SEARCH AND RESCUE

DOG

ASSOCIATION OF ALBERTA

Standard Operating

Procedures

Original - March 1999

Revised – December 2009

Search and Rescue Dog Association of Alberta

Standard Operating Procedures

General

1) Definition and Short History of SARDAA

SARDAA was officially formed in November of 1989 when it was registered with the Companies Branch of the government of Alberta under the Societies Act. Charitable Organization status under Revenue Canada was obtained in July of 1991. There were six original members of SARDAA – Kevin George, Barb McLeod, George Hart, Mike Andresen, Michelle Limoges and Bob Wynnyk.

2) Mission Statement

SARDAA's mission is to provide authorities with properly trained, competent search dog/handler teams for communities in the province of Alberta, and Canada.

Handlers will have working knowledge of SAR techniques, SAR management, evidence preservation, courtroom procedures, navigation, survival, first aid, etc. Members of SARDAA are expected to follow guidelines set out for training, participate in team training exercises, demonstrate a team-oriented attitude and train themselves and their dog to the best of their ability, to ensure that the 'potential survivor' has a well trained and highly competent team working towards his/her rescue.

3) Goals

SARDAA's goal is to provide SAR-dog instruction, training and information so as to develop well-trained dogs and handlers for search and rescue purposes; and, to provide a minimum two dog/handler teams to authorities when requested.

4) Philosophy

Our philosophy is to assist others, and to preserve life using well-trained dogs. SARDAA members do not freelance; our teams respond to official agencies only.

SAR is not a game! As in any search training, both the dog and handler must train and prepare themselves to avoid becoming a lost person as well. The use of SAR dog teams is of little value if teams are not trained in a professional manner and if they do not understand both their value as well as their limitations. We strive to instill this knowledge in our members.

SARDAA requires that team personnel attending a search or taking part in a public function on behalf of the organization wear the team uniform of a red SARDAA shirt and black pants, or red coveralls.

5) Objective

Our objective is to train dog and handler teams in the skills needed for them to work throughout the province of Alberta, and else where, in times of disaster or emergency and to provide professional support to local response teams in order to aid in the work of locating lost or missing persons who are trapped or injured on land or in water.

6) Membership Levels – for details, see Standards Manual

• Supporting Associate (Regular)
• Supporting Associate (Support Personnel)
• Associate
• Active

Other membership levels – details below

• Friends of SARDAA
• Life

Application for membership must be submitted on an application form provided by the organization.

Friends of SARDAA

• Any new member who applies to join SARDAA and whose interests do not fall under the membership categories of Supporting Associate – Regular or Support Personnel may join under this category.
• Once the membership application is received and approved by the membership at a general meeting, new members will receive a letter confirming their membership along with a tax-deductible receipt for their fees as well as the quarterly newsletter, Scent Dog News. Membership at this level does not include SOPs; Standards documents may be obtained from the web site. Criminal background check is not required for this membership level.
• Any member of SARDAA who is no longer a dog handler or a support person but would like to remain a member will be moved to the Friends of SARDAA level upon payment of the appropriate fee.

Life Membership

• Life Membership is an honor bestowed by the membership upon long-standing members of the organization who have made outstanding contributions to the development of the SARDAA.

7) Membership

7.1 Inquiries are normally answered by the Secretary via letter, hard copy or email. Responses include a copy of Understanding SAR Dogs and an information sheet detailing Membership Levels and the Application Screening Process documentation. Potential members are invited to make an appointment for an evaluation of their dog. No such evaluation is necessary for Friends of SARDAA membership.

7.2 Potential new member evaluation – see section 7.3 for the details of the SARDAA Screening Process.

Dogs over the age of two years will not normally be considered; exceptions will be considered by the training director and the Executive should a special case present itself.

7.3 Application Screening Process for Supporting Associate Membership Dog Handlers and Support Personnel (initiated May 2006; revised January 2008)

Applicant requirements:

1) Complete SARDAA application form and submit to SARDAA secretary with fee.

2) Successfully complete a drive evaluation of their dog (applies to Supporting Associate members joining with a dog.)

3) Authorize a criminal background check (provided by Edmonton Police Service) with satisfactory results.

4) Submit three references, along with contact information (references not to include family members.)

5) Participate in an interview with members of SARDAA Executive.

Following application:

1) Upon recommendation by the assigned preceptor, the application will be presented to the SARDAA membership for acceptance or rejection.

2) Once accepted, the applicant will receive – confirming letter, tax receipt for fees, membership card, one SARDAA t-shirt (logo only), copy of SOPs and Training Standards. Each new member is placed on the mailing list and phone card.

3) Once the application is accepted, the applicant will be placed on a six-month probation period until he/she passes the screening process and the Supporting Associate dog handler/Supporting Associate support personnel evaluations.

4) Throughout this six-month period (from application to end of probation period) all information is to be documented by the preceptor.

