Security Procedures

CHAP HAPT TER 3 : SAFE SAFETY TY & SEC ECU URI TY PROC PROCEDU EDURE RES S

SAFE AFET TY AN AND SECURI RIT TY PROCEDURES Country Offices need to understand current threat levels and organizational vulnerabi vulnera bilili t ies prior t o es est abli ablisshi hing ng eff eff ec ectt i ve sec ecuri uritt y proce procedure duress. Once assessment procedures are in place, standard security measures can be implemented and adjusted to ensure offices operate with the lowest possible risk t o st st aff and equi equipme pment nt . Thi s chapt chapter er provides st anda andard rd sec securi uri t y proced procedures ures t hat can help prevent safety and security incidents from occurring and provides guideli gui delines nes for emergenc emergencyy res response when incidents inci dents do do occur occur.. I t i ncludes information on: Cash Handling and Transfer Communication Incident Reporting Information Security Medical Procedures Personal Documentation Personnel I ssues Safety and Security Planning Security Briefing and Training Site Selection and Management Visitor Security

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CHAP HAPT TER 3 : SAFETY & SEC SECURI TY PROC PROCEDU EDURE RES S 3.1

CASH HANDLI NG AND TRANSFER

Cash storage, management, transfer, and distribution are significant points of vulnerabilili t y for a f i eld off i ce vulnerabi ce.. Cas ashh manage manageme ment nt and transfer are are sec ecuri uri t y issues issues,, with related standards, policies, and guidelines that must be implemented and adhered to at all times. CASH MANAGEMENT The Country Office must decide on a safe location for cash reserves (including a reserve for emergency evacuation) and a reliable way to receive funds.. A f ield off ice should cons funds consult ult wit h the t he fi nan nancial cial and and legal legal off off icers an and d advisors of local NGOs regarding what banks, if any, are used and for what purposes pur poses.. The Coun ountt ry Of Of f i ce al also so shoul shouldd asse assess ss t he cash cash management possibilities in the area, such as the reliability and cash-withdrawal limitations of local banks or the capacity for electronic payment to local businesses. CASH TRANSFER Cash transfers are necessary for project funding, local purchases, and wages. I n cases cases where a prof prof es esssi onal courier service cannot cannot be used used t o t rans ransff er cash, cash, follow these guidelines:

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• Des esii gnat gnatee two or thre th reee st st af afff me membe mbers rs t o wit hdraw and transfer cas cash. h. Cons onsider ider breaking breaking the t he t rans ransff er i nt o more more t han one part part,, wit h indi vidual viduals  s  carrying separate containers with the cash split between them and  traveling different routes. • Travel rout es and t i mes must vary and be dis di sclose closedd only onl y on an as-  needed basis. • I n-c n-citit y trans t ransport port should should be done done by by office off ice vehic vehicle le,, not public  t rans ransport portat atii on. Use a reli reli able dri dri ve verr and change change ca cars rs and  drivers frequently. • Trans ransff er to rem remot otee project project si t es shoul houldd be done by air trave t ravel,l, whe whenn possi possi ble ble.. • When trans t ransport portii ng large amount amount s of cash cash t o project project sit es es,, have h ave a  contingency plan for delayed flights, and, if possible, a pre-determined  location for safe storage of the cash, particularly overnight. • I f a t rain must must be use used for t rans ransport, port, cas ash-c h-carry arrying ing staff staf f should arrange  arrange  for sole occupancy of a separate, locked compartment. • A safe safe must must be imme immediat diateely avail available able on arrival arrival at t he final de desst inat ion.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES •  In the event of an attack, staff members will not risk their lives to  protect cash. • Avoid references to cash when communicati ng by radio and use code  words as appropriate. • I ndividuals should never talk or boast of t heir cash-t ransfer experiences.

