Virginia Fire Chiefs Association
….Taking Care of Our Own
Serious Injury/Line of Duty Death & Memorial Service Guidelines
| Benefits Officer | |
| Public Information Officer | |
| Notification Team | Logistics Division |
| Family Liaison Officer | Investigation Division |
| Memorial Services Division |
VIRGINIA FIRE CHIEFS
ASSOCIATION
…Taking Care of Our
Own
Line-of-Duty Death Introduction
A firefighters death, in the line of duty, will be an extraordinarily traumatic event for both the surviving family and to our organization. When this happens, the tragedy will most likely be a sudden event without any warning. The time period from the death to the laying to rest of our comrade will be extremely short and will require that our department move quickly, with great compassion and organization, to provide a fitting memorial for our personnel.
The purpose of this document is to provide a written contingency plan to assist our department with the planning and coordination that will become necessary when this event occurs.
The plan is devised for maximum structural flexibility and not to overburden any one individual.
The plan assigns responsibility to individuals and teams for the:
1. Notifications
2. Planning
3. Execution of Services
4. Death Investigation
5. After Care
Since this catastrophic event could take place at anytime, the Chief and Command Staff Officers (Assistant Chiefs, Battalion Chiefs, and Staff Captains) should carry the plan in their department vehicles. An Assistant Chief may need to initiate the plan if the Chief is unavailable.
As the plan is read, you will see that the organizational system we use is designed along the lines of the Incident Command System (ICS). A Planning Group Manager or Incident Commander administrates the plan, and the workload is divided among specific divisions and groups.
The Chief designates the Officer in Charge;that person shall obtain the Line of Duty Death container. The container houses the following notebooks, which comprise the detailed lists of responsibilities for each ICS position within this structure.
1. Officer in Charge
Immediately, the Planning Group Managers need to appoint divisiond/group leaders for each of the nine positions. A meeting of all division/group leaders then needs to be called without delay. At this initial meeting, the distribution of the assignment notebooks should be made.
The notebooks are meant to be a starting point for each leader. Leaders should keep an open mind since no pre-plan can cover all possibilities.
When a Line Of Duty Death strikes our department, it is imperative that we move quickly and efficiently. It is hoped that this pre-designed structure will be an aid.
All of us desire that this plan will never be implemented, but preplanning for the event is prudent.
Upon the death or significant injury of any YOUR DEPARTMENT NAME HERE Firefighter, the Chief or Acting Chief shall immediately be notified. In the case of a Line of Duty Death, it is imperative that this communication is made without delay.
During notifications, it is imperative that accurate information is passed quickly and discretely. The media and private citizens monitor our radio traffic regularly. Names of the deceased or injured firefighters shall NEVER be given over the radio. All communications of this sensitive nature shall be conducted by telephone.
Upon the receipt of this tragic news, the Chief or Acting Chief (if the Chief is unavailable he/she shall be contacted ASAP to advise of the situation) should coordinate the following:
1. Order FD notifications to: a. Command Staff b. PIO (No information shall be released until after the immediate family has been notified)
2. Contact and advise the County Administrator or City Manager and the Human Resources Manager of all pertinent information and that the department is implementing the "Line Of Duty Death Contingency Plan."
3. Assemble the Notification Team
a. The Chief, if possible, however, if unavailable, the highest-ranking available Officer.
b. Family Liaison Officer (selected by the Chief from a list of qualified individuals).
c. YOUR DEPARTMENT NAME HERE Chaplain.
d. A firefighter friend of the family or close civilian family friend.
4. Make surviving family notification (See "Notification of Next of Kin" information in next section.)
5. Set up a Command Staff Meeting to commence upon the completion of the notification process.
6. Command Staff Meeting a. Appoint the Memorial Service Division Leader to coordinate all ceremonial services and issue the Line of Duty Death container that holds the notebooks comprising the detailed responsibilities of this function. b. Appoint the Investigation Division Leader and issue the notebook comprising the detailed responsibilities of this function. c. Verify that the necessary Critical Incident Stress Management (CISM) is in progress. d. Discuss all pertinent issues.
It is very important to both the immediate family of the deceased, and to your firefighters, that your department provides the best possible tribute to our fallen comrade(s). For this reason, it is extremely important that an effective group of planners is gathered to manage all activities. The organizational structure that will become necessary to control and coordinate this effort is patterned after the ICS structure that is utilized to manage major emergency incidents.
An Assistant Chief will be designated by the Chief, or Acting Chief, and will lead the Planning Group as the Officer in Charge. This manager will be appointed as quickly as possible and have overall responsibility and control of coordinating all activities involving the planning and execution of the plans that provide an appropriate memorial service for our fallen firefighters.
The Officer in Charge will supervise the following eight divisions/groups:
1. Notification Team
2. Family Liaison Officer
3. Memorial Services Division
4. Benefits Officer
5. Public Information Officer
6. Logistics Division
7. Investigation Division
8. Hospital Liaison
When a death occurs or is eminent or a member suffers a significant injury, the Officer in Charge shall assign the division/group Leaders to appropriate individuals and a staff meeting should be convened to distribute work assignment notebooks. It is important that this meeting is called ASAP. The laying to rest of our personnel will take rapid action. There may be religious reasons that dictate this burial or cremation within three days of death.
The structure provided to the Officer in Charge is meant to be a guide. It may be altered as he/she sees fit.
As the overall event manager, the following are considerations that should be followed as planning progresses:
1. The desires of the surviving family are paramount at all times.
2. Planners should be aware that open and frequent communication between and within the Planning Group is key to successfully coordinating this effort.
