaster and identify any longer term support required. i) Offer advice and guidance in respect of care and crisis support for those affected by an incident of mass disaster on behalf of the ERFMG. j) Arrange for de-briefing, as appropriate, to CSTE Workers and the Coordination Group in the event of a mass disaster. 3

4 k) Ensure current and ongoing support services are available and accessible for families. l) Access specialist services to assist those affected by a mass disaster. m) Monitor and assess the situation in relation to any long term issues such as anniversaries, legal proceedings and coroners inquests and the need for Crisis Support team intervention. 4. Family Liaison Roles 4.1 Police officers performing a family liaison role are called Family Liaison Officers (FLO s) Groups of FLO s are co-ordinated by Police Family Liaison Co-ordinators (FLC s). In the event of a mass disaster the deployment and management of the FLO s/flc s will be co-ordinated by a Single Point of Contact (SPOC) who will be a designated FLC for the incident. 4.2 Those people taking on the role of crisis support workers under the direction of the CSTECG are called Crisis Support Workers (CSW s). Teams of CSW s will be co-ordinated by CSW Team Leaders 4.3 All persons performing the roles of CSW as described in 4.2 above must have received the appropriate training as identified by the CSTECG to allow them to undertake that role. 5. Police Family Liaison Officer (FLO) Roles and Responsibilities 5.1 The role of the FLO involves the day-to-day management of the partnership with the family in the investigation and close liaison with the SIO to ensure families are treated appropriately, professionally and with respect to their needs. 5.2 Their primary function is that of an investigator, and in performing this role officers will offer, give and facilitate support, but will not under any circumstances attempt to assume the responsibility of personally counselling the family. 5.3 Police Family Liaison Officers will gather evidence and information from the family in a manner which contributes to the investigation and preserves its integrity. 5.4 Police Family Liaison Officers are trained to ACPO standard and guidance for them to undertake their role is contained within the Essex Police Family Liaison Strategy. 5.5 In cases of natural disaster Police Family Liaison Officers may be deployed at the discretion of the Chief Officer of Police. 5.6 Prior to CSW contact with the family the FLO will ideally meet with the CSW and share information, Risk Assessments and briefing notes relating to the disaster and family as appropriate. 5.7 The FLO will endeavour to ensure there are regular meetings with the CSW during the joint deployment to update each other concerning on going contacts with the family and to provide additional information relevant to the 4

5 CSW deployment. 6. Crisis Support Worker Roles and Responsibilities 6.1 The Crisis Support Workers are a team of about 60 vetted, skilled and trained volunteers that are recruited and selected from various agencies and organisations including social care, health, schools, voluntary agencies and the private sector. 6.2 Crisis Support Workers can provide practical and emotional support to people that are affected by disasters in the early aftermath the first few hours, days and weeks as part of a humanitarian response. Practical and emotional support includes: A listening ear if people want to talk Explaining reactions to crisis and sudden loss Facilitating access to resources/services, or signposting Explaining emergency processes and procedures e.g. Casualty Bureau; reception centres; triage etc. Practical problem solving and tasks Reassurance, where appropriate, and company (being there) whilst people are waiting for news/services 6.3 They may be re-deployed to deal with longer term events relating to the disaster such as anniversaries, public inquests and memorials as considered appropriate. 6.4 To work in partnership with the Police Family Liaison Officer (when deployed) to provide support to those affected as a result of an incident of mass disaster. 6.5 Support families with their immediate practical and emotional needs. 6.6 Advise families regarding the availability of short and long term support services relevant to their needs. 6.7 The CSTE is not a specialist counselling service. In some circumstances, it may be possible to provide counselling support in the longer term through the Crisis Support Team for Essex. 6.8 Ensure that the following are in place before the exit strategy is affected: That information for possible future needs is provided Partner agencies are informed of actions 6.9 Provide accurate and relevant information to the family in relation to support services available Act in accordance with the Code of Conduct as set out in the CSTE framework document 6.11 Ideally meet with the FLO prior to initial contact with the family and share information, Risk Assessments and briefing notes relating to the disaster and family as appropriate. 5

