chatham county emergency operations plan...standard operating guide page 4 of 42 sog-5-1: disaster...

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CHATHAM COUNTY

EMERGENCY

OPERATIONS PLAN

STANDARD OPERATING GUIDE 5-1

DISASTER EMPLOYEE

INTEGRATION CENTER

JULY 2016

Standard Operating Guide of 42 SOG-5-1: Disaster Employee Integration Center 1 July 2016

This SOG is in accordance with the Georgia Emergency Management Act of 1981, O.C.G.A Title 38, Chapter 3; the Chatham County Code Article III, Chapter 4; the Chatham Community Emergency Management Program; the

County Emergency Operations Plan (EOP) and the National Incident Management System (NIMS).

THIS PAGE INTENTIONALLY BLANK




TABLE OF CONTENTS

1.0 POLICY .................................................................................................................................... 5

2.0 PURPOSE ................................................................................................................................ 5

3.0 SCOPE ..................................................................................................................................... 5

4.0 ASSUMPTIONS ........................................................................................................................ 6

5.0 RESPONSIBILITIES ................................................................................................................... 6

5.1 Chatham Emergency Management Agency ........................................................................ 6

5.2 ERC Director ......................................................................................................................... 6

5.3 ESF-01 Transportation ......................................................................................................... 6

5.4 Human Resources ................................................................................................................ 6

6.0 PROCEDURES .......................................................................................................................... 6

6.1 Emergency Preparedness .................................................................................................... 6

6.2 ERC Stations ......................................................................................................................... 9

7.0 MAINTENANCE ..................................................................................................................... 11

TAB A: EMPLOYEE RECEPTION CENTER LAYOUT ............................................................................... 13

TAB B: SIGNAGE ............................................................................................................................... 14

TAB C: EMPLOYEE RECEPTION CENTER GO-KIT .................................................................................. 16

TAB D: EMPLOYEE RECEPTION CENTER SET UP CHECKLIST ................................................................. 18

TAB E: STAFFING OVERVIEW............................................................................................................. 19

TAB F: JOB AIDS ............................................................................................................................... 21

TAB G: EMPLOYEE REQEUST FORM ................................................................................................... 39

TAB H: EMPLOYEE INSTRUCTIONS .................................................................................................... 40

TAB I: DISASTER EMPLOYEE REGISTRATION FORM ............................................................................ 41

TAB J: EMPLOYEE ASSIGNMENT FORM ............................................................................................. 42




Chatham Community Emergency Management Program

STANDARD OPERATING GUIDE

Effective Date:

1 JULY 2016

Supersedes:

ESF 5-3

SOG Title: SOG Number:

DISASTER EMPLOYEE INTEGRATION CENTER

SOG 5-1

____________________________________________ Dennis Jones CEMA Director

1.0 POLICY

In accordance with County Code 4-308.1.a, CEMA is responsible for assisting municipal, County,

private and volunteer organizations, agencies, or departments participating in the emergency

management program, with the development of simple, workable, and understandable emergency

Standard Operating Guides (SOGs). The purpose of having such SOGs is to ensure that the

emergency response unit (department, agency, etc.) is organized and knows exactly what, when,

and how it is to accomplish its emergency response function.

2.0 PURPOSE

This Guide provides basic financial management guidance for all participants to the County

Emergency Operations Plan (EOP). This includes guidance for all departments and agencies

providing assistance in response to major disasters or emergencies declared by the Chatham

County Chairman under the Robert T. Stafford Disaster Relief and Emergency Assistance Act and

the Emergency Management Ordinance of Chatham County as well as for departments and

agencies that request/provide local support in Incidents of Critical Significance that do not involve

the Stafford Act.

To provide the opportunity to utilize the Critical Workforce (CWF) resource during the response and

recovery phases. The planned disaster employee management process is consistent with the

comprehensive emergency management cycle and includes roles for employees in each phase.

This SOG outlines the way in which the ERC carries out its primary disaster function which to

coordinate the deployment of employees for disaster response and recovery.

3.0 SCOPE

The provisions of this SOG apply County-wide and to natural and/or man- made hazards and

disasters, requiring a full evacuation of the population from Chatham County.

This SOG pertains to the management of County Employees as part of incident re-entry and

recovery process after an evacuation of Chatham County.

This SOG does not supersede the plans policies and procedures of county organizations.




4.0 ASSUMPTIONS

Provision in this SOG is designed to accommodate situations requiring the re-entry and recovery

to or a portion of Chatham County.

Decisions made and operational actions conducted prior to and during an evacuation are based on

the situation presented, and not on any one factor outlined in this guide.

