Intro to Khaki

Intro to Khaki is designed to introduce you to the role of Ranger Dispatch or Khaki. After this training you will be able to identify the basics of what Khaki is and does. This training is designed for Rangers with 2+ years experience and an interest in learning about this volunteer role. This is a required training for anyone wanting to KIT or Khaki.

Khaki Main Functions:

Khaki serves all on shifts as the Ranger dispatch. Khaki is always available as a resource to all Rangers on duty and acts as a liaison to other cores and the Firefly Board during that shift.

Both Primary Event Dispatch and Ranger Shift Supervisor

Primary Event Dispatch

• Receives and transmits info to coordinate operations of volunteers & resources (Rangers & other cores)
• Primary conduit for connecting participants with community resources
• Maintains Event log

Ranger Shift Supervisor

• Directs and tracks rangers
• Offers guidance, advice, resources
• Supervises training
• Acts as a Ranger at HQ

What is the experience of being Khaki?

• You are usually at Ranger HQ, often with KIT and/or Echelon
• Participants and volunteers come to you with questions, problems, complaints, needs
• Often many things happening at once
• Multiple responsibilities to balance
• You get to be the eye of calm in the storm of Firefly
• And usually there is also time to chill, socialize, and/or relax

What is Taking Calls as Khaki Like?

• Talks a lot on the radio
• Maintains communication with Dirt Rangers
• Act as a liaison or relay between departments
• Maintain a detailed incident log (Ranger Log)

What is Khaki’s role Incident Response?

• Monitors emergency cell phone
• Assess situations as they arise to determine if OOD, Board, First Aid, Medical (NorthBeast EMT), Sanctuary, DPW, Fire or other core assistance is needed
• Assess situations as they arise to determine if ICS should be enacted
• In ICS- Khaki serves as Planning and Logistics, Operations Lead or Ranger Operations Lead if needed by IC

Khaki Responsibilities as Event Dispatch / “Info”

Khaki Responsibilities as Event Dispatch / “Info”

• Radio Communication
  • Monitor & Respond on Info (Ch 1)
  • Direct callers to other channels or locations
  • Pass on information
  • Request resources to locations
• Emergency Cell Phone numbers
  • 802-FIRE-BUG rings Ranger phone, and OOD phone as backup
  • Can have Echelon monitor at your discretion
• In-person interactions at HQ
• Liaison to other cores (OOD), board, Medical
• Coordinates Incident Response
• Event Log
  • Not just for rangers, the khaki log is the primary tracking document for all event incidents and will be referenced during and after the event

Khaki Responsibilities as Ranger Shift Lead

• Track & direct rangers on shift
• Support & guide rangers
• Supervise training process
• Offer advice & resources as handle issues
• Communication via radio or face-to-face
• Update Khaki log
• Update incoming Khaki of incidents and other important information

Ranger Shift Supervision Duties in Detail

Pre Shift

• Arrive 15-30 minutes before the end of the previous shift.
• Meet with previous Khaki and debrief- look through the Ranger Log and get caught up.
• Update the Ranger Log and white board if needed:
• OnComm info: OOD, Board, Medical (NorthBeast EMT), First Aid, Sanctuary, etc.
• Weather: Forecast for day/shift

Shift Start

• Announce change in Khaki over the radio--especially since change is now mid-shift
• Meet and greet your Rangers 15 minutes before their shift starts
• Note any special skills or assets (e.g. experience with distressed participants, Sanctuary, First Aid, Fire)
• Note any preferences or needs
• Make sure your Rangers are prepared for shift dressed appropriately and hydrated
• Pair up Rangers
• Assign Dirt Rangers to specific locations and cover all parts of the event (e.g. gate/greeters, lower parking, upper parking, forest)
• Write down all notes, Ranger names, skills, assets, and Ranger location assignment
• Give a quick shift briefing and pep talk before sending Rangers on their way
• Dispatch your Rangers to their assigned zones

IMPORTANT: All Rangers need be informed of any issues they should be on the lookout for or expected events while on shift as part of shift briefing.

Shift Start Tips:

• Pair up alphas with more experienced Rangers.
• If left with an odd number send 3 out together or keep one to assist Khaki.

