CHATHAM COUNTY EMERGENCY OPERATIONS PLAN

Transcription

1 CHATHAM COUNTY EMERGENCY OPERATIONS PLAN STANDARD OPERATING GUIDE 5-1 DISASTER EMPLOYEE INTEGRATION c CENTER JULY 2016

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3 Standard Operating Guide Page 3 of 42 TABLE OF CONTENTS 1.0 POLICY PURPOSE SCOPE ASSUMPTIONS RESPONSIBILITIES Chatham Emergency Management Agency ERC Director ESF-01 Transportation Human Resources PROCEDURES Emergency Preparedness ERC Stations MAINTENANCE TAB A: EMPLOYEE RECEPTION CENTER LAYOUT TAB B: SIGNAGE TAB C: EMPLOYEE RECEPTION CENTER GO-KIT TAB D: EMPLOYEE RECEPTION CENTER SET UP CHECKLIST TAB E: STAFFING OVERVIEW TAB F: JOB AIDS TAB G: EMPLOYEE REQEUST FORM TAB H: EMPLOYEE INSTRUCTIONS TAB I: DISASTER EMPLOYEE REGISTRATION FORM TAB J: EMPLOYEE ASSIGNMENT FORM... 42

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5 Standard Operating Guide Page 5 of 42 Chatham Community Emergency Management Program SOG Title: STANDARD OPERATING GUIDE DISASTER EMPLOYEE INTEGRATION CENTER Effective Date: 1 JULY 2016 Supersedes: ESF 5-3 SOG Number: SOG 5-1 Dennis Jones CEMA Director 1.0 POLICY In accordance with County Code 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.

6 Standard Operating Guide Page 6 of 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 6.0 PROCEDURES Responsible for ensuring Required Reading has been completed by County Employees and ensuring County Employees have been assigned a category for post disaster work. 6.1 Emergency Preparedness CEMA coordinates the emergency management activities for the Chatham County Departments.

7 Standard Operating Guide Page 7 of 42 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.

8 Standard Operating Guide Page 8 of 42 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 preassigned 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.

9 Standard Operating Guide Page 9 of 42 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.

10 Standard Operating Guide Page 10 of 42 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.

11 Standard Operating Guide Page 11 of MAINTENANCE 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. 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.

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13 Standard Operating Guide Page 13 of 42 TAB A: EMPLOYEE RECEPTION CENTER LAYOUT

14 Standard Operating Guide Page 14 of 42 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.

15 Standard Operating Guide Page 15 of 42 SIGNS Employee Reception Center (2) WHERE TO POST On Street Visible From Either Direction Enter Station #1: Registration/Orientation/Employee ID Entrance to ERC 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) Staff Only (as needed) Near Exit and Outside, as needed Staff Rest Area, Supply Area, Etc. Data Entry Current Needs Phone Bank Offers of Employee Help Individuals Groups Other Resources Public Information Officer Data Entry Area Dry Erase Board in Interview Area Phone Bank Area Top Left of Bulletin Board in Phone Bank Area Beneath Offers of Employee Help Sign Beneath Offers of Employee Help Sign Top Right of Bulletin Board in Phone Bank Area Public Information Officer s Table

16 Standard Operating Guide Page 16 of 42 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.

17 Standard Operating Guide Page 17 of 42 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

18 Standard Operating Guide Page 18 of 42 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 Orientation Coffee & Snacks Filling out Forms Separate sections will be needed for each major class of work, such as: Staff Support and Record Keeping 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 Communications Employee ID 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.

19 Standard Operating Guide Page 19 of 42 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

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21 Standard Operating Guide Page 21 of 42 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.

22 Standard Operating Guide Page 22 of 42 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.

23 Standard Operating Guide Page 23 of 42 FACILITY SUPPORT MANAGER POSITION JOB AID GENERAL OVERALL RESPONSIBILITIES: 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. GENERAL PREPAREDNESS / PRE-ACTIVATION: 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. Prepare a list of voluntary staff, vendors and staff and submit to the Director. Complete a narrative report on the Phone Bank and submit to the EOC Liaison.

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25 Standard Operating Guide Page 25 of 42 PUBLIC INFORMATION OFFICER POSITION JOB AID GENERAL OVERALL RESPONSIBILITIES: 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. GENERAL PREPAREDNESS / PRE-ACTIVATION: 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

26 Standard Operating Guide Page 26 of 42 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 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 Director.

27 Standard Operating Guide Page 27 of 42 STATION #1: REGISTRATION/ORIENTATION/EMPLOYEE ID JOB AID GENERAL OVERALL RESPONSIBILITIES: 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. GENERAL PREPAREDNESS / PRE-ACTIVATION: 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

28 Standard Operating Guide Page 28 of 42 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 a list of voluntary staff, vendors and staff and submit to the Director.

29 Standard Operating Guide Page 29 of 42 STATION #2: INTERVIEWS AND ASSIGNMENTS JOB AID GENERAL OVERALL RESPONSIBILITIES: 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. GENERAL PREPAREDNESS / PRE-ACTIVATION: 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.

30 Standard Operating Guide Page 30 of 42 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 Director.

31 Standard Operating Guide Page 31 of 42 STATION #3: SAFETY BRIEFING JOB AID GENERAL OVERALL RESPONSIBILITIES: 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. GENERAL PREPAREDNESS / PRE-ACTIVATION: 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 #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.

32 Standard Operating Guide Page 32 of 42 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: When notified by the Director, coordinate closing procedures. Complete an inventory of supplies and equipment owned by the facility and forward to the Director.

33 Standard Operating Guide Page 33 of 42 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.

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35 Standard Operating Guide Page 35 of 42 STATION #4: SPECIFIC JOB TRAINING JOB AID GENERAL OVERALL RESPONSIBILITIES: 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. GENERAL PREPAREDNESS / PRE-ACTIVATION: 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 #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.

36 Standard Operating Guide Page 36 of 42 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: When notified by the Director, coordinate closing procedures. Complete an inventory of supplies and equipment owned by the facility and forward to the Director.

37 Standard Operating Guide Page 37 of 42 STATION #5: TRANSPORTATION STAGING AREA COORDINATOR POSITION JOB AID GENERAL OVERALL RESPONSIBILITIES: 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. GENERAL PREPAREDNESS / PRE-ACTIVATION: 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 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: When notified by the Director, coordinate closing procedures. Complete an inventory of supplies and equipment owned by the facility (if any) and forward to the Director. Prepare a list of voluntary staff, vendors and staff and submit to the Director.

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39 Standard Operating Guide Page 39 of 42 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 Date Follow-up Contacts with Requesting Agency / Clarification of Need Comments Employees Referred Name Date Name Date Request closed on / / Completed No placements possible No Longer Needed

40 Standard Operating Guide Page 40 of 42 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.

41 Standard Operating Guide Page 41 of 42 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 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 Address Emergency Contact Relationship Day Phone Occupation Employer Business Address State ZIP If you have any health limitations, please explain

42 Standard Operating Guide Page 42 of 42 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: 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: 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: