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Chapter 1: SPILL NOTIFICATIONS AND EMERGENCY PROCEDURES

1.1 Introduction

This Chapter consists of three sections: Section 1.2 provides Emergency Response Action Checklists for COMXXXX, the NOSC Command Staff, and the Operations, Planning, Logistics and Finance Section Heads. Section 1.3 identifies the minimal emergency notifications that COMXXXX must make, or verify were made, following notification of a spill event in the Area of Responsibility (AOR). Section 1.4 provides the actual spill notification forms for ready reference.

As soon as COMXXXX is contacted of a spill event within the AOR, turn to Section 1.2, and begin completing the actions on the NOSC emergency action checklists. In completing the appropriate checklist, refer to Section 1.3 for specific guidance on notifying the chain of command and the federal and state authorities of the spill event.

When activated, NOSC spill management team personnel shall immediately begin completing their respective checklists located in Section 1.2.

The emergency notification and response action checklists are intended to provide "stand alone" guidance for responding to the initial, or emergency phase of spills. In general, these checklists are most useful in the first 12 to 24 hours of a spill event, or up until the issuance of the first Incident Action Plan which establishes strategic goals and objectives for the next operational period of the response.

Chapters 2 through 9 and Appendices A through P provide additional guidance for managing spill events beyond the initial emergency phase of the response.

1.2 Emergency Response Action Checklists [top]

The following checklists provide initial emergency response guidance for managing oil discharges and hazardous substance releases.

NOSC Emergency Action Checklist Navy On-Scene Coordinator (NOSC)
Check (X) appropriate actions when completed
Initial Assessment	Gather basic spill information to determine appropriate level of response.
	Can area be safely approached?
	Is evacuation appropriate?
	Is the source of the spill controlled?
	Has the Immediate Response Team been activated?
	Are additional Spill Management Team personnel required?
Notifications	Verify that notifications have been made (see Section 1.3).
Additional Resources	Assess potential need for additional response resources.
	Has funding authority been established?
	Determine staging area.
	Establish forward command post, if appropriate.
Command Center	Activate Emergency Operations Center.
	Determine security requirements.
	Establish check-in procedures.
Integration	Reassess spill, and integrate response organizations/staff.
Priorities	Establish priorities, and disseminate to staff.

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NOSC Emergency Action Checklist Deputy NOSC (also called Deputy Incident Commander)
Notifications	Make initial contact with the NOSC to determine initial actions (i.e., convene to go on site, etc.)
Assist NOSC	Assist NOSC in the following, as required:
	Initial site assessment
	Activation of EOC
	Establishment of forward Command Post
	Initial briefing of Command Staff
	Identification of Navy ICS Section Chiefs
	Mobilization of response resources
Determine Priorities	Coordinate response priorities with NOSC, FOSC, and State OSC and ICS Section Chiefs
Schedule Unified Command meeting	Identify time and place for first Unified Command meeting
Review Site Safety	Review Site Safety Plan

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NOSC Emergency Action Checklist Public Affairs Officer (PAO)
Initial Assessment	Gather initial spill information useful for an initial press release.
	Obtain briefing from NOSC or Deputy NOSC.
	Obtain briefings from Legal, Safety, and Government Liaison.
	Obtain briefings from Operations and Planning Section Chiefs.
Notifications	Notify following, as appropriate.
	Activity PAO.
	Federal and State OSCs PAOs.
	Command PAO Staff.
	Applicable NAVINFO Office.
	Press officials, as appropriate.
PAO Command Center	Activate/mobilize PAO staff. Select location and establish JIB/JIC.
Press/Media Location	Establish pressroom.
News Releases	Issue initial press release as quickly as possible. Issue "Good News" package on Navy prevention/response program.