5) At the end of the six-month probation period, the preceptor will present the probationary member to the membership at a meeting along with a recommendation of:

1. Move to full member

2. Change membership status

3. Renew probation

4. Release from the Association

If released from the Search and Rescue Dog Association of Alberta after the six- month period, the probationary member will hand in all material or items they have received from the association. (Standards, SOPs, radio, etc.) These items will be brought with them to the General/Annual meeting when the six-month probation period recommendation comes forward.

6) Vote to accept.

Selection Process

· Inform the applicant and confirm interest.

· Assign preceptor to oversee screening process.

· Define to applicant the six-month probation period and their preceptor’s role.

· Confirm applicants understanding of application process.

· Ensure applicant’s criminal background check. Edmonton Police Service is performing this task.

· Contact the references.

· Arrange for applicant’s interview with executive.

· Inform organization of new applicant with recommendation for acceptance or release.

· Organize volunteer application file:

1. Application

2. Criminal check

3. Interview documentation

4. Volunteer agreement

5. Probation evaluation

6. Disciplinary documentation

Preceptor

1) The preceptor is to be appointed by the SARDAA Executive.

2) A preceptor is to be a SARDAA member of no less than five years of upstanding SARDAA membership status.

3) The preceptor will review this screening process with applicant, ensuring understanding by applicant.

4) The preceptor will contact applicant’s references.

5) The preceptor will bring forward application to SARDAA executive for interview.

6) The preceptor will bring forward application to membership with recommendations.

7) The preceptor will document all activities pertaining to the application and probation period.

8) After the six-month probation period, the preceptor will bring forward the probationary member to membership with recommendations of:

· Move to full member

· Change membership status

· Renew probation

· Release from the association

Volunteer Agreement (Waiver form)

I hereby declare that I have an understanding of the Search and Rescue Dog Association Bylaws, Standards and Standard Operating Procedure manual and accept the responsibility as a member to ensure my obligations are being met.

Name: (please print)

Signature:

Date:

Preceptor:

Signature:

Date:

Moving Up Levels -

8.1 Supporting Associate

Supporting Associate members are asked to make a written request on the evaluation application form provided in the Standards manual for the Supporting associate Evaluation before the six-month probation period is ended. The request should be made approximately one month prior to the date suggested in order for arrangements to be made for evaluators to be available.

8.2 Supporting Associate - Support Personnel

Supporting Associate Support Personnel may after their six-month probation period and after obtaining the mandatory courses as stated in the Standards manual, submit a letter of request to the President and Training Coordinator to move up to Active level to act as back up for the SAR dogs/handlers. Upon successful completion, they will receive:

• a letter of congratulation
• a red Active Level member T-shirt with SARDAA logo on front and Support Personnel on back
• four SARDAA crests
• a new membership card
• decrease in fees to Active level.

8.3 Associate

Once the dog/handler team successfully passes the Supporting Associate Evaluation, they move to the Associate level and will receive -

• a letter of congratulations
• certificate
• fees increase to the rate assessed for Associate level
• a new membership card.

Associate members are encouraged to begin acquiring equipment and obtaining the mandatory courses as stated in the Standards manual. In order for an associate member to certify in the Wilderness/Urban profile they must submit a written request on the evaluation application form provided in the manual.

8.4 Active Level - Once the dog/handler team successfully passes the Associate evaluation in the Wilderness/Urban profile with the mandatory courses as stated in the Standards manual, they will move up to the Active Level in this profile only and will receive -

• a letter acknowledging their new Active Level membership
• a red Active team t-shirt with the SARDAA logo on front and "SARDAA dog handler” on the back

• four SARDAA crests
• certificate
• new membership card
• a SAR dog vest; SARDAA will contribute 50 per cent of the cost
• decrease in fees to Active level.

8) SARDAA Training Standards

SARDAA Training Standards are contained in a separate document available from the web site – www.sardaa.ca

SARDAA Training Standards include the following profiles -

· Wilderness/Urban (Air Scent)

· Wilderness/Urban (Tracking)

· Disaster

· Water

· Human Remains Detection

9) Leave of Absence

Leave of Absence will be granted to a member upon written request to the president.

Leaves of absence will be granted for a term not more than one year for Active members, six months for all other membership levels, with the possibility of an extension upon written request to the President.

Active members on leave will not be called out on searches unless specially called by the president back to active duty.

Members on leave will return any radios, GPS and other equipment issued by SARDAA to the equipment chair.

Members on leaves of absence forfeit any privileges provided by SARDAA, such as seminars, equipment funding, etc.

Membership fees shall be waived during Leave of Absence.

On return from a leave of absence, Active members will be on a three-month evaluation period and must participate in a callout evaluation before being reinstated for call outs.

10) Termination of membership

A member may terminate membership in SARDAA at any time by submitting a letter of resignation and or a verbal acknowledgment of termination of membership in SARDAA to the president. The president will acknowledge the resignation by letter. Non-payment of dues will constitute resignation.

