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HRSP Documentation and Reporting Guidelines

Learn how to document HRSP activities, maintain confidentiality, and report effectively. Includes sample logs and contact information sheets.

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HRSP Documentation and Reporting Guidelines

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  1. UNIT 7 - OBJECTIVES • Describe the documentation and reporting requirements associated with HRSP responsibilities. • Identify confidentiality factors associated with the HRSP documents and reports. • Participate in scenarios designed to incorporate various elements learned throughout the course.

  2. Unit Log • Provides a summary of the general activities of the HRSP • Submitted daily to documentation unit • Does NOT include specific information about contacts • General enough so individuals, incident, or acts cannot be recognized.

  3. Unit Log Remember ! • The unit log is public record • and should not contain • confidential information.

  4. Example of entries • 0800 Attended morning briefing/spoke about message in IAP • 0900 Documented incident/discussed with IC • 1000 Posted new message at message center • 1030 Attended planning meeting • 1100 Discussed process and recommendations on two issues from 8/11 with the PSC • 1200 Took lunch break • 1500 Prepared message for 8/14 IAP

  5. Contact Information Sheet • Provides a consistent format for information gathering • Acts as a checklist to make sure issues have been properly covered • Ensures minimum documentation has been completed • Used for significant contacts outside of routine/basic information inquiries

  6. Continued… • Should not be written statements of individuals, just documentation of conversations • Take brief notes during conversation and then transfer information to the Contact Information Sheet later

  7. Continued… • The Contact Information Sheet is NOT to be included in the final closeout documentation/ package. Copies should be submitted to appropriate Servicing Personnel Office, or as established in the geographic area, if substantiated misconduct has taken place

  8. Continued… • No IC or Area Manager review or signature is required

  9. If allegations will be sent home: If allegations of major violations of appropriate incident behavior and incident personnel will be sent home document the following: • Identify prevention measures that have been taken on the incident to ensure the employee(s) “knew the behavior was not acceptable.”

  10. Provide contact information along with any additional information that supports the case to the appropriate SPO, geographic area HRSP Coordinator, or as established in hosting geographic area • A referral summary giving contact information on the involved parties including the IC, incident supervisor, and HRSP should also be included.

  11. Continued… • When sending people home from an incident require all documentation to go to the home unit line officer, or appropriate supervisory official, under IC signature.

  12. HRSP Contact Information Report • Summarizes the total number and type of contacts from the incident • Should not contain confidential information or detailed /specific issues • A copy of this report should be shared with IC and Area Manager • Submit a copy of completed report for each incident to Geographic Area HRSP Coordinator

  13. HRSP Incident Close-out Report • A narrative summarizing activities • HRSP Contact Information Report can accompany this narrative • Becomes part of the incident documentation package • Submit a copy of this Report to the IC and Geographic Area HRSP Coordinator

  14. HRSP Contact Information Report by Geographic Area • Completed by the Geographic Area HRSP Coordinator • Summarizes all the activities within the reporting Geographic Area for a specific season • Copies of report are submitted to the Geographic Area Fire Director, Geographic Area Civil Rights Director and National HRSP Coordinator • National HRSP Coordinator submits report upward to NWCG Fire Directors

  15. CONFIDENTIALITY • Does not imply “total protection” of information • Contact should be informed that resolution of an issue will require some outside sharing of information • Refusal of cooperation in criminal issue may have negative consequences

  16. CONFIDENTIALITY Methods for maintaining confidentiality: • Contact information sheets and notes should be considered working papers and memory aids • Maintain custody of information, keeping it in a secure place • Share the information with only those who need to know • Do not include in the report documentation • Avoid maintaining records on system computers

  17. Task Book Process of certification • Evaluators must either be qualified in a position being evaluated or supervise the trainee. • Instructions located in the HRSP PTB. • All tasks must be completed.

  18. REMEMBER: IT IS YOUR RESPONSIBILITY TO HAVE A COPY OF THE HRSP PTB WHEN YOU ARRIVE AT THE INCIDENT.

  19. UNIT 7 - OBJECTIVES • Describe the documentation and reporting requirements associated with HRSP responsibilities. • Identify confidentiality factors associated with the HRSP documents and reports. • Participate in scenarios designed to incorporate various elements learned throughout the course.

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