Part 3 - The Canadian Coast Guard Auxiliary
Contents
1. SP r E T E b Faal 3 taa Lata gaam F allt Hj Dates and Times H Operation Descripti SAR Management System SMS d Indicate the time your unit arrived on scene If your unit was stood down before arriving on scene you may use the drop down menu to indicate this Select Stood Down and indicate the date time this took place e Indicate the time the Operation Ended in the next i section If you were stood down at any point during ee k Operation ala e this taking the Stood Down time and the Operation g September m 9 m 2009 x 13 1 45 m Ended time should be the same 2221 getup sase aaam gan f Indicate the time at which you returned to base E k Return to Base Ei A somnei gl 2000 tall 14 eal 13 E Return to Normal Ops VA L LA a nla E g The Return to Normal Ops date time is the time aA at which your unit was ready to respond again via a a to Normal Ops pager e g vessel refuelled equipment stowed 9_ m 2009 14 1 54 1 debrief complete etc ae E E pee 9 The Operation Description section of the Incident Form deals with the specific details of the tasking 98 SAR Management System SMS SAR Management System SMS 99 100 a Enter the Latitude and Longitude where the incident took place Y2. menu d Indicate the value of the vessel in the Value field Nationality H e Enter the LOA length overall of the vessel into the LOA field It is assumed that this measurement is in feet ILE SAR Management System SMS SAR Management System SMS f Next indicate the gross tonnage or best estimate thereof of the assisted vessel in the GT field g In the Draft section enter the draft information of the assisted vessel h Use the drop down menu in the Nationality section ni Nationality to indicate the nationality of the assisted vessel i In the Vessel Notes field you can include any other information pertaining to the assisted vessel This can include a physical description of the assisted vessel and any other pertinent information j Enter the name of the Master of the assisted vessel in the Master name field It is important to use the name of the person who was acting as master at the time of the incident k Enter the name of the assisted vessel s owner in the Owner name section of the field Although this may be the same person as the master of the vessel you must enter a name into this field KOE SAR Management System SMS SAR Management System SMS Include the address and phone number of the vessel owner in the Address and Telephone fields m Indicate the gender of the vessel owner using the drop down menu in the Gender field n In the Certifie
3. not be able to make further changes to the 9 bie ee Ne en ere ee SAR Management System SMS SAR Management System SMS 92 SMS COXSWAIN Incident Form 1 The Incident Form is one of the most involved forms in the system The Incident Form also titled the SAR Mission Form can be found in the Main Menu under the name tab e g John Doe This is the form that should be filled out following a SAR tasking Select SAR Mission Form to start filling out the form 2 If this tasking was stood down prior to departure you may select the Report As Stand Down button This will provide you with the Report SAR Incident Stand Down form While this form is very similar to the incident form it only requires information pertinent to a tasking that was stood down 3 Start by filling in your unit information into the Unit section The system will display your unit by default You may select more than one unit if there were members from another unit on your vessel at the time of the tasking SAR Management System SMS OSeach 911 Adminint CCCACAHQ John Doe i Personnel Profile Forms 4 view profile Training exercise form Claim form signoff items Classroom form Cert form dams i a jve F cerns Request form a hoa Actrviry form 2 unit overview pi a T i ale S S pec aT N s a i SAR Mission Report ifthe crew was stood down prior to departure use the link below for faster reporting G
4. s B O Along side Tow Exercise CO Anderson Tum O colission Regs O Dewatering Pump O DockingUndocking ODR 4 CO Expanding Square O First Aid Course O GPs O Line Toss C Lines and Knots A C Master Limited Cert inl CO MeEDAS et U Night Exercise OCC Evaluator Course C OTHER k O pcoc C Piw recovery ae RM ee nell ty E e AT a N a AR T SAR Management System SMS 11 The next sections deal with the weather and water conditions on the day that you did your training Select the Light condition information from the drop down menus in the Visibility section 12 Select the Wind conditions and Seas information from the drop down menus in the Wind amp Seas section 13 The Description section of this form is a place where you can include some additional information about the training you are logging For example if the types of training listed in the Types section did not fully explain the types of training exercises that were done you can give a more detailed description in N Description this field 14 The Personnel section allows you to select the pr a members of your unit who were involved in the training rere aa iai If you selected more than one unit in the Unit s section TERRY ROSSI E BRENT GORZYNSO E Pf members from all selected units will be displayed in the fe E MICHAEL DIETL L DAVE BEDARD MER Personnel section GLEN ALUSON T LLOYD TAYLOR F THOMAS FARR Oo RANDY HELGET MICHAEL SMITH El J