3.2

COMMUNI CATI ON

All operational areas, especially within moderate or higher-risk countries, should be provided adequate communication equipment and have written communicat ion procedures. Communications equipment, including radios, cellular phones, and satellite phones, should not be used without host government approval and licensing. COMMUNI CATI ON SYSTEMS An effective communications system can be as simple as using two types of t elephones, or combining reliable e-mail and voice communicat ions. Each Country Office generally will require a unique and specific communication system planned and installed to support an area’s operational environment. An effective communications system should provide: • Reliable communication between t he Count ry Office and any remote  staff or travelers. • The abili ty to monit or activit ies in remote sit es and to disseminat e  notification of a safety or security incident or deterioration of security  conditions at any time. • Coordinat ion of emergency response, especiall y medical response and  evacuation. • Cont act bet ween staff members and between the Count ry Office and  others outside the count ry during a crisis. Often, local communication  systems are interrupted during a crisis or periods of instability.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES COMMUNI CATI ON EQUI PMENT CHARACTERI STICS Regional and Country Offices can construct a communications system using a wide variety of equipment. Experts may be required t o select and install specific equipment . Any communi cat ion syst em or equipment purchased should have these general characteristics: Redundant. Redundancy allows a remote office to communicate should the primary method, usuall y t he nati onal t elephone syst em, fail . An effect ive redundant system usually involves a mix of landline or cellular telephones as primary, and radio or satellite phone secondary. Reli able/ Easy to operate. A system must be reliable, require little maint enance and be easily operat ed. The equipment purchased should be appropriate for the area and the expected level of use. Adaptable/ Scalable. All systems should be easily adapted to a variety of uses and environments and have the capability to expand as required. Cost effective. The cost for equipment, training, and maintenance can be included in proposals for projects that involve new communication requirements. Equipment cost s can be reduced by avoidi ng duplicat ion. Compatible. Equipment should be compatible with other organizations’ communicat ion syst ems. Where t here is not a humanit arian aid radio network or countrywide emergency notification system in place, other organizations, such as mining companies and embassies, may have systems that can be used during emergency response.

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Emergency operation. The syst em must work in emergency sit uati ons. Vulnerable nodes should be carefully analyzed to determine which ones could be interrupted in instability or disaster. Environmentally sound. Avoid environmental degradation or improper hazardous material disposal when placing repeater towers and antennae or discarding used batteries. COMMUNI CATI ON SYSTEM COMPONENTS Landline telephone. In most Country Offices, the primary communication method is through traditional landline telephone for voice and e-mail. However, landline telephone service can often prove unreliable during disast ers or periods of inst abil it y and may be monit ored. Every Count ry Office should establish alternative communication systems to provide redundant coverage at all times.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES Satellite phones. Satellite phones, which provide high-quality, direct-dial voice, fax, and e-mail, are often used to supplement a radio network, especially in moderate- to high-risk areas. Today’s satellit e t erminals are rugged, portable, and may be cheaper to operate than cellular phones. Cellular phones. Cellular phones can be a convenient and easy-to-use alt ernat ive t o radio communicat ions. However, t here is generall y poor coverage in remote areas or less-developed countries, and some countries have no cellular service. When selecting cellular phones, consider which services would be t he most reliable in cri sis. Offi ces should consider having several cellular phones adapted for data transfer via laptop computer to allow data communication capability, should the landline system fail. VHF radios. Very High Frequency (VHF) radios operate in the 30 to 300 MHz range. Usually handheld, t hey can communicate over short ranges, approximat ely 10 kil omet ers, i n most cases. They are oft en referred to as “line of sight,” though in many circumstances they can effectively reach beyond t hat . Thick t rees and buildings can obst ruct VHF signals. Elevat ing t he VHF antenna may improve the radio’s t ransmission range. Also, inst alling a repeater, which automatically receives and re-transmits radio signals, can further extend the range. Repeater systems are reliable and require little maint enance. Humani t arian organizat ions that do not have t heir own VHF repeaters may be able to obtain authorization to use those of another agency or NGO. Before using a VHF radio or repeater, i t may be necessary t o obtain aut horizat ion from t he host government. HF radios. HF (High Frequency) radios, in the 3 to 30 MHz frequency range, allow voice communications over medium and long range (conceivably around t he world). Less aff ect ed by obst acles, HF signals can “ bend” around hills and buildings and do not require repeaters to function over long ranges. However, the transmission range of HF signals may be influenced by time of day, weather conditions, man-made electrical interference, and poor system configurat ion. I t t akes considerable skil l t o achieve reli able HF connectivit y over long distances. HF radios are oft en installed in vehicles or at base stations. HF syst ems are generally more expensive than VHF and require more maintenance. RADI O PROCEDURES The benefits of radio equipment can be maximized by following simple standard radio procedures. • Equipment is maintained in opt imum condit ion. • St aff and visit ors are trained in t he use of radios. • All authori zed frequencies and selective calli ng li st s are post ed at base stations and in mobile units.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES • Radios are monit ored 24 hours a day in moderate-or hi gh-ri sk count ries. • Each communicat ion has clarit y, brevit y and securi t y. To ensure eff ect ive communication, use the following procedures: • Ensure no one else is transmit ting at t he same time. Wait for ongoing  discussions to finish and the users to sign off before beginning  transmission. • Make message brief but precise. • Use common procedure words. • Use call signs inst ead of personal names. Do not identi fy organizations  or personnel by name over the radio. • Break t he message int o sensible passages wit h clear pauses between. • Maintain clear speech with normal rhyt hm and moderate volume. • Hold t he microphone approximat ely f ive centimeters from mouth. • Avoid excessive calling. Use radios for work-relat ed purposes only. • Never transmit specif ic security-relat ed informati on or discuss transfer of  cash or goods. Use of duress code words is encouraged for all ri sk levels. Duress code words are generally innocuous words or phrases selected for use over the radio or telephone to indicate that the speaker is in a threatening situation but not free to communicate. PROTECTION OF COMMUNI CATI ON EQUI PMENT

