20100105-attach 13_s2o preparingtovisitv6rdd-u

8/7/2019 20100105-Attach 13_S2O PreparingtoVisitV6RDD-U

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PREPARING

TOVISIT ANOPERATIONAL

THEATRE

A guide and checklist

for visitors andSponsors

22 April 2008Preparing To Visit an Operational Theatre

22 April 2008Version 6.0

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Preparing To Visit an Operational Theatre22 April 2008

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CONTENTSPage

Preparing to visit

1. Introduction 41.2 Risk1.3 Visit Policy

2. Responsibilities & Definitions 62.1 Who does this apply to?2.2 Who does this not apply to?2.3 Definitions & responsibilities

2.4 Costs

3. Visit Authorisation 8

4. Medical 94.1 Known Allergic Reactions to Treatments/Medication & MedicalWarning Tags4.2 Medical Standards and Assessment4.3 Pregnancy4.4 Pre-Existing Conditions4.5 Medical Assessment Questionnaire4.6 Operational Medical Card4.7 Vaccinations

4.8 Wellness

5. Administration5.1 Passport5.2 Vetting5.3 Next of Kin Form5.4 Dog Tags5.5 Geneva Convention Card5.6 MOD Civilian ID Card5.7 MOD Drivers Permit F/MT 600 .5.8 Self Certification form

6. Safety and Security - Pre Visit Training 146.1 Pre Visit Training at RTMC6.2 Risk Management

7. Other Information 167.1 Kit7.2 Allowances (MOD Personnel)7.3 Insurance & Insurance Companies7.4 Compensation for dependants in circumstances of death or

injury whilst on a short visit7.5 If the visitor injures someone else whilst in an operational

theatre7.6 Welfare Support

7.7 General Information About Operational Theatres


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8. Further Help and Information 20

AnnexesAnnex A Visit ChecklistAnnex B PJHQ Authorisation FormsAnnex C Civilian Medical Examination FormAnnex D Vaccination RequirementsAnnex E Next of Kin FormAnnex F Identity Document FormAnnex G Visitor Self Certification Form

Annex H Example Kit ListAnnex I Visitor Travel ReturnAnnex J S20 Contacts


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PREPARING FOR YOUR VISIT

1. INTRODUCTION

1.1 The Support to Operations (S2O) project review of the safety and securityarrangements for civilians in operational theatres identified the requirement toestablish a single process across MOD1, to enable all civilians deploying to orvisiting operational theatres to enjoy a common standard of pre-deploymenttraining, medical checks, equipment issue and administrative support before,during and after deployment.

1.2 Risk

The primary consideration is risk; civilians do not have the same backgroundand experience as their military counterparts in terms of awareness of,training for, and previous exposure to operational security environments. Allcivilians must be suitably trained and prepared to meet the foreseeable risksthat they are likely to face, taking account of mitigating actions that may be inplace at the time.

1.3 Visit Policy

All visits must be sponsored at minimum Band B by someone who, as VisitSponsor, will have particular responsibilities. The processes governing visitsto operational theatres have now been revised, including those for senior staffand other civilian VIPs and VVIPs, and are set out in this Guidance. Theimportant elements of the revised procedures are:

All visits must be processed via PJHQ on a designated form, (see linkat Annex B)

The visit will be subject to 2 essential approval processes: the first,weighing the burden of the proposed visit on the theatre will be

considered by J3 at PJHQ in conjunction with theatre commanders; thesecond, judging the balance of risk involved, will be considered by theCommand Secretary PJHQ.

Personnel undertaking approved visits will need to meet medicalstandards, undertake appropriate pre-deployment training, and engagewith a number of administrative processes such as kin forming, IDdiscs, ID card, etc.

The sponsor of any visit is responsible for ensuring that the visitor iscorrectly prepared in line with this guidance, and that those visitingtheatre comply with all requirements.

1S2O Report: Safety & Security of Mod Civil Servants on Operations 30 November 2007


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This applies to MOD civil servants and civilian visitors, including VIPsand OGD employees, who are sponsored by MOD. It does not affectcontractors (but see para 2.1 below), LECs or journalists for whomseparate arrangements apply.

The sponsor of any visit is responsible for ensuring that thevisitor is correctly prepared in line with this guidance, and thatthose visiting theatre comply with all requirements.

No personnel are permitted to travel to operational theatres without

proper authority issued by J3 PJHQ. All civilians must comply with thisprocedure; individuals and sponsors are accountable for ensuringcompliance.

1.4 Standards

The requirements set out in this guidance represent the minimum standardsthat should be applied. Individual TLBs or Agencies remain free tosupplement these, as required, for their own business needs, but are asked todiscuss all such proposals with the S2O team.