During Shift

• Move your Rangers around by assigning different locations
• Change up Ranger partners
• Check in every hour or so if you don’t hear from your Rangers
• Talk to your Rangers find out how they are doing
• Stay flexible but know where your Rangers are
• You can roam if you have a partner and Echelon is at HQ. Bring the Khaki phone with you.

During Shift Tips:

• Support your Rangers by guiding them and keeping them engaged while allowing them to practice their art. You are not the "boss", you are the guide. You encourage, care for, and watch over. You let them handle as much as they can. They are not working for YOU, you are there for them.
• A great way to check in with your Rangers is to change up their zone, request a specific task or ask them to check out a location. This allows you to discover what they are up to while not dictating their every move.

Shift End

• Call your Rangers in from their assigned zones
• Debrief with each Ranger and write in the Ranger Log anything important
• Thank each Ranger volunteer
• Brief incoming Khaki and give them the Ranger Log to review

Shift End Tips

Encourage your Rangers to decompress properly after a difficult shift by taking off their shirt and and seeking khaki or senior ranger to talk to.

Taking Calls As Khaki in Detail:

Khakis receive calls about everything! You are not expected to know everything however you do have to respond to every call with respect. No yelling, no laughing with disrespect. Support your Rangers and everyone else On Comm.

Khaki Call Tips

Know how to find information

Know your resources

Know departments and department leads

Radio Demeanor

• Stay calm on the radio, it can affect the whole tone of the shift
• Until you have quite a bit of experience as a shift lead, stick to a very calm and minimal radio presence, focus on operational issues
• Your attitude, (good or bad) will infect and affect, your Rangers.
• If need be, put on a show of enthusiasm, be a cheerleader.
• If you are stressed or worried, or detached, so will they be.
• If you make a call to the ONCALL or WAKE channel, ask them to switch to a different channel (eg, Ch1 or an open channel)

*IMPORTANT: Remember every Ranger and other department On Comm is listening to you.

Face to Face

Rangers may request a face-to-face in non-emergency situations when they do not want or know how to explain a situation over the radio.

• Check with your Ranger to be sure the situation is a non-emergency
• Arrange to meet your Ranger wherever it is appropriate.
• Be sure that HQ & Khaki shift duties are covered by KIT/Ass Khaki or Echelon
• Do not leave HQ empty ever unless there is imminent danger for staying.

Why Log Information

• To track the progress of an incident
• To provide a memory aid of what happened and which incidents are still open
• In the event of legal proceedings stemming from an incident
• This log is used by Firefly Leadership as a reference / resource during and after the event

What to Log

• Log both Radio calls and non-call incidents.
• Time, Location, Rangers involved, Description, Resolved
• Not every incident needs to be logged. Just the important ones.

How to Log

• Please use initials or handle; not real names. Include physical descriptions, gender & approximate age.
• Legible handwriting is important
• Please use a Concise Narrative to write a succinct report. Information on Concise Narrative can be found here.

*IMPORTANT: Respect Confidentiality- Please do not write any sensitive information which would be included in a Conduct Committee form in the log. Please use the ConCom Form located in the back of the Ranger Log if anything needs to be written down about any behavior that endangers FAC's ability to hold the annual festival and other community events. When complete, please deposit in the lock box at HQ.

Logging Tips

Keep URA in mind when logging information

USEFUL ­ This is information that someone can do something with, or that could be worth knowing later.

RELEVANT ­ This is information that relates to Ranger operations; incidents or events that Rangers are involved in.

ACCURATE ­ Are the facts and details straight? If details get corrected after they have been logged, be sure to make a note of the correction.

Ranger Report Obligations

Rangers are obliged to report to Khaki any behavior that endangers FAC's ability to hold the annual festival and other community events. This includes but is not limited to:

• Lost or found child
• Domestic violence
• Any type of non- consensual assault or abuse
• Medical emergencies

Khaki’s are also obliged to report to the Conduct Committee any behavior that endangers FAC's ability to hold the annual festival and other community events. See Firefly Code of Conduct.

IMPORTANT: Any details disclosed will be kept confidential and in a safe location. Survivors may choose what details are to be disclosed to Khaki, Conduct Committee, Law Enforcement.