Pre-event planning conducted at governmental levels of emergency preparedness have identified

available and additional resource requirements needed to conduct re-entry and recovery

operations with Chatham County.

Executive decision-makers are acquainted with the decision-making considerations outlined in this

plan and act decisively when circumstances warrant.

Decision makers maintain good situational awareness and remain operationally flexible.

Re-entry and recovery planning will always consider and include provision for designated critical

workforce to re-enter the affected area prior to the return of the general population.

5.0 RESPONSIBILITIES

5.1 Chatham Emergency Management Agency

CEMA is the Coordinating Agency. CEMA is responsible for appointing an Employee

Resource Center Director.

5.2 ERC Director

The ERC Director will be appointed by CEMA and will attend local emergency

management planning meetings and will partner with CEMA and the County Employees.

5.3 ESF-01 Transportation

EOC liaison will work with ESF-01 to provide transportation resources need to transport

employees from the ERC and the worksites.

5.4 Human Resources

Responsible for ensuring “Required Reading” has been completed by County Employees

and ensuring County Employees have been assigned a category for post disaster work.

6.0 PROCEDURES

6.1 Emergency Preparedness

CEMA coordinates the emergency management activities for the Chatham County

Departments.




Each department is responsible for assisting in the coordination and execution of the

Emergency Management Program directives and activities as set forth by CEMA. Each

department should have a representative to ensure continuity operations plans are in

place. This person will also aid in supporting the County’s emergency management

initiatives. They may also be called upon to represent their organizations during times of

major emergencies and disasters.

Each department will:

Schedule Department Employees for Emergency Management/Disaster

Readiness Training.

Coordinate the Department’s Emergency Work Assignment Policy requirements.

Ensure the Employee Emergency Contact Form is completed and up-to-date

Ensure the Assignment and Skills Form is completed and up-to-date.

Verify each employee has a Package Verification Form on file. Work with the

Department Director on classifying each employee into one of the four categories

described in paragraph 6, for assignment during emergency operations.

Document Incident Command Structure training and maintain an auditable file.

Maintain Department records on critical workforce.

Maintain Department records on critical equipment.

Maintain Department records on stored equipment.

Coordinate the Department employees responsible for processing FEMA Forms.

Schedule employees for Disaster Finance Training.

Chatham County Employees will receive an Emergency Work Assignment Package

which will consist of four forms:

Package Verification Form: Serves as a checklist for the employee, supervisor,

department Director, Human Resources and CEMA to ensure the requirements of

the Emergency Work Assignment Package are addressed.

Assignment and Skills Form: Identifies which category the employee is assigned

and also defines other skills the employee may have to assist during emergency

and disaster situations.

Special Circumstances Exemption Form: Used to define special circumstances

which may prevent the employee from working during an emergency or disaster

event.




Employee Emergency Contact Form: Identifies primary, secondary and tertiary

points of contact for each employee.

Upon completion of the Emergency Work Assignment Package, the employee will be

assigned to a category.

Category 1: Department Continuity of Operations (COOP) Team. Staff members in the

category manage the Department’s COOP.

Coordinates the evacuation of the department to an identified alternate facility

Ensures the mission essential services identified remain operational and brought

online as soon as possible.

Ensures reconstitution of the department.

Category 2: Critical Workforce (CWF) Pre-Assigned. Employees in this category are pre-

assigned to post disaster functions and most are required to shelter with CEMA.

Examples of pre-assignments include:

CWF Shelter Managers

Damage Assessment Team Members

Debris Management Team Members

Render Safe Team Members

Emergency Operations Center Staff, etc.

Category 3: CWF Available for Assignment. Employees are available for assignment by

the County to meet pre- and post-disaster staffing needs. Examples of assignments

include:

Assisting with tracking labor and equipment hours.

Assisting with finding and tracking resources

Assisting with document management, situational awareness and incident

reporting.

Serving as the Point of Distribution Manager for commodity distribution to the

general public.

Assisting with the Evacuation Assembly Area, etc.




Category 4: Special Circumstance Staff. Some staff may have a special circumstance

which is identified in advance of an evacuation or emergency event which requires them

to be excused from emergency or disaster response and recovery duties. These staff

members are not required to report during disaster conditions until the area is rendered

safe.

6.2 ERC Stations

Station 1: Employee ID Confirmation – At Station #1, the County employees will be given

instruction sheets and will fill out registration forms. They will be given a brief orientation

of how the ERC process works. Staff at Station #1 will need to have a positive attitude

and greet staff coming back into the county with a smile and encouraging conversation.