1.5 Checklist

Detailed guidance is provided in this document to assist individuals, visitsponsors and line managers in completing all the necessary tasks prior tovisiting an operational theatre; a checklist has been provided at Annex A asan aide-memoire.

The dynamic nature of operations means that this guidance will changefrom time to time. Each time you visit you should ensure you have the

up to date version by checking the S2O Website.

Annex A: Visitors Checklist


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2. RESPONSIBILITIES & DEFINITIONS

2.1 Who does this guidance apply to?

MOD civilians visiting an operational theatre2. This includes:

MOD employed civil servants, including those in trading funds andagencies (such as DSTL, DE&S, ABRO) and MOD employed uniformedstaff (such as the Defence Fire & Rescue Service and the Ministry ofDefence Police).

Other Government Departments staff seconded to the Ministry of Defencewho thereby fall under our duty of care.

Other civilians sponsored and hosted by MOD to visit MOD operationaltheatres or to use MOD force protection measures within operationaltheatres (e.g. Ministers, Members of Parliament, officials from anotherGovernment Department (OGD), consultants or contractors retained in UKby MOD contracts normally for work in the UK etc) These, and others,unless Command Secretary PJHQ accepts that the risk and duty of careclearly resides with the full time employer or other agency, will fall withinthe requirements of this guidance

2.2 Who does this not apply to?

This guidance does not apply to Contractors on Deployed Operations(CONDO), Locally Employed Civilians (LECs) or journalists who aresubject to other arrangements.

These procedures will not apply to MOD staff visiting an operationaltheatre on a visit sponsored by an OGD or Agency where the duty of careis accepted as lying wholly or primarily with that Department. In suchcases, the MOD employee involved must ensure that the sponsoringdepartment informs the Command Secretary PJHQ of the proposed visitinvolving MOD staff. Command Secretary PJHQ will decide in light of the

2Currently Op TELIC, Op HERICK and Op OCULUS


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circumstances if MOD is content to waive the procedures in this guidancein part or in full.

2.3 Definitions & Responsibilities

For clarity the following definitions and responsibilities apply throughout thisinstruction.

Personnel are defined as visiting when conducting a short term tasking orvisit on detached duty, irrespective of the time in theatre. Those being

posted to a complemented post, irrespective of the length of the postingare classed as deploying and should refer to Preparing to Deploy to anOperational Theatre on the S2O website.

Regular and Infrequent Visitors: There are two categories of visitors:regular and infrequent. There are some differences in the process for eachcategory and these are highlighted in this document. A regular visitor isclassed as someone who expects to visit operational theatres more thanonce a year. An infrequent visitor is someone who does not expect tovisit operational theatres more than once a year.

Visit Sponsor: Every visit must be sponsored. The Sponsor is an MODCivil Servant or Military officer at minimum Band B (full Colonel orequivalent) rank. The Sponsor of the individual or group must initiate theprocess as early as possible to allow the administrative process to becompleted. The Sponsor proposes the visit and is responsible for ensuringthat prospective visits are staffed in accordance with this guidance, andthat those visiting an operational theatre comply with all requirements. Forkinforming purposes, it is the responsibility of the Sponsor to informthe S2O Visits Officer of the travel dates in and out of Theatre fortheir visitors.

Annex I: Visitor Travel Return

Risk Owner: The PJHQ Command Secretary is the risk owner for civiliansdeployed on or visiting operations and is responsible for setting the policyframework within which risk is managed. PJHQ Command Secretary issupported in this task by the S2O Safety and Security Manager.

Risk Manager: The S2O Safety and Security Manager: a PJHQ basedMOD Civil Servant who has responsibility for overseeing the riskassessment process and is the first point of contact for issues relating tothe safety and security of deployed civilians.


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not) the proposed visit having weighed the burden of the visit on the theatre inconjunction with theatre commanders.

3.3 Where the visit party is essentially military, with military sponsorship, butcivilian staffs are included, the form should be sent to J3 and copied to theS2O Team Visits Officer at the same time. The Command secretary PJHQwill consider risk issues for proposed civilian visitors in the same way, andnotify J3 of the outcome.

3.4 Once a visit authorisation is given by PJHQ J3 (the S2O team will be notified

at the same time as visitors and sponsors) the PPPA S2O Team will beengaged to support the visit with administrative support to ensure certain pre-visit administrative requirements are met. Training and medical checks maythen be undertaken and flight seats booked. Some of this will need to happenin parallel, particularly for short-notice visits.

