STANDARD OPERATING PROCEDURE - dss. Web viewHuman Shelter Services SOP Page 13. Assistance Program ... The Branch Director will also have a computer which will be able to access word

State Managed Shelter

Standard Operating Procedure

Operations Section

Human Shelter Services

TEMPLATE

TABLE OF CONTENTS

I. FUNCTION:..........................................................................................................................................1

II. PURPOSE..............................................................................................................................................1

III. MISSION..........................................................................................................................................1

IV. PROTOCOL.....................................................................................................................................1

V. PLANNING ASSUMPTIONS:............................................................................................................2

VI. BACKGROUND:.............................................................................................................................2

VII. ORGANIZATION:..........................................................................................................................3

VIII. JOB DUTIES BY POSITION:........................................................................................................5

IX. COMMUNICATIONS:...................................................................................................................9

A. ALERT AND NOTIFICATION.................................................................................................................9B. INTERNAL AND EXTERNAL COMMUNICATION....................................................................................9

X. DISASTER INTELLIGENCE:...........................................................................................................9

XI. PROCEDURES:.............................................................................................................................10

A. MANAGEMENT..................................................................................................................................10B. REPORTING.......................................................................................................................................11C. HOSPITALITY-DORMITORY COORDINATION.....................................................................................11D. CHILDREN’S ACTIVITIES COORDINATION.........................................................................................12E. ASSISTANCE PROGRAM COUNSELING...............................................................................................12

JOB AIDS

MANAGEMENT........................................................................................................ATTACHMENT 1 - 1

HUMAN SHELTER SERVICES LAYOUTS................................................ATTACHMENT 1, TAB 1 - 1HUMAN SHELTER SERVICES UNIT LOG...............................................ATTACHMENT 1, TAB 2 - 1

REPORTING..............................................................................................................ATTACHMENT 2 - 1

CHILDREN’S ACTIVITIES ACTIVITY REPORT....................................ATTACHMENT 2, TAB 1 - 1ASSISTANCE PROGRAM COUNSELING ACTIVITY REPORT...........ATTACHMENT 2, TAB 2 - 1

HOSPITALITY-DORMITORY COORDINATION..............................................ATTACHMENT 3 - 1

CHILDREN’S ACTIVITY COORDINATION.......................................................ATTACHMENT 4 - 1

CHILDREN’S ACTIVITIES CHECK-OUT FORM....................................ATTACHMENT 4, TAB 1 - 1CHILDREN’S ACTIVIES INVENTORY LOG............................................ATTACHMENT 4, TAB 2 - 1QUICK GUIDE:EWA PHOENIX CHILDREN’S ACTIVITIES TRACKING.................. ATTACHMENT 4, TAB 3 - 1

LOG INTO EWA PHOENIX:..............................................................................Attachment 4, Tab 3 - 1INVENTORYING CHILDREN’S ACTIVITY ITEMS:.........................................Attachment 4, Tab 3 - 2DISTRIBUTING (CHECKING-OUT) CHILDREN’S ACTIVITY ITEMS:.........Attachment 4, Tab 3 - 8

ASSISTANCE PROGRAM COUNSELING............................................................ATTACHMENT 5 - 1

Table of Contents i

STANDARD OPERATING PROCEDURE

I. Function: State Managed Shelter Human Shelter Services Operations

II. Purpose: To provide guidance to those working within the Operations Section of the State Managed Shelter to provide human shelter services which includes, but may not be limited to, hospitality services, children’s activities, and assistance programs counseling to individuals and families seeking emergency shelter as the result of a mandatory evacuation order..

III. Mission: To provide courteous and sympathetic care of, and programmatic counseling and assistance to individuals and families seeking emergency shelter as a result of a mandatory evacuation order.

IV. Protocol:

A. The use of explicit language will be forbidden within the SMS.

B. Smoking will not be allowed within the SMS, and only allowed in designated smoking areas on the exterior of the SMS.

C. The use of cellular phones will be prohibited within the shelter dormitory areas except for official use by shelter staff.

D. Evacuees may be segregated into separate areas based on family groups, single females and single males to accommodate the privacy and other needs of the population.

E. Assistance Program Counseling will only be available if determined by the Unified Command as a need post-impact; Assistance Program Counseling will only be offered during normal working hours. Minimal staff will be onsite at 7 p.m. to 7 a.m. to prepare for the shift following. Assistance Program Counseling will be scheduled upon request and by appointment to any evacuee.

F. Parents or caregivers must participate in scheduled activities with their children and/or be present to receive Children’s Activities items for their children through the Children’s Activities Group.

G. Child Care and/or school activities will only be available if determined by the Unified Command as a need post-impact and hours of operation of these services will be set at that time.

a. Children may not enter into the Child Care area without the permission and signature acknowledgement of their guardian. Wrist bands will be checked and annotated upon entry into the area.

Human Shelter Services SOP Page 1

b. Children may not be released from of the Child Care area without an authorized guardian (as listed within the shelter tracking system) physically being present at the time of release.

V. Planning Assumptions:

A. Evacuees will not enter the facility in-mass but will enter in waves or piece-meal.

B. Evacuees may not come as complete family groups and will need to be connected appropriately with other family members within the SMS.