If possible, this station should be located outside or in a room adjacent to the main

registration area to minimize the noise inside the ERC. This station will need:

Instruction Sheets

Registration Form

Employee List

Name, Employee ID, Category Number and Pre-Assignments

Station 2: Interviews & Assignments – At this station the county employee will be

matched to the job requested. ERC Staff will then provide an employee assignment form

and clear badge pouch to each County employee containing the employee’s name, the

department or site to which the employee was referred and the date(s) on which the

employee expects to work. This station needs are:

Clear Pouch

Requests from Departments

Skill Sets

Employee Assignment form (carbon copy/duplicate form)

Access to Runner

Station 3: Safety Training – The Safety Trainer will document the attendance of each

employee and present a prepared safety briefing appropriate to the specific disaster

event. At the conclusion of the briefing, the trainer will refer employees to the next

station.




Station 4: Transportation Staging Area – Transportation to and from the ERC worksites

will be coordinated through the staging areas outside of the ERC. At this station the

employee will tear off their portion of the job request form and give the other portion to a

runner who will then turn it in with a data coordinator.

Other Support Functions (Job Aids Attached)

Phone Bank – The critical function of the phone bank staff is to take calls from the

EOC. The EOC will request personnel resources from the ERC. Each call is

recorded and posted on the request board and forwarded to the Data Coordinator.

Data Entry – Data enters the Requests for Employees and the Employee

Registration forms into the computer. As needed, data entry staff shall print

updated lists of the unfilled requests.

Supply Area – This area should be located in a room that can be secured and

should be accessed only by ERC staff. Inventory of supplies should be kept

current and should be submitted to the ERC Director at demobilization of the ERC.

Public Information – The Public Information Officer is the only staff member to

make statements to the media about the Center’s operation. Information should

be approved by the ERC Director and coordinated with the Joint Information

Center or local ESF-15 lead agency prior to dissemination.

Runners – Runners are integral to the smooth operation of the center. Runners

post new requests for employees on the request board, carry information from one

station to another, escort guests, and deliver supplies to stations.

Staff Break Area – Providing a quiet room with low light and ensuring the staff

takes short breaks whenever possible will help everyone operate efficiently and

minimize the stress.

Security Representative – Will ensure security of the facility and personnel at the

facility.

Staging Coordinator – Will be responsible for assigning employees to the proper

locations based on assignments identified by the agency coordination desk, and

releasing them to the transportation staging area.

The ERC will begin processing and referring employees as soon as possible after the

arrival of the first county employees and the receipt of the first requests for employee

assistance. The process will include registering employees and referring each to a

requesting agency with the name of the supervisor to whom they should report and

provide a basic safety briefing.

The Disaster Employee Registration and Referral forms and the Request for Employees

form provided in the following attachments were created to be easily used.




The ERC will be using a database capable of matching the skills of employees to specific

requests, greater detail facilitates a better match and provides contact options to help

locate the needed employees later.

ERC staff should be made aware of the need to maintain accurate documentation of their

activities, including training provided to employees, expenses incurred and time incurred

by county employees.

It is important for ERC staff to provide safety briefings, and when appropriate, specific job

training to employees and to keep complete and accurate records. These records will

minimize the effects of any possible legal action taken against the county should an

employee be injured or inadvertently cause damage to property or to others.

Procedures for documenting the hours and the type of work done by each employee

should be determined jointly by the county finance department and the department the

employee is deployed to, in order to ensure the maintenance of information required.

Employee Transportation: For security reasons, employees will not be allowed to drive

their personal vehicles into impacted areas. The Transportation Staging Coordinator

should arrange to transport employees from the reception center to the worksites.

7.0 MAINTENANCE

CEMA will coordinate regular reviews of this SOG to ensure its accuracy for implementation. Any

changes required will be coordinated with those listed in the Responsibilities Section (Section 4.0).

Document management, training and distribution will be handled by CEMA.




TAB A: EMPLOYEE RECEPTION CENTER LAYOUT




TAB B: SIGNAGE

Parking is often a problem; therefore, main pathways should be determined and laid out for the employees. Driveways, access points, and pathways should be marked to direct employees to the entrance. Finally, the interior or exterior of the ERC should have a sign clearly identifying the building. Signage for the Center should be clearly posted and should direct employees through the building and stations. If the Center is in a government-funded or public-funded facility, a placard should be placed on the outside of the building designating it an emergency ERC. SPECIFICATIONS:

A. In accordance with FEMA 361 Guidelines, the words and logos shall be reflective, using 3M Scotch lite Diamond-Grade reflective sheeting or an equivalent product yellow in color.