Annex B: PJHQ J3 Visits Authorisation Request Proforma

Any questions should be directed to |||||||||||||| |||||||||| in the S2O team at PJHQ|||||||||||||||||||||||||||||||||||||||||||||| ||||||||||| |||||||||||||

4. MEDICAL

MOD has a duty of care to ensure that you are fit to visit an operationaltheatre, bearing in mind the often testing physical and environmentalconditions on an operation. The risk of medical complications is not related tothe length of the visit. The dynamic environment means visit plans oftenchange and it is not possible to predict what you may be faced with; forexample, if evacuated to another location within a large theatre of operationor, should the threat dictate it, if you are required to run at speed, carrying

considerable weight in a hot climate.

MOD needs to ensure that you are reasonably physically fit; lack of physicalfitness is, for example, a significant predisposing factor to the development ofheat illness, which could certainly be an issue in Iraq. We want you to staywell and ensure that you are unlikely to become a burden to the operation.MOD has therefore established a mandatory medical process.

4.1 Medical Standards and Assessment


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The required medical and fitness assessments are conducted at ReservesTraining and Mobilisation Centre, Chilwell, Nottingham (RTMC) and are validfor 12 months. No one may visit an operational theatre without a validmedical clearance.

Regular visitors: If you become aware of a change in your medical conditionor standard of health before your medical expires, you will be required toundertake a further medical.

4.2 Pre Existing Conditions

Medical facilities in an operational theatre are not the same as in the UK.Expertise to recognise and treat chronic disease will be limited compared withfacilities in the UK. As a result any condition with a high chance ofcomplications developing in an operational theatre is disqualifying. Examplesinclude:

Anyone liable to severe allergy with a risk of exposure in an operationaltheatre: it is essential to note that it is impossible to ensure a nut freediet in most operational environments.

Asthma requiring greater than Step 2 Management in British Guideline on

the Management of Asthma Ischaemic heart disease

Poorly controlled hypertension (or hypertension requiring a variety or highdoses of medication)

Diabetes (unless very well controlled by someone who has excellentunderstanding of the condition and no complications may still bedisqualifying to very hot climates)

Epilepsy (unless fit free for at least 5 years)

Conditions requiring regular specialist review (6 monthly or more frequent)

In addition, specifically for hot climates, the following may be disqualifying:

Those on diuretics (medication that increases excretion of fluid)

A Body Mass Index (BMI) greater than 30

Conditions that may cause diarrhoea (such as IBS, colitis)

Previous history of heat illness

If in doubt, please contact the PPPA S2O Team who will obtain advice onparticular medical conditions.

4.3 Pregnancy

All employers are required by the Management of Health and Safety atWork (MHSW) Regulations 1992 (as amended) to assess the risks to health


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and safety to which their employees and others could be exposed as a resultof their undertakings.Employers of women of childbearing age, whose workplace or work activitycould involve a risk to the health or safety of a new or expectant mother or herbaby, are specifically required by law to assess those risks. Employers mustalso allow employees paid time off to attend ante-natal appointments.Occupational risks during pregnancy might be caused by:

lifting or carrying heavy loads standing or sitting for long periods exposure to toxic substances

long working hoursall of which are the norm during operational deployments. In addition,medical facilities in operational theatre are directed towards trauma care andante-natal facilities are not available. For these reasons, visiting onoperational theatre during pregnancy is not allowed.

4.4 Medical Assessment Questionnaire

This is the starting point for the medical assessment. You should print outand complete the form and take it with you to your medical assessment.

See Annex C:Medical assessment questionnaire

4.5 Known Allergic Reactions to Treatments/Medication & Medical WarningTags

If you have a known allergy (eg. to pain killers, morphine, penicillin etc) youare required to carry warning tags to ensure that any treatment administeredin an operational theatre takes account of this. Most people with allergiesalready carry tags, however if these can be applied for during your medical atRTMC Chilwell. In the interests of ensuring personal safety, you will not bepermitted to deploy without medical warning tags if they are required.

4.6 Operational Medical Card

This is to record any medical conditions or medication which an in-theatredoctor will need to be aware of. If you are seen by a medic while in anoperational theatre, the doctor will record any treatment which your NHSdoctor will need to know about. There is no form to complete - the card willbe issued during the Medical at RTMC. On return if you have been given anytreatment by in theatre medical staff, the card the card should be handed toyour GP.

4.7 Vaccinations


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Several vaccinations are required currently before a visit to an operationaltheatre. It is best to minimise the number of vaccinations given in the fewdays before going to an operational theatre, so vaccination courses ideallyneed to be planned well in advance. You should aim to complete as much ofthis as possible through your GP (receipted costs are reimbursed throughyour pay cost centre using the miscellaneous expenses form available fromyour local budget manager). Evidence of vaccinations MUST be broughtto the medical assessment at RTMC.