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NOSC Emergency Action Checklist Safety Officer
Initial Assessment	Gather basic spill information to determine immediate health and safety hazards to responders and public.
	Rescue/medical treatment required for any personnel in or around incident?
	Can responders safely go in?
	Can hazard source be abated?
Evacuation	Coordinate evacuation with Disaster Ops Officer, if required.
Notifications	Notify/Contact activity site safety manager, initial responders (IRT or Fire Dept.), local health officials, Medical Unit Leader.
Additional Resources	Assess need for the mobilization of additional health and safety personnel.
Safety Zones	In coordination with Site Security, establish safety zones.
Site Safety	Conduct site safety briefings for all response personnel. Determine need and level of personnel protection. Issue initial site safety plan. Verify HAZWOPER training.

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NOSC Emergency Action Checklist Government Liaison Officer
Check (X) appropriate actions when completed
Initial Assessment	Gather basic spill information to be able to brief impacted/interested state and local organizations.
	Can the area be safely approached?
	What are the health concerns?
	What are the potential environmental impacts?
	What are the potential property/ economic impacts?
	Can the source of the spill be secured?
	Is response equipment on scene or enroute?
Notifications	Notify anticipated impacted/interested parties.
Communication	Establish effective lines of communication with impacted/interested parties. Consider:
	Regularly scheduled meetings/briefing.
	Periodic (i.e. twice daily) reports.
	Routine updates by phone.
	Advising local officials of method of communication with Unified Command
Briefings	Brief the following individuals on liaison actions/issues:
	NOSC, Deputy NOSC, PAO, Legal and Safety, Planning Section Chief and Unit Leaders, as applicable.
	Provide PAO with a list of local contacts
	Assist PAO in escorting VIPs, DVs and local officials to spill site, if required

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NOSC Emergency Action Checklist Admiralty Law of anticipated legal issues.
Additional Resources	Determine initial need for additional legal support. Consider establishing a Claims Unit Leader under Finance to receive claims as they come in.
Legal Advice	Provide NOSC, PAO, Safety Officer and Section Chiefs legal advice relative to spill cleanup, media relations, contracts and claims.
NRDA	Monitor NRDA actions and report key developments to NOSC, Planning Section Chief and Legal Chain of Command.

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Recommended Actions During Emergency Phase Checklist for: Operations Section
Notify Key Section Members	Rescue & Salvage Branch Leader
	Spill Cleanup Branch Leader
	Planning Section Chief
	Logistics Section Chief
Assess Situation	Obtain as much information as possible from on-scene personnel and develop initial estimates for manpower, equipment, and material needs.
	Determine status of spill control and containment actions.
	Identify safety officer and ensure health and safety of on-scene personnel is being addressed.
	Update spill volume estimate (How was it determined? soundings, tank level indicator, based on pumping time, guess, etc.).
	Update spill trajectory projections, using any of the following: Tide and current information/predictions; Overflight information; Other observations of spill movement.
	Develop initial estimate of environmental impact/damage.
	Establish communications with Federal On-Scene Coordinator representative and discuss: Initial assessment information, Response actions underway and planned actions.
	Mobilize/request additional response resources as needed: Salvage and Rescue, Firefighting, HAZMAT
	Ensure establishment of forward command/communication center, if appropriate.
	Provide situation report to NOSC; include needs/recommendations for mobilization of additional resources, such as: BOA contractors; SUPSALV USCG Strike Teams, etc.
Brief Operations Section	Communicate with other Section Chiefs to pass on requests for support, and obtain additional information from other sections, as needed.
	Establish objectives for Operations Section and select appropriate strategies.
	Brief branch leaders and make specific assignments.
	Prepare and post Operations Section organizational chart
	Provide weather forecast.
	Instruct branch leaders to review response methods and sensitive area information identified in the applicable Area Contingency Plan and/or Facility Response Plan.
	Instruct branch leaders to observe the Health & Safety Plan.