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Increasingly, communication equipment, such as computers or cellular t elephones, are becoming a prime t arget s for t heft . Protect communicat ion equipment by taking simple precautions, including: • Avoid carrying or storing lapt ops in an obvious computer carrying case. Thieves commonly target computer bags, especially during travel. Consider purchasing a padded lapt op protector and placing it int o a  backpack or other generic carry case. • Consider purchasing hard-shell, foam-li ned cases that protect and  disguise expensive equipment. I f t he equipment i s oft en transported by  vehicle, consider purchasing local storage containers commonly used for  tools or spare part s. This makes them less attractive targets. • Theft of vehicle radios is common. Before purchasing vehicle radios  consider if they will become attractive targets or put the staff at greater  risk. Purchase quick-release mount s to all ow removal of installed VHF  radios after hours.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES • When purchasing VHF handsets or cellular phones, ensure that t he belt  carry case is the most secure model possible, and always purchase one  for each device. Hand-carried equipment is easily misplaced or stolen. • Keep a low profil e when using communication equipment . Discrete use  limits the chances of thieves targeting the equipment. • When storing portable communication equipment ( GPS, laptops, etc.) in  the office, ensure it is kept in a secure area or cont ainer. Have  someone designated to verify its presence each day. • I mplement an effective accountabili ty procedure if equipment is pooled  for checkout. GLOBAL POSI TIONI NG SYSTEMS ( GPS) Even the most effective communication system is of little use if, during an emergency response, st aff members cannot t ell ot hers t heir locat ion. Oft en CARE works in remote areas with few convenient landmarks or standardized maps. Thi s problem can be reduced wit h the purchase of global posit ioni ng syst em (GPS) t erminals. I nexpensive, small and li ghtweight , t hese terminals have become standard equipment for hikers, truck drivers, and aircraft. Using time signals from a constellation of satellites, the devices can accurately determine locati on t o a precision of less t han 10 meters. Suit able for day or night use, a GPS can function almost anywhere it can establish “ li ne of sight ” wit h two or more satell it es. Country Off ices should consult other organizations working in their area that use GPS before selecting a model for purchase. Considerat ions when purchasing GPS devices are t he same for any communication equipment.