3. Rehearsals of specific events are advisable, if possible, to reduce confusion.
4. It is advisable for the Planning Group to meet once or twice daily. This allows all division/group leaders to see the overall work in progress.
5. The earlier the team is activated the better. Lost time can never be made up when dealing with this workload in a three to five day window.
6. This is a complex event to manage. Bring the best talent to the Group that is available.
7. Give your division/group leaders authority to select the best people to staff their organizations.
8. Think Big - There is a potential for having thousands of individuals participating in a full fire department funeral.
9. Remember there is planning support available from other agencies.
a. Unions
1) YOUR LOCAL ASSOCIATION HERE
2) Virginia Professional Firefighters
3) International Association of Firefighters
b. YOUR SHERIFF'S OFFICE OR POLICE DEPARTMENT NAME HERE
c. National Fallen Firefighter's Foundation
See the Planning Group Organizational Chart on the next page.
Included in this guide are individual division/group job descriptions.
Also included in the Contingency Plan Crate are the individual division/group notebooks for you to distribute.
The importance of the NEXT OF KIN NOTIFICATION cannot be overemphasized. This process will set the tone for many difficult days, weeks, months, and years for the surviving family. Sensitivity and compassion are imperative.
Family notification should be made as quickly as possible to avoid the family receiving a notification from another outside party. The media will employ many efforts to seek out the name of the fallen firefighters. We must use all necessary measures to protect the next of kin from unwanted media exposure.
For this reason, the Notification Team will need to assemble rapidly. The team shall be no less than three individuals with individual vehicles. The team should be comprised of the following members:
1. The Chief, if possible, however, if unavailable, the highest-ranking available Officer.
2. Family Liaison Officer (selected by the Chief from a list of qualified individuals).
3. YOUR DEPARTMENT NAME HERE Chaplain.
4. A firefighter friend of the family or close civilian family friend.
If the fallen firefighter's family resides far enough out of the area as to make your department's participation in the notification impractical, the local fire agency in the area should be notified to make a timely notification. If unable to make contact with an official from that agency, contact the localities' law enforcement for assistance.
Another distinct possibility is that your department could experience a loss of more than one member. This would require multiple notification teams to be assembled and deployed.
Before you arrive at the residence, verify latest information, and decide who will speak and what that person will say.
A word of warning, the family may strike out and blame our department for their loss. For this reason, the initial notification and how we handle it is extremely important.
Steps to be taken at the residence:
1. An ALS medic unit will be assigned to the notification team while the notification is made. This unit shall stage out of sight of the notification residence.
2. At the door, identify yourself and ask to come in. (Notification should take place in a private setting.)
3. When inside, ensure you are notifying the right person.
4. Get people in a comfortable or relaxed setting: the most important function of the person making the notification is to put all of the known basic facts into one sentence and tell them.
5. Make sure your message is absolutely clear and direct. (Read the Notification Card prior to knocking)
6. Begin with, "I have very bad news" or "I'm very sorry to tell you".
7. Let them know how it happened, "Your (family member) died responding to a fire," or "(family member) was killed in a building collapse."
8. Allow the family to express their emotions. Do not try to talk them out of their grief.
9. This is a very sad time. Do not mask your own grief.
10. Provide only the facts you know, never speculate. If you cannot answer a question, find out the correct answer.
11. Phrases or words to avoid: (See the reverse of the notification card) a. "I know how you feel." b. "It was God's will." c. "Life will go on." d. "He would have wanted to go this way." e. "Be brave." f. "Passed away."
12. Use the victim's first name when referring to our personnel.
13. Ask if the department can assist by notifying immediate family members (parents, brothers, and sisters). 14. With the permission of the next of kin, the department can help setup a support system: a. Clergy b. Relatives c. Friends
15. Never leave immediately after making a notification.
16. Do not leave people without a support system, wait for others to arrive.
17. Do not take the victim's personal items with you.
18. Ask the survivor(s) if they wish to see the deceased firefighter even if the body is badly disfigured. People often have a need to see, touch and hold the deceased; otherwise they may be in denial. This is often very helpful in the family's grief process. It gives a sense of finality.
19. If family members wish to see the firefighter, arrangements need to be made rapidly for the viewing. Sensitivity to the family is very important. Provide the best possible environment and avoid delays that heighten the family's anxiety.
20. Offer to transport the family to the location of the firefighter and help prepare them for what they will see.
21. Do not let them drive.
22. If you transport the family, turn off your radio and/or advise dispatch that you are transporting the relatives and, if possible, switch to an alternate channel, or communicate by cell phone.
23. If the departments Family Liaison Officer is not present at the notification, the family should be given the name prior to the team departing. Write down his or her telephone and pager numbers. If possible, the family should already know this person.
24. Have the Family Liaison Officer stay with the family, unless the family declines.
25. If the family declines, advise the family that the Family Liaison Officer will contact them to assist with the necessary arrangements. (Leave the family with all of the pertinent numbers to contact the Family Liaison Officer.
26. Ask if the department can pick up any children who may be away at this time.
27. Advise the family of possible media calls. Unwanted media exposure will only add to the difficulty of this tragedy. Suggest that a friend of the family or the Family Liaison Officer screen their incoming calls.
28. Assure the family that their wishes are the departments number one concern.
29. Advise the family that law requires an autopsy.
30. Ensure that the family understands that they do not have to make any immediate decisions regarding services, mortuary, wills, etc.
31. Before leaving the residence, try to set a time for a Family Planning Meeting. There are decisions that will need to be made by the family that will shape the planning process. This meeting should take place within the first 24 hours.
