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1. Overview of Communication Systems
1.1 MCAS Miramar intends to provide information to internal and external
interested parties that is:
- Accurate with respect to the specific information
being communicated
- Representative of the installation's overall EMS
- Adequately explained to the recipient
- Easily understood by the recipient
1.2 MCAS Miramar uses a variety of media (e.g.,
bulletin boards, intranet, world wide web, annual reports, etc.) to achieve the
required level of communication. Specific types of communication media are
selected based on the nature of the information being communicated and the
intended audience. The
Summary of Communication Methods table summarizes the established
communication methods, types of information communicated, and the intended
audiences.
2.
Communication of Emergency Situations - All personnel are
responsible for reporting environmental hazards, accidents, and emergency situations immediately upon discovery, in
accordance with the Facility Response Plan.
3. Internal
Communication
3.1
The EMS Core Team is responsible for the communication of
the EMS Policy to all employees. The EMS
Coordinator communicates relevant Objectives and Targets, Significant
Environmental Aspects, Environmental Performance and Roles, Responsibilities and
Qualifications to the EMS Core Team,
the Environmental Leadership Council, the Unit Environmental Coordinators,
and others within the Marine Corps who are interested in the installation's
environmental affairs. This includes uploading EMS documentation into the HEAP
Portal.
3.2
Unit
Environmental Coordinators communicate relevant environmental system information to personnel
under their management. Relevant information includes, but is not limited to,
the following: roles, responsibilities and authorities; operating procedures;
and consequences of deviating from established procedures. The selection of the
most appropriate communication methods is left to the discretion of the
responsible manager. Unit Environmental Coordinators encourage personnel to identify
and report shortcomings and/or deficiencies of the EMS.
3.3 All employees are responsible for
reporting EMS shortcomings and/or deficiencies to their
Unit
Environmental Coordinators. If the
Unit Environmental Coordinator is not available, employees
should report system deficiencies or shortcomings directly to the EMS
Coordinator. Any such deficiencies or shortcomings identified are responded to in accordance
with the NONCONFORMANCE AND
CORRECTIVE/PREVENTIVE ACTION EMS element.
4. External Communication of
Information
4.1 The selection of the
most appropriate method(s) for external communication is left to the
discretion of the Public Affairs Office, or authorized designee.
4.2 Regulatory Agencies - The
EMD Director has granted each Program Manager the authority to contact the
regulatory agencies as needed. It is the Program Manager's responsibility to document
this communication within the EMS.
All
communications received from regulators that require action are recorded by the receiving
party in the Regulatory Communication Log.
4.3 Non-Regulatory Interested Third Parties
- Inquiries and communications concerning the organization's EMS and/or environmental performance are directed to
EMS Core Team, the EMD staff, or
authorized designee, for determination of an appropriate response. Such inquiries
and communications may include mail, faxes, telephone calls or personal visits.
Depending on the nature and circumstances of the communication received, the
EMS Core Team or the EMD staff
may elect to respond directly to the interested party, issue a response to
multiple interested parties or not respond. The
EMS Core Team and the EMD staff
will notify the
EMD Director
of the appropriate response, if any. The
EMD Director
will implement the decision and record relevant
information regarding responses to all communications received from external parties in
the facility’s Communication Methods Log.
4.4 The
EMD Director
maintains copies of all written communications from external
parties, other than regulators, on environmental matters. All non-written
communications from external parties are documented using phone logs or other appropriate
means by the individual receiving the communication. All records of external
communications are maintained in accordance with the
RECORDS management system element.
5. Outreach to Interested
Parties
5.1 MCAS Miramar may elect to solicit the views
of external interested parties on its EMS, as the need arises. Situations
which might trigger such an outreach may include facility expansions;
application for, issuance of or renewal of environmental permits; occurrence
of an emergency situation; coverage in the media; etc.
5.2 The results of,
effectiveness of, and need to continue, proactive external communication efforts
will be evaluated during the
MANAGEMENT REVIEW
process.
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