3.3

INCIDENT REPORTING

Timely reporting of security incidents can aid in protecting humanitarian st aff. A well -maint ained incident report syst em can help Country Off ice st aff identify, analyze and react t o changes in the their securit y sit uat ion. I ncident s should be reported to the appropriate senior staff through the most expedient means, such as telephone or radio, with a written report provided as soon as feasible. I n cases of t heft or minor inj ury, a submission of a writ t en report at t he earliest convenient time may suffice. An effective incident report system relies on a trained and committed staff that has confidence that the reports will be reviewed fairly and not used against t hem. Report s must be kept in a secure locati on wit h access rest rict ed t o t he appropriate st aff t o ensure confident iali t y. The incident report file should accompany the senior staff during office evacuation or relocation to prevent disclosure of sensitive information.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES I n some areas CARE staff should assume t hat all communicati ons, including telephone, fax and e-mail, are monitored or will be viewed by persons hostile to the organization or the humanitarian community. Therefore it is imperative to use caution in sending incident reports or situation updates to ensure protection of confidential information and prevent potential harm to CARE staff. I NCIDENTS TO REPORT The following security-related incidents may indicate mounting tension or a possible trend of threats, and warrant the submission of a security incident report. They include: • Attacks or assault , sexual assault or attempted assault  • Theft s of f unds, goods, or ot her assets  • Vehicle accidents involving CARE st aff that result in injury or death  • Arrests  • Kidnapping or att empted kidnapping  • Extortion att empts  • Ambush  • Credible t hreats of harm t o staff or property or pat terns of hostile acts  • Bombings or other signif icant disturbances  • Other incidents as appropriate      S     E     R     U     D     E     C     O     R     P     Y     T     I     R     U     C     E     S     D     N     A     Y     T     E     F     A     S    3

I NCIDENT REPORT FORMAT To facilitate analysis and appropriate response, incident reports must be complete and timely and should include: • Status ( national/ int ernat ional, staff/ family member, etc.) • Name, gender, age and other pertinent dat a  • Det ailed descript ion of incident  • Was the incident the fi rst of it s kind? I f not, indicate approximate  dates of previous incidents and/ or reports  • Acti ons t aken, i ncluding poli ce reports as applicable 

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES 3.4

INFORMATION SECURITY

Most CARE Country Offices have developed a close and effective working relationship with other agencies and government organizations based on t ransparency and trust. However, all staff should be mindf ul of t he potenti al misuse of information by criminal elements or during periods of instability. Country Offices should consider routine information security measures, such as shredding financial paperwork or limiting discussion of personnel assignments or movement s. By making prot ect ion of i nformation standard procedure, CARE can avoid suspicion later when emergencies or transmitting sensitive information require increased securi t y. St aff should be made aware of t he rationale for t he procedures put into place and trained appropriately. COMPUTER DATA BACK-UP Routine computer file backup prevents loss of critical historical data if the computers are damaged by fire or stolen, or the staff quickly relocates in an emergency. By conduct ing dat a backup and st ori ng the backup medium off site, a Country Office can ensure that critical files are available to reconst it ut e operat ions in the event of loss of t he comput ers. Rout ine backup should be automat ic, usually at t he end of each week. One or t wo staff members should be designated to take the storage medium away from the Country Office when the office is closed. PORTABLE ADP CAPABI LI TIES In the event of emergency office relocation, damage to the LAN, or loss of power during an emergency, it may be advantageous to have on standby portable laptop computers configured to transmit data via cellular and satell it e t elephone. These comput ers can provide ful l rest orat ion of offi ce function and connectivity and can be loaded with the historical files as part of the routine data back-up procedures. SECURI TY OF DOCUMENTS OR COMPUTER RECORDS Before discarding, financial and personnel records should be shredded using a cross cut shredder. Personnel f iles and Record of Emergency Data sheets should be kept in a secure location wit h rest ricted access. Passwords and other computer-based security measures should be enforced to prevent unauthorized access.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES 3.5