B. The signs should be illuminated, luminescent, and obvious.

C. Verify with manufacturer the sign will glow for a minimum of 6 hours, in the event of power loss.

D. The artwork below graphically depicts the specifics of the ERC signage.




SIGNS WHERE TO POST

Employee Reception Center (2) On Street Visible From Either Direction

Enter Entrance to ERC

Station #1:

Registration/Orientation/Employee ID

Registration/Orientation Area Visible

from front door

Station #2: Interviews Interview Station Visible from Station #1

Station #3: Safety Briefing Safety Briefing Visible from Station #2

Station #4 Transportation Staging

Area

Transportation Staging Visible from

Station #3

Exit Exit Visible From Stations #4

Transportation to Worksite (with

arrows) Near Exit and Outside, as needed

Staff Only (as needed) Staff Rest Area, Supply Area, Etc.…

Data Entry Data Entry Area

Current Needs Dry Erase Board in Interview Area

Phone Bank Phone Bank Area

Offers of Employee Help Top Left of Bulletin Board in Phone Bank

Area

Individuals Beneath “Offers of Employee Help” Sign

Groups Beneath “Offers of Employee Help” Sign

Other Resources Top Right of Bulletin Board in Phone

Bank Area

Public Information Officer Public Information Officer’s Table




TAB C: EMPLOYEE RECEPTION CENTER GO-KIT

As part of disaster preparedness, the ERC Manager should keep on hand one or more pre-packed kits for

each anticipated activation. A footlocker or large insulated plastic ice chest can be used to store the

supplies. Only items with an indefinite shelf life should be placed in the kits. Other items such as batteries

should be available for insertion in kits before use. Pre-packed safe room kits should be inventoried

annually to ensure forms are current and items are in good condition.

Office Supplies:

Dry erase markers (set of 4)

Dry eraser

Pens (box of 12)

1 Highlighter

Pencils (box of 12 sharpened)

2 Lined pads of paper

Copy paper, 1 ream

2 Sheets from a flip chart pad

3 x 5 Cards (pack of 100) & file box

12 File folders and labels

3 Hanging file folders and labels

Push pins (pack of 100)

1 Clipboard

Stapler, staples

Masking and clear tape

Staff name tags

Post-its:

3 packs of 3”x3”

1 Post-it fax pad

12 #10 envelopes

1 box Medium size binder clips

Scissors

Pencil sharpener

Paper clips (box of 100)

Clear Plastic Badge Pouch (500)

Lanyards for Displaying County ID and clear plastic pouch for employee assignment form (500)

Lists and Maps:

ERC floor plan

City and county maps

Emergency phone list

ERC job descriptions

Analysis of Readiness for ERC

ERC Setup

Forms:

Employee Instructions: 25 sheets (4/sheets)

Disaster Employee Registration: 100

Request for Employees: 50

Disaster Employee Referral: 50 (2 per page)

Expenses Incurred: 10

Employee Assignment Form

Equipment:

Battery-operated radio and batteries

Battery-operated clock (optional)

Coffee, cups, creamer, sugar, etc.

Large ice chest

Disposable camera

Phone system (roll over lines)

5 Free-standing sign posts

Easels (2)

Printed Signs

Computer, Software, Printer, etc.




QUANTITY ITEM DESCRIPTION

1 Box large trash bags

2 Rolls paper towels

2 Package paper napkins

1 Box safety pins

1 Bottle all-purpose cleaner

1 Flashlight

1 Electric lantern

1 Package flashlight batteries

1 Lantern battery

1 Battery-operated radio with batteries

TOILETRIES

1 Package disposable diapers

1 Box sanitary napkins

2 Boxes facial tissue

6 Rolls toilet tissue

1 Package antiseptic pre-moistened towelettes (40)

100 Antiseptic towelettes (100 count)

4 Waterless alcohol-based hand sanitizer, 12 oz. bottle




TAB D: EMPLOYEE RECEPTION CENTER SET UP CHECKLIST

Walk-through: Be Calm! Walk through the entire area. Locate:

Main Entrance Parking Bathrooms

Electrical Outlets Kitchen Phone/Phone Jacks

Preplan the Physical Layout: Before moving (or requesting) furniture think about:

Traffic Patterns Wall Space Visibility Supplies

# of staff

available Security Access, Keys Emergency Exits

Floor Plan: Make a quick sketch of the areas you can use. Choose where to put:

Reception Coffee & Snacks

Staff Support and

Record Keeping

Orientation Filling out Forms

Separate sections will be needed for each major class of work, such as:

Communications Clerical Health Related

Transportation Construction Care & Shelter

Clean Up Teams Translators Outreach Workers

Delegate Responsibilities Immediately.

Recruit employees to set up and staff the ERC itself.

Use Checklists to assign the major tasks at the ERC:

Registration Employee ID

Communications Record Keeping

Request staff to report when their major tasks are completed.

Assign staff to supervise each of the major tasks. (May be the same people.)