The Family Liaison Officer is a critical position in your Line of Duty Death organization.
The Chief or Acting Chief will designate this officer immediately after the death.
The Family Liaison Officer (FLO) shall:
1. Accompany the Chief or designee during the initial family notification.
2. Conduct the Family Planning Meeting within 24 hours.
3. Act as department's single point of contact to the family.
4. Manage the After Care Program.
This individual should be drawn from a list of qualified personnel and shall preferably be a NREMT-P. The list of specially trained personnel shall be provided to the Emergency Communications Center. Designated individuals should be available by pager at all times.
Once assigned, the FLO will be available 24 hours a day until after the burial. The Family Liaison should be assigned a FD vehicle. He/she should also be issued communication equipment, cell phone, portable radio, and pager for the entire funeral process.
The FLO should also designate an assistant to help with this very important function.
In the event of a multiple death, it will be necessary to have one liaison for each victim.
Initial Notification - It is critical that the FLO is designated as quickly as possible after the death. If possible, this person should attend the initial notification of death visit, which will allow the FLO to start building a relationship with the family. If this is not possible, the name, telephone (cell), and pager numbers should be given to the family prior to leaving the initial notification visit.
Family Planning Meeting -As soon as it is practical after the notifications (12 to 24 hours), it is important that the FLO schedule a Family Planning Meeting. The decisions made at this meeting will provide important information to the planning and logistics effort as we prepare for an honorable service(s) for our fallen comrade(s).
The meeting will be difficult for both the family and the FD team, but it will be an important step in the eventual recovery of the family.
For this meeting, your department should be represented by the following:
1. Family Liaison Officer
2. Assistant Family Liaison Officer (friend of the family)
3. The family's religious representative, or our FD Chaplain
4. Memorial Service Officer
At this meeting, the family should decide how many people will represent them. A word of caution, this will most likely be an emotional meeting, the fewer members present the more constructive the meeting. A large group could make the painful process more difficult to manage.
Always keep in mind that we are there to facilitate the wishes of the family.
It is important that we first explain all options to the family regarding service types and FD involvement before any decisions are made. The FLO must be prepared to discuss all aspects of the funeral process and counsel the family in its decisions.
One of the most important decisions that will need to be reached is the sight of the memorial/funeral service. Explain to the family that a traditional fire department service could bring 1,500 to 2,000 mourners, thus requiring a large venue.
Explain that our department is ready to organize such a large service. Let the family know that if a decision is made to proceed with a traditional line of duty service that the family will be consulted on every detail, if desired.
The FLO should explain what a traditional Fire Department funeral includes:
1. Flag draped casket
2. Casket carried on FD apparatus
3. FD - pallbearers (8) and Color guard
4. Apparatus procession (YOUR DEPARTMENT NAME HERE and outside agencies)
5. Honor Guard
6. Bagpipers
7. Motorcycle escort
8. Last alarm ceremony
9. Ladder arch
10. Bugler playing taps
11. Eulogy and speeches by Chief, Union, Government Officials
SPECIAL NOTE - If a large turnout is expected consider the use of a local high school auditorium or the closest high school to the service.
It is hoped that the family will allow the service to be conducted in YOUR JURISDICTION NAME HERE, but with our personnel living in various other localities, the family may want to have it at a different area.
Be prepared for the potential of being blamed for the loss of the loved one. It is very natural for people to find scapegoats in a time of extreme grief. There is always a possibility that the family will refuse all FD assistance. If this happens calmly state, "we respect your wish." Also advise them that it is our department's intent is to memorialize our lost comrade with a service that will be held in YOUR JURISDICTION NAME HERE and that they are welcome to attend. Explain that this service is not meant to bypass the family's wishes, but that it is extremely important to our grieving personnel and the fire service to properly pay tribute to one of our own.
Remember, some religions require that the deceased is buried or cremated within a three-day period of time. If these restraints are present, it becomes even more important that the process moves rapidly. (See the Chaplains Guide Appendix)
It is important to advise the family that thousands of firefighters will come to pay their respects.
The following pages will give you a work sheet to follow as you proceed though this process.
1. Mortuary to be used after coroner's autopsy: (Have suggestions if no preference)
Name
Address
Telephone
2. Would the family like a formal FD service? Explain what all this would entail.
Yes No
3. Is there a preference? Burial Cremation Other
4. Has a cemetery plot been already purchased? Yes No Location If no, preferred location
5. Will there be a Vigil/Viewing (usually one to two days prior to Memorial Service)
Location
Date
Time
6. Nature of Memorial Service
a. Religious preference, if any
b. Open or closed to public.
Open Closed
c. Location (large area if open service, Church, Synagogue, Arena, Terrace, Theatre, outside.)
1) Name
2) Location
3) Date
4) Time
d. Open or closed casket? Open Closed
7. Is there a religious requirement for burial time frame?
Yes No
If yes, when will burial or cremation have to be completed by? __________________________
8. Burial (graveside) service?
Yes No
a. FD involved? Yes -No
b. Location
9. Ask if the FD can assist with out-of-town family arrangements.
a. Transportation
b. Lodging
10. Ask if there are preferred pallbearers, and that eight will be needed in total. If no preference is made, assure the family that the Honor Guard will handle this detail.
Preferred Names Honorary Pallbearers
11. FD needs family contact numbers. Name Relationship Telephone
12. Are there preferred scriptures?
13. Is there preferred music?
14. Are there preferred speakers?
15. Obtain all articles of clothing that the deceased will wear and deliver them to the funeral director.
16. Obtain recent photographs of the deceased for the Memorial Officer and PIO. Family After Care
It is the responsibility of the YOUR DEPARTMENT NAME HERE to assist the surviving family(s) during their recovery from the devastating event of a line of duty death. There will be many details, paper work, and steps that our organization can assist the family with. This assistance may extend over a length of time.
