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IEC/R Mentor & Support

IEC/R Mentor and Mentoring Team​

To lessen the potential of a USAR team being unsuccessful in its attempt to gain IEC/R, the ISG unanimously endorsed that it is compulsory for USAR teams wanting to undergo an IEC/R to engage a mentor or mentoring team. It is required that the mentor does not come from the organisation or the country undertaking an IEC/R. This will open opportunities of learning from a different perspective as well as expanding knowledge of how other USAR teams operate (peer-to-peer). The mentor has the responsibility to provide an independent, unbiased recommendation to the USAR team and INSARAG Secretariat whether the IEC/R exercise should go ahead as planned or whether it should be postponed.

Individuals interested in becoming a mentor are required to complete the IEC/R mentor application form and submit this to the INSARAG Secretariat for consideration. The INSARAG Policy and Operational Focal Points of both the country of origin from the mentor and the team being mentored ought to be notified by the INSARAG Secretariat about the selection of a mentor.

Exceptions can be granted by the INSARAG Secretariat, based upon experience. Consultation in this matter with the Quality Assurance Working Group is strongly advised.

There are essentially two routes available to a USAR team regarding the engagement of an IEC/R mentor, i.e. bilateral USAR team support and/or an external consultant. There may be instances where a USAR team may elect to use a combination of both examples. However, it should be well realised that the IEC/R process is set up as a peer-to-peer review.

When requested, the INSARAG Secretariat can provide contact details for qualified mentors that have coached other successfully classified USAR teams, and/or have submitted a mentor application. The team’s relationship with their identified mentor is arranged bilaterally.

Bilateral USAR team IEC/R Mentorship​

This occurs when the USAR team engages the assistance of a classified USAR team. It is however a prerequisite that the USAR team providing the mentoring has successfully undergone an IEC/R at minimum the same level of classification being sought by the team undergoing the IEC/R. It is accepted that a USAR team classified at the heavy level can mentor either another heavy USAR team or one seeking light or medium level classification. As example, a USAR team classified at the medium level cannot mentor a team seeking heavy classification.

When a USAR team chooses this support mechanism, it is important that one person from the classified USAR team be named as the mentor, while understanding that other staff and elements of that team will be used for the mentoring process. Having a single point of contact ensures reliable contact and dialogue with the INSARAG Secretariat as well as the USAR team seeking classification. Exceptions can be discussed with the INSARAG Secretariat case by case.

The nature of this engagement involving costs and time allocation will be determined and mutually agreed by the respective organisations. The INSARAG Secretariat is not a party to these discussions and decisions.

External Consultancy for IEC/R Mentorship​

This occurs when the USAR team engages the assistance of an external consultant. This should be an individual or organisation with the relevant INSARAG knowledge and skills suitable for the given task. It must be noted that it may not be easy to identify an external consultant that possesses the expertise to be able to provide actual and adequate in-depth advice on all the five major components of USAR. If this is the case, this mentor should be able to seek out the assistance required to fill these gaps.

This external consultant should have successfully concluded the INSARAG Leadership Course.

The nature of this engagement involving costs and time allocation will be determined and mutually agreed between the USAR team and the consultant. The INSARAG Secretariat is not a party to these discussions and decisions.

Tasks​

Main tasks

  • The objective is maximising the probability of success for the USAR team that undergoes an IEC/R.
  • The role of the mentor is to “coach” the team regarding its preparation over all the process for its IEC/R, according the INSARAG Guidelines Vol 4.
  • The IEC/R mentor has the responsibility of recommending to the INSARAG Secretariat whether the IEC/R should go ahead as planned or whether it should be postponed.
  • Ensure compliance with the minimum standards for IEC/R according the INSARAG Guidelines Vol 4.

Detailed tasks
Phase 1 + 2 (at least two years):

