Deployment Policy and Procedures
Just In Time Training for
New Mexico MRC Serves Volunteers
Overview
 Objectives of the NM MRC Serves Database
 Outline deployment procedures before, during and after
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incident or event
Deployments protocols for emergency events vs. non
emergency events
Pre-deployment considerations
Responding to an emergency in state vs. out of state
Legal protections
Volunteer and resource tracking
Helpful hints
Packing for deployment
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Objectives of NM MRC Serves
Database
 Ensure an adequate and competent volunteer force of
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healthcare professionals and lay volunteers
Enable efficient and effective public health emergency
operations
Allow sharing of healthcare professionals and lay
volunteers across state lines
Provide guidance on the legal protections that are
available to volunteer healthcare professionals and lay
volunteers who serve through the registry
Establish clear protections for health professionals and
lay volunteers
Deployment Protocols for NonEmergency Events
 Requests for volunteers made directly to the State
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ESAR-VHP Coordinator or MRC State Coordinator
Deployment information gathered
Volunteers Identified and information disseminated
Volunteers processed and tracked
Registered volunteers support:
 Community Events and Public Health Events
 Exercises
 Immunization Clinics
 Volunteers demobilized
Deployment Protocols for
Emergency Events and Disasters
 Official requests for volunteers are directed through the
State EOC or On-Duty Department of Health EOCRepresentative (EOC-R) to State EOC
 EOC-R notifies the NM MRC Serves Registry Liaison
(NRL) (Also known as the State ESAR-VHP Coordinator)
 Requests can come from local/county/state emergency
managers, non-profit organizations and NM DOC
Secretary of Health
 Emergency Medical Assistance Compact (EMAC)
provides form and structure for interstate mutual aid,
such as volunteers
Deployment Protocols for
Emergency Events and Disasters
 NRL queries database for the specific type of volunteer
being requested
 Profession
 Professional License
 Geographic Location
 Contacts potential volunteers
 Unaffiliated Volunteers
 Affiliated Volunteers – 6 hour lag time
– American Red Cross
– NM Disaster Medical Assistance Team (DMAT)
– Community Emergency Response Team (CERT)
Deployment Protocols for
Emergency Events and Disasters
 Notification message sent to volunteers via email from
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NM MRC Serves or via telephone
Volunteers respond to the request within 12 hours
Within 24 hours, NRL provides requestor with a verified
list of volunteers for deployment
Communication is made with onsite volunteer
coordinator
Detailed deployment information is passed along to
activated volunteers
Volunteers status is tracked and updated
Volunteers demobilized
NM MRC Serves Pre-Deployment
Considerations
 Transportation to the deployment location (and return)
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will be the responsibility of each registered volunteer
Lodging - Hotel accommodations cannot be
guaranteed; be prepared to stay in shelter conditions
Meals - At some locations, meals will be provided. At
other locations, meals will be on your own
Operational Hours - Work in 12 hour rotations with
breaks every two (2) hours and one (1) hour for lunch,
for a term of not more than 30 days
Reimbursement – Volunteers must be prepared to pay
out of pocket for living expenses, including housing, food
and transportation. Reimbursement is not guaranteed.