Ranger Forms

All Ranger forms will be located in the Ranger Log books for Khaki access onsite.

Log Cover

Log Page

Shift Summary Page

ConCom Form

Firefly Ranger Incident Response Evaluation Form (old)

Job Aids:

Medical Cheat Sheet-needs update for new protocol

Lost Child Cheat Sheet

Situation Response in Detail:

Khaki’s skills and experience can be put to good use in any situation. Be it a routine response or emergency Khaki can assist with problem solving and helping find solutions. We have categorized our situations into Routine, Events and Incidents.

Responding to Routine Situations

Routine situations are shift changes, rangers needing to abandon their shift, other heads up or FYI info. Rangers requesting info or assistance in finding a resource or solution is common.

• Please remember to log any important information.
• Not all information in this category will need to be logged.

Responding to Events

Events include complaints, disputes, concerns, participants under stress or distress, and so forth.

• Offer advice to Dirt Rangers at the scene.
• Offer additional resources, if appropriate, to Dirt Rangers.
• Assess situations where Dirt Rangers are present to determine if the situation needs to be elevated or if other Core assistance is needed.
• Elevate situations when necessary.
• Please be sure log all important information.

Responding to Incidents

An incident is an unexpected occurrence that needs immediate response actions. This include situations that require EMS/LE, uncontrolled fire, missing children, severe injury that was not obvious negligence (e.g., limb falling), or anything else you feel is CRITICAL to the safety of the event.

• Offer advice to Dirt Rangers at the incident scene.
• Offer additional resources to Dirt Rangers.
• Assess incidents where Dirt Rangers are present to determine if the incident needs to be elevated or if other Core assistance is needed.
• Close the loop of communication. Tell Rangers “I’m sending First Aid / Fire / Med Sup”
• Encourage dirt Rangers to close the loop on the other end “First Aid has arrived”
• Elevate incidents when necessary.
• Have Emergency Cell Phone ready.
• Please be sure log all important information.

Khaki Incident Specific Protocol

Incidents Khaki is Likely to Respond to

Lost Child/Lost Parent

Medical Assist

Sanctuary Assist

Domestic Violence

Non-consensual Assault/Abuse

Lost child protocol

• Initiate ICS
  • “Break, Break, Break- All Com- All Com- We have a Lost child- Repeat  Lost Child. ICS is enacted. Khaki Clear.”
• Call to gate- close the gate-
  • “Gate,Gate- Khaki. Please close the gate to all traffic. Lost Child. Do you copy? Over.”
• Identify the IC (most likely that will be you)
  • “All Com All Com- Khaki- Current IC is Athena*. Khaki Clear.”

*You could also say Khaki here.

• Gather info from Ranger reporting incident
  • Name, age, gender, height, weight, eye/hair/skin color, clothing
  • Location and time last seen
  • Parents/guardian names and camp location
  • Document all info
• Have reporting Ranger stay with parent/guardian that reported lost child
• Repeat info to all Rangers and All Comm -on repeater channel
• Assign specific onshift Rangers to look for child in specific zones
• As volunteers show up assign someone to be the Operations Lead (OL) (you (if the OOD takes over IC), the OOD, your KIT, or a Ranger)
  • The OL will form teams and send out additional search parties
  • Document search parties and search locations

When lost child is found

• Notify All Comm child found
  • “ All Com- All Com- We have found that lost child. ICS is released. Khaki Clear.”
  • Repeat across other channels as necessary
• Call gate to reopen
  • “Gate,Gate- Khaki. Please open the gate to all traffic. Lost Child is found. Do you copy? Over.”
• Arrange parent / child meet up with Ranger assistance
• Take statements from involved parties
• Log all info
• Fill out any required forms

Found child protocol

• Not an emergency
• Gather info from Ranger reporting incident
• Parents/guardian names and camp location, gender, clothing worn
  • Location and time last seen
• Have reporting Ranger pair stay in same location with found child (or if child wants to go back their camp, can accompany)
• Repeat info to all Rangers (if needed, all Comm - across all channels)
• Assign specific Rangers to look for parent in specific locations
• Ask other Safety Team members to look, if needed and available.