6 7 Family Liaison Co-ordinators (FLC) Roles and Responsibilities 7.1 FLC s work under the strategies and direction of the Senior Investigation and / or Senior Identification Manager. 7.2 The designated FLC (SPOC) will provide the link to the CSTE Co-ordination Group and attend its meetings. 7.3 The FLC will brief the FLO prior to deployment regarding the known facts of the disaster, facts to be ascertained from the family and any known information concerning the family. The FLC will then manage the activities of the FLO following the directions of the SIO / SIM. 7.4 The FLC will provide a link to the CSW Team Leaders in the event of any problems arising from the joint FLO / CSW deployment 8 Crisis Support Team Leaders Roles and Responsibilities 8.1 Team leaders manage and co-ordinate the activities of the CSW s during the period of deployment in accordance with the CSTE framework document. 8.2 The Team leader will brief the CSW prior to deployment regarding the role they are required to undertake during a mass disaster and will provide a specific briefing for any family support the CSW will be providing. 8.3 The team leader will provide a link to the relevant FLC in the event of any problems arising from the joint CSW / FLO deployment 9 Sharing Information 9.1 CSW s shall record all contact with the family in log sheets, which relates to any support offered or delivered by the worker. 9.2 CSW s will provide information relating to the incident only following clearance of the information by the FLO (if deployed) or team leader. 9.3 All CSW records will be kept secure by the CSTE and made available to the police should they be required as evidence 9.4 FLO s and CSW s will be aware of each others responsibilities/capabilities by joint/shared training sessions 9.5 CSTE leaflets will be made available for circulation and on the CSTE website 10 Activation Procedure 10.1 Following a mass disaster, the following procedure will be adopted to instigate the joint family liaison process. However this will not delay police officers liaising with families at the earliest opportunity to commence the process: a) It will be the responsibility of the designated Police Family Liaison Coordinator (SPOC) to contact the Essex County Council Emergency Planning Duty Officer (EPDO). The duty officer will notify the County 6

7 Emergency Planning Officer (CEPO) or their representative of the contact details and relevant information and an Emergency Planning Officer will be nominated as a Single Point of Contact (SPOC) for communication between the CSTE and other agencies. b) In the event of the EPDO or CEPO becoming aware of an incident of mass disaster occurring in Essex, the EPDO will contact the Inspector at the Essex Police Force Information Room (FIR). The FIR Inspector will notify the relevant senior police officer of the ECC SPOC contact details and relevant facts The responsibilities of the ECC SPOC will be to: - a. Provide a single point of contact for the CSTE b. Liaise with other agencies to obtain and provide information c. Co-ordinate the deployment of the CSW s via Crisis Support Team Leaders d. Be able to fulfil the role of a Crisis Support Team Leader in the absence of Team Leaders being able to respond e. Obtain and provide information for the Crisis Support Co-ordination Group f. Nominate members of the Crisis Support Co-ordination Group for key tasks, in liaison with the CEPO g. Facilitate access to CSTE resources including: - Mobile phones Coping with Crisis leaflet Coping with Loss booklet Letter of Introduction Public Information Leaflets Updating public and password protected websites Contacts list (existing) Producing new contacts list (required) Log sheets and expenses forms. h. Prepare a Risk Assessment 11. Family Liaison Process The attached chart provides an overview and framework of the Family Liaison process. This chart shows how the family liaison role dovetails into the overall incident management and it is important that this process is adhered to, thereby ensuring effective communication both to and from families in pursuance with the aims of this protocol. 12. Exit strategies 12.1 It is important that in all cases, that exit from the family is undertaken in a caring and considerate manner and is appropriately timed and executed FLO's will exit in accordance with the strategy and directions set by the SIO / SIM and will be in accordance with the ACPO and Essex Police Family Liaison Strategy. The CSTECG will be advised of the exit on a case by case basis by the designated FLC. The FLO and their FLC will have the responsibility of ensuring the relevant CSW and team leader are aware of the exit The decision to implement the exit strategy in relation to CSW s will be the 7

8 13 Welfare responsibility of the CSTECG on a case by case basis and will be carried out in accordance with the CSTE Framework Document The CSTE will monitor the well being and provide welfare support for their Crisis Support Workers in accordance with the CSTE Framework document A full Risk Assessment will be prepared by the designated ECC SPOC after consultation with the FLC in order to incorporate any Risk Assessment carried out by the police. 14 Post-event Management 14.1 Following an incident of mass disaster a meeting will take place between designated representatives of Essex Police and the Crisis Support Team for Essex Co-ordination Group into the effectiveness of the deployment and any issues arising. A report of this session with any recommendations will be presented to the Essex Resilience Forum Management Group for their information and consideration. 15 Contacts - Queries 15.1 Essex County Council Lead Officer Emma Cook emma.cook@essexcc.gov.uk Facilitators: Mick Gurden mick.gurden@essexcc.gov.uk Sarah Hocking sarah.hocking@essexcc.gov.uk 15.2 Essex Police Lead officer Inspector Nick Burston nick.burston@essex.pnn.police.uk Authorising Chief Officers Signature Date Chair of the ERFMG Chair of the CSTCG Assistant Chief Constable (Protective Services) This is an extract of the Crisis Support Team for Essex Framework Document and can be accessed on It will be reviewed on an annual basis. 8

9 FLO/CSTE NOT PROCESS PROTECTIVELY MARKED MASS DISASTER Mass Disaster POLICE Overall Incident Command Essex Police FIR Senior Investigating Officer (SIO) Senior Identification Manager (SIM) Family Liaison Cell ECC Emergency Planning Duty Officer/CEPO Designated Police FLC SPOC Designated ECC SPOC Crisis Support For Essex Coordinating Group Family Liaison Co-ordinators Crisis Support Worker Team Leaders Family Liaison Officers Crisis Support Workers 9