Security/Liability:

Do a safety inspection. Identify or correct hazards.

Have the rooms you can’t use locked or marked clearly.

Inventory equipment and supplies on hand.

Get permission to use facility staff, equipment and/or supplies if necessary.

Mark borrowed equipment clearly: Owner, Condition, etc.…

Is there emergency lighting and power?

Be sure activities are documented. You will need to make reports.




TAB E: STAFFING OVERVIEW

POSITION STAFF NEEDED

PER SHIFT

ERC DIRECTOR 1

FACILITY SUPPORT MANAGER 1

PUBLIC INFORMATION OFFICER 1

REGISTRATION/ORIENTATION/EMPLOYEE ID 6

INTERVIEWS AND ASSIGNMENTS 2

SAFETY BRIEFING JOB AID 1

SPECIFIC JOB TRAINING 4

TRANSPORTATION STAGING AREA

COORDINATOR 1

PHONE BANK 4

DATA ENTRY 4

SECURITY 1

RUNNER 6

DRIVERS 10




TAB F: JOB AIDS

ERC DIRECTOR JOB AID

GENERAL OVERALL RESPONSIBILITIES:

The ERC Director provides supervision and administrative support for employees within the

facility. The ERC Director is responsible for the overall reception center and works closely with

the facility owner. This person ensures the needs of ERC occupants are being met. The

Employee Reception Center staff will assist the Employee Reception Center Director with the

responsibilities in this checklist.

GENERAL PREPAREDNESS / PRE-ACTIVATION:

Obtain the following information o Nature of disaster o Employee Reception Center Location o Facility contact person and/or building manager o What other staff are being recruited?

Registration / Orientation Data Coordination Employee Identification Safety Training Specific Job Training Transportation Staging Area

Notify your family and work supervisor. Pack personal items, clothes, toiletries, medications, blankets, etc. Retrieve Employee Reception Center Kit

ACTIVATION PHASE:

Establish contact with facility representative(s) and/or Building Manager and activate the building when ready. If employees are waiting, the facility may need to be partially activated immediately.

Conduct the pre-occupancy inspection; assess the general condition of the facility, citing pre-existing damage.

Place Employee Reception Center signage inside and out of the facility. Organize and brief staff Assign staff to perform the tasks on the following job aid lists:

o Registration / Orientation o Data Coordination o Employee Identification o Safety Training o Specific Job Training o Transportation Staging Area

Coordinate recruitment of additional personnel. Assign employees to support each Station.

Assess feeding option and discuss recommended solution with EOC.




OPERATIONAL PHASE:

Establish standard shift schedules for staff. Conduct staff meetings updating on disaster response, communication from the

EOC Liaison, status of issues and concerns. Routinely inspect the safety and sanitation of the facility, kitchen, restrooms,

exterior, etc. Meet regularly with the facility owner, Building Manager to communication

concerns and resolve potential issues.

DEACTIVATION PHASE:

When notified by the EOC, coordinate closing procedures.

Complete and inventory of supplies and equipment owned by the facility and forward to the Building Manager and EOC Liaison.

Make arrangement for cleaning the facility.

Prepare a list of voluntary staff, vendors and staff and submit to the Director.

Prepare and complete a narrative report on the Phone Bank and submit to the EOC Liaison.




FACILITY SUPPORT MANAGER POSITION JOB AID


The Staging Coordinator Position is responsible for assigning employees to the proper locations

based on assignments identified by the agency coordination desk and releasing them to

transportation staging area.


Obtain the following information o Nature of disaster o ERC Location o Facility contact person and/or building manager o What other staff are being recruited?

Registration / Orientation Employee Identification Safety Training Transportation Staging Area

Notify your family and work supervisor. Pack personal items, clothes, toiletries, medications, blankets, etc. Retrieve ERC Kit

ACTIVATION PHASE:

Establish contact with facility representative(s) and/or Building Manager and activate the building when ready.

OPERATIONAL PHASE:

Determine initial support needs for equipment, feeding, sanitation and security. Establish check-in functions Review staging area layout Assemble and brief staging personnel on duties, safety and communication. Contact Safety Officer to determine safety requirements. Liaise with ERC regarding assigned resources and minimum resources for staging area. Respond to requests for resources and for status information. Maintain unit/activity log

DEACTIVATION PHASE:

When notified by the EOC, coordinate closing procedures.

Complete and inventory of supplies and equipment owned by the facility and forward to the Building Manager and EOC Liaison.

Make arrangement for cleaning the facility.


Complete a narrative report on the Phone Bank and submit to the EOC Liaison.