When parent is found

• Notify All Comm child found
• Arrange parent / child meet up with Ranger assistance
• Take statements from involved parties
• Log all info
• Fill out any required forms

Medical Assistance Protocol

• Khaki to call:
  • If emergency: Medical (NorthBeast EMT)(Channel 16)
  • If not an emergency: First Aid (Channel 15)
• Relay info from Ranger
• Khaki to appoint one Ranger as point of contact for situation, if needed (most likely Ranger that called in the situation)
• Khaki to call in OOD, if needed for onsite support
• Khaki to relay info or call in other volunteers, if needed
• Asses situation as it develops
• Enact ICS if situation escalates*
• Take statements from all involved parties after initial response is complete
• Log all info
• Fill out any required forms

[*NOTE: See below regarding ICS]

Distressed Participant Assistance Protocol

• Emergency situations: call Medical (Northbeast EMT) on Ch. 16
• Non-emergency: See if Rangers are comfortable handling the situation.
• Sanctuary is available as a place where
• Khaki to call Sanctuary [Ch 1, but they might not hear]; if no response just have rangers walk down
  • See Beyond the Rangers: other Firefly Cores & Resources#Sanctuary
  • Sanctuary is a limited resource and, in most cases involving participants in some degree of distress, not a necessity.
  • NorthBeast EMTs may be a more appropriate support in the case of mental health issues.
  • Use your discretion when suggesting or accessing Sanctuary as a resource. Sanctuary should not be used as a “drunk tank.”
• Relay info from Ranger
• If Sanctuary requests- Khaki to call First Aid/NorthBeast EMT for additional support.
• Khaki to appoint one Ranger to assist with transport to Sanctuary/Northbeast (or other safe location) as directed by Sanctuary/Northbeast if necessary
• Khaki to call in OOD, if needed for onsite support
• Khaki to relay info or call in other volunteers, if needed
• Asses situation as it develops
• Enact ICS if situation escalates*
• Take statements from involved parties after initial response is complete
• Log all info
• Fill out any required forms

IMPORTANT: Khaki should call in OOD in any case that includes domestic violence, sexual assault or sexual abuse.

TBD: Is there a line between must always escalate to OOD vs only with participant's permission [eg, physical assault?]

*NOTE: Khaki in ICS is covered in Advanced ICS. If you are a Khaki please take this training for important information on ICS procedures.

Khaki in ICS Briefly

ICS (Incident command structure) can be enacted to allow for organized responses to situations and emergencies, especially when multiple resources / cores are involved. Khaki or OOD can declare ICS. Often, one of the TAC channels is used for communications about the incident. Check that the radio channel is clear before moving ICS traffic onto it.

Bottom line for khaki in ICS: you keep doing things that khaki does: guide rangers, dispatch resources, make plans, document.

When ICS is enacted and Khaki is not usually IC, Khaki can be appointed by the IC as part of the General Staff, Operations Lead or Ranger Operations Lead. Khaki’s default roles will be Planning and Logistics on the General Staff.

Planning supports the incident action planning process by tracking resources, collecting/analyzing information, and maintaining documentation.

Logistics arranges for resources and needed services to support achievement of the incident objectives.

Operations Lead manages operations execution to meet incident objectives.

Ranger Operations Lead works with the OL to execute operations execution to meet incident objectives.

IMPORTANT: Any time ICS is enacted and the IC appoints Khaki to a role. Khaki needs to make sure that Ranger shift duties are covered by the KIT, or other qualified Ranger.

*NOTE: Khaki in ICS is covered in both ICS III & ICS IV. If you are a Khaki you can review these sections on ICS procedures, roles and tasks; but mostly, plan to listen to the OOD for guidance.

ICS Training Documents

ICS in Brief (Section of P & P)

ICS I-Basic Concepts

ICS II-For Safety Core Volunteers

ICS III-Managing Developing Incidents

ICS IV-Organizational Structure

Self-study ICS Intro course from FEMA

Enacting ICS

Enacting ICS happens on the radio. An incident is reported or escalates to where you believe help is needed from many cores. It is important to let everyone On Comm know that ICS is in effect and to be alert for updates. The ICS structure assumes roles and allows for expansion with the needs of the incident. Anyone On Comm could be called to the incident for support.