The executive may ask any member to resign if the executive believes the member is not meeting training requirements, is not functioning as a team member, or is damaging the reputation of SARDAA. The membership may be terminated if at least two-thirds of the voting members vote in favor of termination. All SARDAA property, including patches, radio etc. will be returned promptly. Membership fees will not be refunded.

11) Funding

Funding is obtained through membership fees, sale of commemorative items

(t-shirts, pins, decals, ball caps etc.) and through donations from organizations and individuals. SARDAA also runs fundraising events throughout the year. Our members organize our fundraisers without the assistance of outside paid fundraising organizations. All Active, Supporting Associate and Associate members are expected to attend these events. All members, family and guests are invited to attend and participate.

12) Budget/Financials

SARDAA has Charitable Organization status through Canada Customs and Revenue Agency (CCRA) allowing tax receipts to be issued to eligible donors, following CCRA guidelines.

Tax receipts are issued for donations and other contributions to the organization at the time of the donation. A financial statement is compiled FOLLOWING THE END OF THE FISCAL YEAR, which is September 30.

13) Officers

Officers are elected by the voting membership for a term of one year with no restriction on the number of terms a position may be held. Officers are - President, Vice President, Secretary, Treasurer and Training Director. The responsibilities of each position are detailed in the ByLaws.

Call-Outs

Addition/changes to SARDAA SOP October 2009
Call-Outs

1 ) Procedures

• The emergency call-out phone number is (780) 491-2740; there are two pagers in the possession of executive members that are activated via this number. One of these two people is designated, on a rotating basis, to respond to a page 24 hours a day, seven days a week. The person on call will respond to the page, evaluate the call and if appropriate contact the Active team members to respond to the incident.
• Only those on the Active Team will be deployed to call-outs, including support personnel. No other team member will respond unless called under extraordinary circumstances.
• Active team members must respond to 50 per cent of eligible* search call outs in each calendar year. Failure to do so will result in a membership review by the SARDAA executive.
• Active team dog handlers will follow all directions of on-site senior dog handler without question unless that response will jeopardize the safety of the dog/handler team. Objections will be reviewed at a de-briefing after the call-out is completed. Members not prepared to comply will be removed from the call-out by the senior dog handler and stood down.
• Active members who will be on holiday or away and unavailable will inform the executive members on call out duty.

*Eligible search call out means a search request for which the dog/handler team are accredited.

2) Search Reports

• search reports - SARDAA's three-part search report form allows the searcher to write their report on site; Searchers will turn in one copy to the search manager, retain one and forward the third copy to the SARDAA secretary
• ideally, search reports should be completed and turned in to the team leader at the completion of the search incident before leaving the site. If they are not turned in on site, they must be submitted to the SARDAA secretary within 24 hours of a search; it is important to file reports on time in order to maintain accurate, up-to-date records.
• reports not filed on time may result in the team’s removal from call-out duty.

3) Public Relations (Media)

The members of the media should be considered as friends of searchers, not as enemies or adversaries. The job of the media is to provide information via radio, television and print to members of the general public; they will do this anyway they can that is within the law. Anything you say to the media, before, during or after an interview or in casual conversation, can be used by the media in a story; there is no such thing as 'off the record'! Also, beware of expressing opinions or providing any information to persons at or near the search site you do not know.

Always be courteous to the media but DO NOT answer any questions or offer any information or opinions of any type. REMEMBER - all enquiries must be referred to the onsite Agency media liaison person or to the search manager; and, failing any of these people being available refer enquiries to the SARDAA senior dog handler on site.

4) Family members of the victim

Common sense, compassion and good judgment should of course be exercised when and if team members have occasion to become involved with the victim’s family. Do not offer false hope, opinions on what you think happened to the victim or on how the search is being handled.

On most searches, the agency will act as a buffer between the family and the searchers. In some situations, our teams will have occasion to meet members of the family. Focus on your job as a dog handler and what your role is and how you plan to cover your search area. You are qualified to answer questions about your role and about you and your dog’s training, capabilities and limitations.

We have found that the experience of having members of the family at the search site is stressful to our teams. SARDAA executive and senior dog handler on site will be tasked with taking a lead role in acting as a buffer between the family and the handlers. Where possible and if necessary, Victim Services can be engaged to assist SARDAA teams with relations with the victim’s family on site.

5) De-briefing procedures

Immediately following each search incident and when practical, a short de-briefing will take place away from the search site for all team members involved in the incident. Within one week of the incident a formal de-briefing will take place with a facilitator; all team members involved must attend this de-briefing.

6) Reimbursement of Members Attending Call-outs

Active Team members who are called by the SARDAA Executive to attend official searches shall be reimbursed for out-of-pocket expenses.

Reimbursement may originate with the official agency responsible for the search incident, or in some cases by SARDAA itself. A SARDAA expense form shall be completed by each team for each call-out, signed by the individual and by the Executive member responsible for the call-out. Forms are available from the Treasurer.

*End*