C. Family groups may contain one or more types of evacuees (general population/special medical needs) and will need to be linked even if not located together within the SMS.

D. Evacuees may exhibit signs of stress.

E. Security or Law Enforcement will assist in response to escalated altercations and unruly behavior. It is the duty of the Human Shelter Services staff to minimize these needs through early intervention.

F. Announced rules and regulations governing the SMS site will support the safety and security within the SMS. Messaging concerning these rules should be announced via all available means of transmission (video, electronic message boards, and print media). These same rules and regulations will be posted conspicuously throughout the SMS site through signage and bulletin boards.

VI. Background:

Evacuees will be housed based upon the determination of the Registrars within the Registration and Intake Branch. Each evacuee will locate within the appropriate dormitory area. The Hospitality Dormitory (HD) staff will assist these individuals and families within the general population to locate a space within this area best suited for their needs. The HD staff will also provide continuous contact with those sheltered in their assigned areas and be a presence at all times to offer assistance as well as promote safety and security.

The Children’s Activities group will provide limited activities to the children that are sheltered within the facility. A segregated area will be set up for information dissemination of information on upcoming parent/child activities within the SMS and check-out/in of children’s toy and activity items. The Children’s Activity Group is not tasked with the provision of childcare services. Therefore, parents/caregivers will retain full responsibility of their children even while their children are participating in these activities. If the resources are available, the Unified Commander may supplement the


Children’s Activities group with additional, trained personnel or volunteers to provide childcare services, but these services may be limited in terms of the number of children they can accommodate and the number of hours that these services may be available.

The Assistance Program group will provide access to applications and counseling regarding state and federal disaster and non-disaster assistance programs. This service may not immediately be set up upon the activation of the SMS, but may be delayed until the Unified Command determines its need (usually post-impact). These services will only be made available during normal business hours to reflect normal daily routines outside of the SMS. Some of the staff used for registration (under the Registration and Intake Service Branch) may be realigned to the counselor positions under this group as the need for registrars diminishes. This group may also be enlarged by federal staff if a federal declaration is received and federal programs are made available.

VII. Organization:

Insert Registration and Intake Services Branch Section Organizational Chart here from the site-specific plan.


Operations SectionChief

Human Shelter Services

Branch Director

Hospitality -Dormitory Group

Supervisor

Coordinators

Children’s Activities Coordinator

Day Shift

Assistance Programs Group

Supervisor

WIC Program CounselorDay Shift

CounselorsDay Shift

Unified Command

Planning SectionOperations Section Logistics SectionFinance & Admin Section

Public InformationOfficer

Unified Command Members:VDSS, Institution, VDH, VSP, VDACS

Time, Risk and Workman’s Compensation

Security Services

Food Services

Human Shelter Services Facilities

Special Medical Needs Services

Communica-tions

Animal Shelter Services

Safety, Environmental Health and Surveillance Officer

Cost and Procurement

Registration and Intake Services

Claims

Ground Support

Insert overarching organizational chart here from the site-specific plan.


VIII. Job Duties by Position:

DUTIES BY POSITIONJOB TITLE DUTIES KSA TRAININGDirector Obtain briefing from the

Operations Section Chief. Supervise Branch operations. Develop alternatives for

Branch control operations. Interact with the Operations

Section Chief and other Branch Directors to develop tactics to implement incident strategies.

Be prepared to attend incident planning meetings at the request of the Operations Chief.

Review assignments within the Branch and report status to the Operations Section Chief.

Ensure that all stations are staffed at all times.

Ensure all stations have appropriate equipment.

Re-stock equipment and supplies when necessary at stations.

Assign specific work tasks to subordinates.

Monitor and inspect progress and make changes as necessary.

Resolve logistics problems reported by subordinates.

Be knowledgeable to answer evacuee questions or direct evacuees to the appropriate source.

Provide clear direction, assignments, and guidance to effectively structure and organize work activities, maximize productivity, and conform to incident objectives.

Communicate emergency procedures that are consistent with the safety and security plans in a timely manner.

Provide for the safety and welfare of assigned personnel during the entire period of supervision.

Report accident and medical reports.

Maintain Unit Log.

Strong leadership in a team environment

Ability to motivate and direct

Ability to communicate both verbally and in writing

Sensitivity in human interactions to diversity and inclusiveness

Ability to organize work activities delegate work and directly supervise a diverse work unit

Ability to effectively convey information

IS-100, 200,300, 700 &800 or 800A &VDSS Shelter Training


DUTIES BY POSITIONJOB TITLE DUTIES KSA TRAININGHOSPITALITY - DORMITORYSupervisor Project staffing and other

support requirements for the operation.

Assess workload and request the appropriate numbers and types of resources.




Monitor performance of Team Leads to assess the need for possible rest or rotation.

Resolve staff conflicts and/or recognize when a conflict must be referred to a higher level.

Be knowledgeable to answer evacuee questions or direct evacuees to the appropriate source.


Communicate emergency procedures that are consistent with the safety and security plans in a timely manner.




Ability to manage multiple priorities and tasks simultaneously.

Organize work activities, delegate work and directly supervise a diverse work unit.

Maintain a high standard of ethics required of State employees that is consistent with COV core values.

Strong communication (written and verbal) skills including effective listening.

