Situation Reports

Scope

This Operational Guideline is to be considered when providing Situation Reports (Sitreps) at incidents, upon arrival, and at regular intervals during the incident.

Fundamental Protocols underpin the actions of all NSW Rural Fire Service (RFS) members and must be adhered to at all times. They outline the Principles of being an RFS member and provide guidance on conduct to support the safety and wellbeing of members

Guiding Principles

Sitreps outline the progress of an incident, the efforts to control it, confirms the location of the incident, its status, potential, and the number, nature and effectiveness of resources deployed.

• At all incidents, verbal Sitreps shall be given from the field:
  • by the Officer in Charge (OIC) who assumes control, to FireCom;
  • by a unit, to the unit in command/control of them;
  • by any other officer in the chain of command established at the incident, to the officer they are directly reporting to at the incident.
• Verbal Sitreps should be given:
  • on approach or shortly after arrival at the incident;
  • whenever the situation or resources change significantly;
  • when major benchmarks have been achieved (e.g., building all clear of occupants, fire is being contained, controlled, operations completed, etc.);
  • if any event occurs which may attract public or media attention;
  • in accordance with Alert levels (see Appendix); and
  • if none of the above apply, every 30 minutes, unless otherwise requested.
  • The word Sitrep should be added at the start of the call to establish contact when intending to give a Sitrep, so that the other unit is ready to record/copy down details.
• Sitreps are of two types:
  • Initial Sitreps - used when units approach or arrive at an incident; and
  • Regular Sitreps - designed to give an update on a situation.

Initial Sitreps

Initial Sitreps should be provided using ITASC. Refer to RFS OPG - Approach and Size Up. Details should include, but are not limited to, the following information and standard phraseology:

• Incident – a brief description of the incident confirming the size, type, and location.
  • Describe the estimated size of the incident as either:
    • Small (i.e., an incident that can be handled by units of the first response);
    • Medium (i.e., a working job that may require back-up units); or
    • Large (i.e., an incident requiring additional back-up units).
  • Describe the type of incident, for example:
    • Bush/grass fire;
    • Structure fire;
    • Hazmat incident;
    • Vehicle accident;
    • False alarm; or
    • No sign of incident.
  • Confirm the location by:
    • using its normal address;
    • using its rural address;
    • using a grid reference; or
    • giving a geographical position, relative to a local landmark.
• Threats – any implication for the safety/condition of people, property, or the environment involved.
  • Describe the probable/possible development of the incident:
    • Use a few words starting with “involving” and/or “threatening” to clarify the situation (e.g., a large grass fire threatening stock and fences; a small structure fire involving a shed and threatening the back of a house; or a medium fire involving an electricity sub-station).
  • Advise using plain language if people are:
    • deceased (give number);
    • trapped (give number);
    • injured (give number);
    • missing (give number);
    • being evacuated (give number); or
    • all accounted for.
  • UNDER NO CIRCUMSTANCES are specific details in relation to the casualty such as name or other specifically identifying factors to be broadcast over the radio network. This is in order to protect the identity of the casualty. It is accepted that the radio message may contain descriptors such an “elderly female”, “middle aged male” or “young child”.
• Action – what action is being taken or proposed.
  • Describe your actions as either:
    • Investigating;
    • Commencing attack (i.e., offensive/defensive, direct/parallel/indirect etc.);
    • Commencing (type of) activities; or
    • Standing by with (type of equipment).
• Support – any assistance required.
  • Describe any assistance needed by:
    • Specifying the number and type of units needed (i.e., Cat 1 x 2, Cat 9 x 2); and
    • Specifying any specialist support needed (e.g., request bulldozer or bulk water or lighting trailer).
• Command/Control/Communications – Identify the Incident Controller (IC) and the relevant radio channels for tactical and command networks.

Regular Sitreps

• Following the Initial Sitreps, regular Sitreps should be given (using the ITASC approach outlined above), preferably every 30 minutes ongoing throughout the course of the incident.
• District Duty Operations Officers (DDOO) shall ensure that Sitreps and incident information (including upgrading or downgrading rationale) is provided to State Operations in relation to all incidents, via the Incident Control Online (ICON) system.
  • If the ICON system is unavailable, then hardcopy reports may be provided or verbal reports implemented.
• Written Sitreps are required to be entered in ICON by a person delegated by the District Manager (DM), for all incidents.
• Written Sitreps for incidents are to be forwarded at least twice each day, unless specified according to Bush Fire Alert Levels.

Special Considerations

• All Sitreps are to be broadcast verbally. Mobile Data Terminals (MDTs) should not be used to transmit Sitreps, except to confirm incident location, incident type and the tactical communications channel.

Related Information

• IMP 6.02.01 Situation Report
• OMP 4.03.01 Notifiable Incidents
• OP 1.1.5 Warnings and Public Information
• RFS OPG - Approach and Size Up
• RFS OPG - Radio Communications - General
• Service Standard 3.1.3 Incident Reporting

Appendices

Appendix One: Alert Levels