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Recommended Actions During Emergency Phase Checklist for: Planning Section Chief
Notify key section members	Plan Development Unit Leader
	Document Unit Leader
	Environmental Unit Leader
Attend briefing	Get as much information as possible about the characteristics of the spill and trajectory.
	Start an information log and continue to record information/status as the incident develops.
	Ascertain specific planning and environmental requirements.
Notify technical specialists	The following notifications should be made to provide a "heads up" for technical specialists who may be needed to assist the planning section as the incident develops. Specialists should have expertise in the following areas: trajectory analysis; oil spill modeling; sampling and monitoring; location of sensitive areas and resources; and special response resources.
	Facility Incident Commander
	Operations Section Chief
	Regional Scientific Support Coordinator
Brief planning section	Update unit leaders on situation and make specific assignments.
	Prepare and post Planning Section organizational chart.
	Establish information requirements and reporting schedules.
Consider alternative response methods	Determine if in situ burning is viable. Consult with SSC to determine environmental feasibility. Contact Federal and State OSCs.
	Determine if the use of bioremediation is viable. Consult with SSC to determine environmental feasibility. Contact Federal and State OSCs.
	Determine if the use of dispersants is viable (linked to FirstClass account, which contains preapproved zones for dispersant use). Consult with SSC to determine environmental feasibility. Contact Federal and State OSCs.
Develop Incident Action Plan	The following resources should be available to identify protection strategies, sensitive areas, and available resources when developing the incident action plan.
	Local Navy facility response plan
	Area Contingency Plan
	NOSC plan
	Various state plans which identify economically and environmentally sensitive areas (e.g. ESI maps)
	Coordinate development of Incident Action Plan with Operations Section Chief by obtaining information on operations performed during the emergency phase of the incident.
	Ensure all information on spill incident is collected, analyzed, evaluated, and disseminated to the appropriate response parties as the plan is developed.
Identify special permitting arrangements	Advise NOSC on all environmental issues relating to response operations.
	Supervise the compilation of environmental information necessary to obtain regulatory agency approvals.
	Document all regulatory agency contacts and report them to NOSC.

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Recommended Actions During Emergency Phase Checklist for: Logistics Section
Notify key section members	Communications Unit Leader
	Support Services Unit Leader
	Facilities Unit Leader
	Medical Unit Leader
	Transportation Unit Leader
	Supply Unit Leader
Assess situation	Get as much information as possible. Start an information log and continue to record information/status as the incident develops. Ascertain specific health and safety requirements (i.e. some workers/equipment operators may require HAZWOPER training before they will be allowed to participate in the clean up operation).
Brief Logistics Section	Brief unit leaders and make specific assignments.
	Prepare and post Logistics Section organizational chart.
	Prepare and post resource tracking charts.
Brief unit leaders	Instruct unit leaders to review resources identified in the NOSC Plan.
	Instruct unit leaders to review resources identified in the Area Contingency Plan.
	Identify necessary staging areas.
	Identify potential requirements for BOA contractors, if they are activated.
	Brief unit leaders on the importance of documenting all requirements, contacts, and resourcing arrangements. A good paper trail will facilitate prompt answers to follow-up inquiries.
Track the following information	Identify and track; equipment, personnel, services, etc. Mode of shipment. Location and date of intermediate stops. Date due at final destination. Location of final destination. Accurate and up-to-date information on the type, quantity, and availability of equipment and materials. The condition (new, reconditioned, or used) of equipment and materials. The terms and conditions of the purchase, lease, or rental of equipment and materials. Whether additional equipment or materials are necessary to make requested equipment fully operational. The availability of technicians to explain or maintain equipment. The availability of spare parts.
Identify special resources as required	Evacuation vessels.
	Communications equipment.
	Berthing and/or housing arrangements.
	Food and potable water.
	Sanitary facilities.
	Fuel for mobile equipment.
	Waste handling and temporary storage.
	Security services.
Identify team members to perform the following tasks	Ensure that an overall inventory is maintained for all equipment materials purchased, rented, borrowed, or otherwise obtained during the response operations.
Identify team members to perform the following tasks	Ensure that programs are in place to inspect and service equipment; obtain and store spare parts; and repair or replace damaged equipment.