See Annex D:Vaccination Requirements

4.8 Wellness

Anyone visiting for more than 30 days must report to RTMC Chilwell withinfive working days of their return from theatre. At Chilwell you will receive amedical from a medical practitioner and an interview with an occupationalwelfare nurse. The Department recognises that the working tempo andenvironment will have been stressful and therefore needs to ensure that youare supported after you return.

Visitors who have been in an operational theatre for less than one month,

who have received treatment at in-theatre medical facilities or who haveconcerns about their health as a direct result of their trip must also report toRTMC for an on return medical, within five working days.

If you suffer or witness any traumatic event during a visit you should seekadvice and help from your local Welfare Advisor, Occupational HealthPractitioner or General Practitioner.

Please contact |||||| ||||||||||||||| ||| ||||||||||| ||||| |||||||| |||||| |||||||| on your return fromtheatre to arrange.


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someone else to be informed first. If this is the case, you should complete theEmergency Contact field and state preference as to who should be contacted.

See Annex E: Appendix 1 MOD Staff Next of Kin FormAppendix 2 Non-MOD Staff

5.4 Dog Tags

These are identification tags issued in order to confirm identity and blood typein the event that you are unable to communicate that information. These

must be worn at all times in an operational theatre. You should complete therequest form for identification tags and send it to the PPPA S2O Team.

You will need to know your blood type before applying for dog tags. Ifyou dont know this, most private health clinics will conduct blood type testsas will most GPs. Should there be a charge, re-imbursement may be soughtusing the MOD miscellaneous expenses form.

See Annex F: Identity Document Request Form

5.5 Geneva Convention ID Card

This identifies a person as a non-combatant civilian and not a member of theArmed Forces; you are required to carry it. It may be suggested that somepeople opposed to UK presence in some locations do not respect the GenevaConventions; this is not true of all groups. More importantly, the UK doesrespect these conventions and expects others to do so. You should completethe request form and send it to the PPPA S2O Team.


5.6 MOD Civilian ID card (MOD Personnel)

The MOD Civilian ID Card is part of the suite of Defence ID Cards and servesto identify eligible Civil Servants as members of the MOD and will allow you,where appropriate, to move around a military base unescorted. The civilian IDcard is not the same as MOD Building/Site passes (BBB passes etc).

You should obtain the MOD civilian ID card by completing the request form atAnnex F and sending it to the PPPA S2O Team. On return from anoperational theatre, you are required to return your civilian ID card to thePPPA S2O Team (in person or by post to the address below). It will beretained until the destruction date should you have cause to visit an

operational theatre again. If you are a regular visitor you may keep your cardbut this must be agreed with the PPPA S2O Team.


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PPPA S2O Team Address - ||||||||||||||||| ||||||||||||||||||| ||||||| ||||||||||| |||||||||| ||||||||||||||||||||||||||||||||||||||| |||||||| ||||||||


5.7 MOD Drivers Permit F/MT 600

In a small number of cases you may be required to drive if you hold a driving

license. In such cases you are required to obtain a driving permit F/MT 600 prior to your arrival in an operational theatre. Your Visit Sponsor will adviseif this is required for your role. If it is, you should contact your localMechanical Transport (MT) establishment to arrange for your permit to beissued by the Driving Permit Officer (DPO). Please note that you will needboth parts of your driving licence with you to obtain an F/MT 600. JSP341 provides more information. The PPPA S2O team can provide advice ifthere is difficulty finding a local MT establishment.

The security situation in the current theatres of operation means that drivingoutside the confines of the Base is extremely unlikely, however civilians often

have access to vehicles to drive around the base, therefore it is highlydesirable to obtain F/MT 600.

You must report to the local in-theatre MT with your documentation BEFOREyou drive any vehicle.

5.8 Self Certification form

If you are already in possession of any of the items listed above or havealready completed any of the actions, you should complete the Self-

Certification form and send to the PPPA S2O Team.

See Annex G: Self Certification Form


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6. SAFETY AND SECURITY

6.1 Pre Visit Training at RTMC

Anyone visiting an operational theatre is required to undertake Pre-Deployment Training (PDT) held at the Reserves Training and MobilisationCentre, Chilwell, Nottingham. The course offers necessary training forpersonal protection; by raising awareness of risk it may also help to mitigatethe risk visitors bring to an operational theatre. The course provides a basicunderstanding of an operational theatre, the threat and how best to ensurepersonal safety whilst there. The course includes an assessment of yourunderstanding of the security and safety issues and of your fitness level. Thisassessment is passed to the S2O Safety and Security Manager to inform therisk management process. MOD mandates completion of this course toensure that you are properly prepared as part of its duty of care to you, aswell as to others in an operational theatre.