5. 72 SMS COXSWAIN Coxswain Overview 1 There are many similarities between aspects of the SMS system used by Members and the aspects used by Coxswain and Training Officers but there are also a number of differences The welcome back message you see when you login for example will not change 2 You will notice that as a Coxswain and or a Training Officer there are more options within the menus in the SMS System The SMS Menu drop down menu for example contains more live links 3 While the same options that are visible to members are visible and accessible to Coxswain and Training Officers there are also additional resources available through the system For example the Main Menu contains a far greater number of forms We will discuss these forms in the next section SAR Management System SMS q Welcome back John Doe t A summary of your user profile is shown below you may edit your profile to add aditional 4 registered email address privacy settings notification options and your password at any n A alienate E O E Events Calendar i Safety jdoe EMS Meru l r i i D Search 91 1 Admin Unit OOGA CA HQ f Joba Doe a Personnel Profile Forms view profile Training exercise form Claim form i signoff items Classroom form PA Cert fom claims SAR Mission form fA Vessel log r certs Request form ir log Activity form unit overview E C ee eee ee e E eee ae SAR Man
6. Coast Guard or a vessel from another rescue unit You are not limited in what information you provide in this text field SAR Management System SMS Vessel H Coxswain Master Incident Number SAR Management System SMS 8 The date and time entries in an incident report are much more extensive th n in other forms and need to be carefully filled out as accurately as possible in the Dates and Times section Use either the drop down menus or the calendar method to enter the dates and times in this section of the form See Claim Form step 5 for more information a Select the method by which you were alerted about this incident from the drop down menu You may have been paged contacted via VHF Cell or sighted the incident yourself Indicate the date and time of this occurrence b The Tasked date time is the time at which you were formally tasked by the JRCC to respond to an incident In certain instances this may be the same date time as the alert departed times if the SRU was already underway when tasked Indicate the date and time of this occurrence c Indicate the date time you departed for this tasking This may be the same date time as the Tasked or Alerted date time if the SRU was already underway when tasked If you were Stood Down at this point you may also indicate this with the drop down menu 96 SAR Management System SMS September m 9 ol 20097 11 fa 33
7. EFF CARTNER E si if TERRY VANANDEL KARL THORP Ss FITZGERALD kK a T JEAN FRANCOIS n Pl i aq EDWIN ED COOK OOK st OMASCHE aa am ENJAMIN UPPER a 5 80 SAR Management System SMS SAR Management System SMS 15 Follow the standard form submission steps to complete this form These steps are outlined in the Checking the box indicates that this form is comple Saving Updating Submitting Forms section and are Check the box only when you are confident the all You will not be able to make further changes to the standard to all forms in the system The only difference with the submitting of forms at the Coxwain or Training Officer level is that the signoff steps start at the Coxswain or Training Officer level and do not require Member signoff PM SAR Management System SMS SAR Management System SMS SMS COXSWAIN Classroom Form 1 The Classroom Form is very closely related to the Training Exercise Form but there are certain notable differences This form is intended to record indoor training or learning that your unit is doing To access this form select the Classroom Form found under the name tab e g John Doe in the Main Menu 2 First select your unit and any other units that were involved in the classroom training from the drop down menus in the Unit s section 3 In the Instructor section indicate who was instructing this classroom session By default the name of the person filling out th
8. agement System SMS 74 SMS COXSWAIN Training Exercise Form 1 The Training Exercise form is used by the Unit Training Officer or Unit leader to log time spent doing training exercises The data collected via this form can be helpful to your unit and the Auxiliary to calculate the amount of time that is spent doing training To access this form select the Training exercise form from the name tab e g John Doe in the Main Menu 2 Start by selecting your unit and any other units where personnel from that unit were aboard your vessel and involved in the training Select these units from the drop down menu in the Unit s section 3 Next select the assets that were involved in the training from the Asset s drop down menu Once you have selected the Unit s involved the drop down menus in the Asset s section will include the vessels that are associated with any units that have been selected Note that for reimbursement purposes you must submit separate Training Expense forms for each vessel SAR Management System SMS 7 PSeach 911 Admin Unit COCA CA HQ ff Jo wie a al il Personnel Profile Orms View profile Training exercise form Claim f 3 signoff items Classroom form i Cert form claims SAR Mission form Vessel lo P certs Request form log Activity form pat unit overview Pai cht gale ae aa MO lh aplenty gymnast al oy i BP ems Asset s H EA k Other Unit in