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Recommended Actions During Emergency Phase Checklist for: Finance Section
Notify key section members	Claims Unit Leader
	Accounting Unit Leader
	Contracting Unit Leader
Attend briefing	Get as much information as possible. Start an information log and continue to record information/status as the incident develops. Ascertain specific finance requirements.
Brief Finance Section	Brief unit leaders and make specific assignments.
	Prepare and post Finance Section organizational chart.
	Prepare and post funding and obligations tracking charts.
Brief unit leaders	Instruct unit leaders to review financial procedures identified in the NOSC Plan.
	Instruct unit leaders to review financial procedures identified in the Area Contingency Plan.
	Identify necessary initial funding limitation.
	Instruct unit leaders to maintain cumulative cost/financial records.
	Brief unit leaders on the importance of documenting all requirements, contacts, and resource arrangements. A good paper trail will facilitate prompt answers to follow-up inquiries.
Track the following information	Track the following information regarding services, equipment, personnel, etc. requested Date funded. Date funds committed. Date obligation incurred. Information on the type and quantity of equipment and materials funded. The financial terms and conditions of the purchase, lease, or rental of equipment and materials. Dates when payments are due.
Start initial efforts to identify any special financial arrangements	Potential TYCOM financial liability if incident exceeds local activity mission funding levels.
	Potential Fleet Commander financial liability if incident exceeds TYCOM funding availability.
	Potential reimbursement of local, state, or federal agencies.
Identify team members to perform the following tasks	Ensure that an overall accounting is maintained for all equipment materials purchased, rented, borrowed, or otherwise obtained during the response operations.
	Ensure that programs are in place to document actual use of materials and manpower by contractor personnel.
	Coordinate the NOSC's claims and compensation personnel to establish a system for the receipt, evaluation, and processing of all claims against the government.
	Develop and administer cash accounts as required.
	Identify and obtain technical experts to assist in identifying damage assessment costs.
	Function as internal auditors to ensure proper documentation of all expenditures.

1.3 Notifications [top]

In the event of a spill within COMXXXX NOSC area of responsibility, the incident must be reported promptly to appropriate Navy, Federal, state, and local authorities. Appendix B provides a detailed description of notification requirements as well as examples of notification procedures for various spill scenarios. Table 1.1 is provided as a comprehensive checklist for the COMXXXX NOSC in the event of an oil or hazardous substance spill within the NOSC's area of responsibility.

Table 1.1: NOSC Notifications and Verifications for OHS Spills (or Substantial Threats of OHS Spills)
NOSC Action	Notification Made by	Contact
NRC Verify notification. If NRC has not been notified, notify immediately. Ensure Spill Response Notification Form is available or completed for notification information (see Figure 1.1).	Select Who Made Notification:	NRC Phone: 1-800-424-8802 NRC Fax: (202) 267-2165 NRC Case #
FOSC EPA or USCG Verify notification of FOSC (EPA or USCG) immediately in the event NRC cannot be notified. If FOSC has not been notified, notify FOSC immediately. NOTE: The NOSC is the FOSC for HS releases on facilities under Navy jurisdiction. . The USCG or EPA is the FOSC for oil spills.	Select Who Made Notification:	See Appendix A for complete listing of numbers.
State Authority Verify state authority has been contacted (if required by state statutes for oil or HS spills). If not notified, make necessary notifications. Or may be not applicable	Select Who Made Notification:	See Appendix A for complete listing of numbers.
Local Authority Verify local authority has been notified (if required by local statutes for oil spills) If not notified, make necessary notifications. Or may be not applicable	Select Who Made Notification:	See Appendix A for complete listing of numbers.
LEPC Contact Verify the LEPC for HS and EHS releases under EPCRA has been notified. If not notified, make necessary notifications. Or may be not applicable	Select Who Made Notification:	See Appendix A for complete listing of numbers.
SERC Contact Not applicable Verify the SERC for HS and EHS releases under EPCRA has been notified. If not notified, make necessary notifications.	Select Who Made Notification:	See Appendix A for complete listing of numbers.
Adjacent NOSC(s) Verify adjacent NOSC has been notified if discharge can cross NOSC boundaries. If not notified, make necessary notifications Or may be not applicable	Select Who Made Notification:	See Appendix A for complete listing of numbers.
Area Environmental Coordinator (AEC) · Notify the AEC as soon as practicable.	Select Who Made Notification:	See Appendix A for complete listing of numbers.
Major Claimant Contact Verify the major claimant has been notified. If not notified, make necessary notification as soon as practicable.	Select Who Made Notification:	See Appendix A for complete listing of numbers.
Call for emergency response assistance as required.	NOSC	See Appendix A for complete listing of numbers.
If required activate BOA Contractor. See Appendix E	NOSC	See See Appendix E for complete listing of numbers.
If needed, activate salvor.	NOSC	Contact NAVSEA SUPSALV; see Appendix A for number

