Application Process & A-PoE

Once a USAR team and its sponsoring organisation have agreed to undergo the IEC/R, it is required to apply to the INSARAG Secretariat .

The application process starts minimum two-years before the envisaged IEC/R exercise. The IEC/R Two-Year Planning Timeline provides an outline of a timeframe that a USAR team must adhere to regarding its IEC/R preparations.

Before a USAR team can consider an application for an IEC/R, it must demonstrate its involvement with INSARAG. This requires that during its development, a prospective USAR team planning for an IEC/R will participate in its annual regional meetings, EREs/SIMEX, and/or other INSARAG activities including registration in the USAR directory. As decided by ISG 2024, the USAR team/sponsoring organisations has to provide minimum 3-5 IEC/R appropriate classifiers in 5 years prior to its own IER, otherwise the USAR team will not be admitted to the IER.

The USAR team will also need to discuss the selection of its IEC/R mentor with the INSARAG Secretariat .

Regardless of whether a USAR team is an official government team, an NGO or combination government/NGO team, it requires the formal acknowledgement of the INSARAG Policy Focal Point of that country to be eligible to undergo an IEC/R.

Application Phases are as follows:

• Phase 1 begins with the application latest 24 months prior to the planned IEC/R date including the Abbreviated Portfolio of Evidence
• Phase 2 begins with the submission of the Comprehensive Portfolio of Evidence (C-PoE) no later than 12 months prior to the IEC/R date

Once chosen, the IEC/R mentor will perform an assessment of the capacity and capability of the USAR team to ensure it is prepared to start the IEC/R process.

The Phase 1 application for an IEC/R consists of:

• Written application by the government’s INSARAG Policy Focal Point to the INSARAG Secretariat stating that the USAR team would voluntarily like to undergo an IEC/R
• Abbreviated Portfolio of Evidence (A-PoE)
• Report from the mentor that affirms the team schedule of preparation activities will result in the USAR team being administratively and operationally ready, within the two-year period

The requirements for this application are as follows:

• This application must be submitted to the INSARAG Secretariat latest two years prior to the desired date. It is important to note that there are no exceptions allowed to this two-year preparation period since history indicates it takes minimum two-years for a team to prepare for an IEC/R.
• The application must be completed in English.

Upon receipt of the IEC/R Application Package, written application, A-PoE and IEC/R mentor’s report, the INSARAG Secretariat will evaluate whether the USAR team is prepared to meet the standards required for the IEC/R within the available timeline. If the INSARAG Secretariat is satisfied with the IEC/R Application Package, it will:

• Within 14 days inform the INSARAG Policy Focal Point in writing that the team’s application package is accepted
• Allocate a provisional IEC/R exercise date
• Enter the IEC/R into the schedule of upcoming IEC/Rs

If IEC/R application package does not meet the INSARAG minimum standards, the INSARAG Secretariat will inform the INSARAG Policy, Operational and Team Focal Point, and IEC/R mentor within 14 days in writing, of the identified areas of concern.

• The USAR team will be able to reapply by submitting a revised IEC/R A-PoE and IEC/R mentor’s assessment report, once the identified areas of concern have been resolved.

Abbreviated Portfolio of Evidence (A-PoE)

The A-PoE must be submitted by all teams applying for an IEC or IER. The contents of the A-PoE are included in the IEC/R Application Phase 1. The A-PoE, completed in English, is required to provide documented evidence that demonstrates the USAR team has been developed in accordance with the INSARAG Guidelines and has adopted the INSARAG methodology. A current IEC/R mentor assessment report is to be included in the A-PoE.

The IEC/R Quality Assurance WG supports the INSARAG Secretariat in reviewing and assessing the application documentations and advises the INSARAG Secretariat how to proceed further in the application process. The final responsibility remains with the INSARAG Secretariat.

A-PoE Template

⬇ Download A-PoE Template

Application Submission Instructions:

1. The application is to be printed as a hard copy, signed by the INSARAG Policy and Operational Focal Points, and posted via registered mail to:
   • Attention: INSARAG Secretariat
     IEC Applications
     UN Office for the Coordination of Humanitarian Affairs (OCHA)
     Emergency Response Section
     Response Support Branch
     Palais des Nations
     CH 1211 Geneva 10, Switzerland
2. The application is also to be emailed to: insarag@un.org
3. The INSARAG Operational Focal Point is required to follow up with the INSARAG Secretariat to ensure the application has been received.
4. This application must be completed in English.
5. Please note that the timeframe from receipt of the application to participation in a classification will take a minimum of two years. Therefore, teams are encouraged to factor this into their planning and timeframe.
6. The INSARAG Secretariat is responsible for allocating a provisional date once the Phase 1 application has been reviewed and found successful and a Mentor has been appointed.
7. A recent Mentor’s Assessment Report is to be included with this package.

Note: A USAR team undergoing a Reclassification is not required to submit an APOE

IEC APPLICATION - Phase 1 - Abbreviated Portfolio of Evidence (A-POE)

• Team Name
• Level of Classification
• Date of Submission

INSARAG Focal Points

• INSARAG Policy Focal Point

  • Name
  • Organisation
  • Position
  • Contact details
    • Address
    • Telephone
    • Fax
    • Email

• INSARAG Operational Focal Point

  • Name
  • Organisation
  • Position
  • Contact details
    • Address
    • Telephone
    • Fax
    • Email

• INSARAG USAR Team Focal Point

  • Name
  • Organisation
  • Position
  • Contact details
    • Address
    • Telephone
    • Fax
    • Email

Letter of Application
Official letter on organisation stationary from the INSARAG Policy Focal Point supporting the IEC application and insert here.

IEC Mentor

• Name
• Organisation
• Previous Mentor Experience
• Contact Details
  • Address
  • Telephone
  • Email

Directory of International USAR Teams
Complete the USAR Directory Application Form and insert it here.

USAR Team Fact Sheet
Complete the USAR Team Fact Sheet and insert here.

USAR Team Organogram
The composition of the team is required to comply with the requirements stipulated in the National Capacity Building volume of the INSARAG Guidelines and insert here.

Evidence to demonstrate Active Participation in INSARAG Events

• INSARAG Event
• Date
• Nature of Participation