• To enact ICS make an All Com broadcast
  • “Break, Break, Break- All Com- All Com- We have a Lost child- Repeat  Lost Child. ICS is enacted. Khaki Clear.”

• If Khaki is on scene, they would be the IC until someone more experienced arrives at the Incident site and assumes the IC role. If Khaki is not on scene, the person with the most experience and comfort level will assume IC.
  • “All Com All Com- Khaki- Current IC is Athena. Khaki Clear.”
• At this point the IC will decide whether to switch channels or not. If IC decides to switch then.
  • “All Com, All Com- Athena. ICS will move to Channel 5 F I V E. ICS moving to 5. Athena Clear.”

Khaki as Planning and Logistics

You will be working directly with the IC either onsite or at HQ by tracking and arranging resources like volunteers available or transportation and needed resources, collecting incident information, and maintaining documentation.

Khaki as Operations Lead

As Operations Lead you will be reporting to the IC on operations execution and working with the IC to determine incident objectives and recommended strategies. You will organize operations personnel to ensure efficiency and manage execution to meet incident objectives.

Khaki as Ranger Operations Lead

As Ranger Operations Lead you will be working with the OL on operations execution. You will organize Ranger personnel to ensure efficiency and manage execution to meet incident objectives.

ICS Notes

• Khaki as IC will be covered in Advanced ICS
• ICS is also enacted for planned events such as an effigy burn.
• ICS happens on every shift. As Khaki managing several pairs of Dirt Ranger you are essentially IC when incidents arise.

Onshift Ranger Resources for Khaki

KIT’s and Ass Khakis

KIT(Khaki’s-in Training) are 2+ year veterans of Firefly Rangers. They are learning the ropes of being Khaki. Ass Khaki’s are assistants for the shift and are or have been KIT’s and Khakis. They are onshift to assist Khaki with splitting duties during busy and chaotic times.  During ICS events they will assume the Khaki role if current Khaki is needed to support the ICS incident.

KIT/Ass Khaki Tasks

• Take calls or practice taking calls with guidance from Khaki
• Take calls while Khaki is unavailable
• Take over as Khaki for a specific ranger incident
• Log information in the Ranger Log
• Transcribe info from Khaki and update the Ranger Log
• Manage ranger teams with guidance from Khaki
• Manage ranger teams while khaki is unavailable
• Assume the shift Khaki role when Khaki is needed for ICS

Echelon Rangers

Echelon Rangers are like office managers: masters of organization, resource and asset tracking. They keep chaos out of HQ. Echelon is part of Ranger Logistics and reports to the Echelon Lead.

Echelon tasks:

• Be present at HQ while Khaki steps away
• Let Khaki know of they hear a call for Khaki that they do not respond to
• Resource for knowing on shift volunteers
• Help with resources for on shift rangers
• Radio directory & Channel listing resource
• Give out tee’s & lams
• Lost & Found log
  • Valuable items kept with Echelon and other items at Base Camp

Note: Overnight Khakis will likely need to cover Echelon tasks, so please check out the Echelon Shift Guide

OOD

Officer of the Day (OOD) is now a separate core from Rangers (although many OODs are experienced Rangers.]

OOD tasks

• Handle escalated incidents if needed
• IC during ICS
• Resource to assist khaki if needed

Kick it sideways– when to call in the OOD

• When an incident is beyond the scope of rangers
• When larger multi department incidents happen and ICS is enacted

Links to other reference materials

As Khaki, you should review ALL materials in this wiki, which functions as the Ranger Manual.

Other useful documents & links:

Concise narrative

Mentor Guidelines

Echelon Shift Guide

ConCom Form (Firefly Incident Report Form, aka FIRF)

Firefly Ranger Incident Response Evaluation Form 2018

Medical Cheat Sheet-needs update for new protocol

Lost Child Cheat Sheet

Advanced Khaki I-Leadership Skills

Advanced Khaki II-Problem Solving

ICS in Brief (Section of P & P)

ICS I-Basic Concepts

ICS II-For Safety Core Volunteers

ICS III-Managing Developing Incidents

ICS IV-Organizational Structure

Crisis Response Soft Skills

Old documents for reference only:

Intro to Khaki 2017 (google doc)