The Family Liaison Officer is charged with providing the necessary assistance. This officer may need to select individuals with special expertise to assist in this function.
After care may require a generous time commitment, but as details are handled, the workload will diminish.
The surviving family should always be considered one of our own. This is what we would like the Department to do for our families if we were the fallen firefighters.
After care responsibilities include, but are not limited to:
1. Assisting the family(s) with the completion of all forms for benefits: a. Fire Department b. State c. Federal d. Insurance e. Deferred Compensation f. Assisting with taxes
2. Review of all bills before payment by survivors for legality, honesty, and accuracy. This should include last illness, previous debts, and funeral expenses. Some bills may be covered by insurance, or otherwise not legally due.
3. Change of titles and bank accounts
4. Grief counseling
5. Employee Assistance Program
6. Referral to the Fallen Firefighters Foundation: a. Support groups b. National Fallen Firefighters Memorial Service - Maryland c. Virginia Fallen Fighters Memorial Service - Richmond
7. Invitations to YOUR DEPARTMENT NAME HERE and YOUR JURISDICTION NAME HERE Government functions: These are important, The family should never feel that they are not still included in our Fire Service family.
8. At some point the deceased's locker will need to be cleaned out and the contents returned to the family. It is the FLO's responsibility to do this. It is advisable that the contents are screened for inappropriate material prior to sending to the family.
9. If criminal violations surround the death, the family will be informed of all new developments prior to any press release.
10. If there will not be any court proceedings surrounding the circumstances of the officer's death, at the earliest opportunity, the department will relay all details of the incident to the family.
11. If any court proceedings are heard regarding the death or the incident that lead to death, the FLO will accompany any and all family members that are attending. (The Chief and other high-ranking officials should be highly visible on these days.)
12. The YOUR DEPARTMENT NAME HERE will provide a department escort(s) to all Memorial Services attended by the deceased members family. This escort shall consist of the Fire Chief when possible or his/her designee, The YOUR DEPARTMENT NAME HERE Chaplain, and the Honor Guard Team Leader when appropriate. The YOUR DEPARTMENT NAME HERE Honor Guard shall be present at all Memorial Services honoring the deceased member when appropriate.
13. Any other needs the family may have or want addressed.
After Care And Ongoing Family Support A Line-of-Duty death or injury becomes a part of the department history and tradition, and an even more important part of the personal history of each coworker close to the incident or the colleague lost. The department MUST remain sensitive to the importance of honoring the memory of those lost at appropriate moments in the department future. Keeping the memory alive is important not just to the immediate survivors, but to all those who will carry on their traditions in the years to come- families as well as employees.
1. Plaques / Memorabilia given to the spouse will also be given to the parents and/or adult child(ren).
2. Members of the department must remain sensitive to the needs of the survivors long after the firefighter's death. The grief process has no timetable and survivors may develop a complicated grief process. More than half of the surviving spouses can be expected to develop a post-traumatic stress reaction to the tragedy.
3. Survivors should continue to be, and feel a part of the "fire service family." They should be invited and encouraged to attend the Departments activities to ensure continued contact.
4. Members of the Department are encouraged to keep in touch with the family. Close friends, co-workers and officials should arrange with the family to visit the home from time to time so long as the family expresses a desire to have these contacts continue. (Don't be afraid to mention the dead firefighter's name in visits).
5. The Chief of Department should observe the firefighter's death date with a short note to the family and/or flowers on the grave. ( 1 year Anniversary, Etc.) The first year following the firefighter's death will be filled with significant dates and points of reference graduation from the academy, the couple's wedding anniversary, the firefighter's birthday and other dates. Each and every time the death anniversary occurs, the family's sense of loss surfaces. The point is that grief lasts for a lifetime. When you see the family, mention their loss and inquire as to how they are coping. The only thing worse than speaking ill of the dead is NOT speaking of the dead at all.
6. Holidays may be especially difficult for the family, particularly if small children are involved. Increased contact with the survivors and additional support is important at these times.
7. The FLO acts as a long-term liaison with the surviving family and ensures that close contact is maintained between the department and the survivors and that their needs are met for as long as they feel the need for support. Follow-up phone calls the first few weeks and then again in a couple months.
8. Although condolence calls are a dreaded duty for many, they are made out of love and concern, even the most awkward expressions of sympathy can be accepted with that in mind.
9. Remembering the children and the parents on birthdays, mother's and father's day, being on hand at a school graduation for the firefighter's children and other thoughtful gestures are extremely important and greatly appreciated.
10. The department may want to compile a scrapbook about the firefighter that include pictures taken on the job, humorous or other stories about the firefighter submitted by his colleagues, testimonial statements, news clippings, letters of commendation and related items.
11. Consideration shall be given to name a County/City building after the deceased member in remembrance.
12. YOUR DEPARTMENT NAME HERE and YOUR JURISDICTION NAME HERE Video Services Division (or local Television Station) can produce a memorial video tape and present it to the family and with the family's permission make it available to other department members.
Memorial Service Division is responsible for planning and coordinating any and all arrangements for a Line of Duty Death.
Ceremonial Coordinator
The Ceremonial Coordinator is responsible for planning the Viewing/Vigil and Internment Service. This person will work closely with the FLO and the Chaplain. All Arrangements made will be based on the family's wishes.