9. d section indicate if the owner of the vessel was certified or not o Indicate the age of the vessel owner in the Age field p Enter the date of birth of the vessel s owner into the field under the Date of Birth Section 14 The Incident Details section of the form is used to identify the specifics of the incident Be as specific and detailed as possible in your entries Enter a time into the Time column on the left Then enter a Description of what happened at the given time in the Description column on the right ih SAR Management System SMS Address H Telephone B ai E Date Of Birth Signiticant BY ents t Time Description D SAR Management System SMS 15 In the Image Attachment section of the form you can include some pictures of the incident or any other scanned documents that might pertain to the incident Please use this section to include a scanned copy of the filled out Collision Injury Wreck report form These forms are found in the SMS document library on the website 4 image Attachments B a To upload any pictures or scans select Browse S il iTunes JE strearnMEDIA il Ao Microsoft Office 60 Day Trial Linisys tt a RP Mozilla Firefox Til logo ai b Locate the image file within your computer and ade New Microsoft Office Word a d eng session1 New v Word 2007 Document select Open JPG files are recommended but most 2 Ji eng
10. e form will be placed in this field but you may use the name of an outside instructor where applicable SAR Management System SMS a 3 if OD Search ff 911 Admin Unit COGACAHQ Personnel Profile Forms i view profile Training exercise form Claim form S signoff items otessroon form p Cert form claims SAR Mission form Vessel log Fi cens Request form bog Activity form 2 unit overview 5 Me RI A T get a a N iF N gfe tl aN Unit s Instructor H 240 GAMRU John Doe a Other Unit involvec i c Other Unit Involved 2 Other Unit Involved Instructor John Doe Auth Number 8 SAR Management System SMS 4 Fill in the Name Title section with a title that Auth Nuri gt pertains to the type of training that was done in the classroom session This title could be the R _ Ini 42 Session Start or me training or the type of training that Ie ia 200 Tal ipa 0 Off Time B Se 5 An authorization number is required for the Auth Number classroom training that was done Enter the number into the Auth Number field End Date Time EE Trainin End Sarnia la m 2009 sa 18 a Other Time Type H 6 Enter the Session Start and Session End of the training session into the Start Time Date and End JE session Start Time Date sections using either the drop down Seok 2 SES me
11. e hours as last PE SAR Management System SMS SAR Management System SMS
12. e names from all selected units will be displayed SAR Management System SMS Type s H CO Along side Tow Exercise O Anderson Tum O Collission Regs L Dewatering Pump Docking Undocking DR C expanding savae p FIeTAC couse ors O Line Throwing Gun kall ine Toss O Lines and Knots 4 C Master Limited Cert CO MEDA3 This form represents completion of a course Credit all attendi ee a ee Oe i Achievement 8 Ihis form represents completion of a course Credit all attending with IA No Achievement 7 Any achievement lected is applied when this report is closed Ii Attendance H FE TE EET SE I H Attendance B Personnel 240 GAMRU O TERRY ROSSI O ERIC TAYLOR CO BRENT GORZYNSKI n O GLEN ALLISON O LLOYD TAYLOR MPTHOMAS FARR f D TERRY VAANDEL CO RALPH FITZGERALD C KEN EWART CO EDWIN ED COOK CL BENJAMIN L UPPER C KAREN ASPDEN L ROBERT BERRY SAR Management System SMS EJ 12 Follow the standard form submission steps to complete this form These steps are outlined in the Saving Updating Submitting Forms section and are standard to all forms in the system The only difference with the submitting of forms at the Coxwain or Training Officer level is that the signoff steps start with the Instructor and do not require Member signoff Checking the box indicates that this form is comple Check the box only when you are confident the all You will
13. e the weather conditions at the time of the tasking in the text field provided in the Weather Conditions section Try to be specific in your description d In the Temperature section indicate to the best of your ability the Sea and Air temperatures at the time of the tasking Use the drop down menus provided e Indicate the Tide and Current conditions using the drop down menus in the Tide Current section If these are not applicable to the conditions you are logging you may leave these fields marked as N A f Finally select the Visibility at the time of the tasking using the drop down menu 12 In the Persons in Danger section indicate the Total number of people people Assisted people Saved people Missing and people Lost by typing the data into the appropriate text fields 110 SAR Management System SMS Weather Conditions aii L k TidaiCurrent Temperature B 4 EHTE Te NA a o ee ee an Se Visibility B C SAR Management System SMS 13 The next section deals with information pertaining Vessel Assisted lt 4 e z _ to the vessel that was assisted in the tasking feria be a fecal I oA B Draft a Indicate the vessel s name in the Vessel Name text field b Enter the vessel s registration number in the text field provided under the Registration section c Select the Type of vessel assisted from the drop down
