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INFO:
Vehicle mishaps happen and need to be reported correctly. This page will cover actions to take on the scene, reporting procedures, and vehicle repairs.
It is important to know that there are two mechanisms for reporting vehicle mishaps. They both are different and serve unique functions. The two mechanisms are entering a Safety Significant Occurrence (SSO) in Civil Air Patrol Safety Information System (CAPSIS) and initiating a Report of Survey (ROS) on the vehicle’s master page in ORMS.
-The CAPSIS SSO process is for reporting damage, injury, or illness which negatively impact individual and organizational readiness, reliability, and credibility. It focuses on determining contributing and causal factors that led to an SSO and leads to Safety action planning, which identifies mitigating actions that are expected to reduce the future likelihood of a similar SSO recurrence. SSO guidance is outlined in CAPR 160-2.
Click here for CAPSIS guidance.
Click here for additional CAPSaftey information.
-The ROS process serves as the official record of an investigation into circumstances that resulted in loss, damage or destruction of property. It provides documentation to support adjustments to CAP property records and provides commanders with information regarding material management weaknesses which will enable them to take corrective action to prevent recurrence. ROS guidance is outlined in CAPR 174-1.
Click here for additional ROS information.
STEP-BY-STEP GUIDE:
Actions to Take on Scene
1. Remain calm. It helps you stay in control of the situation.
2. Safety check. Ensure everyone involved is OK and safe from any additional hazards (oncoming traffic, glass, debris, etc.).
3. Call 911. To report the accident and get additional assistance.
4. Site Actions. Do not admit fault and take pictures if you can, while assistance/emergency service is coming.
5. Exchange information. Get the information* of all other drivers/witnesses involved in the mishap and get a copy of the police report/case number.
*Minimum information needed: name, address, phone number, name of Insurance Company, and policy numbers from all involved in mishap.
6. Contact Leadership. Notify your next level commander or other key individuals (via telephone call) in accordance with CAPR 160-2 (para 6.1.5).
7. CAP Actions. Enter an SSO in CAPSIS and initiate ROS in ORMS.
Reporting Procedures
This section focuses on # 6 and # 7 above.
1. Contact your Leadership - Notify your next level commander of the mishap. Please also notify the Safety and Transportation Officers so they can be aware and assist with the next steps.
2. Enter SSO in CAPSIS - Log into eServices, go to the Safety tab, and enter the CAPSIS application. Complete the SSO to the best of your knowledge.
3. Initiate ROS in ORMS - Not every member can initiate an ROS; have an authorized member mark the vehicle condition as “Missing/Damaged”. They can do that by logging into eSericve, going to the Logistics tab, and entering the ORMS application. Go to the vehicle’s main data page and update the vehicle’s condition.
4. Contact CAP/GC and CAP/LG - Notify CAP/GC via email at generalcounsel@capnhq.gov and CAP/LGT via email at emanning@capnhq.gov. Please include information* about the mishap so we can notify CAP’s insurance company if needed.
Information needed: summery of accident, date of accident, vehicle number, if anyone was injured, name (CAPID if applicable) of all persons involved and contact information, name of Insurance Company and policy number, SSO #, and if ROS was started.
Vehicle Repairs
CAP’s vehicle liability policy does not cover repairs for CAP vehicles. Vehicle repairs are funded by the other party (if they are found to be at fault) or CAP’s vehicle maintenance funds.
If another insurance company is funding the repairs, please follow their guidance for repairs. Most of the time, they will want the vehicle sent to one of their approved repair facilities and towing the vehicle there with a CAP EFS card is authorized.
If CAP is funding the repairs, please get at least two estimates if the repairs are over $3k. Let the repair facility know that this will not be paid by the insurance company as most repair facilities will automatically assume the insurance company is paying and put that on the estimate.
In any unique case or situation, or if there are additional questions, please reach out to CAP/LGT via email at emanning@capnhq.gov.