The full training course is 3 days long (normally TuesThurs). If your visit orvisits to operational theatres amount cumulatively to 5 or more days in a 12month period, you will be required to attend the full course. If you are aninfrequent visitor (see para 2,3) and the visit is less than 5 days, you may opt

for the first module of the course which is 1.5 days long (although it isrecommended ideally that everyone attends the full course). However, shouldyou be required to visit an operational theatre again within a 12 month periodand the cumulative length of the visits amounts to 5 days or more, you will berequired to attend the full course in preparation for the second visit. Potentialregular visitors are advised to attend the full course in the first instancewhenever feasible

3.

PDT is valid for 12 months. After that you will be required to attend the courseagain should you need to visit an operational theatre. This is because thecourse content is adjusted on a regular basis in line with developments in

theatre, safety and security policy etc.

If your visit Sponsor has submitted a visit request and it has been approved,you should contact the PPPA S2O Visits Officer to arrange your training.

If you know (perhaps because you are in a particular job with an ex-officiorequirement to visit operational theatres) you are likely to have to visit anoperational theatre but do not yet know your visit dates, it would do no harmto undertake the training early, so that you are prepared. If this is the case,you should contact the PPPA S2O Visits Officer to arrange the training.

3These requirements are set out in the Operational Land Mounting Instructions and in the S2O Safety and Security Report.


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How will these new procedures affect urgent operational needs for civilians tovisit at short notice?S2O will always seek to accommodate genuinely short-notice requirements and is acutely conscious of the need to balance theDepartments requirement to adequately support its staff with its urgentoperational need to send civilian specialists at (from time to time) short noticeto key duties. Nevertheless only in very exceptional circumstances can therebe any possibility of waiving the normal training requirements and then onlyfollowing a formal written case submitted at minimum 1 star level to theCommand Secretary PJHQ as Risk Owner on behalf of PUS.

V/VIPs are subject to slightly different arrangements and should contact theS2O team directly to seek guidance and organise their training.

6.2 Risk Management

Risk is addressed in several stages. It starts with the visit being cleared by J3PJHQ and the S2O team, followed by a medical which assesses fitness tovisit, the Pre-Deployment Training course (including issue of personalprotection equipment) and necessary administration and documentation.

Your UK sponsor will be issued a Safety & Security brief for civilians in

operational theatres, which they must ensure that they use to brief you.Once in theatre the host (theatre sponsor) should give you a theatrethreat/situational brief which completes the risk awareness process.


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7. OTHER INFORMATION

7.1 Kit

You will require MOD Personal Protection Equipment (PPE), including ahelmet, body armour, respirator and safety glasses. These will be issuedduring the pre-deployment training at RTMC; they will be correctly sized andfitted personally for you. Importantly, fitting of the respirator also includestesting. On return from an operational theatre, the kit must be returned to theissuing store. There is no requirement for the kit to be returned in person;

normally it is sent internally in the mail system, properly parcelled up, andenclosing your stores receipt or other issue documentation to ensure they cancheck it off against the relevant name. If returned by external post, it is yourresponsibility to ensure the store receives the kit; in these circumstances it issuggested that it is sent recorded delivery.

If you are a regular visitor you may need to retain your PPE kit. However,PPE kit requires inspection and testing every 6 months or earlier if yoususpect it may have been damaged e.g. heavy wear and tear. You areresponsible for ensuring the kit is tested and inspected when necessary. If kitis retained you will have to declare on the self authorisation form (Annex G)

that it has been tested as appropriate.

A list of useful clothing and personal items you might take with you on yourvisit is at Annex H.

ANNEX H: Example Clothing and Personal Items List

7.2 Allowances (MOD Personnel)

Short term detached duty (overseas) claims may be submitted in the usualway (receipted actual costs) for travel, subsistence and incidental expenses.

You may be able to claim additionally for hard lying allowance, travelling time,where appropriate. Overtime, if claimed, must have been approved inadvance by the appropriate (UK) line manager. For visits of up to 1 month,you may be able to claim for a proportion of the Operational DeploymentGrant (in respect of clothing necessarily purchased to meet the climaticconditions in theatre etc) up to a maximum value of 100 (receipted actualcosts). If your visit is longer, or you travel regularly, you should seek advicefrom the PPPA S2O team in the first instance.

Visitors are not eligible to receive operational allowances (ODA and OWA)which are paid only to those deploying to a complemented post (with a

Position Number on HRMS) established by PJHQ in support of the operation.


