11.10 Information Exchange in Transfer of Command

Purpose

To outline the information exchange requirements when command, coordination, or responsibility for a search and rescue (SAR) task is transferred between SLS personnel, services, or operational roles.

Overview

SAR operations rely on accurate, timely, and complete information exchange.

A transfer of command or coordination may occur when:

  • A Duty Officer arrives on scene,
  • Command transfers between Duty Officers,
  • The State Operations Centre (SOC) transfers interim command to a Duty Officer,
  • Responsibility for a specific SAR task is delegated to another SLS command role,
  • A Search Team is replaced or relieved,
  • An incident escalates or changes structure,
  • A Control Agency establishes incident arrangements,
  • Personnel become fatigued or need to be stood down,
  • Operations continue across shift changes, or
  • A task is transferred, modified, suspended, or concluded.

In South Australia, South Australia Police (SAPOL) is the control agency for all search and rescue activities.

A transfer of SLSSA command or coordination does not transfer control of the SAR incident. Control remains with SAPOL or the relevant Control Agency unless formally changed under emergency management arrangements.

SLSSA command, control and coordination arrangements are outlined in SOP 12.1 – Command, Control and Coordination Operations.

Definitions

Transfer of command means the formal transfer of responsibility for command of SLS personnel and resources from one authorised SLS command role to another.

Transfer of coordination means the transfer of responsibility for coordinating a specific task, function, Search Team, resource, or operational activity.

Handover means the structured exchange of information between the outgoing and incoming role.

Outgoing role means the person or role transferring command, coordination, or task responsibility.

Incoming role means the person or role receiving command, coordination, or task responsibility.

Delegated task means a specific activity, search area, support function, or operational responsibility assigned to another person, Search Team, or service.

Search Team means a person, team, vessel, aircraft, vehicle, or other resource tasked to undertake SAR activity.

SITREP means Situation Report.

Procedure

General Principles

Information exchange must be clear, concise, factual, and timely.

A transfer of command or coordination should not occur by assumption.

The incoming role must understand:

  • What responsibility is being transferred,
  • The scope and limits of the responsibility,
  • The current incident status,
  • Current tasking,
  • Risks and constraints,
  • Available resources,
  • Communications arrangements,
  • Reporting requirements, and
  • Outstanding actions.

The transfer is not complete until the incoming role has accepted the responsibility and the relevant coordination pathway has been notified.

The SOC must be advised of any transfer of SLS command or significant transfer of SAR coordination responsibility.

When Transfer May Be Required

A transfer of command or coordination may be required when:

  • The Patrol Captain, Senior Lifeguard, or local operational leader transfers command to a Duty Officer,
  • The SOC Supervisor transfers interim incident command to a Duty Officer,
  • Command transfers from one Duty Officer to another,
  • The State Duty Officer assumes or delegates tactical command,
  • A Search Team is replaced or relieved,
  • A specific search area or task is delegated to another Search Team,
  • An incident is transferred to a formal Control Agency command point,
  • A task is modified or transferred due to safety, capability, fatigue, or resource limitations,
  • A prolonged incident continues across operational periods,
  • SLS services change from patrol operations to emergency response arrangements, or
  • SLSSA involvement is being suspended, concluded, or stood down.

Transfer Process

The outgoing role should:

  1. Prepare current incident information.
  2. Confirm the scope of responsibility being transferred.
  3. Confirm any limits, constraints, or conditions.
  4. Provide a structured briefing to the incoming role.
  5. Provide relevant records, notes, maps, logs, or tasking information.
  6. Confirm whether the incoming role accepts the transfer.
  7. Notify the SOC of the transfer.
  8. Notify relevant SLS personnel, Search Teams, and agency contacts where required.
  9. Record the transfer time, accepting role, and any limitations.

The incoming role should:

  1. Receive and assess the information provided.
  2. Clarify anything that is unclear.
  3. Confirm the scope of responsibility being accepted.
  4. Confirm current risks, limitations, and resource status.
  5. Confirm reporting and communication pathways.
  6. Accept, reject, or request modification of the transfer.
  7. Advise the SOC of acceptance or any concerns.
  8. Continue to provide SITREPs and updates as required.

