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  • Preparing for FEMA Public Assistance

    Morris Rodrigue and Duetta Langevin

  • FEMA PUBLIC ASSISTANCE The program provides funding for emergency assistance to save lives and protect property and assists with funding for permanently restoring community infrastructure affected by a federally declared incident.

    • Project Categories

    o FEMA processes public assistance (PA) grant funding according to the type of work the applicant undertakes. Eligible work must be required as a result of the declared incident, be located in the designated area, be the legal responsibility of the applicant, and be undertaken at a reasonable cost.

    • Eligible work is classified into the following categories:

    o Emergency Work

    Category A: Debris removal

    Category B: Emergency protective measures

  • EXAMPLES OF CLAIMED EXPENSES • Contracted Services

    oSpecialized Service

    • Emergency Supplies

    oAny supplies ordered above the normal work supplies

    • Equipment – Laptops, MiFi, PPE Equipment

    • Overtime Related to the Emergency

    oStaff working extra hours

  • KEY AREAS FOR CONSIDERATION • Facilities

    • Fiscal

    • Instruction

    • IT

    • Police & Campus Safety

    • Student Services

  • KEY AREAS RESPONSIBILITIES

    • Submit forms every Friday to Vivian Ruiz via email vruiz6@mtsac.edu

    • Best Practice would be to complete These Forms Daily:  202 – Incident Objectives

     213 RR – Resource Request Message

     214 – Activity Log

  • ICS 202 – INCIDENT OBJECTIVES-”what” are we here to accomplish

    • Objectives: o Clear concise statements of the objectives for managing the response

    o List them in priority order

    o Should follow the smart model  Specific – Straight to the point

     Measurable – How will achievements be measured?

     Action Orientated – Is the action verb describe the expectation?

     Realistic – Is it achievable given the current circumstance?

     Time sensitive – What is the timeframe to be able to achieve the objective?

    • Objectives will be for the operational period as well as for the duration of the incident o Start with what the overall objectives look like

     List the objectives that it will take to accomplish that overall objective

  • ICS 213 RR – Record of “what” • Resources, Supplies, or Equipment Needed for the Emergency

  • ICS 214 ACTIVITY LOG-”who, where, and when” • Resources Assigned

    o Name – individuals that are conducting the activity  First and last name

    o ICS Position – what position is the division this resource is assisting  Fiscal  Planning – Police & Campus Safety, Student Services, etc.

     Operations- Instruction,

     Logistics – Facilities, IT, and Marketing

    o Home Agency  Resources home agency – Your division like IT, Facilities, etc.

    • Activity Log – pages of the book that tell the story o Notable Activities

     Track daily what your division is doing to assist in the Emergency  Include task assignments, task completions, anything and everything you are dealing with and what if

    anything is interrupting you completing the task

     Use this section to track personal work assignments and you can even add a column indicating “Action Required”, “Delegated To”, “Status”, etc.

  • GOALS: It’s a Team Effort • Obtain reimbursement from FEMA via documentation

    • This documentation will start now

    • There will be a time for which we will be requesting these forms beginning with March 13, 2020, to the present date

    • Assistance through your staff can be obtain

    • Best practice is to submit documentation daily but weekly submissions will be accepted on Fridays to Vivian Ruiz in Administrative Services

    • We will go through this together o Weekly check-in if needed

    o Independent training for staff if needed

  • Q & A

  • Morris Rodrigue, Vice President, Administrative Services

    Phone Number: (909) 274-4230

    Email: mrodrigue@mtsac.edu

    Duetta Langevin, Director, Safety and Risk Management

    Phone Number: (909) 274-5508

    Email: dlangevin@mtsac.edu

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