Team Evacuation Plan
Security risks, natural disasters, disease outbreaks, political uprisings and war are just a few reasons why Reliant would mandate an evacuation of an entire field team from a particular area or country. Deciding to evacuate all team members or only non-essential team members should not be taken lightly, nor should it be delayed when a serious threat to the lives and safety of personnel exists. Removing all team members and equipment is expensive and may not be necessary. Conversely, Reliant can never be certain that the team members, facilities or equipment left behind will survive the crisis situation. No plan can cover everything required for an evacuation as each has its own unique risks and issues that must be addressed. The following guide provides some recommended procedures when contemplating and planning for the evacuation of personnel and equipment.
Planning
Evacuation planning and rehearsals should be carried out regularly in high-risk areas. In many contexts the safety and security situation can deteriorate rapidly, often without warning. The evacuation plan should be written and included within the Crisis Management Plan issued to all Team Members and Field Leaders for that specific location. When writing the evacuation plan, at least the following issues should be considered:
- Who will be evacuated? It is essential that all staff members clearly understand their and their families’ eligibility for evacuation or relocation assistance. Each field team should determine which staff members are “essential” and which are “non-essential.” Essential staff members are those required to conduct limited, basic operations.
- Priority 1 – Non-essential personnel and all staff members who are in immediate personal danger due to the conditions of the crisis.
- Priority 2 – Essential staff and any remaining personnel.
- Where will personnel be evacuated? Identify a first-choice destination and an alternate destination for evacuation or relocation. Determine visa requirements, and the logistics that will be needed upon arrival at the destination(s).
- How will personnel be evacuated? Establish a notification system to ensure everyone is informed of the impending evacuation. Determine and verify an assembly point where personnel will gather after notification. Detail the method of evacuation. Identify potential evacuation routes to airports, seaports, or land borders. Check to ensure that these routes can be travelled under emergency conditions. Inspect border crossings and safe areas. Coordinate plans with Embassies, Consulates, UN Agencies, and other NGOs as appropriate.
- What goes and what stays? Identify which documents, such as contracts, payroll records, etc., will be needed to re-establish operations once relocated or upon re-entry. Other documents should be marked for destruction, or left behind as appropriate. Consider how evacuated documents will be perceived if seized by a particular person or group. They may contain information that could put the evacuating individual(s) at risk due to misinterpretation, and would be better destroyed or left behind.
- Who is responsible for the various tasks during an evacuation? During the crisis essential staff will be fully occupied so it is imperative that tasks and responsibilities for evacuation be clearly defined during the planning stage.
- What will be the expected impact of evacuation on the operation? Will the office be closed and, if so, how? What are the policies and plans for continuing operations through locally employed staff members and partners?
- Will children need to be picked up from school? What are the policies of the children’s school? Who will pick up the child and when?
The Information Manager should contact the families and next of kin for all personnel potentially involved in the evacuation and provide continued updates until its conclusion.