Competently use computer resources required to support the task.

Sensitivity in human interactions to diversity and inclusiveness.

Must be flexible and adaptable in various situations and work settings, including weather conditions, cultures, and geographic areas for extended periods of time.

Demonstrate sensitivity to cultural diversity, race, gender, disabilities, and other individual differences in accordance with the COV’s nondiscrimination policy.

Establish an effective rapport with individuals who are initially difficult, emotional, or distressed.

Relate effectively to people from varied backgrounds and different situations.

Comply with chain of command principles by operating within the established lines of authority.


Coordinator Coordinate shelter activities and recreation. Identify and troubleshoot problems.

Assist residents by answering

Ability to multi-task and work as team member.

Ability to effectively listen, understand and

IS-100, 200, 700 & 800 or 800A & VDSS Shelter Training


DUTIES BY POSITIONJOB TITLE DUTIES KSA TRAINING

questions, providing directions, updating information, and helping with personal needs.

Monitor resident movement within the shelter.

Assist with shelter set-up. Oversee sleeping and feeding

areas.

communicate information. Skill in working with or

willingness to work with diverse groups of people.

CHILDREN’S ACTIVITIESCoordinator Coordinate children’s activities

and recreation. Identify and troubleshoot problems.

Assist residents by answering questions, providing directions, updating information, and helping with personal needs.

Monitor the Children’s Activities Area.

Process check-in and check-out of activities and supplies.

Assist with shelter set-up.

Ability to multi-task and work as team member.

Ability to effectively listen, understand and communicate information.

Skill in working with or willingness to work with diverse groups of people.


ASSISTANCE PROGRAMSGroup Supervisor

Project staffing and other support requirements for the operation.

Assess workload and request the appropriate numbers and types of resources.




Monitor performance of Counselors to assess the need for possible rest or rotation.

Resolve staff conflicts and/or recognize when a conflict must be referred to a higher level.

Be knowledgeable to answer evacuee questions or direct evacuees to the appropriate source


Communicate emergency

Knowledge, training or experience within disaster and/or non-disaster individual assistance programs.


Ability to manage multiple priorities and tasks simultaneously.

Organize work activities, delegate work and directly supervise a diverse work unit.

Maintain a high standard of ethics required of State employees that is consistent with COV core values.

Strong communication (written and verbal) skills including effective listening.

Competently use computer resources required to support the task.

Sensitivity in human interactions to diversity and inclusiveness.

Must be flexible and adaptable in various situations and work settings,



DUTIES BY POSITIONJOB TITLE DUTIES KSA TRAINING

procedures that are consistent with the safety and security plans in a timely manner.



including weather conditions, cultures, and geographic areas for extended periods of time.

Demonstrate sensitivity to cultural diversity, race, gender, disabilities, and other individual differences in accordance with the COV’s nondiscrimination policy.

Establish an effective rapport with individuals who are initially difficult, emotional, or distressed.

Relate effectively to people from varied backgrounds and different situations.

Comply with chain of command principles by operating within the established lines of authority.

Counselor Coordinate information and assist residents in applying for eligible disaster and non-disaster assistance programs. Identify and troubleshoot problems.



Knowledge, training or experience within disaster and/or non-disaster assistance programs. Ability to multi-task and work as team member.




WIC Program Counselor

Coordinate information and assist residents in applying for or maintaining disaster and non-disaster Women, Infants and Children’s Program. Identify and troubleshoot problems.



Knowledge, training or experience within disaster and/or non-disaster assistance programs. Ability to multi-task and work as team member.





IX. Communications:

A. Alert and NotificationOnce the Operations Section Chiefs are contacted via the Unified Command, the Chiefs will then be responsible to contact their Branch Directors. Branch Directors will then notify Branch staff. It is the responsibility of the Operations Section Chiefs to keep current contact information for all Branch Directors; it is the responsibility of the Branch Directors to maintain current contact information for branch staff. All contact information should be updated bi-annually at minimum.

It is the responsibility of all identified staff to assure that their contact information is correct at all times and report any changes immediately to their direct supervisor(s) within the SMS.

B. Internal and External CommunicationThe incident command and general (Section Chiefs) staff will be located in the Unified Command Center. This Center will have full internet, phone, fax, and radio access to the SMS. The Branch Director will have a radio which will allow communication between himself and the Operations Section Chief and his direct subordinates. The Branch Director will also have a computer which will be able to access word processing and spreadsheet software, the internet, e-mail and the shelter management tool. The Children’s Activities Coordinators will have a computer which will be able to access the internet and the shelter management tool. Supervisors will have radios also for communications purposes to their supervisors. Assistance Programs Counselors will have computers with internet access and all other tools needed to allow access to assistance program information, applications and other needed resources.

