This lesson will discuss the preparation responsibilities of TERT team leaders prior to departing to a deployment area. Essential planning and correct authorization for deployment is the cornerstone of a successful deployment. The consequences for poor preparation include not being permitted into the deployment area, safety risks, possible failure to obtain reimbursement and personal, as well as agency liability.

Objectives: At the end of this lesson, you should be able to:

• Recognize the importance of a deployment resource number and proper authorization for deployment.
• List the essential information topics of the deployment that must be discussed with the TERT state coordinator.
• Discuss how to prepare team members for deployment.
• Identify what should be initially communicated to team members.
• Explain the purpose of meeting with the entire team at the assembly area.
• Review the transportation logistics necessary for deployment.

As mentioned in the Basic TERT course, authorization for deployment is not "red-tape"; authorization is a critical component in the coordination of resources to a disaster. Remember, each State TERT organization will have a specific, well-defined deployment process, which must be strictly followed. Self-deployment is not permitted. There are several consequences for entering a disaster area without proper authorization:

• Unnecessarily complicating a response effort
• Ineligibility for worker's compensation or financial reimbursement
• Prohibited access to communication centers

As a consequence the TERT Leader must understand and appreciate:

• The authorization for deployment is one of the most important elements in preparing for deployment.
• As mentioned in the TERT Awareness course, there are significant consequences for failing to have the proper authorization to deploy.
• TERT team leaders, as a result, must ensure they and each team member has a resource number issued from your own State Emergency Management Agency.
• Under no circumstances should any TERT team member, including a team leader, depart to a deployment area without a resource number. Previous Screen 3 of 10 Next

The first step in the preparation process for the TERT team leader must be to gather as much information as possible concerning the nature of the deployment and members. Generally, the information about the deployment circumstances should come from the TERT State Coordinator. The topics that should be discussed include, but are not limited to:

• Purpose of the deployment, to include role, scope, and specific needs
• Anticipated duration of the deployment
• Weather conditions or other environmental factors potentially influencing the deployment

• Deployment site point of contact and contact information (name, position, cellular/agency phone, email, and address)
• Transportation logistics (how, when, and where) to the deployment area
• While advanced knowledge of these topics is certainly preferred, the amount of available information may be quite limited and may change. As a result, it is very important that the team leader continually keep in contact with the TERT state coordinator to ensure the information is accurate and updated.

TERT team leaders should begin coordination and communication with all team members as soon as they have been identified and again when all of the members have assembled.

• Members may or may not be in the same agency, city, or county as the team leader. Regardless of where the team member is coming from, the team leader should communicate the following with each team member:
• Ensure the team members bring all necessary equipment and supplies (refer to the TERT awareness course)
• Identify any specific agency (particularly for members in different agencies) documentation, such as time sheets, reports, or expectations of the member while on deployment
• Review, briefly, the expectations of the member prior to, during, and after deployment
• Review the nature of the deployment (as best as possible or known), purpose, conditions, duration, and any other information that would be beneficial.

Once all of the team members have arrived at the assembly location, the team leader should meet with the team as a group. The meeting should be a starting point for the members to be introduced to each other, but should also serve a critical logistical review for the following checkpoints:

• Ensure each team member as a resource number and personal/agency identification that sufficiently meets the deployment area requirements
• Record/review the list of each member name, agency, phone number, and agency contact information for accuracy
• Review the supplies and equipment of each member

Click here to see recommended member supply lists

• Review the expectations for the members
• Update the members on any changes in the nature of the deployment and transportation details
• Ensure all team members are fully committed to the deployment for the entire duration and are aware of the difficulty of returning during the deployment

The team leader must ensure all of the team members are sufficiently mentally and physically prepared for the deployment. After the team departs for the deployment area, the return of any team member may be difficult, if not impossible, or have significant consequences on the effectiveness of the team’s effectiveness during the deployment.

The final preparation task is to ensure all of the logistics to travel to the deployment area are in order. Four essential components are involved:

• Means of transportation – The mode(s) of transportation are the first consideration. The point(s) of contact, agencies, and contact information should be identified
• Stopping/Check points – Longer trips may have one or more stopping points. When possible stopping points should be identified and the finances associated with meals and lodging settled. The check point for entry into the deployment area should also be identified.
• Supplies for the trip – Supplies, such as water and food, should be sufficient to avoid unnecessary stops.
• Establishment of a buddy system – Each team member should be paired with another team member.

These member pairs are to remain together until the entire team arrives at the deployment area. It is assumed that each state TERT program will have done pre-deployment planning for such contingencies.

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