MEDI CAL PROCEDURES

I n many areas where CARE works, t he national medical support and emergency response infrast ructure may not be well developed. I mplement ing basic medical training and procedures, such as first-aid, cardiopulmonary resuscitation (CPR), and security in medical emergency response can increase the Country Office’s medical capability and prevent minor medical problems from becoming significant security incidents. To reduce the likelihood of a medical emergency, international staff should receive a comprehensive medical and dental examination prior to overseas assignment. I NSURANCE Insurance for both national and international staff should be sufficient to allow quali t y, t imely t reatment. I nadequat e insurance may make st aff, especially national staff, postpone treatment until the condition becomes serious enough t o warrant emergency response. All st aff must have full access to the conditions of their insurance. I NOCULATI ONS

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Country Offices should have a policy for staff and family member inoculati ons, bot h nat ional and int ernat ional. Programs t o encourage appropriate immunizations can enhance safety and security by reducing the likelihood of a staff member or family member becoming ill with common, prevent able il lnesses. Thi s is especially useful in remot e areas where t imely evacuation may be problematic or where health support is lacking. FI RST-AI D / CPR TRAI NI NG Giving training on emergency medical response, including first-aid and CPR, is a cost -effect ive met hod t o increase overall safet y. First -aid t raini ng should be a high priority for the Country Office and is particularly important in areas where appropriate medical t reat ment may not be available. I n many cases, local Red Cross/ Red Crescent off ices or ot her medical t rainers can provide t he traini ng. The CARE USA Headquart ers can provi de a Practical First-Aid training guide to be used in conjunction with a basic first-aid/ CPR course.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES FI RST-AI D KITS First-aid kits should be obtained for all CARE offices, vehicles and residences. Well maintained kits, when combined with appropriate training for their use, can minimize t he effect of medical incident s. The kit should be sealed, well marked and mounted in a cent ral location. Each office should designate someone to inspect and maintain the kits. MEDI CAL EMERGENCY RESPONSE Everyone should be familiar with the Country Office medical emergency response procedures in t he event of a sudden acut e illness or inj ury. At a minimum, the plan should address: • I nspected and approved medical facili ties  • Emergency cont act procedures for senior staf f and coordinat ors  • Procedures t o foll ow in areas where cash payment may be requi red to  begin t reatment ( access t o t he medical f und or i nsurance  information, etc.) • Medical evacuat ion procedures and cont act informat ion  • Location and access t o Record of Emergency Data, i ncluding notification  of family members 

3.6

PERSONAL DOCUMENTATI ON

It is the responsibility of the Country Director to maintain records with security information for all national and international staff, and ensure international staff members and their families are registered with the appropriate embassy. RECORD OF EMERGENCY DATA ( RED) All staff members should have a Record of Emergency Data (RED) on file. During an emergency, the RED can provide a central point to access critical information on pre-existing medical conditions, next of kin, religious rest rictions, et c. The RED should have a map at t ached showing t he directions to the staff member’s residence and the location of primary and secondary next of ki n. The RED file should be taken during emergency off ice relocati on to prevent unaut horized disclosure of personal i nformati on. The RED should be completed immediately upon hire and reviewed and updated at least annually or as required.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES 3.7

PERSONNEL ISSUES LEADERSHI P Leadership, cohesion, and preparation can provide greater security than locks or reinforced fencing. Everyone should monit or their safety and securit y situation and should not hesitate to “take the lead” when a discrepancy is not ed. CARE st aff in supervisory posit ions should encourage conscient ious implementation of all Country Office safety and security policies and procedures. Any person may be put in a leadershi p role during t imes of crisis or instability and should consider the following: • Develop adequate safety and security procedures and communicate  them to all staff. Conduct regular safety and security updates. • I f necessary, designat e a staff person t o be responsible for evaluat ing  the safety and security situation and ensuring staff training and  enforcement of security standards. • Remember the importance of confi dentialit y in i nformati on sharing. BACKGROUND CHECKS