X. Disaster Intelligence:

Throughout an evacuation event, there is critical and essential information that is common to all emergencies. This section will identify the type of information needed to ensure a successful operation, where it is expected to come from, who uses the information, the format for providing the information, and any specific times the information is needed

Type of Information

Information Source

Information Recipient

Format for Providing

Information

Time Information Needed

Number of Residents Assisted by Type of Service

Site-specific sign-in information

Unified Command Daily from time of open until time of close


XI. Procedures:

A. Managementa. Time: From the initial setup of the SMS through the complete

demobilization of the SMS.b. Task: Assure appropriate Human Shelter Services staff is accounted for,

on-duty, trained, adequately equipped, and on-task. c. Responsible Section Members:

1. Branch Director: Assure the appropriate equipment and supply needs are available at all times for supervisors and Children’s Activity Coordinators. Provide just-in-time training to supervisors and Children’s Activity Coordinators upon arrival to the shelter as needed. Maintain situational awareness and provide information to staff. Assure that staff sign in and out within the registration system and complete their agency-specific timesheets. Maintain continual awareness of the shelter and assist staff with issues needing additional resolution. Maintain Unit Log for the Branch.

2. Hospitality-Dormitory Group Supervisor: Assure the appropriate equipment and supply needs are available at all times for Hospitality-Dormitory Coordinators. Provide just-in-time training to Hospitality-Dormitory Coordinators upon arrival to the shelter. Maintain situational awareness and provide information to staff. Assure that staff sign in and out within the registration system and complete their agency-specific timesheets. Maintain continual awareness of the dorm areas and assist staff with issues needing additional resolution. Maintain Unit Log for the Group.

3. Assistance Program Counselor Group Supervisor: Assure the appropriate equipment and supply needs are available at all times for Counselors. Provide just-in-time non-programmatic training to non- Counselors (Counselors will arrive with programmatic knowledge) upon arrival to the shelter. Maintain situational awareness and provide information to staff. Assure that staff sign in and out within the registration system and complete their agency-specific timesheets. Maintain continual awareness of the dorm areas and assist staff with issues needing additional resolution. Maintain Unit Log for the Group.

d. Format: Face-to-Face; Unit Log Forme. Resources:

1. EWA Phoenix f. References:

1. Management Job Aid2. Time Management/Timesheet Job Aid (Finance and

Administration Standard Operating Procedures)


B. Reportinga. Time: From the initial setup of the SMS through the complete

demobilization of the SMS.b. Task: Assure accurate and timely data is submitted to the appropriate

recipient as needed and/or in accordance with the Operations Section Chief’s requests.

c. Responsible Section Members:1. Branch Director: Assure the accurate, sufficient and

appropriate data is available to the Operations Section Chief at all times.

2. Children’s Activity Coordinator: Assure that Branch Director has access to accurate, sufficient and appropriate data as needed by the Operations Section Chief. Specifically deliver daily and cumulative reports regarding services rendered or resources offered to shelter occupants.

3. Assistance Programs Group Supervisor: Assure that Branch Director has access to accurate, sufficient and appropriate data as needed by the Operations Section Chief. Specifically deliver daily and cumulative reports regarding services rendered or resources offered to shelter occupants.

d. Format: Face-to-face; Paper Reportse. Resources:

1. EWA Phoenixf. References:

1. Reporting Job Aid

C. Hospitality-Dormitory Coordinationa. Time: From the initial opening of the SMS through complete

demobilization of the SMS.b. Task: Assure that those entering the dormitory areas are appropriately

directed to their space, can acclimate to the environment through courteous reception and direction, abide by shelter rules and guidelines, and through vigilant observation, are safe and secure while residing within the shelter.

c. Responsible Section Members:1. Branch Director: Delivery of situational awareness and needed

information to supervisors, coordination of delivery of immediate needs, and resolution of concerns/problems.

2. Hospitality-Dormitory Supervisor: Delegation of tasks, delivery of situational awareness and needed information to coordinators, and resolution of or determination of need to elevate concerns/problems.

3. Hospitality-Dormitory Coordinator: Courteous and friendly communication with evacuees entering the dormitories. Directing evacuees appropriately to sleeping space. Enforcing


shelter rules and guidelines. Providing minimal security and fire watch through constant presence within the dormitory areas and vigilant observation.

d. Format: Face-to-Facee. Resources:

1. Branch Director2. Security and Traffic Management Branch

f. References:1. Hospitality-Dormitory Coordination Job Aid2. Shelter Rules and Guidelines (within the Registration and

Intake SOP)

D. Children’s Activities Coordinationa. Time: From the initial opening of the SMS through the complete

demobilization of the SMS or the need for this activity is determined unnecessary by the Unified Command.

b. Task: Provide age-appropriate activity items to parents/caregivers of children to quell boredom and enhance the overall shelter environment.

c. Responsible Section Members:1. Branch Director: Delegation of tasks, delivery of situational

awareness and needed information to Children’s Activity Coordinators, and resolution of concerns/problems.

2. Children’s Activity Coordinator: Appropriate distribution of children activity items through EWA Phoenix for tracking purposes; coordination and cooperation with the institution, volunteers and other parties to assist in developing group family activities; and reporting daily and cumulative service usage to the Branch Director.

d. Format: Face-to-face; EWA Phoenixe. Resources:

1. Branch Director2. EWA Phoenix

f. References: 1. Children’s Activities Coordination Job Aid

E. Assistance Program Counselinga. Time: At the determination of need for this service by the Unified

Command through the complete demobilization of the SMS or the need for this activity is determined unnecessary by the Unified Command.

b. Task: Assist evacuees in development of family plans to return home or into another appropriate temporary or permanent living situation; and provide guidance and access to evacuees to appropriate state, federal and other disaster and non-disaster assistance programs.

c. Responsible Section Members:1. Branch Director 2. Assistance Program Counselor


3. WIC Program Counselord. Format: Face-to-facee. Resources:

1. Group Supervisor2. Branch Director3. State Assistance Programs

a. www.dss.virginia.gov/benefit/index.html (list of programs available through VDSS and needed forms, etc.)

b. https://jupiter.dss.state.va.us/EligibilityScreening/ (eligibility screening for VDSS assistance programs)

c. www.vda.virginia.gov (prescription drug assistance)d. www.dhcd.virginia.gov (housing resources)

4. Federal Disaster Assistance Programsa. www.DisasterAssistance.govb. 1-800-621-2262c. TTY 1-800-462-7585

f. References:1. Assistance Program Counseling Job Aid2. State Assistance and Disaster Assistance Program Guidelines3. FEMA Disaster Assistance Programs (if federally declared)

Guidelines4. SBA Disaster Assistance Programs (if SBA declared)

Guidelines


http://www.dhcd.virginia.gov/

http://www.vda.virginia.gov/

https://jupiter.dss.state.va.us/EligibilityScreening/

http://www.dss.virginia.gov/benefit/index.html

JOB AID:MANAGEMENT

The supervision and management of employees is critical to the overall positive outcome of the sheltering event.

The Human Shelter Services Branch Director will:

Upon initial entry into the shelter:

o Introduce himself/herself to the Operations Section Chief.

o Receive a situational and operation brief from the Operations Section Chief.

o In coordination with the Operations Section Chief, determine a recommendation regarding the current or potential need for the Assistance Program Group to be presented to the Unified Command.

o In coordination with the Operations Section Chief and Security Branch Director, determine the assembly area for evacuees within the shelter in the event of an emergency that requires evacuation of the facility.

o Request through the Operations Section Chief (through Logistics) that the Dormitory and Children’s Activity areas be set up according to the identified layout of the site (see Attachment 1, Tab 1).

o Receive and test all communications equipment needed for him/herself and all Human Shelter Services staff.

o Meet with the Hospitality-Dormitory Group Supervisors and the Assistance Program Group Supervisors (if activated) upon their arrival to the shelter to:

Discuss the shelter situation and give a brief operational overview.

o Discuss in-house communication and chain of command issues and concerns.

Discuss delivery of a just-in-time training and/or refresher course for Hospitality-Dormitory Coordinators

Distribute the Group’s communications equipment.

o Meet with the Children’s Activity Coordinators upon their arrival to the shelter to:


Deliver just-in-time training and/or refresher course for Children’s Activity Coordinators to include:

o Daily check-in and check-out

Management Job Aid Attachment 1 - 1

o Timesheet requirements

o In-house communications and chain of command issues

o Policy and protocol

o Job duties

o Shelter layout

o Local information

o Services/supplies available

How to request/receive these services/supplies

o How to use EWA Phoenix to distribute activity items

o Paper distribution documents (for backup)

Distribute communications equipment.

Throughout shelter activation:

o Assure reception of situational and operational briefings from the Operations Section Chief upon incoming shift and as needed.

o Provide updates as needed to staff regarding situational status, shelter status, meals, operational changes, etc.

o In coordination with the Operations Section Chief, assess the need to activate/de-activate the Assistance Program Group and present this to the Unified Command as needed.

o Assure staff has appropriate, sufficient and operational equipment and supplies.

o Assure the appropriate staffing levels are maintained based on shelter needs. Make recommendations to the Operations Section Chief of any needed changes (activation of additional staff or demobilization of redundant staff).

o Provide a shift change briefing to the incoming Branch Director to include:

Current status of the Branch

Any issues that occurred during the shift

Any ongoing issues that will need to continue to be addressed

Any upcoming events, issues, etc that the oncoming Director needs to be aware of

o Assist all Human Shelter Services staff with problem and conflict resolution as needed. Request the assistance of Security if necessary.

o Assure appropriate check-in and check-out of all staff has been completed.


o Review and approve timesheets.

o Maintain the Unit Log for Human Shelter Services (see Attachment 1, Tab 2).

At shelter demobilization/closing:

o Submit written notification to the Operations Section Chief of unneeded resources and/or equipment that can be reallocated or demobilized (including staff).

o Complete tasks on Demobilization Checkout sheets and sign such that the resource can be released.

o Review final timesheets for accuracy and approve.

o Assure all staff receive after action report forms and are given time to complete and submit them prior to departure.

The Assistance Program Group Supervisor will:


o Introduce himself/herself to the Human Shelter Services Branch Director.

o Receive a situational and operation brief from the Human Shelter Services Branch Director.

o Assure that the Assistance Program Counseling area has been set up according to the identified layout of the site (see Attachment 1, Tab 1).

o Receive and test all communications equipment needed for him/herself and all staff.

o Meet with the Assistance Program Counselors and WIC Counselors upon their arrival to the shelter to:


Deliver just-in-time training and/or refresher course for Assistance Program and WIC Counselors to include.





o Job duties

Post assignments.




o Assure reception of situational and operational briefings from the Human Shelter Services Branch Director upon incoming shift and as needed.

o Provide updates as needed to staff regarding situational status, shelter status, operational changes, etc.


o Provide a shift change briefing to the incoming Group Supervisor to include:

Current status of the Group




o Assign Assistance Program and WIC Counselor posts.

o Assist Assistance Program and WIC Counselors in reception and delivery of special needs items, resources and services.

o Assist Assistance Program and WIC Counselors with problem and conflict resolution as needed. Request the assistance of Security if necessary.



o Maintain the Unit Log for Human Shelter Services (see Attachment 1, Tab 2).


o Submit written notification to Human Shelter Services Branch Director of unneeded resources and/or equipment that can be reallocated or demobilized (including staff).





HUMAN SHELTER SERVICES LAYOUTS

Insert Layout(s) for Dormitory Areas for Specific Site Here. These can be found in the SMS Plan, Appendix 1.

Human Shelter Services Areas Layout Attachment 1, Tab 1 - 1

Table Table

Table/Desk

Table

Table

Table

Table

Table

Table

Chair

Computer

STORAGE

DOOR

CHILDREN’S ACTIVITY AREA

Develop Layout for Children’s Activities Area for Specific Site Here.


Table/Desk

Chair

Computer

ASSISTANCE PROGRAM COUNSELING AREA

Develop Layout for Assistance Program Counseling Area for Specific Site Here.


FileCabinet

DOOR

HUMAN SHELTER SERVICES UNIT LOG

UNIT LOG1. Incident Name

2. Date Prepared

3. Time Prepared

4. Unit Name/Designators

5. Unit Leader (Name and Position)

6. Operational Period

7. Personnel Roster Assigned

Name ICS Position Home Base 8. Activity Log

Time Major Events

9. Prepared by (Name and Position)

Unit Log Attachment 1, Tab 2 - 1

Time Major Events


Unit Log Instructions

1. Incident Name: VEOC Incident Name followed by name of SMS

2. Date Prepared: Day of Week, Month Day, Year

3. Time Prepared: Start Time of the Report in Military Time

4. Unit Name/Designators: Name of the Section/Branch/Group/Unit (i.e. Hospitality-Dormitory Group)

5. Unit Leader: Name and Position (i.e. Joe Smith, Hospitality-Dormitory Group Supervisor)

6. Operational Period: From the active, current Incident Action Plan: Time in Military Format Day of Week, Month Day, Year - Time in Military Format Day of Week, Month Day, Year

7. Personnel Roster Assigned: Name, Position and Location for each direct staff member within your group (i.e. for the Hospitality Dormitory Group Supervisor - Hospitality-Dormitory Coordinators, Names and Posts)

8. Activity Log: List major events that occur (e.g., task assignments, task completions, injuries, difficulties encountered, etc.) and the time (in military format) when they occurred

9. Prepared By: Enter name and title of the person completing the log. Provide log to immediate supervisor, at the end of each operational period.


JOB AID:REPORTING

The Human Shelter Services Branch will provide limited data collection for the shelter. Although, the amount of data collection is limited, it is critical that the information collected is accurate and timely. Although some reporting will occur through the EWA Phoenix System, procedures need to be developed also in the case that the electronic system (EWA) is not working. The following table indicates the basic information that will be required from the Branch.

Type of Information

Information Source

Information Recipient

Format for Providing

Information

Time Information Needed

Children’s Activities Usage

Children’s Activities Coordinator

Human Shelter Services Branch Director

Children’s Activities Activity Report

Daily from time of open until time of close

Assistance Program Counseling Usage

Assistance Program Group Supervisor

Human Shelter Services Branch Director

Assistance Program Counseling Activity Report

Daily from time of open until time of close

This may only be a partial listing of the data needs of the shelter from the Human Shelter Services Branch. Additional reporting needs may be identified as the shelter operates.

The Human Shelter Services Branch Director will:

Upon entry into the shelter:

o Assure the Children’s Activities Coordinator and Assistance Program Counseling Group Supervisor (if activated) have made sufficient copies of the needed forms and understand the process for completing and submitting them.

o Develop and notify the Children’s Activities Coordinator and Assistance Program Counseling Group Supervisor (if activated) a schedule for submission of the completed forms to the Human Shelter Services Branch Director based on the needs of the Planning Section.


o Assure that forms are completed thoroughly, accurately and in a timely fashion and submitted to the Planning Section Chief for incorporation into shelter-wide reports as needed.

The Children’s Activities Coordinator will:

Reporting Job Aid Attachment 2 - 1


Assure that sufficient copies of the printed report forms are available. Forms should be printed such that there are enough blank forms are available for three days.


o Assure that children’s activity item check-out/in is completed thoroughly, accurately and in a timely fashion such that reporting capabilities will be complete.

o Keep accurate logs of attendees to non-item check-out/in activities (movies, sports/recreational activities, etc.).

o Using check-in/out forms, complete the Children’s Activities Activity Report daily or as requested by the Human Services Branch Director. Submit to the Human Services Branch Director once completed.



Assure that sufficient copies of the printed report forms are available. Forms should be printed such that there are enough blank forms are available for three days.


o Assure that accurate logs of recipients of programmatic assistance are maintained.

o Using recipient logs, complete the Assistance Program Counseling Activity Report daily or as requested by the Human Services Branch Director. Submit to the Human Services Branch Director once completed.

Reporting Job Aid Attachment 2 - 2

CHILDREN’S ACTIVITIESACTIVITY REPORT

1. Incident Name:

2. Report Date/Time:

3. Number of Items Checked Out: Today Total

a. Number of Items Returnable:

b. Number of Items Returned:

1) Condition of Returned Items:

Good:

Fair:

Poor:

Unusable:

4. Other Activities: (list below)

a. : Today Total

b. : Today Total

c. : Today Total

5. Prepared by: Date/Time:

6. Received by: Date/Time:

Children’s Activities Report Attachment 2, Tab 1 - 1

ASSISTANCE PROGRAM COUNSELINGACTIVITY REPORT

1. Incident Name:

2. Report Date/Time:

3. Number of Residents Assisted: Today Total

a. Assistance Programs: Today Total

1) Programs Requested/Offered:

i.

ii.

iii.

iv.

v.

vi.

b. WIC: Today Total

4. Prepared by: Date/Time:

5. Received by: Date/Time:

Assistance Program Counseling Activity ReportAttachment 2, Tab 2 - 1

JOB AID:HOSPITALITY-DORMITORY COORDINATION

The Hospitality-Dormitory Group is the evacuees’ most seen presence within the shelter. This group provides a continuous sensory review of the sleeping areas within the shelter. The Hospitality-Dormitory Group assists in providing safety and security insight from evacuee interaction and monitoring dormitory activities for areas of concern. This group also assists in the security and safety of the shelter by assisting evacuees in observing shelter rules and guidelines and requesting assistance to enforce these when concerns arise.

The Hospitality-Dormitory Group Supervisor will:




o Assist with the setup of the dormitory area. Assure that the Dormitory area has been or is being set up according to the identified layout of the site (see Attachment 1, Tab 1).

o Determine if evacuee types will be separated within the dormitory area and map out how this will be completed.

Families

Single Men

Single Women

People with Mobility Needs


o Meet with the Hospitality-Dormitory Coordinators upon their arrival to the shelter to:


Deliver just-in-time training and/or refresher course for Hospitality-Dormitory Coordinators to include.





Hospitality-Dormitory Job Aid Attachment 3 - 1

o Shelter/Dormitory Layout

o Shelter Evacuation and Emergency Assembly Area

o Job duties

Post assignments.


Distribute handouts.

o Shelter Rules and Guidelines (see Registration and Intake SOP)

o Shelter Guide (see Registration and Intake SOP)

o Local Guide (see Registration and Intake SOP)



o Provide updates as needed to staff regarding situational status, shelter status, operational changes, briefings, etc.


o Provide a shift change briefing to the incoming Group Supervisor to include:

Current status of the Group




o Assign Hospitality-Dormitory Coordinator posts.

o Assist Hospitality-Dormitory Coordinator in reception and delivery of special needs items, resources and services.

o Assist Hospitality-Dormitory Coordinator with problem and conflict resolution as needed. Request the assistance of Security if necessary.









Hospitality-Dormitory Coordinators will:


o Meet with the Hospitality-Dormitory Group Supervisor to:

Receive information on the shelter situation and get a brief operational overview.

Receive just-in-time training and/or refresher course that will include:





o Shelter/Dormitory Layout


o Job duties

Receive post assignment.

Receive communications equipment.

Receive handouts.

o Shelter Rules and Guidelines (see Registration and Intake SOP)

o Shelter Guide (see Registration and Intake SOP)

o Local Guide (see Registration and Intake SOP)

o Check-in as detailed in the training.

o Test communications equipment.

o Familiarize themselves with the shelter and its layout.

Learn locations of services throughout the shelter.


Learn locations of accessible facilities throughout the shelter.

Know locations of safety equipment throughout the shelter, to include, but not be limited to, fire exits, fire extinguishers, fire alarms, etc.

o Walk around the exterior of the shelter and the local surroundings to get oriented to the shelter.


o Assure that you are clearly visible as a shelter staff member.

o Cordially receive evacuees into the dormitory area and direct them to the appropriate area for their group.

If there is a mobility issue, locate this person/group to an outside edge sleeping area if a mobility needs area is not pre-identified.

Direct evacuees to the appropriate sleeping areas within the dorm assuring that evacuees use consecutive spaces (cots/mats) to maximize space. Once the shelter has reached its maximum intake, evacuees may be allowed to adjust their sleeping space within the shelter if open space is available within the dorm.

o Monitor the evacuee behavior, conversation and activity. Watch for any trends that may indicate a safety or security concern. Notify the Hospitality-Dormitory Group Supervisor and a Security Officer of any concerns.

o Monitor the dormitory area for any safety concerns.

Maintain open aisles and minimize clutter so that if an evacuation is necessary, there will be limited blockages to the exits.

Remain alert to any weather or non-weather hazards, including, but not limited to, fire or chemical hazards.

Report any concerns immediately to a supervisor, or if the hazard is life-threatening, immediately initiate an alarm.

o Monitor evacuees, staff, volunteers, etc. to assure shelter rules and guidelines are being followed such that the shelter can remain secure.