Table 1.2: Follow-up Reports and Messages for Reportable OHS Discharges/Releases
Report/Message	Destination	Deadlines
Ensure Spill Response Notification Form Completed	OHS discharges or releases - party responsible for notification	As soon as information is available
Ensure Spill Response Notification Form Completed	HS and EHS releases - LEPC and SERC	As soon as practical after the release
Navy Oil Spill Report (Message Report)	To:NOSC Operational Commander	Within 24 hours of the discovery of an oil discharge or a substantial threat of such a discharge
Navy Hazardous Substance Release Report (Message Format)	To:NOSC Operational Commander	Within 24 hours of the discovery of a HS release or a substantial threat of such a release
Other (e.g., state or local requirements)	As required	As required

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1.4 SPILL RESPONSE NOTIFICATION FORM [top]

National Response Center 1-800-424-8802

Note: It is not necessary to wait for all information before calling the NRC.

REPORTER INFORMATION
Reporter's name Last First
Reporter's Phone Number	(XXX) XXX-XXXX
Company
Organization Type
Position
Address	Street:
	City:
	State:
	Zip Code:
Materials Released	YES or NO
Confidential	YES or NO
Time Call Received	(use 24 hour time)
INCIDENT DESCRIPTION
Source and/or Cause of Incident
Date
Time of Incident	(use 24 hour time)
Incident Address/Location
Nearest City
County
State
Zip Code
Distance from City (miles)
Section
Township
Range
Container Type
Tank Capacity (include units)
Facility Capacity (include units)
Facility Latitude	Degrees Minutes Seconds
Weather Conditions
Facility Longitude	Degrees Minutes Seconds
Material Released YES or NO EHS YES or NO	CHRIS Code Substance/Chemical name
	Quantity, Time & Duration of Release (include units)
	Material Released into Water ? YES or NO
	Quantity Released into Water (include units)
RESPONSE ACTIONS
Actions Taken to Correct Incident
Actions Taken to Control Incident
Actions Taken to Mitigate Incident
IMPACT
Number of Injuries
Number of Deaths
Evacuation(s) Required	YES or NO Number Evacuated:
Was There Any Damage	YES or NO
Damage in Dollars (estimated)
Medium Affected
Description of Effect, Including Any Known or Anticipated Acute or Chronic Health Risks (See MSDS)
Additional Information about Medium
ADDITIONAL INFORMATION Any Information About the Incident Not Recorded Elsewhere in This Report to Include, if Appropriate, Information Regarding Medical Attention Necessary for Exposed Individuals and Proper Precautions to Take as a Result of Spill or Release

CALLER NOTIFICATIONS
NRC	YES or NO
EPA	YES or NO
USCG	YES or NO
SERC	YES or NO
LEPC	YES or NO
NOSC	YES or NO
Other (List)	YESor NO
Other (List)	YES or NO
Other (List)	YES or NO

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