STANDARD OPERATING PROCEDURES (SOPs) FOR RECEIVING AND by ech18816

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									                                                                                                Sop_1529_r02
                                                                 Receiving & Routing Incident Notifications SOP
                                                                                      Date: December 10, 2003
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          STANDARD OPERATING PROCEDURES (SOPs)
                            FOR
        RECEIVING AND ROUTING INCIDENT NOTIFICATIONS




   Please Note: The official version of this document is maintained on the LDEQ Intranet. Copies, whether
   in electronic or printed form, are not official and should be verified for currency against the official
   document on the Intranet. The Control Header of the SOP will be used in comparison to the official
   document.



Approved by:                                                                Date:
                      Jeffrey P. Meyers, OEC, Surveillance Division

Reviewed by:

                                                                            Date:
                      Raymond Guillaume, OEC, QA Officer



Process Owners:       OEC Surveillance Division Staff
Document Owner:       Tyler Ginn
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                                                    Receiving & Routing Incident Notifications SOP
                                                                         Date: December 10, 2003
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                                 Table of Contents
Section      Title                                                               Page No.

1.0          Purpose and Scope of SOPs                                                3

2.0          Definitions of common terms                                              1

3.0          Incident Notifications Received During Working Hours                     2

4.0          Incident Notifications Received After Working Hours                      7

5.0          Filing Incident Notifications                                            8




Figure 1     Louisiana Map of Regional Boundaries

Appendix A Single Point of Contact Telephone List for Surveillance Personnel

Appendix B Emergency Responder Phone List
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                                                               Receiving Incident Notifications SOP
                                                                          Date: December 10, 2003
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1.0    Purpose and Scope

The purpose of this document is to establish written procedures for the Single Point of
Contact (SPOC) and the Emergency Response personnel who are responsible for
receiving incident notifications. This SOP is intended to document the SPOC’s
procedures for receiving, logging, routing, and filing incident notifications. This
document will be reviewed annually to evaluate specific processes to ensure a high
quality document. This document may be reviewed sooner if significant changes to the
Incident Notification system cause the document to become outdated.

These procedures apply to the Single Point of Contact (SPOC) and the Emergency
Response personnel in the Surveillance Division of the Office of Environmental
Compliance.

2.0    Definitions of Common Terms

Emergency Incident is an incident that could reasonably endanger public health or
severely impact the environment.

Non-Emergency Incident is an incident that does not cause an emergency condition
but may require immediate action. Non-Emergency incidents are classified as high or
low priority.

High Priority is a non-emergency incident has the potential to impact the environment
or involves a controversial facility/situation. It is the responsibility of the Environmental
Supervisors to inform the SPOC of controversial facilities/areas within their region.

Low Priority is a non-emergency incident that can wait until the next working day to
investigate.

Complaint – A notification made by any person in regards to an alleged environmental
violation.

Release/Spill – Any notification made by an Agency Interest in regards to the self-
reporting notification requirements set forth in LAC 33:I.3901.

Primary Pager – Emergency Response Personnel on primary pager will be responsible
for handling emergency incidents in their region.

Secondary Pager – Emergency Response Personnel on secondary pager will be
responsible for handling citizen complaints in their region and will backup the primary
pager as necessary.
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                                                             Receiving Incident Notifications SOP
                                                                        Date: December 10, 2003
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3.0   Incident Notifications Received during Working Hours

      3.1   Single Point of Contact

      The Single Point of Contact (SPOC) is the designated recipient of citizen
      complaints and notifications for release/spill incidents during normal working
      hours (8:00 am to 4:30 pm). The SPOC will be responsible for receiving, logging,
      routing, and entering all incident notifications in the Access and TEMPO
      databases during these hours. Additionally, the SPOC will be responsible for
      logging incident notifications received after hours and citizen complaints received
      by other regional offices.

      3.2   Methods for Receiving Incident Notifications

      During normal working hours, the SPOC receives incident notifications via e-mail
      from the Louisiana State Police (LSP), fax from the National Response Center
      (NRC), and telephone from agency interests and private citizens. After hours,
      the Capital Regional Office (CRO) primary pager will receive incident notifications
      directly from the LSP Hazardous Material Hotline.