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compensation claims are submitted, they are considered on the basis ofwhether or not the Ministry of Defence has a legal liability to paycompensation. Where there is a legal liability to pay compensation we do so.To deal with cases on any other basis would require subjective judgements tobe made that would undoubtedly lead to inconsistency and unfairness. If youare injured by another MOD member of staff who is not on duty at the time, orby someone not connected with MOD, then MOD is not legally able to assistyou and you will have to sue that person for compensation yourself

7.5 If the visitor injures someone else whilst in an operational theatre

If you kill or injure someone through an act of negligence in the course of yourwork for MOD, then it is MOD which would have to defend against any claimfor compensation and fund any resulting payment. You would not be a partyto the legal action, although you would probably have to give evidence.

If you kill or injure someone through an act of negligence whilst you are NOTworking for MOD, e.g. during your own free time, then MOD would not be

liable and you would have to defend any claim for compensation and makeany payment yourself.

These circumstances are extremely unlikely to arise but the informationis provided for the sake of completeness.

7.6 Welfare Support

You can get help, advice and support from the PPPA Occupational WelfareService (OWS) at any stage during or after your visit. OWS assistance is alsoavailable to families. For more information on the role of the OWS and the

services offered please see the Welfare section within Related links inPeople Services.

7.7 MOD Civilian Conduct and Discipline while in Operational Theatres

When in an operational theatre, you will be in a military environment and willtherefore also be subject to Military Law and to local Military Standing Ordersat all times.

Usually disciplinary matters relating to civil servants in operational theatresare referred to and handled by their line manager; however the military

Commander has the authority to order the immediate removal of any personback to the UK.


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7.8 General Information About Operational Theatres

Guidance documents are available for each of the three operational areasand provide detailed information about a variety of issues from security,health, travel and environment, to life in an operational theatre. In additionthere are Cultural Appreciation and Briefing booklets available. Please refer tothe S2O website.


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8. FURTHER HELP AND INFORMATION

If you or your visit sponsor want to have additional information you should look onthe S2O section of People Services in the first instance. This is also availablethrough the MOD internet site by entering People Services on the search engineon the main page. The S2O website has a wealth of relevant backgroundinformation; the majority is aimed at those who deploy for considerable periods tooperational theatres, but you may find some of the information of more generalinterest. Any questions should be directed to |||||||||||||| |||||||||| in the S2O team atPJHQ |||||||||||||||||||||||||||||||||||||||||||||| ||||||||||| ||||||||||||||


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ANNEX AVISIT CHECKLIST

This checklist is to assist you in ensuring you have completed all necessary steps requiredfor your visit. It includes all the tasks you must complete and things you need to know beforegoing and on returning from an operational theatre. Its designed so that it can be printedand ticked off as items are completed. You should start to complete this list as soon as youbecome aware you may need to visit an operational theatre. You should read the whole ofthis document which will help you in completing this checklist.

PRE VISIT

1. General

I have read the document Preparing To Visit an Operational Theatre

3. Authorisation

I have completed the appropriate J3 form and submitted it to the PPPA S2O Team(Annex B)

After my visit has been authorised, I have booked my flight and informed the PPPAS2O Team.

4. Medical

I am aware of the pre-existing medical conditions which may prevent me fromentering an operational theatre (detailed in Preparing for your Visit)

I have arranged and received the required vaccinations

I know what blood group I am

I have successfully completed my medical assessment form and examination(Annex C)

If relevant, RTMC Chilwell has ordered medical warning tags

I have received a medical card (F Med 965)

5. Administration

I have applied for and received identification dog tags (Annex F)

I have applied for and received a Geneva Convention ID Card (Annex F)

I have applied for and received a Civilian ID card (Annex F)NB: The civilian ID card is not the same as MOD Building/Site passes

I have completed a self certification form if relevant (Annex G)


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I have completed a next of kin and emergency contact form (Annex E)

I have checked with my visit sponsor if I need an F/MT 600, and obtained one ifrequired

6. Pre Visit Training

I understand what Pre-Deployment Training will cover and know when I will do this

I have completed my pre-deployment training

7. Other

I have read the example kit list (Annex H)

I have considered whether my insurance company needs to be aware that I amvisiting an operational theatre

I have considered whether my insurance cover is sufficient for my visit and madeany necessary changes

I have been issued with the required kit

I understand how conduct is dealt with in operational theatres

I understand the support which the Occupational Welfare Service can provide tomyself and my family and have noted their contact details

I have confirmed my flight details with RAF Brize Norton Tel: 01993 896643 (forIraq/Afghanistan) or RAF Lyneham Tel: 01249 897201 (for the Balkans) on the daybefore departure.