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I f reasonable t o do so, background checks should be performed on all pot ential st aff members (consist ent wi t h CARE policy and core values). Thi s can mitigate or prevent potential safety and security incidents, such as hi ring a driver wit h prior drunken driving convict ions. The decision to conduct background checks rests with the CD and depends on the specific sit uat ion at each Country Off ice. At a minimum, a photo should be taken and the information provided on the Record of Emergency Data (RED) should be veri fied. Oft en these measures will discourage t hose who may pose a security risk from seeking employment with CARE. TRAINI NG RECORDS I t is import ant t o record all safet y and securit y training completed. An updated training record should be included in each staff member’s personnel fi le. This allows ident if icat ion of t raining priorit ies and can help det ermine suit abili t y for advanced t raini ng. The t raini ng record provides a transportable, permanent documentation of training received and should be given to the member when they leave CARE, with a copy retained in the personnel file.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES ADVERSE PERSONNEL ACTI ONS In some cases, initiating an adverse personnel action — such as termination or discipline — can bring about threats or hostile acts, resulting in an increased securit y risk for t he off ice. Such act ions should be carefully planned and carried out as appropriate for each situation.

3.8

SAFETY AND SECURI TY PLANNI NG

Experience has shown that, no matter what security strategy is adopted, certain fundamental safety and security preparations and procedures are appropriat e in all locales and i n all act ivit ies of t he humanit arian organizat ion. Each CARE Country Office should develop its own safety and security procedures and provide staff training and equipment to ensure effective implementation. Safety and security plans, such as the Country Office Transportation Policy, are not contingency plans and do not replace the requirement for developing the Disaster Preparedness Plan (DPP) or t he Evacuat ion Plan. Cont ingency plans go into effect only when specific events occur, but safety and security plans are always in effect . At a mini mum, the Count ry Office should develop procedures t o address the following: TRAVEL AND SECURI TY PRECAUTIONS List all travel and security precautions in effect for each area. MEDI CAL EMERGENCY RESPONSE This should include simple immediate action to take in the event of injury or acut e illness. The procedures may dif fer signifi cant ly for nat ional and int ernat ional st aff. For example, int ernat ional st aff may have t he opt ion for pre-coordi nat ed medical evacuation. The medical emergency response plan should be rehearsed and updated regularly.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES FI RE AND ELECTRICAL SAFETY Injuries and property loss from fire and electrical shock are far more common t han from crime or instabili t y. Most can be avoided if t he Country Off ice implements simple safety procedures and a regular schedule of inspection. These procedures make up the Fire and Electrical Safety Plan, which should be updated yearly. TRANSPORTATI ON POLI CI ES AND PROCEDURES Motor vehicle accidents account for the majority of injuries among aid workers. Avoidi ng excessive speed, fol lowi ng appli cable t raffic laws, and wearing seat belt s minimize t he chances of i nj ury. Each Count ry Off ice should ensure compliance with written transportation policies and procedures. VI SI TOR POLI CI ES Country offices should develop, and routinely update, policies, procedures, and rest rict ions for in-count ry visit s. I NCIDENT REPORTI NG PROCEDURES The Country Office should detail the process for reporting safety and security incidents, including the staff member responsible for incident reporting and the location of all incident report records.     S     E     R     U     D     E     C     O     R     P     Y     T     I     R     U     C     E     S     D     N     A     Y     T     E     F     A     S