14. et general help about how to fa cut this form correctly Hep for the individual feits on the form is available by clicking on the 7 inks located near the Wies OF each fed a Pia 1 fm aie tal Oe a PL par ey i Tol Operation Details Vessel H Coxswair 4 Incident Title B Incident Number ET SAR Management System SMS 4 In the Vessel Coxswain Master section of the form select the vessel involved in the incident and the associated Coxswain Master from the drop down menu If you changed the unit in the Unit section you must update the form before the vessels associated with that unit will be displayed in the Vessel section If more than one vessel was involved in the tasking you must complete a separate form for each vessel 5 Next create a title for this tasking in the Incident Title section This title can be the type of tasking the location of the incident or other identifying information about the incident 6 The Incident Number is the case number or tasking number assigned by the JRCC If there was more than one vessel involved in the incident use the Supplement drop down menu to associate each additional form with the same incident number For example select O on the first form 1 on the second and so on 7 If there were other resources involved in this incident you can identify them in the Other Resources Involved section These resources could include the local police the
15. h the SRU located the distress h Select the Action taken by the SRU in resolving or attempting to resolve the incident Use the drop down menu to select the applicable action i If Pollution was a factor or a concern in this i lt 2 Pollution tasking indicate it with the Pollution drop ee lt n x down menu Raco Dist di E T R T N j If a commercial vessel assisted you at any time zlcommercial Assist E during this tasking indicate this in the Commercial y Towescort Dist Kam Assist drop down menu ore Se ee ree A SAR Management System SMS SAR Management System SMS k Indicate the Tow Escort distance in the provided io ont Dist a fields if towing was needed to help resolve this ea a incident 10 In the All Personnel section indicate the personnel involved in this tasking by checking the boxes beside their names Be sure and include the name of the Coxswain Master O BRENT GORZYNSKI CO DAVE BEDARD k LLOYD TAYLOR O THOMAS FARR EI MICHAEL SMITH O TERRY VANANDEL a gown ED c00K Gyd poe VASE e SLROBER OSPR 1 11 The Conditions section of the form involves data about weather conditions at the time of the tasking a Fill in the Direction and Speed of the wind at the time of the tasking using the drop down menus b Select the Sea State at the time of the tasking using the drop down menu IJ SAR Management System SMS SAR Management System SMS c Indicat
16. m fom i 1 Much like the Personal Log the Vessel Log is a 2 me ATE way to log activities involving your units vessels that ikg ici might not have otherwise been entered into the system a through other types of forms For example an oil aaa dco ical E E Aled octal A change a test drive or other maintenance should be logged using this form To create a vessel log select the Vessel Log option under the name tab e g John Doe in the Main Menu 2 You will see a list of all your unit s vessels Select 240 GAMRU TP the vessel about which you would like to make an entry iele Please select the vessel for which you would like to make a log entry by clicking on the vessel s name i GAMRU I i D i a i Pub E i i 1 s4 z 7 _ A 3 Enter the date the activity you are logging took place into the Date section of the form You may use the drop down menus or the calendar method to enter the date IKEE SAR Management System SMS SAR Management System SMS 4 Provide a description of the activity you are logging in the Description text field Give as much detailed information as possible there is no limit on the amount of text you can enter F Description H 5 Enter the engine hours into the Single Port and Starboard sections Be sure to specify the hours as last recorded e eL Starboard LE E oa r a EZ 6 Finally press Add to submit the form to the system N fy the engin
17. n the training exercise enter it into the Class Training section using the drop down menu This Class Training time will be deducted from the overall start end time entered in order to reflect On The Water time only 8 If there was other related time involved in this training maintenance preparation administration etc enter it into the Other Time Type section Use the drop down menus to select the amount of hours and indicate how this time was spent 9 The categories listed in the Category ies section may or may not apply to the type of training you are logging The categories in this section pertain especially to training towards a certification or training that is part of a course If none of the selections apply choose Other then make a note of what it was in the Description box 10 The Type s section of this form is used to identify the type of training that was covered in the session you are logging You may check any and all boxes that apply to the training you did in this section SAR Management System SMS Class Training Otr a fa Categ y ies 2 O Advanced Crew O Coxswain O New Member O OCC Training O Multi Unit Agency O SAREX Competition q Category ies H A L Advanced Crew LJ Coxswain O New Member a Type s lt O Along side Tow Exercise C Anderson Tum O Colission Regs O Dewatering Pump O DockingUndocking ODR p eengposuaep y TESAISNGS ga gn E Type