I am aware there is theatre-specific guidance and cultural awareness guidance onthe S2O website

POST VISIT

I have returned the kit I was issued to the store who issued it, unless I am a regularvisitor

I have returned my MOD Civilian ID Card to the PPPA S2O Team for destruction,unless I am a regular visitor

I have considered whether my insurance company needs to be aware that I havereturned

If I received any treatment, I have provided my Operational Medical Card (F Med965) to my doctor in order to update my medical record


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ANNEX BPJHQ J3 VISITS AUTHORISATION REQUEST PROFORMA

This form can be found on the S2O Website as one of the multiple attachments toPreparing to Visit. If you do not have access to the Defence Intranet, please contact

the PPPA S2O Team to send you a copy of the form.


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ANNEX C

CIVILIAN MEDICAL EXAMINATION FORM

This form can be found on the S2O Website as one of the multiple attachments toPreparing to Visit. If you do not have access to the Defence Intranet, please contact

the PPPA S2O Team to send you a copy of the form.


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ANNEX DVACCINATION REQUIREMENTS

Staff who are entering an operational theatre must keep the following vaccinationsup to date:

VACCINATION IRAQ AFGHANISTAN KOSOVO Whichstaff?

Polio All

Tetanus All

Diphtheria All

Hepatitis A All

TB (BCG) All

Typhoid All

MalariaChemoprophylaxis

(April toDecember)

All

Hepatitis B

Healthcarestaff orstaffdeploying> 6mths

Rabies Staffworkingwithanimals

Below is an explanation of how long the various vaccinations last. You must ensure

that all required vaccinations will remain effective for the whole of your expectedvisit. It may take time to arrange vaccinations and this will need to be plannedfor so that you receive them in time.

Polio vaccine is normally given to children at 2, 3 and 4 months, pre-school(3-5 years) and before leaving school (15-19 years). If you have not had avaccination within the last ten years, you will need a booster (drops on asugar cube)

Tetanus is normally given to children at six weeks, three months, fivemonths, 15 months, and 11 years. If you have not had a vaccination withinthe last ten years, you will need a booster (injection). The Department of

Health recommendation of a total of 5 vaccinations during your lifetime doesnot apply in these circumstances.

Diphtheria is normally given to children at six weeks, three months, fivemonths, 15 months, and 11 years. If you have not had a vaccination withinthe last ten years, you will need a booster (injection).

NOTE - Polio, Tetanus and Diphtheria can be given as a single combinedvaccination.

Tuberculosis (TB) The BCG vaccination used to be given routinely at age13, although it is now targeted at high risk groups. The vaccination leaves acharacteristic scar (normally in the left upper arm). If you do not know if you

have had a BCG vaccination and do not have a scar you will require a test(Heaf test) to see if you need the vaccination (Heaf test this involves a test


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RESTRICTED STAFF - ON COMPLETION


Version 6.0

ANNEX EAPPENDIX 1

MOD PERSONNEL VISITOR NEXT OF KIN/EMERGENCY CONTACT FORM

This form is for completion (IN BLOCK CAPITALS) by civilian staff visiting to an operational theatre.When completed, it will be passed to the local welfare officer closest to the home of the person nominated

Should anything happen to you whilst you are in an operational theatre, the welfare officer will visit eitheryour Next of Kin or Emergency Contact to break the news. Please indicate who you would prefer to becontacted in an emergency and update your HRMS record in line with the information provided on thisform and then either send a hard copy of it to PPPA |||||||||| ||||||||||||||| ||||||||| ||| || ||||||||||| |||||||||||| |||||||| |||||||||||||||| or e-mail an electronic copy to: |||||||||||||||||||||||||||||||||||||||

1. OFFICERS DETAILS

Full Name: Grade: Staff Number:

Marital Status: Home Address:

Telephone Number:

Permanent duty station in UK: Name and telephone number of UK LineManager:

2. EMERGENCY CONTACT DETAILS

Full Name: Relationship to Officer:

Address: Daytime telephone number:

Evening telephone number:

3. NEXT OF KIN CONTACT DETAILS

Full Name: Relationship to Officer:



In the event of an emergency I would like you to contact(tick one or both):

My Next Of Kin My Emergency Contact

4. VISIT DETAILS:

Theatre & Location:

Date of departure: Date of return (approx):

5. CONTACTS

Line Manager (name, post, number):

Visit Sponsor (name, post, number):

SIGNED: .. DATE: .