NORMAL SECURI TY PRECAUTI ONS AND PROCEDURES Record the normal security precautions and procedures for the Country Office, including: • Curfews, “ no-go areas,” areas prone to crimi nal acti vit y, etc. • Specific assignment of security oversight responsibi li ties. • Rules and procedures for safety and security of warehouses, of fices, residences, and vehicles.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES COMMUNI CATI ONS PROCEDURES The phone numbers necessary in an emergency should be gathered, posted and periodically verified. These numbers and radio frequencies should be available in a variety of formats, such as small cards for all personnel to carry, transportation-specific ones for inclusion in the vehicle log, and larger, more comprehensive ones post ed in t he off ice communi cat ions cent er. Some important cont acts i nclude: • National and Regional Headquarters  • Count ry Office st aff to be contacted in case of emergency  • Local poli ce and fi re department  • Local medical contacts ( doctor, hospit al/ emergency medical service, etc.) • Local government, mili tary or private medevac service ( wit h policy  number and authorizing staff member) • Local emergency t ransportation/ charter companies  • Local media cont acts ( newspapers, broadcast) • Appropriat e weather and disaster response cent ers  • Responsible Embassies  • Local Uni t ed Nat ions contact s, such as t he Securi t y Officer or  reaction force  • Other CARE offices in t he region  • Other key local NGO staff  CONTINGENCY PLANS Copies of all contingency plans should be readily available, usually stored in a single not ebook or binder. Count ry Office cont ingency plans may include: • The Evacuat ion Plan  • Disaster Preparedness Plan ( DPP) • Other cont ingency plans required 

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES 3.9

SECURI TY BRI EFI NG AND TRAI NI NG

Safety and security briefings, orientation, and training will be provided for all CARE Count ry Office st aff members. The briefi ng and traini ng should include safety and security procedures, and evacuation and disaster preparedness plans. The appropriate RMU is responsible for arranging a thorough security briefing prior t o a st aff member’s assignment. Likewise, t hey wil l debrief departi ng st aff. If this is not possible, then the Country Office will ensure the appropriate briefing and training is provided upon arrival. SECURI TY TRAI NI NG Periodic security training should be completed for all Country Office staff and recorded appropriat ely. Usually part of an employee indoctri nation program, training enhances overall safety and security, prevents or minimizes potential incidents, and allows the staff to react confidently to crisis or emergency sit uat ions. Subjects t hat should be mandat ory for all employees in all Country Offices include: • Basic personal security  • First-aid/ CPR and emergency medical response  • Fire and electrical safety  • Evacuat ion procedures  • Landmine/ UXO awareness ( in appropriate areas)     S     E     R     U     D     E     C     O     R     P     Y     T     I     R     U     C     E     S     D     N     A     Y     T     E     F     A     S

Other subjects that should be considered for all staff and family as appropriate i nclude: • Defensive-driver training and basic vehicle maint enance  • Stress management  • Anti -terrorism  • Communication procedures  • I ncident reporting 

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES 3.10

SI TE SELECTI ON AND MANAGEMENT

CARE often will need to occupy several different types of structures (offices, residences, warehouses) t o meet it s operat ional requirements. These facili t ies should be selected and managed t o reduce t he risk of i nj ury t o personnel and/ or loss or damage of material. The most effect ive sit e select ion f oll ows a thorough security assessment. SITE SELECTION The Country Director, in accordance with an area’s specific security policies and standards, will determine appropriate residence and office locations, and hot els/ guest houses for temporary lodging of st aff and visit ors. Prior t o program implementation, all operational facilities and residences will be provided wit h appropriate securit y and safety equipment . Appendix A: Safety and Security Assessment Checklist, should be utilized to evaluate a prospective facility or residence and recommend modifications as required by t he area’s current securit y envi ronment and ri sk level. Key considerations when selecting a facility location include: • Choose a site close to a mai n road. • Ensure there is quick access t o at least two departure routes, including  an airstrip, in the event an evacuation is necessary. • Ensure adequate fire exit s. The use of bars, grates and locks can make  exits in case of fire problematic, making well-marked fire exits even  more important. • Avoid sit es close to market areas and mili tary compounds. • Examine the risks from natural hazards - especially fires, floods, and  wind. For tall buildings, t he threat f rom earthquakes is parti cularly  important to consider. • Choose a location near embassies or UN offices. • Cluster wit h ot her NGOs if possible. • Ensure adequat e secure parking. • Do not be lured by an inexpensive lease to a site that could compromise  staff safety. • For temporary lodging, such as hotels, ensure that t he facili ty is safe  and conforms to mini mum safety standards. Check for the level of  security that is provided.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES MANAGI NG A SI TE Site management guidelines for all offices, regardless of risk level, include: • Familiarize all staff wit h evacuat ion procedures and rendezvous points. • Ensure that procedures in t he event of a bomb threat are reviewed and  procedures posted at each phone. • Ensure that off ice procedures for local di sturbances or incidents, including natural disasters, are in place and reviewed with staff. • I nstall f ire-fighti ng equipment in an accessible locati on and  check/ service it annually. Train all staf f i n use of f ire exti nguishers and  basic fire drills. • I nstall a f irst-aid kit in an accessible locat ion and keep it well st ocked. • Check all windows, doors, exits, and entrances daily, especiall y when  closing the facili ty for the day. Establish a daily routi ne for locking up  and assign a responsible person. • Secure and lock up all document s of a sensitive nat ure. I n parti cular, political- or security-related materials should be kept separate from  other fi les and access restricted ( computer password protected or locked  in a safe). • Prominent ly display all emergency phone numbers and provide all staf f  with a telephone directory listing key local and international numbers. SI TE MANAGEMENT GUI DELI NES FOR HI GH RISK COUNTRI ES:     S     E     R     U     D     E     C     O     R     P     Y     T     I     R     U     C     E     S     D     N     A     Y     T     E     F     A     S    3     R     E     T     P     A     H     C

