NCEMSF MERIT Application Guidance

The NCEMSF MERIT Recognition Program is a new for 2025. During the initial year, we will be soliciting feedback from schools that participate and will then use that feedback to further develop the resources associated with this program. As such, this section will be updated after the conclusion of the 2025 Conference. Please note that schools may still apply for Striving for Excellence for the 2025 Conference if they so choose. For schools applying for the MERIT-Recognized CBEMS Agency designation, please reach out to us at merit@ncemsf.org with any questions on the application and meeting the program requirements.

The following information is designed to provide additional guidance or resources the application steps. It is organized by the application section or application step. There is also a separate FAQ page, and the main program page contains additional information. You can also contact your Regional Coordinator with specific questions (especially if they relate to requirements that vary by state/province). 

While you read through the guidance and complete the program steps, remember that the NCEMSF MERIT Recognition Program, like all NCEMSF self-evaluative programs, is designed to help organizations on a path to improve their operations. As such, perfection in all areas is not essential. Recognition will still be granted even if areas for improvement exist in the submitted applications, and NCEMSF staff can be contacted via merit@ncemsf.org at any time during the process to provide mentorship and guidance. 


EMS Operations

Tasks in the EMS Operations schedule cover topics related to the functioning of EMS organizations. 

1.1 NCEMSF Membership

To meet this requirement, show proof of current NCEMSF Institutional membership.

In addition, attest that your organization has reviewed your Institutional Database Profile page and made any necessary updates. 

1.2 State Certifications and Personnel Roster

Please submit an Excel file containing provider names, certification levels, and state or national certification numbers. There is no pre-defined template for this, but please submit the Excel file as a separate attachment (do not PDF the spreadsheet). 

1.3 Organizational Licensure or Accreditation

Most/all states and provinces require EMS organizations, regardless of whether they are transporting, to carry an organizational license or other official approval for operations. Please submit documentation of this as it pertains to your state or province. 

If your state or province does not require this, please note this in your application, and cite the appropriate portion of your state or provincial laws/regulations and explain how the exemption to a licensing requirement applies to your organization. 

1.4 Staffing Plan

Document your agency's staffing plan by dates and hours. List out the numbers of personnel that you staff for each type of operational period. For example, if your agency only covers campus on weekend evenings, notate those times and how many people work those hours. If your agency normally provides a standard level of coverage, but goes out of service at particular periods like school breaks, describe what those periods are and how the staffing changes during those times. While this is not required, for any times where your agency is out of service, you may want to include documentation of how calls for medical assistance are handled (for example, referred by campus police dispatch to the local 9-1-1 agency). 

1.5 Standard Operating Procedures

Please submit a copy of your organization's Standard Operating Procedure's (SOPs) or other operational manual. Note that this should be distinct from your medical treatment protocols/guidelines. When submitting, please also include a statement referencing the location of the following items inside the document:

  • Medical records. This section should describe standards for documenting patient care, patient refusals, non-contact calls (calls where you are dispatched but no patient is found), and any other medical records.
  • Confidentiality. This section should describe your agency's confidentiality policy for medical records and other protected information. Note that in addition to HIPAA, most educational institutions in the United States are covered by the Federal Educational Rights Privacy Act (FERPA), which includes some records that would be generated by an EMS agency. Also ensure that the policy covers any state medical or educational privacy laws (which may be different than HIPAA and FERPA). If your SOPs reference any University policy, be sure to include a copy of that document as well. 
  • EMS provider licensure/certification. This section should indicate what licenses or certifications are required for your providers. For agencies with providers at various levels, describe which licenses/certifications apply to each level of responder. The policy should also detail steps to be taken if a provider's license lapses or is suspended. 
  • Dispatch and communications procedures. This section should describe how your agency dispatches calls for medical assistance. It should cover typical operations, any modified operations (MCIs or disasters, for example), and contingencies if primary communication methods should fail. 
  • Vehicle operations. If your agency operates vehicles, your SOPs should have policies that explain proper vehicle operating procedures, safety procedures, vehicle maintenance requirements and frequency, what takes place if a policy is violated, and contingencies if primary vehicles are not available for responses. 

1.6 Minimum Equipment Requirements

Some governing bodies have standards for minimum equipment per agency, per vehicle, etc. Please provide a copy of the minimum standards set by your governing body and then document how your agency meets or exceeds those standards. For example, you could provide a copy of the State EMS Regulation that lists the minimum inventory for an ambulance, then include a copy of your agency's ambulance check-off sheet (which would show that your inventory includes all the items at or above the minimum quantities set by your state). 

1.7 Written Agreements with Outside Agencies

For any outside agencies you work with, include copies of the written agreements with these agencies. Typically, these are called Mutual Aid Agreements (MAAs), Automatic Aid Agreements (AAAs), or Memoranda of Understanding (MOUs). Examples of agreements to include are:

  • For non-transporting agencies, the agreement with the transport agency.
  • Mutual aid agreements if campus medical services are overwhelmed.
  • For non-ALS agencies, the agreement with the agency providing ALS services.
  • If dispatch is handled by an outside agency, the agreement with the dispatch provider.
  • Any other relevant documents that would fall under this category. 