PUBLIC INFORMATION OFFICER POSITION JOB AID


The Public Information Officer is the only staff member to make statements to the media about

the Center’s operation. Information should be approved by the ERC Director and coordinated

with the local ESF-15 lead agency prior to dissemination.


Notify your family and work supervisor. Pack personal items, clothes, toiletries, medications, blankets, etc. Obtain the following information

o Nature of disaster o ERC Location o Facility contact person and/or building manager

ACTIVATION PHASE:

Establish contact with ERC Director Survey and lay out of floor plan Organize and brief staff Coordinate recruitment of additional personnel.

OPERATIONAL PHASE:

Acquire appropriate personal protection equipment and briefing on health protocols, if necessary.

Begin and maintain Activity Log

Assess and acquire equipment needs for your positions

Bring a laptop computer with you

Establish a minimum of two separate telephone lines; one for incoming media inquire and one for secure internal communications

Prepare a briefing statement along with the ERC Manager to be given to staff members at scheduled briefings to include:

o Mission as assigned by EOC management o Latest event information and environmental conditions o Any hazards or threat to staff safety and health o Media plan and procedures o Identification of the affected local emergency management structure o Pertinent or unique cultural or local considerations o Information flow and reporting requirements o Shift considerations, and transition instructions to oncoming staff o Problem solving process and methods for establishing or changing priorities

Identify a press conference area location. Ensure the incident command (IC), EOC and management knows the location




Determine-overall media policy (coordination with state, local, EOC, and incident Joint Information Center). Ex. – no comment: refer media to different contact, explanatory statement, no media admittance, media visits permitted; media permitted to attend briefings station.

Develop media statement(s) as appropriate. Review with IC & ERC manager

Brief personnel on media policy

DEACTIVATION PHASE:

When notified by the Director, coordinate closing procedures.

Complete an inventory of supplies and equipment owned by the facility and forward to the Building Manager and EOC Liaison.


Prepare and complete a narrative report on the Phone Bank and submit to the Director.




STATION #1: REGISTRATION/ORIENTATION/EMPLOYEE ID

JOB AID


This position will be responsible welcoming employees back into the area. Staff will greet

employees, have them fill out the registration form and verify their IDs. Once the registration

form has been filled out and the ID has been verified the returning employees will be ushered to

Station #2.


Notify your family and work supervisor. Pack personal items, clothes, toiletries, medications, blankets, etc. Obtain the following information

o Nature of disaster o ERC Location o Facility contact person and/or building manager

Report to the ERC.

ACTIVATION PHASE:

Establish contact with ERC Director Organize and brief staff Coordinate recruitment of additional personnel. Assign employees to support Phone bank. Supplies needed

o An ID Badge for each staff member o Three tables and 12 chairs o Pens, push pins, or masking tape o Signage o Supply of Registration forms o Supply of employee assignment forms and clear plastic pouches o Markers o Scissors o Flag

OPERATIONAL PHASE:

Meet regularly with the facility owner/Building Manager to communicate concerns and resolve potential issues.

Have employee fill out registration form. Verify Employee ID Have employee move to Station #2 – Interviews and Assignments




DEACTIVATION PHASE:


Complete an inventory of supplies and equipment owned by the facility and forward to the Building Manager and EOC Liaison.





STATION #2: INTERVIEWS AND ASSIGNMENTS JOB AID


This position will be responsible for interviewing employees and matching the referral forms to

the requests and closing out requests when they have been filled or are no longer needed.

Once the employee has been assigned a position, they will be ushered to Station #3.


Obtain the following information o Nature of disaster o ERC Location o Facility contact person and/or building manager.

Notify your family and work supervisor. Pack personal items, clothes, toiletries, medications, blankets, etc. Report to the ERC.

ACTIVATION PHASE:

Establish contact with ERC Director Supplies needed:

o An ID Badge o Signage (Station #2 Data Coordination) o Two tables and four chairs o Two bins – one for open requests and one for closed out requests o Phone o Pens o Computer, if available, networked to the computers at the Phone Bank Station. o Flag

OPERATIONAL PHASE:

Conduct interview with employee to determine the best fit for the employee. Jobs will be posted on the Job Board behind you. Make sure the employee is matched to an open position.

Enter necessary employee registration information to the open referral. Match referrals to the requests and close out when filled or no longer needed. Call and inform the EOC Liaison of the number of employees referred. Confirm with the EOC contact if the request needs more referrals or if it can be

closed out. Enter the date and reason the request was closed (completed, no longer needed,

etc.) at the bottom of the request form. Place open requests in one bin and closed requests in a separate bin. Forms

should be place in either numerical or alphabetical order.




DEACTIVATION PHASE:


Complete an inventory of supplies and equipment owned by the facility and forward to the Director.