Personal Considerations and
Pre-Planning
 Children and/or adult dependents
 Work schedule
 Pets
 Bills – utilities or rent
 Prescription medications
 Health conditions – diabetes, mobility concerns or
asthma
 Allergies – food, medications or insects
 Psychological condition
 Special dietary requirements
Responding to an Emergency
Activation in State
 NM MRC Serves volunteers will be notified by NMRC
Serves via email or via the City Watch/Health Alert
Network (HAN)
 Notification will include all pertinent information such as:
 Nature of the emergency
 Sleeping, eating and travel arrangements
 Expectations of the length of deployment and hours of
operation
 Volunteers will be provided with an NM MRC Serves
deployment packet
Responding to an Emergency
Activation in State
Upon arrival at the designated staging area:
 Present deployment papers and NM MRC Serves badge
to the onsite volunteer coordinator (Only volunteers
holding an NM MRC Serves badge or that are able to
show proof of deployment will be allowed on the site)
 Receive an ID badge (if volunteer is without one)
 Log/check in and fill out all necessary paper work
 Receive additional deployment papers and briefing
 Receive assignment to a position and work location
Responding to an Emergency
Activation in State
 Sign in and out each day and during any break
 Keep track of hours worked on the required form
 Attend briefings and debriefings
 Do not leave the immediate area without notifying the
onsite volunteer coordinator
 Remain in the vicinity of the deployment site at all times
 Brief replacement volunteers on pertinent information
 Demobilize
 Log out
 Complete volunteer feedback form
 Return assigned equipment (if applicable)
Responding to an Emergency
Activation Out of State
 Same protocols for in and out of state deployments
except official request will flow through the EMAC
system or federal deployment protocols
 Requesting resources is made at the discretion of the
impacted state
 Responding to a request for assistance is at the
discretion of non-impacted states
Emergency Management
Assistance Compact
 Governor of impacted state declares a state of
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emergency
Impacted state assesses resource needs and identifies
shortfalls for which assistance will be requested
EMAC is activated
State Emergency Management personnel (EMAC ATeams & Authorized Representatives) help to find
resources and determine cost and availability
Requesting and Assisting States agree on estimated
costs to perform mission
Emergency Management
Assistance Compact
 The states execute the EMAC Form REQ-A
 Resources are sent to the Requesting State from the
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Assisting State (i.e. mobilized and deployed)
When mission is completed, resources return to home
state (i.e. demobilized and redeployed)
Deployed personnel provide receipts and records and
work with home state to develop and review
reimbursement package(s)
Reimbursement package sent to Requesting State
Requesting State reimburses Assisting State
I’m Being Deployed Out of State?
Now What?
 Regardless of your home state affiliation, when deployed
under EMAC, you are sent by the state emergency
management agency to the Requesting State (usually as
an agent of the state).
 Upon arrival in the Requesting State you are functioning
under that state’s operational command and control.
 Before you leave: You should be fully briefed on the
mission you or your team are expected to perform and
should receive a copy of the completely executed REQA.
I’m Being Deployed Out of State?
Now What?
The REQ-A
 Identifies the point of arrival staging area, duty station,
and point of contact
 Is evidence that you are on an official approved EMAC
mission
 Identifies any special considerations (working location,
living conditions, & safety concerns)
 Is your contract for services
Legal Protections
 All NM MRC Serves volunteers requested by NMDOH,
or another state governmental entity, to render volunteer
services during a public health emergency are entitled to
the liability protections of the New Mexico Tort Claim Act
(TCA).
 Health care professionals licensed or otherwise
permitted by law to provide health care services in New
Mexico are covered for professional liability as a result of
negligence.
Legal Protections
 Non-licensed healthcare professionals or lay volunteers
are entitled to immunity from tort liability (if not waived
under the TCA) or to liability coverage (if immunity
waived) for their negligence.
 NM MRC Serves volunteers are not employed by the
NMDOH.
 All licensed healthcare professionals who are deployed
by the NMDOH to provide volunteer services are
covered for workers’ compensation benefits for volunteer
services in the state.
Onsite Volunteer Coordinator/MRC
Unit Leader Responsibilities
 Manage volunteers
 Process incoming/outgoing volunteers
 Conduct/provide “Just-in-Time” training as necessary or
required
 Assign volunteers to positions commensurate with their
skills and training
 Maintain emergency/disaster volunteer records
 Administrative assistance as required
Volunteer Tracking
 Deployed volunteers must be accounted for from
initiation through demobilization
 Reporting protocols vary from “once a day” to “every 12
hours”
 The NRL will coordinate the required tracking
mechanisms with the Onsite Volunteer Coordinator.
Resource Tracking Systems
 Resource tracking system will be under the direction of
the Unit Leader, Onsite Volunteer Manager or designee
 Types of Resource Status-Keeping Systems:
 Manual Recordkeeping on Forms - ICS forms used for
resource tracking
 Card Systems - Several versions are available i.e.
different-colored T-shaped cards for each kind of
resources, filed in racks by current location
 Magnetic Symbols - Symbols prepared in different
shapes, sizes, and colors placed on maps or boards
 Computer Systems - laptop computer with a simple file
management or spreadsheet program
Nonexpendable Resources
 Resources such as personnel and durable equipment
 Must be fully accounted for both during the incident and
when they are returned to the providing organization
 Broken or lost items should be replaced by the
organization with invoicing responsibility for the incident,
or as defined in existing agreements
 Fixed-facility resources must be restored to their full
functional capability in order to ensure readiness for the
next mobilization
Expendable Resources
 Resources such as water, food, and other one-time-use
supplies
 Must be fully accounted for
 The incident management organization bears the costs
of expendable resources, as authorized in financial
agreements executed by preparedness organizations
Resources
 All resources used to respond to an event or an incident
that do not belong to MRC volunteers, i.e. radios, hard
hats, medical supplies, etc., must be returned
immediately following an event or incident.