Ceremonial Coordinator
The Ceremonial Coordinator shall be the Coordinator of the Ceremonial Unit, or his/her designee. The Ceremonial Coordinator shall be in complete charge of all ceremonial arrangements where official departmental participation has been requested and authorized by the Fire Chief.
The duties and responsibilities of this officer are:
Liaison with mortuary/Liaison with Clergy/Coordinate with the service facility/Coordinate the service content and order See that the proper ceremonial detail is selected. Arrange for sufficient personnel for traffic control. Arrange for necessary escorts. Arrange for the necessary Teletype messages. Confer and coordinate with the Official in Charge of the Honor Guard. Design seating plan Family Area VIP's Board of Supervisor's or City Council County Administrator or City Manager Government Officials (National and State) Union (Local, State, National) YOUR DEPARTMENT NAME HERE Chief Officers (Uniformed Active and Retired) YOUR DEPARTMENT NAME HERE Officers (Uniformed Active and Retired) YOUR DEPARTMENT NAME HERE Personnel (Uniformed Active and Retired) Local Law Enforcement Personnel (Uniformed) Civilian Friends and non-uniformed personnel Visiting Departments (Uniformed Personnel) Recruit Academies
Memorial Service Presentations
The member's working badge to the spouse or the immediate next of kin (will be buried in a replacement badge of the same rank).
The member's working collar brass and nametags to the spouse or the immediate next of kin (will be buried in replacement collar brass of the same rank).
The above items will be presented in a shadow box with a Brass Plague on the front that reads " In Memory of Rank and Name YOUR DEPARTMENT NAME HERE 19-- to 20-".
Presentation badges of the member's rank to each child of the member.
The members working fire helmet will be presented to the spouse or the immediate next of kin.
The Fire Chief shall present the spouse or the immediate next of kin with the US Flag that is draping the casket.
YOUR JURISDICTION NAME HERE shall present the spouse or the immediate next of kin with a YOUR JURISDICTION NAME HERE flag.
Possible Order of Interment Service
1. Invocation
2. Prayer
3. Opening remarks/greetings
4. Special music
5. Scripture reading/minister's remarks
6. Speakers a. Chairperson of the Board of Supervisors or City Mayor b. BOS Member who's district the accident occurred or Council Memeber c. Any State or Federal Government Officials d. Family representative(s) e. Union representative f. Fire department representative's friend(s)
7. Eulogy - Fire Chief
8. Special music
9. Presentations
10. Closing remarks/prayer
11. Dispatched to Final Alarm
12. Dismissal instructions
In the event of a Line-of-Duty death, the following protocols will be observed:
(a) An official period of mourning of thirty (30) days will be declared. All departmental flags will fly at half -staff and all members will wear a black mourning band on their badges.
(b) The station sign of deceased member(s) will be draped with black bunting.
(c) On the day of the funeral, the member's unit will be draped in black bunting.
(d) Motorcycle escorts for the family will be provided to and from funeral home, the church and the burial site. (Contact Local Law Enforcement Agency or State Police for Coordination).
(e) The member's funeral will be with full departmental honors, to include:
1. Flag draped casket 2. Casket carried on FD apparatus 3. FD - pallbearers (8) and Color guard 4. Apparatus procession (YOUR DEPARTMENT NAME HERE and outside agencies) 5. Honor Guard 6. Bagpipers 7. Motorcycle escort 8. Last alarm ceremony 9. Ladder arch 10. Bugler playing taps 11. Eulogy and speeches by Chief, Union, and Government Officials
Graveside Service
1. Assembly
2. Officers attention, salute (command given, ready two, when casket is removed from the apparatus)
3. Opening prayer
4. Scripture reading
5. Words to the family
6. Last Alarm Ceremony
7. Taps
8. Flag folding
9. Flag presentations (US Flag by the Chief, YOUR JURISDICTION NAME HERE Flag by the County Administrator/City Manager of Chairman of the BOS/Mayor)
10. Presentations from the Department
12. Bagpiper
13. Fly-by (Air Ambulance)
14. Benediction
15. Attention (Family is Escorted to Family Car Before Dismissal)
16. Dismissal
If the FLO is not ALS Certified then the department shall assign a Paramedic to the family during all memorial services. In addition to the Family Paramedic, an ALS Medic Unit will be out of site but within close proximity to any and all memorial services. This unit shall serve as a go team.
Responsibilities of the Family Paramedic
Obtain a briefing on arrangements from the Ceremonial Coordinator.
Acquire a portable radio from the Officer In Charge.
At the church and graveside services, stay in close proximity to the family and monitor (from a distance) their physical/mental condition.
Be prepared to assist if a family member "goes down" and notify the "go team" via the portable radio.
Be discreet in staying close to the family. The Family Paramedic will not respond to commands from the Officer in Charge unless part of the funeral detail.
Responsibilities of the Go Team
Be prepared to provide immediate ALS treatment and Transport if required by a family member or other member of the Memorial Service Congregation.
Respond when activated by the FLO or Family Paramedic. This response shall be discrete but timely. DO NOT RESPOND INTO THE MEMORIAL SITE WITH LIGHTS AND SIREN.
The Reception Group shall be a part of the Memorial Service Division and shall report to the Memorial Service Division Leader.
The Reception Group shall be responsible for coordinating with the Logistics Division and the FLO for a reception following the memorial services.
The reception shall take place at a sight away from the burial location.
It is the responsibility of the Reception Division to organize the reception.
It shall be the Reception Division responsibility to coordinate a sight large enough to hold the expected attendees, provide for adequate parking, and coordinate food and refreshments.