STATION #3: SAFETY BRIEFING JOB AID


This position will be responsible for briefing new personnel on expectations and safety

procedures at job sites. Once the employee has completed their safety briefing, the employee

should be ushered to Station #4.




ACTIVATION PHASE:


o An ID Badge o Signage (Station #4 Safety Training) o Copy of floor plan if available. o Clipboard with attendance sheets o Pen o A supply of Safety Training Handouts o Stapler o 10 (or more) chairs, preferably in a semi-circle so participants can see on another o List of additional training required by specific worksites, training locations and

instructors o Flag

OPERATIONAL PHASE:

Brief new personnel on what to expect at job sites, emphasizing the importance of following supervisors’ instructions at the site.

If questions come up and the answer is unknown, raise the flag and ask a runner to summon the Director or other staff to answer the question.

Some employees will be required to take additional training for their particular work, direct those employees to where training is provided.

Ensure employees sign attendance sheet and make sure participants have signed it.

When briefing is complete, explain where the employees should meet the transportation to their worksites.




File the attendance sheet for each class in a folder and turn them into the Director Daily.

If the content of the safety briefing changes (new material added or safety instructions change), staple a copy of the new safety training script to the attendance sheet of the first class where the new script was used.

Maintenance of these records is important to help protect the Coordinating Agency and local disaster officials from liability, should and employee be injured on the job. See Sample Script below – Scripts are incident specific so edits may be necessary.

DEACTIVATION PHASE:






Safety Briefing for Employees

(Presenter: Edit this training for the specific incident)

1. If you will be working outside, dress for the weather. Boots may be helpful, as debris on the ground can be sharp and dangerous.

2. Bring work gloves, sunscreen, hat and any appropriate tools you have. You will be responsible for your tools.

3. Water may be available at your work site, but you are encouraged to bring a personal water container. It is important to drink lots of water while you work.

4. If death/injuries have occurred in the area where you are working, there will be bacteria. When you take a break, wash thoroughly.

5. When you arrive at your worksite, you will be warned if there is a possibility of encountering victims. Follow the instructions given to you at your job site.

6. The work you will be doing may cause stress, anxiety, fear or other strong emotions. You are providing a valuable service by working today. Please understand which by helping, we will not be able to undo the effects of this event. We are each just one person. We can do is help in our own small ways to assist victims into the recovery process. If you care for one lost animal, find one child’s lost favorite toy, or hold the hand of one wheelchair bound senior in a shelter, you will have eased a little of the pain.

7. Do not feel guilty because you are not able to fix everything. Just work your shift, then go home to rest and eat well. Both will help to relieve the stress. Be sure to attend any debriefing conducted at the end of your shift.

8. You will be covered by insurance provided by the county in which you will be working. If you should sustain an injury, you must pay for any treatment required and then submit a claim form and be reimbursed by the insurance company.

9. Follow carefully any instructions given to you at your job site.

10. Please attend any debriefing activity provided at your worksite after your shift.




STATION #4: SPECIFIC JOB TRAINING JOB AID


This position will be responsible for providing and just-in-time training to employees. Once

training has been completed, employees will be ushered to Station #5.




ACTIVATION PHASE:


o An ID Badge o Signage (Station #5 Specific Job Training) o Clipboard with attendance sheets o Pen o A supply of Specific Job Training Handouts (if available) o Stapler o 10 (or more) chairs, preferably in a semi-circle so participants can see on another o List of additional training required by specific worksites, training locations and

instructors o Flag

OPERATIONAL PHASE:

Brief new personal on specific job tasks while on site. If questions come up and the answer is unknown, raise the flag and ask a runner

to summon the Director or other staff to answer the question. Some employees will be required to take additional training for their particular

work, direct those employees to where training is provided (Station #5) Ensure employees sign attendance sheet and make sure participants have

signed it. When briefing is complete, explain where the employees should meet the

transportation to their worksites. File the attendance sheet for each class in a folder and turn them into the

Director Daily.




If the content of the safety briefing changes (new material added or safety instructions change), staple a copy of the new safety training script to the attendance sheet of the first class where the new script was used.

Maintenance of these records is important to help protect the Coordinating Agency and local disaster officials from liability, should and employee be injured on the job. See Sample Script below – Scripts are incident specific so edits may be necessary.

DEACTIVATION PHASE:






STATION #5: TRANSPORTATION STAGING AREA

COORDINATOR POSITION JOB AID


This position will be responsible for coordinating transportation to and from worksites. This

position will be responsible for make sure the employees are on the correct vehicle transporting

to and from worksites.