18. nus or the calendar method See Claim Form sof sane step 5 for more information 7 To indicate any time that was taken off during the classroom session a lunch or dinner break A for example use the drop down menu in the Other gencies H Off Time field g type s H 86 SAR Management System SMS SAR Management System SMS 8 Select the type s of classroom training in the Type s section of the form by checking the boxes beside the applicable topics You may select multiple types of training if applicable If the type of training you are logging is not listed you may select OTHER and elaborate on the type of training in the next section 9 Use the Description section to include any additional information that pertains to the classroom training session you are logging This could include topics covered in the session as well as any skills that were practiced in the classroom 10 If this classroom session was part of a training course you may indicate this achievement in the Achievement section when the course is completed Select the achievement level from the drop down menu If this does not apply to the classroom session you are logging simply select No Achievement 11 Select the people who were involved in the classroom session by checking their names in the Attendance section If you indicated that more than one unit was involved in this session in the Unit s section th
19. ou can do this by either typing the coordinates into the text fields or by using the Select by Map option b Using the Select by Map option a separate window will open allowing you to select the location of the incident on the map Once you have found the location of the incident on the map click on this location to apply the coordinates to the form c Use the drop down menu to identify the Classification of this incident Options range from Immediate Danger to No Danger and even False Alarm d In the Type section indicate the type of incident that you were responding to Use the drop down menu to select the applicable type of incident SAR Management System SMS S abba Medel atakith k B SAR Management System SMS e You are required to select the primary cause for this incident Once again use the drop down D Sa menu to select the cause that best describes the le otiercaas ccosa one incident You may also select other causes from ic Tore ee the subsequent drop down menus It is not a necessary to indicate more than one cause if there was only one identified choose one f Indicate the Alert Type This is the way by which the SAR system was notified about the person s in distress Use the drop down menu to select the method used to alert the system g Use the next drop down menu to select the method of Detection This is the method by whic
20. session Flash Examples a m image types are accepted PAN Ralph jpg c Three fields are displayed by default If all three 3 are used update the report and more blank fields i will appear to upload additional images E Description H 16 Use the Description section to include any further details about the incident This could be a description of the files you uploaded in the previous section or any details that you were not able to accurately include in the form Paay a a lt A s ajaka ki pta amia dip i i E T e 17 Follow the standard form submission steps to submit the form These steps are outlined in the Checking the box indicates that this form is comple i j itti i A E Mark Comp Check the box only when you are confident the all Saving Updating Submitting Forms section and are angio pictiredapeat a etke standard to all forms in the system ih SAR Management System SMS SAR Management System SMS 116 18 If you opted to fill out the SAR Incident Stand Down Form you will need to select Continue at the bottom of the form This will populate the full Incident Form with the applicable information Once this new form has loaded simply submit this form using the standard submission steps SAR Management System SMS r Mg ws f MP oO th tpn a ah SAR Management System SMS SMS COXSWAIN Vessel Log Ee gt signoff items Classroo
21. volved Otter Unitinvolved i Other Unit Involved 4 Other Agencies B 1 la hit ee m A Other Asset Invol Omer eset aie Other Asset invol k 4 Asset s B GAMRU Other Assetinva Ht OtherAssetinvolved OtherAssetinvolved SAR Management System SMS 4 Enter a title for the training your unit did into the Training Title section This title could be the date of the training or the type of training that was done 5 An authorization number is required for the training that was done Enter this number into the Auth Number field 6 Enter the Training Start and Training End times of the training session into the Start Time Date and End Time Date sections using either the drop down menus or the calendar method See Claim Form step 5 for more information The time you enter should include both classroom and on water time as applicable Please note that training sessions being entered into the form cannot exceed 20 hours If the information you entered exceeds this limit you will be notified of an error in the form when you start the submission process 3 SAR Management System SMS E Training Start eh 4 2009 m 18 gt 00 s Auth Number End Date Time H E Training End ra 4 2009 x 18 1 00 2 Other Time Type z SAR Management System SMS 7 If there was any classroom time involved i
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