It shall be the responsibility of the Reception Division to plan the following:
Number of anticipated attendees
Anticipated start time
Anticipated closing time
Menu and refreshments
Will the reception be catered?
It shall be the responsibility of the Logistics Division to provide the following:
Maps with the reception location and directions from the memorial service
Relocation of Flowers (arrangements requested by the family)
Public Address System and a Stage (if required)
If Outside Tents Restroom Facilities Tables and Chairs
All of the plans for the reception shall be in accordance to the family's wishes. The FLO shall be consulted with details and coordinate with the family if they choose to determine the reception details.
The Benefits Officer will assist the family in obtaining all of the available benefits. He/she shall assist the family to fill out the proper forms and requesting the needed information.
A. Autopsy report, birth certificates, marriage certificates, death certificates (workers compensation), VA or military records.
B. Consult an attorney for or with the family to review all matters.
C. VRS retirement benefits due to surviving beneficiaries.
D. VA widow and children's benefits and burial benefits.
E. Social Security survivor benefits.
F. Public Safety Officer Benefits (federal and state).
G. Life insurance plans (personal and city).
H. Final paycheck, including sick leave, vacation payoff, and W-2 forms.
I. Deferred compensation account.
J. Income tax report.
K. Loans outstanding that may be insured, including credit union loans.
L. Transfer of ownership of property and vehicles to survivors.
M. Review of all bills before payment by survivors for legality, honesty, and accuracy. This should include last illness, previous debts, and funeral expenses. Some bills may be covered by insurance or otherwise not be legally due.
N. Change title of all bank accounts.
O. Advise survivors not to loan money to any person, especially friends and relatives. advise them to put any available funds in the bank. There will be ample time to invest wisely after a greater degree of stability returns to their life.
P. Investigate the possibility of scholarships available for college for surviving dependents.
Q. Check on mortgage insurance.
R. Check on possible workers compensation claims with an attorney.
S. Check on any possible third party lawsuits with an attorney. For example, the surviving family of a firefighter at a fire that is hit by a vehicle may be able to sue the operator of the vehicle.
T. Insure that accrued sick leave is compensated up to the maximum amount.
U. Request that accrued vacation leave be compensated up to the maximum amount.
YOUR DEPARTMENT NAME HERE
Financial Benefits Contact Checklist
|
Source of Benefit |
Contacted
|
||||
|
|
Yes
|
No
|
|
Contact
|
|
|
Federal |
|||||
|
Public
Safety Officers' Benefits Program |
|
|
|
Bureau
of Justice Assistance U.S.
Department of Justice |
|
|
Scholarships
for surviving children/spouse |
|
|
|
National
Fallen Firefighters Foundation, IAFF, Local Union |
|
|
Social
Security Death or Disability |
|
|
|
Human
Resource Manager |
|
|
Victims
Assistance Program |
|
|
|
National
Fallen Firefighters Foundation |
|
|
Veterans'
Benefits |
|
|
|
Human
Resource Manager |
|
|
State |
|||||
|
Funeral
Benefit |
|
|
|
VA.
Workers’ Compensation Commission |
|
|
One
Time Death Benefit |
|
|
|
Department
of Fire Programs |
|
|
Education
Benefits for Children |
|
|
|
State
Council of Higher Education for VA. |
|
|
Education
Benefits for Spouses |
|
|
|
State
Council of Higher Education for VA. |
|
|
Workers'
Compensation Plan |
|
|
|
Human
Resource Manager |
|
|
VRS
Retirement Benefits |
|
|
|
Human
Resource Manager |
|
|
VRS Optional Life Insurance |
|
|
|
Human
Resource Manager |
|
|
Local |
|||||
|
Employee
Assistance Program |
|
|
|
Human
Resource Manager |
|
|
457
or 401K Pension Plan |
|
|
|
YC
Human Resource Manager |
|
|
Final
Paycheck |
|
|
|
YC
Human Resource Manager |
|
|
IAFF |
|||||
|
IAFF
Life Insurance |
|
|
|
President
of Local |
|
|
Local
union Life Insurance |
|
|
|
President
of Local |
|
The Benefits Officer will utilize the above checklist and the Benefits Officer's Handbook to initiate all benefits claims on behalf of the family. The Benefits Officer will work closely with the FLO. Checks will be made every six months to make sure the family is receiving/has received every possible payment.
If there are surviving children from a former marriage, the guardian of those children should also receive a printout of what benefits the child(ren) will be receiving.
The Public Information Officer is established primarily to coordinate and disseminate all information regarding a Line of Duty Death.
The PIO will report directly the Officer in Charge during the service preparation phase.
RULE NUMBER ONE - WE RELEASE NO NAMES OF INJURED OR DECEASED FIREFIGHTERS PRIOR TO THE NOTIFICATION OF NEXT OF KIN.
Think of how tragic it would be if the media informed the family of the loss. The PIO shall immediately release a directive to all personnel not involved in the LODD Contingency Plan with the following information: No personnel whether on or off duty shall report to the hospital where the member has been transported, nor shall they contact said facility for any patient information. Personnel shall not contact the family until such time as the family is prepared to accept visitors and friends. No personnel shall release any information to any person or agency regarding the incident, and or personnel working at the incident. All inquiries shall be referred to the Emergency Communications Center for proper routing. The responsibilities of the PIO include: Immediate Notification of the CISD Team for Family, and department members both on and off scene.