Acceptance, Rejection or Modification

The incoming role may accept, reject, or request modification of the proposed transfer.

A transfer may be rejected or modified where:

  • The task is unsafe,
  • The scope is unclear,
  • The role is outside the person’s authority or capability,
  • Resources are insufficient,
  • Required information has not been provided,
  • Communications cannot be maintained,
  • The transfer would create confusion,
  • The task exceeds approved SLSSA capability, or
  • The transfer is inconsistent with Control Agency direction or SLSSA procedures.

Where a transfer is rejected or modified, the reason must be communicated to the outgoing role and the SOC.

Where the transfer involves a task from the Control Agency, the reason should also be communicated through the appropriate agency liaison or coordination pathway.

Minimum Information to Transfer

The handover should include:

  • Incident location,
  • Incident summary,
  • Control Agency and agency contact details,
  • Current SLS command arrangements,
  • Current coordination arrangements,
  • Current tasking,
  • Search object details,
  • Last known position,
  • Time last seen,
  • Search areas assigned,
  • Search areas completed,
  • Search areas not completed,
  • Search patterns used or assigned,
  • Search Teams deployed,
  • Resources available,
  • Resources stood down,
  • Communications channels,
  • Call signs,
  • SITREP schedule,
  • Known hazards,
  • Risk controls,
  • Capability limitations,
  • Current conditions,
  • Witness or informant information,
  • Clues, sightings, or evidence,
  • Records completed,
  • Outstanding records,
  • Member fatigue or welfare concerns,
  • Equipment issues,
  • Outstanding actions, and
  • Any time-critical decisions required.

Objectives, Scope and Constraints

The outgoing role must clearly explain the objectives, scope and constraints of the transferred responsibility.

This should include:

  • What the incoming role is responsible for,
  • What the incoming role is not responsible for,
  • Who the incoming role reports to,
  • What authority the incoming role has,
  • What decisions require escalation,
  • What search area or task is assigned,
  • What resources are allocated,
  • What resources are unavailable,
  • What time constraints apply,
  • What safety constraints apply,
  • What environmental constraints apply,
  • What agency direction has been received, and
  • What conditions would require the task to stop, change, or escalate.

SAR Event Briefing

A full briefing should be provided to the extent required for the incoming role to safely and effectively perform the responsibility being transferred.

The briefing may use the SMEAC structure outlined in SOP 11.5 – SAR Briefings - SMEAC.

At minimum, the briefing should cover:

  • Situation,
  • Mission or task,
  • Execution arrangements,
  • Administration and logistics,
  • Command and communications,
  • Safety considerations, and
  • Questions or confirmation of understanding where practicable.

Tactical Intelligence, Information and Data

Tactical intelligence, information and data should be exchanged where it may affect the progress or safety of the SAR operation.

This may include:

  • Updated witness information,
  • CCTV or Coastal Safety Camera Network observations,
  • RPAS observations,
  • GPS tracks,
  • Search area maps,
  • Photos or videos,
  • Drift observations,
  • Tide or weather updates,
  • Current or wind changes,
  • Search Team observations,
  • Location of clues,
  • Possible sightings,
  • Areas unable to be searched,
  • Communications limitations,
  • Safety concerns,
  • Fatigue concerns, and
  • Any information received from the Control Agency.

Information should be identified as confirmed, unconfirmed, estimated, or assumed where relevant.

Transfer Between Duty Officers

Where command transfers from one Duty Officer to another, the SOC must be advised.

The outgoing Duty Officer should provide the incoming Duty Officer with:

  • Current incident status,
  • Current SLS tasking,
  • Control Agency contact,
  • Personnel and resources deployed,
  • Search areas covered,
  • Outstanding tasks,
  • Safety issues,
  • Decisions made,
  • Communications arrangements,
  • Notes or records completed,
  • Welfare concerns, and
  • Any required escalation.

The incoming Duty Officer should confirm acceptance of command and advise the SOC.

Where an unrostered Duty Officer is nominated to attend or assume command, the call sign and command arrangement must be confirmed in accordance with SOP 12.1.

