054 FW 1
Supersedes 054 FW 1, 08/07/98; Director’s Memorandum on Significant Incident Reporting, 05/13/05; and Office of Law Enforcement Memorandum on Procedures for Reporting Serious Incidents, 02/14/03
Date: October 14, 2010
Series: Planning and Management
Part 054: Serious Incidents
Originating Office: Division of Refuge Law Enforcement
how to report.
1.1 What is the purpose of this chapter? This chapter:
A. Establishes U. S. Fish and Wildlife Service (Service) policy, procedures, and responsibilities for reporting serious incidents,
B. Provides direction for implementation of the Department of the Interior (Department) serious incident reporting requirements, and
C. Complies with other Service and Departmental policies for reporting accidents or serious incidents. Regional policies must not contradict this policy.
1.2 What is the objective of this chapter? Our objective is to develop and implement clear and concise instructions to ensure prompt and efficient reporting of serious incidents to the Service Directorate and the Department’s Interior Operations Center (IOC) as soon as practical after an incident.
1.3 What is the scope of this chapter? This chapter:
A. Applies to all Service employees;
B. Covers the initial reporting of serious incidents only. We use these reports to notify the Service Directorate; and
C. Does not cover all reporting requirements, such as safety, hazardous materials release, etc. For more information about additional reporting requirements, review the policies we list in section 1.4B.
1.4 What are the authorities for this chapter?
A. The authorities for this chapter are:
(1) 446 DM 17, Serious Incident Reporting.
(2) 900 DM 4, Coordination of Emergency Incidents.
(3) 485 DM 7, Incident/Accident Reporting/Serious Accident Investigation.
B. Table 1-1 provides links to other relevant Departmental, Department of Homeland Security, and Service policies that include serious incident language.
1.5 What is a serious incident? A serious incident is a law enforcement incident, emergency condition, unusual event, or homeland security concern that could focus public interest on the Department or the Service or result in inquiries to the Secretary of the Interior or the Director.
1.6 Who is responsible for implementing this policy?
A. The Director:
(1) Approves Service policy for reporting serious incidents, and
(2) Ensures that the Service Duty Officer or his/her designee notifies the IOC according to the requirements in 446 DM 17. The IOC is responsible for notifying the Secretary of the Interior through the Office of Law Enforcement and Security.
B. The Assistant Directors and Regional Directors ensure that employees:
(1) Comply with this policy, and
(2) Receive training as it relates to this policy.
C. The Assistant Director – National Wildlife Refuge System (NWRS):
(1) Implements Service policy for reporting serious incidents, and
(2) Coordinates with the Chief – Office of Law Enforcement to develop and update serious incident reporting policy.
D. The Chief – Office of Law Enforcement (OLE):
(1) Ensures that OLE employees comply with this policy, and
(2) Coordinates with the Assistant Director – NWRS to develop and update serious incident reporting policy.
E. The Chief, Division of Refuge Law Enforcement (DRLE):
(1) Has primary responsibility for ensuring that serious incidents are reported to the Director, other Service officials, respective Regional Law Enforcement Chiefs, and the IOC;
(2) Develops and revises procedures for reporting serious incidents;
(3) Supervises the Service Duty Officer(s); and
(4) Provides the Directorate with summary information about serious incidents.
F. The Service Duty Officer:
(1) Is a staff member of the DRLE;
(2) Monitors the National Serious Incident Reporting Line and receives incoming telephone calls from people reporting serious incidents;
(3) Notifies the Director, other Service officials, and the IOC about incidents in accordance with 446 DM 17;
(4) Assigns alternate staff to monitor the National Serious Incident Reporting Line and receive serious incident reports to ensure continuous (24 hour, 365 day/year) coverage; and
(5) Maintains and summarizes serious incident reports.
G. Project Leaders and Supervisors:
(1) Advise and coordinate activities related to serious incidents with appropriate personnel, such as their Refuge Law Enforcement Officer, Zone Officer, Area Special Agent, Regional Office Area Supervisor(s), or Assistant Regional Director of the involved program;
(2) Follow any additional Regional serious incident reporting policy or guidelines;
(3) Make sure that the serious incident has been reported to the Service Duty Officer, and if not, report it to the Service Duty Officer (see section 1.8A); and
(4) Ensure that employees are trained to understand what a serious incident is and what reporting requirement responsibilities exist in case they are involved in a serious incident.
H. Employees who are reporting a serious incident:
(1) Follow the telephone and written reporting requirements in section 1.8, and
A. Serious Incidents Servicewide: Table 1-2 summarizes the types of serious incidents you must report (see section 1.8 for information on how and when).
B. Serious Incidents Affecting Homeland Security: Table 1-3 summarizes the types of incidents that may affect homeland security that you must report immediately.
C. Serious Incidents on the Southwest Border: Except for the incidents listed in Table 1-4 below, when one of the incidents from Tables 1-2 and 1-3 occurs on the Southwest Border, you must report it immediately. Table 1-4 summarizes the types of incidents you have 3 business days to report if they occur on a station within 100 miles of the United States’ Southwest International Border. For these incidents only, you must submit a written incident report within 3 business days of the incident (see section 1.8B).
1.8 How do you report serious incidents?
A. Immediate Telephone Reports. Serious incidents described in Tables 1-2 and 1-3 must be reported by telephone to the Service Duty Officer within 1 hour of the incident, or as soon as possible after the incident, regardless of the day of the week or time of the day.
(1) Call the National Serious Incident Reporting Line at 1- 888-519-3606.
(Note: Office of Law Enforcement employees must report serious incidents to the Headquarters Duty Special Agent at 1-800-409-3656. The Headquarters Duty Special Agent will immediately contact the Service Duty Officer.)
(2) Leave a brief voice message describing the incident. Give your name and a telephone number where the Service Duty Officer can return the call.
(3) The Service Duty Officer will return the call within 20 minutes to obtain the incident details. The Duty Officer will also give you contact information for sending in the written incident report.
(1) If the incident is a law enforcement matter, a Service law enforcement officer or other appropriate local law enforcement officer may write the report. For incidents involving drug seizures (see Table 1-2(3) and Table 1-4(4), the person writing the report must also complete the Department’s Drug Enforcement and Seizure Report and send it to the Service Duty Officer.
(2) If the incident is NOT a law enforcement matter, any Service employee may write the report using FWS Form 3-2038, Incident Report.
(3) Table 1-5 is a checklist of the information that must be in a written report.
C. Updates to Initial Reports. Provide a written update to the Service Duty Officer as new or additional information becomes available.
1.9 To whom does the Service Duty Officer report incidents?
A. The Service Duty Officer notifies (using phone, fax, or email) the Service Director or other Service officials, as appropriate. Notification depends on the nature of the incident.
B. The Service Duty Officer also notifies the Department’s IOC, by calling 1-877-246-1373, or by emailing DOI_Watch_Office@ios.doi.gov.
C. As soon as the Service Duty Officer receives an Incident Report documenting the incident, the officer submits it to the IOC.