1. The coordination and/or presentation concerning all media contacts a. Interviews b. News conferences c. Written news releases
2. Notification of the death and pertinent information to:
a. YOUR DEPARTMENT NAME HERE Safety Officer - who will contact OSHA
b. YOUR DEPARTMENT NAME HERE personnel via E-mail
c. State Fire Chiefs Association of Virginia
d. All Commonwealth of Virginia Fire Departments
e. YOUR DEPARTMENT NAME HERE Firefighters Organization or Union
f. IAFF
g. IAFC
h. National Fallen Firefighters Foundation Telephone (301) 447-1365, FAX (301) 447-1645
i. Public Safety Officers Benefit Program Telephone (888) 744-6513, FAX (202) 307-3373
j. Office of the President of the United States
k. Office of the Governor of the Commonwealth of Virginia
1. Senators - State and Federal
m. Representatives - State and Federal
n. Virginia Department of Fire Programs
o. OSHA
p. Federal Emergency Management Association (FEMA)
q. U.S. Fire Administration
r. NIOSH
s. State Fire Marshal
3. Rapid notification to important State and Federal politicians is very important if you desire their participation. They need as much lead-time as possible to adjust their schedules.
4. Establish information telephone numbers for a. Recorded information b. Live contact person
5. Develop a complete biography of the individual(s) and recent pictures to be used: a. For the press b. Ceremonies (collogue, portraits)
6. Preparation of a press kit that will include: a. Individual(s) Biography(s) b. Pictures c. Service information d. Maps (Facilities being utilized and procession route)
7. Organization of all media coverage at any/all service(s) a. Consider the use of pool coverage 1) Notify the Radio Television and News Association (1-818-986-8168) 2) Notification needs to be done ASAP b. Manage media viewing area at service and burial. They should not be in a position that would detract from any service in any way. c. Work with the media, not against them. Good coverage will help in the tribute to our fallen comrade.
8. Preparation of printed service programs for:
a. Viewing
b. Memorial
9. Coordinate with YOUR JURISDICTION NAME HERE video services or local media for taping of events.
10. Manage VIP arrangements:
a. Airport pickup
b. Transport
c. Lodging
11. Coordinate with Family Liaison if the family would like any of the following:
a. Set up trust fund(s)
b. Memorial Bank Accounts
Arrange for the casket bearing pumper or medic unit to be prepared, cleaned and draped for the procession.
Arrange for emergency units to be parked at key locations along the procession route and give direction as to time, location, lights and procedure.
Arrange police escort and the blocking of intersections along the procession route. Work with local law enforcement to coordinate all law enforcement agencies involved.
Provide additional manpower for tasks as they arise.
Arrange control of parking at church and cemetery sites.
Assign a Communications Coordinator to:
1. Establish Comm. channels.
2. Arrange for PA systems if needed.
Determine and assign division units to participate in processional.
Make arrangements for black bunting at the affected station and give direction per the Honor Guard Manual.
Arrange for overtime coverage of personnel who are relieved of duty due to the impact of the tragedy.
Arrange for other departments to cover YOUR DEPARTMENT NAME HERE for all personnel to attend all services.
Arrange for outdoor shelter in bad weather (if there is overflow at services)
Assign a staging officer for incoming apparatus and vehicle that are part of the funeral procession.
Arrange a staging area large enough to accommodate vehicles.
Arrange transportation and lodging for out of town family members. (Coordinate with the FLO)
Arrange with funeral home and clergy for funeral programs and remembrance cards.
Have detailed maps prepared for out of town family that show the following:
(YOUR JURISDICTION NAME HERE GIS Division)
Location of fire stations
Location of funeral home(s)
Location of church(s)
Location of hotels
Location of cemetery
Location Of grave site
Location of food service providers
Have detailed maps prepared for Memorial Service Staff that show the following:
(YOUR JURISDICTION NAME HERE GIS Division)
Location of family(s) (Address)
Location(s) of hotels where family are staying
Location of Chief Officer(s) and visiting dignitaries
Location of fire stations
Location of funeral home(s)
Location of church(s)
Location of auxiliary parking at church
Location of cemetery
Location Of grave site
Location of auxiliary parking at cemetery
Route of funeral procession
Obtain and distribute black mourning bands.
Arrange necessary escort vehicles i.e., Police motorcycles and Sheriffs Office personnel.
Arrange drivers for Chief Officer vehicles.
Obtain presentation badges for family
Obtain YOUR JURISDICTION NAME HERE Flag for Presentation
Obtain members working badge, collar brass and name tag for placement in a shadow box
Obtain shadow box
Obtain member's working helmet for presentation
Obtain turn out gear for pumper or medic unit if member's has become evidence
Department Presentations
Incident Investigation Division
In the event of a line of duty death or serious injury to one or our firefighters, your department must take immediate steps to ensure that the incident is accurately documented and investigated. This action is conducted to protect the interests of the deceased, the surviving family, and your department. It is also a mandate of State and Federal law.
The initial collection of facts, preservation of evidence, and the appropriate agency notifications shall be the responsibility of the Incident Commander until the time the team can take over.
The Virginia Significant Injury and Line of Duty Death Investigation Manual, and the current edition 921 shall be utilized as a reference and a guide when conducting investigations.
Incident Investigation Team
A. The investigation team, under the direction of the Fire Marshal or Chief, shall be responsible for all activities regarding the investigation of the line-of-duty injury/death. His/her final report shall be submitted promptly to the Fire Chief.
B. The investigation division leader shall employ all resources necessary to conduct his/her investigation. These resources are but are not limited to; YOUR DEPARTMENT NAME HERE Fire Investigators, YOUR JURISDICTION NAME HERE Police or Sheriff's Office, State Police, State Fire Marshal's Office, Tidewater Regional Arson Panel, ATF, FBI, US Navy EOD, and the Virginia LODD Task Force.