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ANNEX EAPPENDIX 2

NON MOD PERSONNEL VISITOR NEXT OF KIN/EMERGENCY CONTACT FORM

This form is for completion (IN BLOCK CAPITALS) by non MOD civilian staff visiting an operational

theatre. Should anything happen to you whilst you are in an operational theatre the JCCC will contactyour employer and give them the details of your Next of Kin. Should your employer not operate a 24 hourwelfare service then the civilian police will be asked to visit your nominated contacts. Please completeand send to the PPPA Transactional Team, ||||||||||| |||||||||||| |||||||||||||| |||||| ||||||||||| |||||||||||||||||||| |||||||| ||||||||

1. NON-MOD VISITOR DETAILS

Full Name:

Home Address:

Telephone Number:

2. EMPLOYER DETAILS

Name of Company: Line Manager:



3. NEXT OF KIN CONTACT DETAILS

Full Name: Relationship to visitor:



3. EMERGENCY CONTACT

Full Name: Relationship to visitor:



4. VISIT DETAILS:

Theatre & Location:

Date of departure: Date of return (approx):

5. MOD SPONSOR CONTACT DETAILS

Visit Sponsor (name, post, number):


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SIGNED:..DATE:.


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ANNEX FVISITOR REQUEST FOR IDENTITY DOCUMENTS

This form should be completed by all MOD civil servants visiting an operational theatre as soon astheir visit has been confirmed. If you already hold some of the identification documents, pleasecomplete the self certification form (Annex G). Please indicate which forms of ID you require (tickboxes):

Geneva Convention Identity Card (F-Ident 108)

ID Discs (DOG TAGS)

MOD Civilian ID Card (NB: not the same as MOD Building/Site passes)

Please attach three passport photos (two for Geneva Convention ID Card and one for the CivilianID card)

Required for all documents:

Title..First name Last name......

Staff Number (NI for Non MOD Personnel)..Date of Birth...

Address..

Phone.

Destination.. Date of Posting or Visit....

Documents will be returned to the contact address provided above.

Required for Geneva Convention Card and Dog Tags:

Religion...

Blood Group (incl Rhesus factor) ...

Info required for Geneva Convention Card:

Grade Place of Birth......

Colour of Eyes Colour of hair.....

Height.. Weight.....

DistinguishingMarks...

TO BE COMPLETED BY THE PERSONNEL BRANCH/SPONSOR

Branch/UnitName...

Branch/Unit

Address...

....


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ANNEX GVISITOR SELF CERTIFICATION FORM

Please fill in this form if you already have some of the required items or have alreadycompleted some of the actions required to visit an operational theatre.

I confirm that I have had a medical at RTMC Chilwell within the last 12 monthsdate.. and that since then, there has been no change in my medicalcondition or standard of health

I confirm that I have a vaccination record detailing that I have received the requiredvaccinations for the operational theatre I am visiting

I confirm that I have an operational medical card

If required, I confirm that I have the necessary medical warning tags

I confirm that I already have dog tags

I confirm that I have a Geneva Convention ID Card

I confirm that I have a Civilian ID card (NB: not the same as MOD Building/Sitepasses)

I have the necessary Personal Protective Equipment (PPE) and it has been tested orreplaced as detailed above.

I confirm that my pre-deployment training is in date and expires on ..

I have obtained an F/MT 600 (if required)

I confirm that I have completed my Next of Kin form and forwarded it to the OWS.

Signed

Name ..

Staff Number (NI for non-MOD personnel)..

Date of Visit .

Please send a hard copy of the completed form to ||||||||||||||| |||||||| |||||||||| |||||||||||||||||||

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Version 6.0

ANNEX HEXAMPLE KIT LIST

Afghanistan Kosovo IraqUnderwear - cotton Night wear

Cotton shirts/Polo Shirts (aselection of short and long sleeved)

Warmer clothes for the monthsOctober March as nights getchillier.

Fleeces/Jumpers for winter

Sturdy shoes and boots (with ankleprotection)

Thick, winter weight socks Trousers (washable Chino-styleand)

Waterproof jacket (Lightweight forIraq and for Afghan and Balkansummers. Heavyweight for winterin Afghanistan and Balkans)

Cotton hat or cap

Toiletries

Shower shoes (sandals with anklestrap recommended)

Towels (towels can usually bepurchased in theatre you shouldtake travel towel with you essentialfor overnight stays)

Spare glasses (contact lenses maybe uncomfortable in hot climates)

Torch

Washing and shaving kit, includinga small mirror

Basic first aid kit

Sun cream and after sun cream Insect repellent

Plastic bags for storing andseparating clothes


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VISITOR TRAVEL RETURN ANNEX I

Sponsors Details:

Name:

Telephone Number:

Visitor Details:

Name:

Operational Theatre:

Travel in date*:

Travel out date*:

PJHQ J3 Authorisation Reference:

Comments:


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