 The final disposition of all resources will be directed by
the Unit Leader or the Onsite Volunteer Manager.
 Resources will then be rehabilitated, replenished,
disposed of, and/or retrograded by the providing
organization.
Demobilization
 Volunteer demobilization protocols will be communicated
by the onsite volunteer coordinator or designated
representative.
 The MRC State Coordinator or the NRL will coordinate
with the onsite volunteer coordinator to determine when
NM MRC Serves volunteers should be deactivated.
 Next, the MRC State Coordinator or the NRL will:
 Contact the volunteer to assure safe return to their home
base
 Provide the volunteer with a feedback form
 Ensure the volunteers service is recorded
Helpful Hints
 Pack all of your clothing in 1 or 2 gallon Ziploc bags
before putting into your suitcases. Line your entire
luggage with plastic trash bags to protect clothes and
other content against moisture and possible mold.
 Meals Ready to Eat (MRE’s) are available at most
camping stores. If you are transporting your own food,
make sure it’s easily transportable and doesn’t need
cooking or refrigeration.
Helpful Hints
 The basic rule is “2-3-4”, 2 bags, 3 days of food and 4
quarts of water
 If flying, contact the airline for most up-to-date flight
times and rules for carry on personal luggage. As a
general rule, two bags/suitcases - a large one for
transportation which will possibly not be available during
transit, and the smaller “ready bag” to contain items
needed during the transport
Necessary Paperwork for
Deployment
 Deployment Papers
 Driver’s License/Picture ID
 NM MRC Serves Badge
 Vaccination Records
 Professional License
 Time Cards
Clothing for Deployment
 Long trousers (2 pairs)
 Shorts
 Long sleeved shirts (2)
 Short sleeved shirts (3-5)
 Work boots (steel toe recommended)
 Canvas shoes (comfortable)
 Large bandana
 Underwear (3)
 Socks (3)
Personal Gear for Deployment
 Razor/blades
 Handiwipes
 Shaving cream
 Bar soap/container
 Toilet paper
 Toothpaste/brush
 Deodorant
 Personal Hygiene
 Shampoo
 Comb/brush
 Hand lotion
 Lip Balm
 Insect repellent with 35%
 Sunscreen
DEET
 Foot care (alcohol,
powder, moleskin)
 Medications
 Detergent (cloths)
 Flip-flops
 Bathing suit (just in case)
 Towel
Cooking and Food for Deployment
 Mess Kit (plate, cup, and bowl)
 Knife, spoon, and fork set
 Enough easy-to-carry food for 48 hrs, such as beef jerky,
granola bars, and trail mix (non-perishable items)
 Water purification tablets
 1 – qt canteens (3)
Sleeping Gear for Deployment
 Sleeping bag (+15˚)
 Ground Cloth
 Sleeping bag liner for cold weather
Miscellaneous Items for
Deployment
 Head lamp (second flash light)
 Extra bulb/batteries
 Waterproof matches/fire starters (no butane)
 Hard hat
 Goggles
 Face mask/dust mask
 Tape, safety pins, sewing kit
 Pocket knife
Ready/Carry Go Bag for
Deployment
Items that will provide you comfort during transport and
potentially up to the first 24 hours.
 Clothes
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Sun hat (baseball cap)
Jacket with hood
Rain coat and rain pants
Leather work gloves
Food
 High nutrition snacks
 Enough non-perishable food for 24 hrs.
 1 qt. water
Ready/Carry Go Bag for
Deployment
 Cash, travelers checks and/or credit cards
 Personal medical equipment (if applicable)
 Flashlight/batteries
 Sunglasses/glasses/contacts
 Books/reading material
 Necessary medications
 Necessary hygiene items
 Camera
 Inflatable pillow
 Hearing protection
 Trash bags
Questions?