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Relief Management Organogram
Introduction
Emergency Response Framework (ERF) is developed to help and guide for
conducting all-hazards emergency disaster response. This framework has
adopted best practices drawn from various experiences and explains the
common discipline and system that have been exercised and matured over
various emergency response experiences by Disaster Management &
Mitigation Unit (DMMU) and learning from other emergency relief
organizations. This can be used as a ready-reckoner for an organization facing
sudden emergency disaster situation requiring to respond to. It also provides
benchmark for implementing emergency response with justice, fairness and
equity. As part of the organizational mandate on mainstreaming disability we
have included the rights of persons with disabilities in all possible spheres.
Primarily this booklet was developed to provide guide to Disaster Response
Centers identified as part of the Disaster Preparedness pilot project in the
Northeastern region of India during 2009-2011, supported by CBM and BGRi.
However, this first edition is the outcome of the review undertaken by DMMU
team during 2012. This guide is now made available for Units of Emmanuel
Hospital Association (EHA). I appreciate my colleagues R. K. Shem and
Cornelius Ngade for their inputs.
This guide containing multiple supporting documents, forms & templates
complying with accepted norms, standards and best practices, commonly used
by disaster management practitioners globally, can be treated as a pre-cursor
to a full-fledged Emergency Response Protocol in near future.
Peniel Malakar
Central Coordinator,
Disaster Management & Mitigation Unit.
Foreword
It is a privilege to publish the EHA Disaster management operational
guidelines booklet, and make this available to all. Though many of these
standards have been in effect for many years in EHA, they have now been
compiled with additional templates and forms based on our experiences and
prevalent best practices. Care has been taken to include all marginalized
communities with special focus on persons with disabilities.
Many of EHA hospitals and community development projects have been
affected by various disasters as they are located in disaster prone areas. This
book let with details of information, forms and templates are expected to guide
to respond to the potential disasters of various magnitudes.
Quick decision making is an important factor for ensuring reduction in
response time. Information provided in this booklet would help achieve rapid,
effective and relevant response to any disaster situation. It is my hope that
these guidelines will enable one to approach emergency disaster response in a
more systematic and uniform manner achieving optimal alleviation of
suffering of disaster victims.
Dr. Mathew Santhosh Thomas. MD. Executive Director. Emmanuel Hospital Association.
Contents
Introduction
Foreword
Background ................................................................................... 1
Emergency Response Template .................................................... 5
Forms & Templates ........................................................................ 8
Initial Assessment Form .............................................................. 12
Rapid Spot Assessment ................................................................ 13
Team Formation Format ............................................................. 18
Household Beneficiary Survey Form ...........................................20
Volunteer Application Form ........................................................ 22
Volunteer Pledge .......................................................................... 23
Know Your Volunteer .................................................................. 24
Volunteer Checklist ...................................................................... 26
Procurement Form ....................................................................... 27
International Decision Making Process ...................................... 29
Emergency Response Flow Chart ................................................ 30
Emergency Response Framework – a guide 1
DMMU. Nehru Place. New Delhi. 110019
Background
India, during this decade has been marked by a series of devastating disasters
that have captured global attention, most notably the Indian Ocean tsunami, the South
Asia earthquake in Jammu & Kashmir, Koshi floods in Bihar and series of bomb
2 Emergency Response Framework – a guide
DMMU. Nehru Place. New Delhi. 110019
blasts causing major civil unrest in Northeast and other Indian states including the
national capital Delhi. While the decade will often be associated with these major
natural as well as man-made tragic events, it is also important to note the impact of
numerous other disasters like building collapsed, major fire in factories, schools,
hospitals etc. alongside increasing number of road accidents have caused a massive
loss of lives and property.
The ever increasing trend in disasters as well as lack of preparedness for systematic
response led to delay and ineffective response causing huge loss and damage.
Prior to 2006, EHA responded to the humanitarian crisis on ad hoc basis. During the
decade frequency of disaster events increased with the number of EHA Units heavily
affected by floods. With the DMMU team formed during the same year, it was able to
formulate systematic ways to respond to disaster emergencies improving on the
response time. However, an Emergency Response Framework (ERF) was initially
developed with various essential forms and templates as a guide to EHA's emergency
response that was upgraded with experiences learned during the decade.
The main objective of the framework is to ensure emergency response operations are
conducted in extremely efficient manner.
This procedure is primarily based on the incident command/respond system that
ensures discipline and systematic response to an emergency situation. Each step
mentioned here needs to be essentially followed to achieve maximum benefit to
alleviate suffering of disaster victims ensuring justice, fairness and equity.
The procedure given below contains important information and measures as the
guiding tool that would ensure a disaster emergency responder achieve its objectives
fulfilling basic humanitarian practices:
Directories- this contains all contact details of the Organization head office and main contact person (Incident Commander)
Person in overall charge/ Relief Officer
Local office contact
Contact details of other team members
Core Relief Team members
Sectional in-charges as per the Incident Command/Response System
operations
planning
logistics
finance
Emergency Response Framework – a guide 3
DMMU. Nehru Place. New Delhi. 110019
Local district administration including administration, police, health
officials, emergency officials etc.
Local panchayat leaders and or other leaders – where we are intending to
respond to
NGOs/INGOs, IAG etc.
All other essential services- transport, suppliers, hospitals, emergency
doctors, schools/colleges
Important inventories
list of materials, equipments, documents etc.
Details of vehicles and other major assets
Vehicle
details of vehicle including registration, insurance, taxes copies
drivers valid DL with fresh photograph and contract number
others
Organogram and flow charts
Emergency Response Organogram (with persons responsible and JDs)
Flow chart showing relief operation flow including procurement to
distribution planning
Checklists Team kit
FA
Safety gears
Volunteers Management kits
Minimum Standard document, guidelines etc.
Donor specific guidelines on
finance (for example, FPA of ECHO)
minimum requirements
Code of conduct
volunteers & NGO code of conduct
Map, Charts/statistics etc.
state and district
affected location with as much as details available such as
govt office (Block)
panchayat office location
health center
ICDS/community center
4 Emergency Response Framework – a guide
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school, college
religious centers
FCI or large food storage, PDS location, cold storage
markets, common locations
river, drain, water bodies, dam
local road linking to main road and NH
high alleviated locations such as National Highways, Railway
tracks, small hills etc.
Specific danger areas such as
chemical factories
fire work industries
Information charts showing overall statistics of
District demography (population, gender, block, villages,
households, panchayat etc.)
Total no. of affected and displaced population
No. of death, missing & injured
No. of temporary shelters
NGOs/INGOs involved with sector and target areas/ no of days to
be covered
Your target villages with details
Your relief plan with details of days/families etc.
Supplier details and stock locations
Other details such as
Total number of teams
Volunteers
outside
local
Lay-out of Relief Center (Emergency Operations Center) Relief admin office
Residential
Ware house/store house
Parking areas
Main water source
PRO or public information center
Mess
Security
Entry/Exit
Emergency Response Framework – a guide 5
DMMU. Nehru Place. New Delhi. 110019
Emergency Response Template
1. Needs and Damage Assessment:
1. Immediate situation report/ Initial Assessment report:
1. telephone
2. internet news, Alert net, relief web
3. local news papers
4. local partner
5. government sources
6. Inter Agency Groups (IAG) – SITREP
2. Rapid Spot Assessment team formed with the followings(24-72hrs):
(recommend EHA & Sphere India formats)
1. Sectoral expert
2. Experienced person (pre-identified by the org)
3. Women representation
4. Representation from PWD
5. Local community
6. Local partners
3. Networking
1. local govt. officials (relevant field)
2. responding NGOs/INGOs/IAG-coordination
3. media
4. other stakeholders
2. Team formation 1. Emergency Relief Committee (ERC), Delhi
2. Rapid Assessment Team
3. Core Relief Team
4. Village Relief Committee
5. Purchase Committee
6. Quality Control Group.
3. Emergency Response Plan 1. Immediate Action Plan (seed funding)
2. Emergency Appeal (EA) with initial budget for mobilizing fund
3. Review of action plan based on continuous assessment
4. Draw MoU with local partner
5. Launch team with clear job descriptions
6. Team insurance and other requirements
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4. Volunteer mobilization
1. Assess total requirement of volunteers in specific area
2. Send requisition/raise volunteer accordingly
3. On arrival of volunteers, following important procedures need to be
followed-
1. Registration process
1. Signing up VAF (new volunteers)
2. Filling up KYV
3. Signing of Code of Conduct/Pledge
2. Event registration process
1. Induction on
1. Organization
2. Relief operation & Tasks
3. Other core information
5. Procurement & Warehouse
1. Activating Purchase Committee as per EHA protocol
2. Assess supply requirements in detail with full specification and quantity
3. Collect price quotations (at least 3) with full specifications from different
suppliers with sample
4. Raise Purchase Order with all required details/packaging, transportation,
complying with current legal provisions (applicable taxes, insurance and
documents)
5. Post order on the basis of Purchase Committee decision with 'samples'
6. Finalize stores location in advance with important considerations such as
1. storage capacity
2. safety
3. nearness to final distribution point
4. rates etc.
7. Important documents essential to
1. MoU with supplier
2. Transport agreement- rate, insurance, taxes etc.
3. MoU on Warehouse & Storage space
4. Tax Exemption circular from State/Central Govt. (in case of such
declaration)
6. Documentation/Reporting & Monitoring 1. Documentation- follow donor specific instructions including finance
1. generate daily, weekly, monthly reports
2. photography & video
3. media reports
Emergency Response Framework – a guide 7
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4. daily updates to HQ
5. donor specific finance reporting format
2. Monitoring- activities and finance
1. weekly monitoring- sector specific
2. continuous assessment (in case of course correction required)
3. quality control – following minimum standard practices
4. equity, transparency, accountability – most vulnerable groups
(gender, PWD, age, marginalized etc.)
8 Emergency Response Framework – a guide
DMMU. Nehru Place. New Delhi. 110019
Forms and Templates
1. Assessments: This is the first and most critical part of an emergency disaster
response processes. Based on this overall plan for disaster relief is prepared.
They can be of two types:
a) Initial Assessment (IA) – Initial Assessment is carried out within the
first 24 hours following a disaster. It is essential to acquire situation
report and to inform immediate relief needs and shared immediately. It
helps to establish a starting point of response program.
b) Rapid Spot Assessment (RSA) – Initial assessment is followed by a
more complete rapid spot assessment as early as possible (within day 3-
5 days) after the disaster. The RSA provides the basis for subsequent in-
depth assessments that deepen earlier findings. This should help in
determining the extent of the damages and urgent needs and priorities,
and actual response measures to be taken by the responding organization.
Rapid Spot Assessment Team (RAT) – consists people with skills in
various sectors, (Health, food/nutrition, shelter, WatSan) trained
volunteers and local people.
c) Initial Action Plan (IAP) – This plan is drawn based on the initial
assessment and includes initial relief plan while RSA in progress and
before the final assessment report leading to emergency response
program. The purpose of IAP is to meet immediate basic needs of
disaster victims using seed funding, if available.
2. Household (beneficiary) Survey form: The primary purpose of conducting
HS is to identify the exact number of beneficiaries (affected family requiring
aids) in the target villages based on the information and data collected during
the Rapid Spot Assessment. Household surveys are an important source of
collecting on spot information on socio-economic, livelihood, health and
infrastructure damages caused by the events. It also provides good data and
information to plan for long-term reconstruction interventions.
3. Beneficiary Card: BC is provided to all the needy families during
conducting the household survey. With this card the family can claim their
benefit during the distribution of relief materials at a given time period.
4. Agreement templates: These are ready to use templates as Memorandum of
Understanding or Agreements with the local partner/EHA Unit
concerned/agencies, suppliers on purchases, large warehousing, and even
transport agreements, which includes all basic and legal elements of an
Emergency Response Framework – a guide 9
DMMU. Nehru Place. New Delhi. 110019
agreement. We have also included a ready to use customizable Rate Chart,
which can be conveniently used in any of these MoUs. A Memorandum of
Understanding (MOU) is simply a written agreement between parties to
identify the working relationships and guidelines obligatory to each other. It
expresses a convergence of will between the parties, indicating an intended
common line of action being spelt the common understanding fulfilling the
ultimate objective. It clarifies what kind of support will be provided and
outlines specifics of communication and duration. It defines the rights and
responsibilities of each involved entity.
5. Volunteer Management Kits: Volunteers play important roles during an
emergency disaster response program. In order to safeguard the interest of the
volunteers and the organization engaging volunteers to achieve main
objectives, we have the following procedures to be followed strictly.
a) Volunteer Requisition Form – A formal written request by the host
organization to the individual or partners of volunteer needed for the
specific event. It generally includes brief description on event, number of
volunteer required, duration and task.
b) Volunteer Application Form – Volunteer Application form seeks basic
personal information of the applicant, its profession and commitment to
participate in any humanitarian emergency response program. One has to
fill VA form to register themselves as EHA's volunteer.
c) Know Your Volunteer – KYV is a single page form to help us know
more about the volunteer's personal details, hobbies, skills, area of
interest and in case of emergency contact.
d) Volunteer Codes of Conduct – Volunteer codes of conduct are
imperative for discerning acceptable and unacceptable workplace
behaviors and organization's practices. This is to ensure volunteer
operates professionally and ethically.
e) Volunteer Pledge – A solemn promise or agreement to do or refrain
from doing something. Its an undertaking, word of honor for the
particular event.
f) Volunteer Identity Card: Identity card is issued to all the registered
volunteers as part of the safety measures and relief protocol.
6. NGO Code of Conduct - EHA is a signatory of the code of conduct for the
International Red Cross and Red Crescent Movement and comply with the
Humanitarian Charter and Minimum Standards in Humanitarian Response.
The code of conduct was drawn up for Humanitarian Response to set ethical
standards for organizations involved in humanitarian work.
10 Emergency Response Framework – a guide
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7. Procurement Protocol – Procurement protocol should be followed to deliver
efficient services and good quality relief materials for the disaster affected
people on time. On the basis of general and item specific materials, potential
suppliers are evaluated by the procurement committee in term of quality,
pricing, availability and time. Then being followed by a well organized
procurement order.
a) Prescribed formats - purchase order, standard quotation etc.
b) Quality Control – The basic goal of this process is to ensure that the
products or services provided meet specified standards of quality and
characteristics. Most often, it involves thoroughly examining and testing
the quality of products chosen randomly. The quality control team is to
make sure those products and services meet the specified standards of
quality. If a problem is identified, the job of a quality control team might
involve stopping the product or service until the problem has been
corrected or replaced.
c) Purchase Committee – The role of purchase committee is to see the
overall (transparency and democratic) process of procurement and
transportation of the relief materials. It includes identification of
suppliers, collection of quotations, comparing of quotations, quality
checks, prioritization of materials as per quality, availability and rates,
collection of sample kits, tender documents, placement of order,
inspection of materials and payment etc.
8. Relief Organogram: A hierarchical Relief Management Organogram shows
the line of authority and line of control with important roles each position
plays for effective management of relief program. This is to ensure
transparency, responsibility, accountability and efficiency. Disaster response
is a team initiative and maximizing local participation ensures smooth and
effective relief program. The formation of teams also ensures line of
authority in tune with the best practiced Incident Response System. Based on
the best practices learning during the decades of experiences, we recommend
the following important team formation for transparent and effective results –
a) Emergency Relief Committee (ERC) at the organizational level: The
Emergency Relief Committee consists of Executive Director, Finance
Director, Regional Director (relevant), Central Coordinator, DMMU &
Project Manager- Emergency response, DMMU of EHA. The primary
responsibility of ERC is to ensure adequate and effective response. Their
role is one of initial response planning, establishing management system
for implementation of an adequate response, to facilitate a better and
effective emergency relief program. The ERC is the final decision
making body in terms of financial matter, program implementation and
Emergency Response Framework – a guide 11
DMMU. Nehru Place. New Delhi. 110019
have ultimate responsibility of directing the activity ensuring well run
and delivering the outcome for which it has been set up.
b) Core Relief Team (CRT) – The CRT is formed to facilitate the overall
functioning of the response program in the field ensuring inclusion of
maximum local participation which includes, leaders of the community,
partner representative, representative from various groups in the
community (women, disability) and from responding organization. The
CRT monitors and coordinates the overall implementation plan and
closely works with the community and volunteers. The CRT is headed by
the Chairperson who is selected by the members.
c) Village Relief Committee (VRC) – The VRC is formed within the
respective village of all beneficiary villages. Each village will have their
own VRC. The committee includes panchayat head/member, village
head, ASHA/Aw workers, FBOs leaders, women, youth and special
group representative etc. The committee will assist in conducting
beneficiary survey, identification of distribution location, distribution
process, crowd management, maintaining of record etc.
9. Kits – There are kits which secure minimum safety, security and care for
volunteers. The best way to stay safe during responding to any emergency is
to have an emergency safety kits in place.
Volunteer Safety Kit – Volunteer safety kit include both personal and
general basic safety kits.
First Aid Kit – First aid kit includes basic requirement for immediate
treatment of injuries, fracture, bleeding etc.
General kit- The emergency general kits includes the basic items
required during responding to any emergency.
10. Volunteer checklist – The checklist is a step by step instruction for
registering volunteers during emergency response. This procedure would
ensure clarity of role and safety of volunteers while documenting essential
information to provide safeguard from undue eventualities.
12 Emergency Response Framework – a guide
DMMU. Nehru Place. New Delhi. 110019
Initial Assessment Form (within 24 hours)
1 What disaster: Tick the right one
Type: Earthquake/Floods/Fire/Cyclone/Building collapse/others- Intensity: Very high/High/Medium/Low.
2 Time & Date:
3 Where? Exact location: Total number of Villages/Towns affected- Names of the most affected villages-
4 Extent of visible impact by: Mention reported statistics against each-
Injured- Missing- Displaced- Death (reported)- Damages in Rs.
5 Possible immediate needs:
Medical- Drinking water- Food- Shelter-
Rescue- Psycho-social care- Disability- Others-
6 Infrastructure damaged: If yes, give statistics as far as feasible-
Houses- Hospitals/Health Centers- School/College- Government offices- Road- Railway track- Airport- Bridge-
Water supply- Electricity- Telecommunications- Dam- Cold storage- Go-downs (FCI)- Others-
7 Visible help arrived from: Please mention what help is made available-
Government agencies- NDRF- NGOs/INGOs- Clubs-
FBOs- CSOs- Others-
8 Important contacts (Name & Numbers):
District Collector- Emergency Officer in charge- Superintendent of Police- Sub Divisional Officer- Block Development Officer- Police officer in charge-
Fire Department- Panchayat leader- IAG coordinator- Local contact- Local contact- Local contact-
9 Source of information: Direct observation- If over phone (name & contact number please)- TV/Radio- Local news paper-
10 Informant's name:
11 Informant's contact number: Mobile- Mobile (second option)- Alternate number- Address/Institution-
12 Some descriptions of the incident:
13 Date & Time you are reporting:
14 Signature of the informant:
Emergency Response Framework – a guide 13
DMMU. Nehru Place. New Delhi. 110019
Rapid Spot Assessment Form
1. Disaster Type: Date of Disaster event: Time:
Date of Assessment: Time:
2. Affected Village: Block: District:
Category (Tick) Worst affected Moderately Affected Least Affected
3. Demography:
Population House Hold SC/ST/Minorities Injured Missing Death
Total
Affected
Human loss 0 – 1 yrs 2 – 14 yrs 15 – 60 yrs 61 yrs &
above Disabled
Total M: F: M: F: M: F: M: F: M: F: M: F:
Disability data Physical
impairment Sensory
impairment Intellectual impairment
Mental impairment
Total
Age 0 – 5 yrs
Age 6 – 15 yrs
Age 16- 30 yrs
Age 30 – 55 yrs
Age 56 & above
TOTAL
4. Infrastructure: Service Status before disaster
(partially/fully damaged) Status after disaster
(partially/fully damaged)
Health Center
Hospital
Water supply (drinking)
14 Emergency Response Framework – a guide
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Road
Rail
Air
Bridge
School
Panchayat office
Community Center
Tele communication
Power supply
Public Distribution System
Emergency shelter
5. Shelter: Total no. of houses: Fully damaged: Partially damaged:
6. Livelihood:
Loss of agricultural
crop
Damage of agricultural
field
Fodder availability
Livestock lost
Affect on small scale
businesses
Affect on large businesses
(shop/market etc.)
% % % # @ @
7. Health & Hygiene: No. of Hospital/s or
Clinics:
Possible outbreak of diseases?
Management of corpses,
carcasses or debris
Emergency medical facilities
Emergency healthcare
professionals
Emergency medical supplies
Any history of post disaster
epidemic
Reasons if yes: Water borne?
Who, if yes: Municipal?
What, if yes:
How many and who, if yes:
For how many days, if yes:
When and what, if yes:
Hygiene need
Emergency Response Framework – a guide 15
DMMU. Nehru Place. New Delhi. 110019
8. Education: Pre-Primary High school Pre-College Total
Infrastructure damage
Damage of materials
9. Water & Sanitation:
Availability of sources of
water supply
Condition of drinking water
supply
Accessibility of water
Quality of water
Distance from
defecation sites
Condition of existing toilets
Damage & status of drainage system
10. Food & Nutrition:
Dry food available in domestic
level
Cooking facilities & utensils
Food stock in PDS for # days
Need for community
kitchen
Space for kitchen
Nutritional requirements
# days Sufficient/Insufficient # days High/Medium/Low Available/Not available
Yes/No
11. Clothing:
12. Social security:
Any report of loots,
hoardings and sudden
price rise
Statements by local government officials/disaster
management authorities/politicians on
prevalent security situation
Past history of any religion/caste/class
based biases
Any adverse news in local
newspapers/TV and/or radio
Safe access to relief
materials
Explain briefly:
Briefly state: Briefly state: Briefly state: Yes/No. If no, why?
16 Emergency Response Framework – a guide
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13. Ongoing response program
Sectors Local Govt.
Qtty/ Days
Local CBOs
Qtty/ Days
NGOs/ INGOs
Qtty/ Days
Others: Defense
etc.
Qtty/ Days
Food (specify)
Nutrition
Water
Sanitation
Temporary shelter
Clothing/Dignity kit
School kits
Health
Hygiene
Kitchen utensils
Winter kits
Fodders
14. Source of information:
Local leaders FBO leader
Local individual Teacher
SHG member Local NGO/Club
Women group Anganwadi worker
Youth group ASHA
PRI member Member- VDMC
Persons With Disability representative Eye witnesses
Block official Other
Emergency Response Framework – a guide 17
DMMU. Nehru Place. New Delhi. 110019
15: Contact numbers of Key Contacts:
1) Panchayat President 6) DC – Control Room office
2) VDMC member 7) Police Station i/c
3) FBO leader 8) ASHA
4) Block Development Officer
9)
5) Sub-Divisional Officer 10)
16. Unmet needs: 1) 2) 3)
17. Rapid Spot Assessment Team:
Full name Special area Mobile Signature
Submitted by Emergency Relief Officer Date: Place:
(This report should be sent within an hour of completion.) Copies to: Central Coordinator, DMMU-EHA, Delhi. Project Manager- Emergency Response &Documentation, DMMU-EHA, Delhi. Executive Director, EHA.
18 Emergency Response Framework – a guide
DMMU. Nehru Place. New Delhi. 110019
Emergency Relief Team Formation
1. Rapid Assessment Team (RAT)
Sl Name Existing position
Skills Designation Contact Signature
1 CC, DMMU ER Specialist, Assessment.
Chairman
2 PM-ER, DMMU ER Specialist, Quality.
Member.
3 ERO, DMMU ER Specialist, Rescue & Logistics.
Member.
4 Sectoral expert Medical, WATSAN, Food & Nutrition, Psycho-social
Member
5 Sectoral expert Quality, PWD, gender etc.
Member.
Note: The team should consist of 2 female representatives.
2. Emergency Relief Committee (ERC), Delhi
Sl Name Existing position Designation Contact Signature
1 Executive Director. Chairman
2 Finance Director. Member.
3 Regional Director/ Representative, designated by ED
Member.
4 Central Coordinator,DMMU Secretary
5 Project Manager, Emergency Response, DMMU.
Member.
Note: The committee should consist of 2 female representatives.
3. Core Relief Team (CRT)
Sl Name Desired representation Designation Contact Signature
Community Leader of repute. Chairperson
Local partner/Unit Vice-Chair
Local community rep Member
Emergency Response Framework – a guide 19
DMMU. Nehru Place. New Delhi. 110019
Local community rep Member
Rep from special group Member
Emergency Relief Officer Coordinator
DMMU, HQ Ex-officio
Note: The Core Relief Team should consist of 3 female representatives.
4. Village Relief Committee (VRC)
Sl Name Desired representation Designation Contact Signature
President Gram Panchayat
Chairperson
Village Headman Vice-Chair
ASHA Worker Member
Any other groups/ FBO/ AW etc
Member
Special groups rep Member
Local representative Member
Emergency Relief Officer
Coordinator
5. Purchase Committee:
Sl Name Existing position Designation Contact Signature
Emergency Relief Officer
Chairman.
Local partner/Unit Member
Local rep with knowledge & experience in purchases
Member
Finance person from local Unit
Member
DMMU, HQ Ex-officio
ED, HQ Ex-officio
FD, HQ Ex-officio
20 Emergency Response Framework – a guide
DMMU. Nehru Place. New Delhi. 110019
Household (beneficiary) Survey
1 Name: Family
Head:
Name of the Responder:
2 Family
statistics 0-1yrs Above 1-
18yrs Above 18 -
60yrs Above 60yrs Total
Male
Female
Sub-total
Missing
Death
3 Any Pregnant women Yes/No Term:
4 Any Lactating mother Yes/No Age of breastfed child:
5 Any persons with disability
Yes/No Type:
6 Caste:
7 Income
Source of Income Loss, if any
Monthly Income in Rs.
Tick
Labor Below 1000
Farming 1001 - 3000
Business 3001 - 5000
Salaried Above 5000
Any other?
Total earning members
Emergency Response Framework – a guide 21
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8 Shelter Type of house Roofing
Bamboo Mud & Bamboo
Bricks Thatched
Tiles Tin sheets Concrete
Own
Others
Damage Complete Partial None
9 Water & Sanitation
Source of drinking water
Hand pump (own)
Hand pump (community)
Pond Others Toilet
Yes/No
Damage, if any
10 Other damages or losses
Quantity Estimated amount
Livestock
Moveable assets
Documents
11 Health Chronic
illness Illness developed due to disaster Any injuries
Specify
12. Remarks:
Full name of the Surveyor: ID # : Signature & Date: Survey location:
22 Emergency Response Framework – a guide
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Volunteer Application Form
Sl.# I,………………...................................... agree to volunteer in Emmanuel Hospital Association's humanitarian emergency response programs in India and/or countries it offers. I agree to abide by the EHA volunteer Code of Conduct and Protocols and hence submit the following information.
Section A: PERSONAL DETAILS
1. Full name in Capital: Gender: M/F
2. Date of birth (dd/mm/yy):
3. Address:
Location: District: State: Pin code: Mobile #: E-mail ID:
4. Other information: (provide copy)
Driving License #: Passport#: Date of Expiry:
Insurance #: Date of renewal:
Student or Employment ID#:
Section B: PROFESSIONAL
5. Profession: Student/Service/Other- 6. Educational background: 7. Name of the person recommended, if any: 8. Did you sign up with any other organization as volunteer? If Yes, please mention- 9. Please write in a paragraph (additional paper) as to why would you like to volunteer EHA's
humanitarian response programs- 10. Are you willing to attend volunteer training program? Y/N. 11. Disability- Y/N. If Yes, type of disability and disability access requirement- Applicant's Signature Date:
------------------------------------------------------------------------------------------------------------------------------------------ Office purpose
1 Volunteer Pledge signed up and accepted as volunteer.
2 Entered in V-Dbase.
3 Linked with regional DRN.
4 Training provided in BDR/FA/BLS/ACLS/FS/S$R/LS/PSC.
5 Volunteer kits provided: T-shirt/Cap/Volunteer Guide/any other-
Signature of the Evaluator: Date:
PS. Eligibility age: 18 & above. Applicants under 18 years require written parental consent.
Stamp size
current
photograph
Pp size
photograph
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Volunteer Pledge
By signing this pledge I, …......................................................................................... as volunteer of Emmanuel Hospital Association (EHA) Disaster Management & Mitigation Unit, agree with the followings- Follow the Code of Conduct, Safety Procedures and Instructions. Shall conduct myself in an appropriate manner, to dress in attire that is conducive to the local community. Help victims to the best of my ability in a systematic manner with scarce resources made available for the purposes only. Promote values and principles of just, fair & equality irrespective of caste, religion, gender, age, language, ability and economic background, without any discrimination. Implement assignments provided to me to the best of my knowledge and capacity, for achieving the objectives within given time frame. Shall not disclose any confidential information, photographs or any other document etc. obtained during the course of the assignment. I recognize the inherent risk of physical injury that could result from traveling to and from this program or participating in this project; Hence, while performing as a volunteer, I, hereby waive any legal claims of liability of damage suits against EHA and its designated staff, or its partner agencies, either by me or my family. I promise not to engage in any activity that may cause harm to others or myself or disrupt the effective functioning of the event. I affirm that my health is good, and that I am not under any physician's care for any undisclosed condition that might endanger my health or the health of other participants. I understand that this is a public event and I may be photographed by the media and/or by the organization for future print and/or any kind of publications. I understand that failing to observe the above pledges will result in my dismissal from the volunteer event. Full name of the Volunteer: Place: Signature of the Volunteer: Date:
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Know Your Volunteer (KYV)
1. Personal Information: a. Full Name: Gender: M/F Marital Status: Age: Language Known: Hobbies: Health status (Indicate if any): In Case of Emergency contact #s: 1. 2. 3. b. Current Address:
House #: Lane Number: Village/Town/City: District: State : Pin code:
c. Training & Skills in : Occupation: d. Name & Address of Employer: e. Telephone:
Home: Mobile: Business/Office: Fax: E-mail Address:
f. Have you ever been convicted, or had adjudication withheld in a criminal offense, misdemeanor or are there any criminal charges now pending against you other than a minor traffic violation? Yes _________ No _________ If Yes, Please provide a brief explanation on a separate sheet of paper. 2. Volunteer category: (Tick where you want to be) a. General b. Task Force C. Medical d. Psycho-social 3. Experience: a. Have you ever volunteered for any emergency response or other voluntary activities before? If yes;
Event When Location Organization In what capacity
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4. Your area of interests (specify for this event): 5. Declaration:
Self declaration & Undertaking: I understand that I am offering my services to the Emmanuel Hospital Association on voluntary basis towards its humanitarian relief action. I agree, as a volunteer, to abide by prevalent EHA rules, regulations, policies and practices, either published or in effect by usage. I also recognize the inherent risk of physical injury that could result from participating and performing the activities/tasks allocated to me in this project. Signature of volunteer applicant: Date:
Signature of the Base Office Volunteer i/c : Date:
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Volunteer Checklist
Volunteer Check-list
1 Application Form & Sign up of Pledge
2 Sign up Agreement on Reporting to the Field Office (EOC)
3 Know Your Volunteer (KYV)
4 Event Registration Process
5 Orientation- Mission, Vision of the Org/about the event/Code of Conduct/Safety/Admin issues
6 Job Card
7 Photo Identity Card (PIC)
8 Volunteer kits- Personal (Water bottle/Winter Jkt/T-Shirt/Cap etc.) & Safety (returnable) Gears (Life Jacket/Flash light/pair of Boots/Raincoat/Mobile phones etc.*)
9 Insurance
10 Admin- logistics/allowances/tickets/acknowledgment etc.
* Please strike out, whichever is not application in this case
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Emergency Response Framework – a guide 29
DMMU. Nehru Place. New Delhi. 110019
Internal Decision Making Process In case of disaster event affecting EHA Unit
Disaster occurs
4-8
hrs
24
hrs
72
hrs
First information to
ED/DMMU
Initial Assessment
(can be done over
phone) by local
Unit. DMMU
develop based on IA
SitRep-1
Communicate to ED
for a Decision
Respond Do not Respond Wait
Mobilize RAT
Draw Action
Plan
Mobilize
Resource
Mobilize Team
Review
SitRep
30 Emergency Response Framework – a guide
DMMU. Nehru Place. New Delhi. 110019
Decision Tree for Emergency Response
Built-in program Event based
Exte
rnal
inp
uts
24
ho
urs
8 h
ou
rs
Exte
rnal
inp
uts
24
ho
urs
(b
ased
on
tra
ined
loca
l Res
po
nse
Tea
m a
vaila
ble
)
72
ho
urs
72
ho
urs
ED= Executive Director of EHA Sit-Rep= Situation Report
IC= Incident Command EOC= Emergency Operations Center
ER= Emergency Response EHA= Emmanuel Hospital Association
ERC= Emergency Relief Committee IAP= Initial Action Plan
RAT= Rapid spots Assessment Team
Note: The decision tree corresponds with the Flow Chart.
Internal decision making processes
Closely watching early
warning for seasonal &
natural disasters
Disaster occurred
Emergency Team establish linkages with
local contacts & begins validation
processes.
Information from disaster
spot (Response
Center/EHA Unit)
Disaster occurred
Initial assessment
Communicate with ED/IC for probable ER
Initial assessment
Build up SitRep with
constant updates.
Alert RAT and specialized volunteers
Build up SitRep with
constant updates.
Analysis of initial reports &
draw an IAP
Float IAP for mobilizing resources,
intimate ERC and mobilize
RAT
Call to Action/Team
arrival
Feed RAT information to
build Emergency Response Program
Call to Action/Team
arrival
EOC activated in
full scale
EOC activated in
full scale