  • Conduct an independent, non-biased assessment of the USAR team’s state of readiness, map this against the requirements of the IEC/R and identify any gaps that require corrective action.
  • Based on the findings of the above, in conjunction with the USAR team management, map out a strategy that will enable the USAR team to address any gaps identified within the required timeline.
  • Work with the USAR team, as required, to implement the preparation strategy applying the accepted timeline of two years.
  • Provide technical guidance on SOPs, resourcing, equipment requirements and operational techniques as required.
  • Provide a link to the INSARAG Secretariat and ensure it is kept up to date regarding the progress and status of the team.
  • If it appears that the team is likely to be unsuccessful, the IEC/R mentor has the responsibility to notify the USAR team management, its sponsoring organisation and the INSARAG Secretariat as soon as possible so that an appropriate course of action can be determined.
  • Liaise with the INSARAG Secretariat and IEC/R classifier team Leader and the USAR team’s sponsoring organisation as required.
  • Continuously liaise with the head of the IEC/R Exercise Control (EXCON) team.
  • Provide guidance on the compilation of the A-PoE and C-PoE.
  • Confirm with the Secretariat which additional documents (training records, training programmes and logistics databases) are required to be translated to English. Determine if summaries of extensive programmes can be provided in English rather than the entire document.
  • Review both PoEs prior to them being submitted to the INSARAG Secretariat to ensure all requirements are met. If there are any shortfalls, work with the USAR team to address any issues identified.
  • Provide guidance on the design of the IEC/R simulation exercise to ensure it is constantly evolving over a minimum of a 36-hour period and that the scenarios will enable the classifiers to observe all of the technical requirements of the IEC/R Checklist.
  • Discuss together with the IEC/R classifier TL and the USAR team the pre-greening process.
  • Be present during the IEC/R and support the USAR team to conduct a safe and successful exercise.

Phase 3:

  • Provide support and clarification to the INSARAG Secretariat, IEC/R classifier TL, EXCON and the USAR team as may be required.
  • Be available to be part of any meetings or discussions that may be required during the IEC/R.
  • Understand that the mentor role may extend beyond the ending of the IEC/R exercise to include assisting with identified corrective actions.

Qualification​

Requirements (essential)

  • Profound knowledge of USAR operations, INSARAG Guidelines and INSARAG methodology.
  • Maintain a close relationship with the INSARAG network through participation in meetings, exercises and other activities.
  • Guarantee that your employer will support the time required to prepare for the IEC/R.
  • Sound understanding of the UNDAC system.
  • Strong communicator with negotiation skills.
  • Strong organisational skills.
  • Able to build and coach a team.
  • Intercultural competencies.
  • Language skills.
    • English: good oral and written knowledge.
    • Preferable to know other languages.
  • Experienced/good knowledge of training methodologies.
  • International USAR operational experience.
  • Knowledge of all aspects of a USAR team (Management, Search, Rescue, Medical, Logistics), including Training facilities, Home Base, Log.
  • Political sensitivity.
  • Good knowledge of humanitarian aid principles.
  • Must have attended the INSARAG Leadership Course.

Requirements (desirable)

  • Member of an INSARAG classified USAR team.

Roles and Responsibilities​

Obligations

  • See tasks mentioned above.

The mentor takes on a significant responsibility when providing these services. The commitment required should not be underestimated, as it may be significant, depending on the degree of readiness of the USAR team in question. The mentor will play a major role in providing the INSARAG Secretariat information about the status of the USAR team and its ability to successfully undergo INSARAG classification/reclassification.

The mentor supports the USAR team’s project officer/coordinator for the IEC/R and is responsible for assessing the response capability and technical capacity of the USAR team.

During the IEC/R process the position of the mentor will have a crucial role by supporting the IEC/R classifier cadre, the EXCON and the USAR team.

Before the IEC/R exercise, the mentor is responsible, together with the IEC/R classifier team leader and the INSARAG Team Focal Point for the pre-greening process. The pre-greening process is only applicable for INSARAG External Reclassifications.

Remarks​

  • The mentor is appointed by the USAR team preparing for the IEC/R in consultation with the INSARAG Secretariat and approved by the INSARAG Secretariat.
  • The IEC/R mentor role can also be taken by a classified team, rather than by an individual (at least one member must have the INSARAG Leadership Course).
  • The IEC/R mentor takes on a significant responsibility when providing services. The commitment required should not be underestimated as it may be significant, depending on the degree of readiness of the USAR team in question.

IEC/R Observers​

Teams undergoing IEC/R exercises are encouraged to accept observers from USAR teams preparing to undergo an IEC/R. The INSARAG Secretariat may make suggestions to the USAR team about inclusion of observers.

It is the responsibility of the USAR team/sponsoring organisation undergoing IEC/R to determine if they support an observers’ programme during its IEC/R exercise. The observer programme should be explained on the VOSOCC and operational and administrative instructions when referencing the IEC/R exercise so that potential observers are aware of the level of engagement/observation they can expect.

The USAR team/sponsoring organisation will also determine how many observers they will support. The USAR team/sponsoring organisation are encouraged to issue specific invitations giving priority to those teams preparing to undergo an IEC/R. If translation is required, it is the responsibility of the observers.

The observers will be advised that they have been invited to observe and not make comment about the process, the outcome of the process, or to interfere with either the USAR team being classified, or the IEC/R classifiers. All coordination must be done through the observer coordinator.

It is the responsibility of the host organisation, not the IEC/R classifier team leader, to manage the observer delegation throughout the exercise.