C. This team will gather all evidence which relates directly to the line-of-duty injury/death, review all safety and operational procedures in place at the time of the incident and prepare recommendations on future actions/activities to avoid a recurrence.
D. The Investigation Division shall be responsible for:
1. Arranging for complete photo-documentation of the entire scene. This should occur during the incident, immediately after termination of the incident and the next day. Access to the scene will be restricted pending the completion of the investigation (unless the roadway is the scene of the incident).
2. Recording or transcribing interviews with non-departmental witnesses who were on the scene.
3. Obtaining the Emergency Communications Center audiotapes of the incident.
4. Requesting that the Emergency Communications Manager provide a written transcript with times and all radio transmissions.
5. Impounding all written forms used in the incident:
1) Incident Work Sheets
2) Personnel Accountability Forms
6. Obtaining written statements from all directly involved individuals. It is preferred that these statements be completed prior to the release of members at the end of the shift. If this is impractical, the statements should be provided within twenty-four hours. These statements are confidential and are not to be reviewed by any individual, including supervisors. These documents are to be sealed and turned over to the Incident Investigation Team.
7. Reviewing all chronological reports.
8. Reviewing all written statements.
9. Setting up interview teams for all companies on the scene.
10. Interviewing all individuals on scene (tape record).
11. Reconstructing the scene from statements.
12. Having diagrams and designs of fire scene for interviews.
13. Preparing an exact layout of the incident scene.
Included in the layout should be:
a. The exact location of the incident including where the victim is found.
b. Note exact distances from walls, comers, and/or landmarks.
c. Location of driveways, roads, buildings, etc.
d. Position of apparatus.
e. Position of hose lines, hydrants, etc.
f. Position of personnel and equipment.
g. If death is because of a motor vehicle accident, complete a layout of the road and document what the road conditions were at the time of the accident. (Obtain copy of State Police report(s) with diagram of scene.)
14. All sketches shall list:
a. Drawn by: (Name) Time: Date:
b. Measurements by: (Name) Time: Date:
c. Approximate North. (orientation)
d. Specify: "Not to Scale" (unless scale drawing is done)
15. If the deceased handled any hose lines, record the size of any lines and document what actions were taken by the deceased member including what distance any lines were dragged; note which fire apparatus the line(s) were taken from; note if lines were connected to a hydrant or an engine; and note whether the lines were charged.
16. Fire Investigators shall impound all equipment collected or tagged by the Incident Commander that has been involved in the incident and place it into evidence if not already done. (Begin or continue to document the chain of evidence). This includes turnout gear, breathing apparatus, and any tools which may have contributed to the death.
17. All impounded equipment, turnout gear, and clothing shall be weighed and recorded.
18. Write the final report.
A. Copy of Fire Department Fire Incident Report (NFIRS)
B. Copy of Fire Department EMS Incident Report (PEMS)
C. Copy of Fire Department Fire Casualty Report (NFIRS)
D. Copy of Fire Department Fire Line-of-Duty Injury/Death Worksheet
E. Copy of Fire Department Fire Investigation Report
F. Copy of Incident Data from Central Dispatch records
G. Copy of any recording made on scene (cassette/video).
H. All photos taken during and after the incident.
I. Copies of all Police Reports, if death due to motor vehicle accident.
J. Copy of National Weather Service local weather conditions at the time of injury/death. (Obtain within 24 hours)
If an employee is killed as a result of a fire/explosion, two groups shall be formed under the Incident Investigation Division. The two groups shall be designated the Fire Investigation Group and the Injury/Death Investigation Group. The origin and cause determination shall rest with the Fire Investigation Group and they shall request any additional investigation resources that may be required, such as the ATF, FBI, or Sheriff's Department. Once this investigation is complete, the scene will then be turned over to the Injury/Death Investigation Group.
The Fire Investigation Group shall not interfere with the Injury Death Investigation group.
The Incident Investigation Division Leader may find that operating simultaneously or assigning personnel to both groups may benefit both investigations.
The Hospital Liaison will assure the following:
A. Continue to impound clothing and equipment as it is removed. All items will be secured for the investigation team.
B. The attending physician for the injured member MUST ORDER the following tests, which provide specific percentage results.
1. Full Toxicology Screen for Blood Alcohol/Drug levels
2. Carbon Monoxide Level
C. Establish a quiet, secluded, secure area where only family members can be located while at the hospital.
D. Establish a secluded, secure area where only fire department officials and personnel can be located while at the hospital.
E. Should death occur at the hospital, preliminary arrangements for an autopsy (that meets all of the PSOB requirements) shall be initiated. (Based on consultation with the medical examiner and notification of the family.)
F. The H.L. will insure that pertinent information on the officer's condition is relayed on a timely basis. They shall also make the family and fellow police officers aware of hospital policy about visitation with the injured officer and/or visitation with the body following the demise, and explain why an autopsy is needed.
G. If it is possible for the family to visit their officer prior to death, they most certainly should be afforded that opportunity. IT IS THE FAMILY'S RIGHT to visit their loved one. The H.L. should "prepare" the family for what they might see in the emergency room and accompany the family into the room for the visit if the family requests it. DO NOT BE OVERLY PROTECTIVE OF THE FAMILY. "There is a definite need to touch and hold the body while there is still life, and being present when death occurs can be comforting to the family."
H. The H.L. will see that the family is updated on the incident as soon as the family arrives at the hospital.
I. A survivor should not be sedated unless the survivor requests the medication.
J. Idle promises should not be made to the family at this time. (i.e. "We'll promote him/her posthumously." "We'll retire his/her badge.")