1.8 Communications Plan

Your communications plan should cover two types of communication: internal and external. For internal communications, describe how your responders communicate with each other. This may be two-way radios, but some squads use other methods (texting services, apps like Slack, or specialized apps for emergency responders). For external communications, describe how you are able to communicate with other agencies that you interact with (police, fire/rescue, EMS, emergency management, other campus services, and other government services in your area). Note that complete radio interoperability is not required; you may utilize phone calls or face-to-face communications in certain situations and this is OK (as long as you document this in your SOPs). 

1.9 Professional Standards

This section should document the professional standards of behavior/activity that your personnel are held to, and what takes place should those standards be violated. 

Clinical Care

Tasks in the Clinical Care section cover topics related to your medical operations and patient care. 

2.1 Medical Direction

This program requires that organizations operate under medical direction by a licensed physician. Provide a signed statement from your medical director attesting to their appointment as your medical director and describing the roles and responsibilities they have with your organization.

For jurisdictions that have regional medical direction, a statement from the regional medical director or base hospital's representative can be substituted for an agency medical director's letter. 

2.2 Medical Protocols

Provide a copy of (or a link to) your agency's medical protocols or guidelines. For jurisdictions that have regional medical direction, provide a copy of (or link to) a copy of the regional protocols that apply to all services in the region. 

2.3 Quality Improvement

Describe your agency's quality control and quality improvement processes. Typically, this involves the following components:

  • General call review, which often is done to ensure compliance with required information and basic checks for compliance.
  • Specific detailed reviews for certain types of calls (such as cardiac arrests, patient refusals, or alcohol intoxication). Your agency can determine what (if any) calls are subject to greater scrutiny, but do describe what additional checks are done with those calls. 
  • Detail how feedback from the call reviews is provided to personnel.
  • Describe any quality improvement projects your agency has completed in the past. List how the project came about (that is, what items were identified during call review), how you determined what solutions to implement to correct the issue, and how those solutions were put into place (training, drills/exercises, etc.). 

2.4 NEMSIS-Compliant ePCRs

Include the name of the electronic patient care record (ePCR) system used by your agency. The system must comply with NEMSIS for data reporting. 

NEMSIS, or National Emergency Medical Services Information System, is a system which complies standardized data points for EMS run records. That data can then be used for data gathering, research, and operations. Reporting data into NEMSIS is essential, even for collegiate EMS agencies, because this data is then used to determine funding for EMS, trauma care, and even emergency management grant programs. Most current ePCR systems are NEMSIS-compliant. 

If your squad is based in a country that does not participate in NEMSIS, provide documentation that your ePCR system meets any national data reporting requirements for your country. 

2.5 Response to Intoxicated Patients

Provide documentation of your agency's policy or guidance related to the response to patients who are under the influence of drugs or alcohol. This should include items like whether or not your agency responds to these calls with police, any amnesty programs in place, and whether or not you have elevated standards for determining competency to consent to or refuse care. 

If this is included in the SOPs submitted under requirement 1.5 or your medical treatment protocols submitted under requirement 2.2, please just cite the section/page numbers for this. It is not necessary to include a second set of SOPs or medical protocols. Only provide a separate document here if your intoxicated patient guidelines are not part of your SOPs or medical protocols. 

2.6 Patient Feedback

Describe how patient surveys are sent to patients. Include a copy of the survey that is sent to patients. If alternate methods of patient feedback are used, describe those methods. 

2.7 Dispatching

Describe how your agency is dispatched. Also include whether or not your dispatchers receive training in emergency medical dispatch. 

Training

Tasks in the Training section cover topics related to how you educate your personnel. 

3.1 Initial Training

Describe what training is used for personnel when they join your agency. Note that this is not your EMS certification, but rather a new employee training, new employee orientation, or field training program. If the program is not a commercially-available program, list out the criteria necessary for completion of the program. 

3.2 Continuing and Ongoing Training

Describe what training is provided to personnel on an ongoing basis. For example, if you have monthly training sessions, describe what those sessions are, how topics are determined, and what evaluation methods are used. If your agency requires specific classes on a set frequency, list those out. 

This could also be known as your continuing education plan, depending on the area where you operate. 

3.3 Driver Training

Describe what training is provided for vehicle operators (regardless of the type of vehicle, to include golf carts, UTVs, and bicycles). Also document that this training is provided to existing personnel on an annual basis (or more frequently). 

If your agency does not operate any vehicles, provide a statement to that effect in place of this requirement. 

3.4 Sexual Assault Awareness/Response Training

Describe what training is provided regarding recognizing sexual assault, responding to those calls, and (if applicable) what reporting requirements apply to your agency's personnel. You can utilize training provided by your university to all staff to meet this requirement (but do describe what the training entails). 

This training does not require ongoing refreshers, but if your agency does require periodic refreshers, do document this. 

3.5 Mental Health Training

Describe what training your personnel undergo on mental health. 

This training does not require ongoing refreshers, but if your agency does require periodic refreshers, do document this. 

3.6 Special Populations Training

Describe what training your personnel undergo on EMS care for transgender and gender-diverse patients, LGBTQIA+ populations, people who use drugs, and individuals with disabilities. In most cases, these will be separate trainings; in that case, document each type of training provided.  

This training does not require ongoing refreshers, but if your agency does require periodic refreshers, do document this. 

Safety and Wellness

Tasks in the Safety and Wellness section cover topics related to how you care for the physical and emotional well-being of your personnel. 

4.1 Mental Health Services

Describe what mental health services are available to your organization's providers. This could be peer support, on-campus mental health services, government services, or third-party services. 

4.2 Physical Fitness

Describe what physical fitness standards apply to your providers, and any steps your organization takes to ensure your providers can meet those standards (gym access, health coaching from trained professionals, etc.).  

4.3 Testing and Vaccination Requirements 

To meet this requirement, provide the following information:

  • Required testing and vaccinations. Note which tests (for example, TB) and vaccinations (for example, Hep B) are required. These requirements may come from your campus, your local government, or your state regulatory agency. Ensure that you are compliant with regulations from all applicable levels. 
  • Ensuring compliance. Describe how your agency ensures compliance with the requirements for testing and vaccines. 
  • Exceptions and special circumstances. Describe what policies are in place for exceptions, if any. Also describe any special circumstances (for example, patients who have false-positive TB skin tests may be required to have a chest X-ray, but the requirement is moved from annually to once every five years). 

If you are unsure about this requirement, speak with your institution's health/safety department or campus health services. 

4.4 Infection Control Plan

Provide a copy of your written infection control plan. The plan should describe standards in place to protect providers from blood-borne pathogens and other communicable diseases. Infection Control Plans usually:

  • describe the hazards that providers may face,
  • document the engineering controls (use of self-capping needles and proper placement of sharps containers) and work practice controls (training and procedures designed to prevent accidental exposures) used to mitigate those hazards,
  • instruct providers on the procedures to be followed if an exposure takes place, and
  • identify an infection control officer or other individual responsible for managing the policy.

It is OK to reference a University policy that covers this topic, but if you do, please include a copy of that document as well. If you are unsure about this requirement, speak with your institution's Risk Management department or health/safety department. 

4.5 Vehicle Insurance

Describe what insurance policies are in place for motor vehicles operated by your agency. This could include a university-wide fleet policy or a certificate of self-insurance. A certificate of self-insurance is a legal document from your state or other regulatory body that your university assumes the financial responsibility for any motor vehicle incidents in place of holding a commercial insurance policy. Note that common commercial policies (including fleet policies) may not cover emergency vehicles. The policy used by your agency must allow vehicles on the policy to be used for emergency responses. If you are unsure about this requirement, speak with your institution's Risk Management department. 

If your agency does not operate motor vehicles, please indicate that in place of this requirement. 

4.6 Workers' Compensation

Describe how your agency provides financial coverage for on-the-job injuries. This could either be a school's overall employee policy, a policy specific to your agency, or an official waiver of coverage from your jurisdiction's insurance or labor regulatory body (if applicable). If you are unsure about this requirement, speak with your institution's Risk Management department. 

Recruitment and Retention

Tasks in the Recruitment and Retention section cover topics related to how you bring in new staff and keep existing staff engaged. 

5.1 Recruitment Strategy

Describe how your organization recruits new members. Please provide copies of your new member application, along with advertisements, fliers, or other PR material you use when recruiting. 

5.2 Retention Plans

Document your squad's retention and attrition rates (that is, what percentage of staff stay or leave after each semester/year). Describe steps taken to replace staff that leave. Also describe how you identify if more staff are leaving than normal, and steps that would be taken in that case to retain members. 

5.3 Benefits and/or Compensation

Describe how your members are compensated or rewarded for their participation in your organization. If providers are paid, document in which circumstances they receive payment and what pay rates are. Also list any other benefits that your members receive, to include subsidized housing, meal plan discounts, parking permit fee waivers, etc. 

5.4 Alumni Engagement 

Document the efforts you take to maintain contact with alumni. Also describe what efforts you have to keep those alumni engaged with your organization.

It is OK to rely on your institution's alumni office for this, but if that is the case, describe how you can access that alumni data and how you identify alumni of your CBEMS organization (as opposed to general school alumni). 

Community Outreach 

Tasks in the Community Outreach section cover topics related to how you engage with your campus community to promote their health and welfare. 

6.1 Outreach Programs

Detail any community outreach programs your organization conducts. This can include things like CPR/AED/First Aid training, overdose/Narcan training, Stop the Bleed classes, alcohol awareness presentations, or general awareness/organizational introduction presentations/tables. For each, list the dates/times that the programs take place and approximate number of individuals trained or otherwise reached for each. In the event that programs take place on a regular/ongoing basis, in place of specific dates/times, list the approximate number per year (average of seven Narcan classes per year) or scheduled frequency (monthly CPR trainings). 

6.2 Social Media

Describe the social media accounts your agency operates. For each, list how they are used. 

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