ACTIVATION PHASE:

Establish contact with ERC Director Coordinate recruitment of additional personnel. Assign employees to support Transportation needs. Supplies needed:

o An ID Badge o Transportation Resources – ESF-01

OPERATIONAL PHASE:

Coordinate transportation to and from ERC and Worksites. Know where the employee is supposed to go. Verbalize and walk them to their

mode of transportation. They will not be able to drive their personal vehicles to worksites.

Verbalize and be clear: You need to be on _______ bus going to ______ place. Ensure they understand that they will need to wait on a transportation vehicle to

bring them back to the ERC. Work with EOC Liaison to determine the type and number of vehicles needed to

achieve this task.

DEACTIVATION PHASE:


Complete an inventory of supplies and equipment owned by the facility (if any) and forward to the Director.





TAB G: EMPLOYEE REQEUST FORM

Request for Employees (Complete one form for EACH job description)

Request #: Today’s Date: Start Date: End Date:

Title of Employee Position:

Agency Name: Agency Contact:

Agency Address Phone: Ext:

Duties:

Employees must be physically able to:

Number Needed: Dates/Hrs. Needed:

Skills Needed (If computerized, select from skills listed on Disaster Employee Registration Form)

Job Skill # Description Job Skill # Description

Follow-up Contacts with Requesting Agency / Clarification of Need

Date Comments

Employees Referred

Name Date Name Date

Request closed on ___/___/___ Completed No placements possible No Longer Needed




TAB H: EMPLOYEE INSTRUCTIONS

Employee Instructions

1. Registration/Orientation Area:

Please fill out a registration form and

proceed as directed to Data

Coordination at Station #2.

2. Data Coordination Area:

Coordinator will take your form, talk

with you about your skills, and refer

you to an agency needing your help.

Next, take your referral form to the

Employee ID area at Station #3.

3. Employee ID Area: You will receive

an ID bracelet that will allow you to

enter restricted areas during the

day(s) written on ID. Proceed to

Safety Training area (Station #4).

4. Safety Training Area: You will be

given special instructions about

safety, security & transportation. You

may be directed to Station #5 for job

specific training. If not, proceed to

the Transportation Staging area

(Station #6).

5. Specific Job Training: Some jobs

will require extra orientation or

training that will be provided by the

agency to which you are referred.

Proceed to Station #6.

6. Transportation Staging Area: After

you have been registered, referred to

an agency, given proper ID, received

proper safety training, you are ready

to go to work. Transportation to work

sites may be provided.

Employee Instructions

1. Registration/Orientation Area:

Please fill out a registration form and

proceed as directed to Data

Coordination at Station #2.

2. Data Coordination Area:

Coordinator will take your form, talk

with you about your skills, and refer

you to an agency needing your help.

Next, take your referral form to the

Employee ID area at Station #3.

3. Employee ID Area: You will receive

an ID bracelet that will allow you to

enter restricted areas during the

day(s) written on ID. Proceed to

Safety Training area (Station #4).

4. Safety Training Area: You will be

given special instructions about

safety, security & transportation. You

may be directed to Station #5 for job

specific training. If not, proceed to

the Transportation Staging area

(Station #6).

5. Specific Job Training: Some jobs

will require extra orientation or

training that will be provided by the

agency to which you are referred.

Proceed to Station #6.

6. Transportation Staging Area: After

you have been registered, referred to

an agency, given proper ID, received

proper safety training, you are ready

to go to work. Transportation to work

sites may be provided.




TAB I: DISASTER EMPLOYEE REGISTRATION FORM

Disaster Employee Registration Form (Please print clearly. Submit at Employee Reception Center)

Mr. __ Mrs. __ Ms. __ Name Birth Date Day Phone

Home Address Evening Phone

City State ZIP

Email Address

Emergency Contact Relationship Day Phone

Occupation Employer

Business Address State ZIP

If you have any health limitations, please explain

Disaster Employee Registration Form (Please print clearly. Submit at Employee Reception Center)

Mr. __ Mrs. __ Ms. __ Name Birth Date Day Phone

Home Address Evening Phone

City State ZIP

Email Address

Emergency Contact Relationship Day Phone

Occupation Employer

Business Address State ZIP

If you have any health limitations, please explain




TAB J: EMPLOYEE ASSIGNMENT FORM

Employee Assignment Form (Please print clearly. Keep with you while on assignment)

Name: ______ Day Phone: _____________

Assignment Report To:_________________________________

Location

Start Date:_________________ Time:___________ _________________________

Finish Date:________________ Time:___________ Return to the ERC after completing this assignment.

ERC Contact Information: _________________________________________


Name: ______ Day Phone: _____________


Location

Start Date:_________________ Time:___________ _________________________




Name: ______ Day Phone: _____________


Location

Start Date:_________________ Time:___________ _________________________



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