In High risk countries additional precautions for facility security may include: • Ensure facil it y is self-contained with ample supplies of f uel, food, and  water. I f possible, sites should be chosen wit h alt ernate sources of  power and water. • I nstall a back-up generator if appropriate and conduct regular testing  and maintenance. • Protect f uel storage containers. I f fuel, oil, or other fl ammable  substances are kept inside the compound, store them in remote areas  and below ground level if possible. • Protect the radio equipment by keeping it in the main shelter. • When possible, erect double fencing around all facilities wit h alt ernati ve  exit s/ entrances and increase exterior light ing.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES • Protect water tanks by locating them inside the compound and locking  the lid if possible. • I f using armed guards, give clear instructions and defi ne limits of  aut horit y. Appoint a senior guard to be in charge of the guard force. Provide identifying clothing and proper security and safety equipment. Allow guards access to shelter and toilet facilities.

3.11

VI SI TOR SECURITY

Country Directors will determine whether in-country visits are appropriate and if so, the travel criteria and appropriate locations for visitor accommodation. GENERAL VISI TOR GUI DELI NES For newly arrived staff or visitors, the lack of area-specific cultural knowledge, security procedures, and language skills can cause difficulties. Visitors that cannot communicate and who do not know the appropriate security precautions can inadvertently become a victim of crime or a securi t y incident . Every visit or and new st aff member (and family member as appropriate) should receive a visitor indoctrination brief that includes safet y and securi t y informat ion. Some general securi t y guideli nes for visit or safety include: • Monit or the number and locati on of in-country visit ors. • Require visitors to check in with t heir respecti ve embassies or  appropriate office. • House visit ors in the same hot el or in several hot els in the same  vicinity. Use hot els approved by the Count ry Office. • Provide visit ors wit h an emergency informati on card wit h emergency  contact phone numbers for the police and ambulance and key Country  Office personnel. • Provide a securit y briefi ng for all visit ors. I nclude inf ormation on safe  modes of transport, areas to avoid and other precautions. • Use off icial vehicles for visitor transportat ion when appropriat e. • Ensure visit ors have the abili ty to maint ain contact wit h the appropriate  office when visiting remote project sites.

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CHAPTER 3: SAFETY & SECURI TY PROCEDURES VI SI TOR GUI DELINES FOR MODERATE RI SK OR HI GHER COUNTRI ES • Carry a radio when t raveling and est abli sh a time schedule for radio checks when away from the office. • Travel only during dayli ght hours. Night t ravel is not recommended. Avoid having visitors travel alone. • Ensure visit ors receive det ail ed inst ruction in safet y measures, alarm and communication systems, guard procedures, and the evacuation plan. • Have visit ors vary their daily schedule and routes. • Unofficial visitor travel is usually not permitted in severerisk countries.

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