      Regional office personnel may receive a citizen complaint and record the
      information on the standard incident report form. The incident report form will be
      subsequently forwarded to SPOC by fax or e-mail for assignment of a Dispatch
      Number and Incident Number. However, all Regional Offices have been
      instructed to direct incident notifications regarding release/spills (as defined in
      Section 2.0) to the SPOC at 225-763-3908 (for non-emergency incidents) or the
      LSP at 800-925-6595 (for emergency incidents).

      3.3    Logging Incident Notifications

      When the SPOC receives a notification, the incident will be assigned a unique
      dispatch number for tracking purposes. All spills, releases, and water bypasses
      will be logged into the spill book. All private citizen complaints will be logged in
      the complaint book. The tracking number assigned is based on the incident type
      (release/spill or complaint), the last two digits of the calendar year, and
      sequential number consisting of four digits. The sequential numbers reset to
      zero each calendar year. For example, a spill/release log number in the year
      2000 would be s00-1234. A complaint log number in the year 1999 would be
      c99-1234. Once the incident has been recorded into one of the logbooks, the
      incident will be entered into the TEMPO database according to the “SOP for
      Incident Data Entry into the TEMPO Database”. TEMPO will assign the incident
      a unique incident number.
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                                                      Receiving Incident Notifications SOP
                                                                 Date: December 10, 2003
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For citizen complaints that are received by other regional offices, the personnel
receiving the complaint must request a dispatch number and incident number
from the SPOC via fax or e-mail. The SPOC will record the necessary
information and log the incident in the complaint book and enter the incident into
TEMPO. The incident will be assigned to the personnel requesting the dispatch
number and incident number.

3.4   Routing Incident Notifications

The SPOC is responsible for routing incident notifications to the appropriate
surveillance personnel. Each region has been assigned different areas of
coverage separated by Parishes (See Figure 1).             For non-emergency
incidences (high or low priority), the SPOC will determine the appropriate
regional office based on the Parish where the incident is located. Once the
SPOC has determined the appropriate Regional Office, the SPOC will assign the
incident to an Environmental Supervisor in that region based on their area of
expertise (air, water, hazardous waste, etc.). A list of Surveillance personnel
separated by region and area of expertise is located in Appendix A. The SPOC
will fax the incident notification to the assigned Supervisor for an appropriate
response. The fax will be followed by a telephone call to the region when the
incident is considered high priority. The SPOC will then record the assigned
region and supervisor in the appropriate logbook and enter the information into
the TEMPO database.

For emergency incidents, the SPOC will assign the incident to an Emergency
Responder in the appropriate region. If the responder on Primary Pager is not
available, the SPOC will assign the incident to the responder on Secondary
Pager. In regions with only one responder (Northeast, Kisatchie, and Acadiana),
if the Emergency Responder in these two regions is unavailable, the SPOC will
assign the incident to the closest responder on Primary Pager. The SPOC will
contact the assigned Emergency Responder by telephone, radio, or pager
immediately to ensure prompt notification. Emergency Responder telephone
numbers and pager numbers are located in Appendix B. The SPOC will then
record the assigned Emergency Responder in the appropriate logbook.

3.5   Data Entry for Incident Notifications

The SPOC currently has two separate databases used to keep track of Incident
notifications. The SPOC will incorporate the “SOP for Incident Data Entry into
the TEMPO Database” for entering incident notifications in the TEMPO
Database. The other database utilized by the SPOC is an Access database.
The Access database is an electronic version of the SPOC spill book and
complaint book. The SPOC will not forward an incident until the information has
been recorded in the TEMPO database and the SPOC internal logbook.
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                                                        Receiving Incident Notifications SOP
                                                                   Date: December 10, 2003
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The Access database separates incident notifications into spills and complaints.
The Access database is located on the file room computer in room 304 of the
CRO. For the complaints database, data entry consists of one page. The
required fields are:

       •   Log number
       •   Date received
       •   Complainant
       •   Incident Location
       •   City
       •   Parish
       •   Complaint
       •   Responder
       •   Media Affected
       •   TEMPO Number
       •   Multiple Complainants

For the spill database in Access, the required fields are:

       •   Log number
       •   Date received
       •   City
       •   Parish
       •   Incident Location
       •   Material released
       •   Quantity released
       •   Generator
       •   Responder
       •   Media Affected
       •   TEMPO Number
       •   Written Notification Received

Access to the database has been limited to the SPOC and the student workers
who assist the Emergency Response section on a part-time basis.
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                                                             Receiving Incident Notifications SOP
                                                                        Date: December 10, 2003
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4.0   Incident Notifications Received after Working Hours

The Capital Regional Office (CRO) Primary Pager will be responsible for receiving
incident notifications from the LSP after working hours (4:30 pm to 8:00 am). The CRO
emergency responders will rotate pagers on the first day of the week (Monday). If the
first day of the week is a holiday, the responders will rotate pager the next day of work.
The rotation consists of the Primary pager going to Third pager, the Second pager going
to Primary Pager, and the Third Pager going to Second Pager.

      4.1    Telephone Records

      Once the responder receives a page from the LSP, the responder should record
      the date and time and contact the LSP as soon as possible to determine the
      nature of the incident. Record the incident location, material(s) involved, and the
      telephone number of the person reporting the incident. This information will be
      necessary if a Responder or other Surveillance personnel are required to
      investigate the incident.

      4.2    Routing Incidents

      For emergency incidents outside of the Capital Region, contact the Emergency
      Responder on-call in the appropriate region and relay the information from the
      LSP regarding the incident. If the responder on Primary Pager is not available,
      the CRO Emergency Responder will contact the responder on Second Pager. If
      the responder on Second Pager is not available, the CRO Emergency
      Responder will contact the closest responder on Primary Pager. If the incident is
      located within the Capital Region, the responder on Primary Pager will
      responsible for handling the incident and any other incoming incidents. A copy of
      telephone numbers for the Emergency Response section is located in Appendix
      B.

      For non-emergency incidents that are high priority, the appropriate Surveillance
      personnel (air, water, etc.) in the appropriate region are contacted. The
      Emergency Responder will determine the appropriate region using the map
      provided as Figure 1. The emergency responder will contact the surveillance
      personnel via the rotating pagers for that region. If the person with the rotating
      pager does not respond, the Emergency Responder will attempt to contact the
      Environmental Supervisor either by pager or home telephone number. A copy of
      the SPOC telephone list for the Surveillance personnel is located in Appendix A.
      For non-emergency incidents that are low priority, the incident will be forwarded
      to the appropriate Regional Office and Surveillance personnel the next working
      day.
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                                                                 Receiving Incident Notifications SOP
                                                                            Date: December 10, 2003
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       4.3    Logging Incident Notifications

       The SPOC will be responsible for logging incident notifications received after
       working hours by the next working day. See section 3.3.

       4.4    Routing Incident Notifications

       The SPOC will be responsible for routing incident notifications received after
       working hours unless the Emergency Responder already assigned the incident to
       someone at the time of notification. The Emergency Responder on Primary
       Pager will be responsible for informing the SPOC of incidents that have already
       been assigned to Surveillance personnel to avoid duplication of effort.

       4.5     Data Entry for Incident Notifications

       The SPOC will be responsible for entering incident notifications received after
       working hours into the TEMPO and Access databases. See section 3.5.

5.0    Filing Incident Notifications

The SPOC will be responsible for filing all incident notifications. The incident
notifications will be maintained in room CRO file room. Incident notifications are
separated into spills (blue folder) and complaints (pink folder). The notifications are
then filed in sequential order beginning with the lowest log number for that year (s00-
0001, etc.).

In addition to incident notifications, the file contains the written reports for incidents that
were investigated by personnel in the Emergency Response section only. These
written reports are filed with the original incident notification. These reports may include
photos, analytical data, and other information that can not be entered into a database.
Currently, all files pertaining to incident notifications and emergency response reports
will be maintained for at least five years.
              FIGURE 1

LOUISIANA MAP OF REGIONAL BOUNDARIES
                      APPENDIX A

SINGLE POINT OF CONTACT TELEPHONE LIST FOR SURVEILLANCE
                      PERSONNEL
          APPENDIX B

EMERGENCY RESPONDER PHONE LIST

								
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