Transfer from SOC Interim Command

Where an incident occurs out of hours and the SOC Supervisor holds interim incident command until a Duty Officer arrives, transfer to the Duty Officer must be clearly confirmed.

The transfer should include:

  • Initial notification details,
  • Actions already taken,
  • Emergency services contacted,
  • SLS resources activated,
  • Response SMS outcomes where relevant,
  • Duty Officer recall status,
  • Current SITREP,
  • Known risks,
  • Outstanding actions,
  • Any State Duty Officer direction, and
  • Any time-critical matters.

The SOC incident log must be updated to record the transfer.

Transfer of a Specific Search Task

Where a specific SAR task is transferred or delegated to a Search Team, the Search Team leader must be provided with:

  • Search area,
  • Search object,
  • Last known position or datum,
  • Search pattern,
  • Start point,
  • Search direction,
  • Track or line spacing,
  • Search speed or timing,
  • Communications channel,
  • Call sign,
  • SITREP frequency,
  • Safety considerations,
  • Withdrawal triggers,
  • Completion reporting requirements, and
  • What to do if the search object, clue, or hazard is located.

The Search Team leader must confirm whether the task is accepted, declined, or requires modification.

Transfer to or from a Control Agency Arrangement

Where SAPOL or another authorised Control Agency establishes an incident management structure, forward command point, or agency liaison arrangement, SLS personnel should ensure that relevant SLS information is transferred through the appropriate pathway.

Information provided to the Control Agency may include:

  • SLS resources deployed,
  • Search areas completed by SLS,
  • Search areas not completed,
  • Local conditions and hazards,
  • Witness information,
  • Last known position information,
  • SLS capability and limitations,
  • Current tasking,
  • Communications arrangements,
  • Welfare or safety concerns, and
  • Any records, maps, or GPS tracks relevant to the SAR operation.

SLS personnel must continue to maintain internal SLSSA command and coordination arrangements.

Ongoing Information Exchange

Information exchange does not end when transfer occurs.

The incoming role must continue to:

  • Operate within the accepted responsibility,
  • Report progress to the SOC or coordinating role,
  • Notify the SOC of changes in tasking or conditions,
  • Notify the SOC if the task cannot be completed,
  • Exchange relevant tactical information as it becomes available,
  • Escalate risk, capability, or welfare concerns,
  • Maintain records, and
  • Provide SITREPs as required.

Communications After Transfer

After a transfer of command or coordination, relevant personnel should be advised of:

  • Who now holds SLS command,
  • Who is coordinating the task,
  • Radio channels,
  • Call signs,
  • Reporting pathway,
  • SITREP requirements,
  • Any changed tasking,
  • Any changed safety restrictions, and
  • Any changed stand down authority.

Where there is any confusion about command, coordination, or tasking, the matter must be clarified through the SOC, Duty Officer, State Duty Officer, or Control Agency as appropriate.

Documentation

Transfers of command or coordination must be recorded where practicable.

Records may include:

  • Time of transfer,
  • Outgoing role,
  • Incoming role,
  • Responsibility transferred,
  • Briefing provided,
  • Task accepted, rejected, or modified,
  • Reasons for rejection or modification,
  • SOC notification,
  • Control Agency notification where required,
  • Search areas transferred,
  • Resources transferred,
  • Outstanding actions,
  • SITREPs,
  • Notes, maps, or records provided, and
  • Any limitations or concerns.

Records should be provided to the SOC for inclusion in the incident log.

Errors, Omissions or New Information

If an error, omission, or new information is identified after transfer, the person who becomes aware of it must notify the SOC and the relevant command or coordination role as soon as reasonably practicable.

New information may require:

  • A revised SITREP,
  • Updated tasking,
  • Rebriefing Search Teams,
  • Reassessment of risk versus gain,
  • Modification of search area,
  • Escalation to the State Duty Officer,
  • Notification to the Control Agency, or
  • Further transfer of command or coordination.

References

This document must not be displayed, including in a patrol room, or reproduced in any form, without permission from the Lifesaving Department, Surf Life Saving SA.

11.9 Underwater Search and Rescue 11.11 Conclusion of SAR Operations