For non-physical threats (example: cursing or has a pet), discreetly address the individual directly. If the individual continues to not comply with shelter guidelines or becomes agitated, request assistance from the Group Supervisor.

For physical threats (example: weapon or act of physical violence) immediately, yet discreetly, contact the Group Supervisor and request the assistance of Security.


o Be prepared to assist evacuees in evacuation of the dormitory area to a pre-determined assembly area outside of the shelter if necessary. This area should be determined by the

o Determine if evacuees have immediate needs. These immediate needs can include, but are not limited to mobility assistance (example: a person being carried needing a wheelchair), language assistance (example: a Spanish speaking individual with no other travel companions), mental health assistance (example: a person walks in hysterical), and/or physical health assistance (example: a person walks in holding their chest).

If assistance is required, immediately radio to the Group Supervisor to notify him/her of the need.

Contact the appropriate branch/unit/group to fulfill the need.

o Mobility assistance – Special Medical Needs Services Triage Nurse

o Language assistance – Registration and Intake Services Branch Director

o Mental health assistance – Special Medical Needs Services Triage Nurse

o Physical health assistance - Special Medical Needs Services Triage Nurse

o Provide shelter and local information to all shelter evacuees, staff and volunteers as needed. If you do not know the information required, contact the Group Supervisor to research.

At demobilization/closing:

o Complete final timesheet and submit to the Group Supervisor for review and approval.

o Complete after action report forms and return to the Planning Section prior to departure.


JOB AID:CHILDREN’S ACTIVITY COORDINATION

The Children’s Activities Coordinator will provide sources of entertainment to families with children while residing within the shelter. In most cases, this will be limited to the distribution of age-appropriate toys, games and activity items to parents/guardians. Some sites may have the capability to organize group activities, such as movies, sports activities, and/or creative play.

The Children’s Activity Coordinator will:









o Job duties

o Shelter layout

o Local information

o Services/supplies available

How to request/receive these services/supplies

o How to use EWA Phoenix to distribute activity items

o Paper distribution documents (for backup)


o Assist with the setup of the children’s activity area. Assure that the area has been or is being set up according to the identified layout of the site (see Attachment 1, Tab 1).

o Prepare and post Children’s Activity Area “hours of operation” near the site and in highly populated locations.


Children’s Activities Job Aid Attachment 4 - 1

o Inventory all activity items (see Attachment 4, Tab 2) and log into the EWA Phoenix System (see Attachment 4, Tab 3).



o At the beginning of each shift, complete a Children’s Activities Inventory Log. Only count those items that are currently in stock within the Children’s Activities Area. Do not count those items that are checked out but should be returned.

Determine need to order additional items based on a review of number of items that remain in stock and/or are anticipated to be returned based on Children’s Activities Check-out Form.

o Assure that the Children’s Activity Area remains staffed at all times that it is considered “open”. If an activity or break takes you away from the area for any period of time, assure that a return time is posted and the door to the area is locked or security is posted at the area.

o Distribute age-appropriate activity items to parents/guardians using the appropriate digital (EWA Phoenix – see Attachment 4, Tab 2) and paper-format (see Attachment 4, Tab 1). All reusable items must be returned or renewed every 24-hours.

o If possible, develop group activities for families and advertise throughout the shelter. Volunteers from within the residency and/or from the institution may be a great resource to set these activities up and provide supervision/guidance during their execution.

o Provide shelter and local information to all shelter evacuees, staff and volunteers as needed. If you do not know the information required, contact the Group Supervisor to research.





CHILDREN’S ACTIVITIES CHECK-OUT FORM

1. Resident Name:

a. Resident ID Number (from ID band):

2. Item Description:

a. Item ID (SKU or appointed ID number):

b. Item ID (SKU or appointed ID number):

c. Item ID (SKU or appointed ID number):

d. Item ID (SKU or appointed ID number):

e. Item ID (SKU or appointed ID number):

3. Date/Time Accepted:

4. Form Prepared by:

CHILDREN’S ACTIVITIES CHECK-OUT FORM

1. Resident Name:

a. Resident ID Number (from ID band):

2. Item Description:

a. Item ID (SKU or appointed ID number):

b. Item ID (SKU or appointed ID number):

c. Item ID (SKU or appointed ID number):

d. Item ID (SKU or appointed ID number):

e. Item ID (SKU or appointed ID number):

3. Date/Time Accepted:

4. Form Prepared by:

Children’s Activities Check-out Form Attachment 4, Tab 1 - 1

CHILDREN’S ACTIVIES INVENTORY LOG

Item SKUNumber Count Date/Time Initials

Children’s Activities Inventory Log Attachment 4, Tab 2 - 1

QUICK GUIDE: EWA PHOENIX CHILDREN’S ACTIVITIES TRACKING

LOG INTO EWA PHOENIX:

1. Log into the EWA Phoenix website for Virginia at: https://www.ewaphoenix.com/VA_5_2/.

2. Select the correct event then enter your user name and password.

3. Insure that you have access to the Materials Management portion of the application.a. If you can see the Materials Management in the top control bar, you have the

appropriate access.b. If you do not see this, please contact the EWA Phoenix Administrator at

?????? to be appropriately set up.

EWA Phoenix Children’s Activities Tracking Attachment 4, Tab 3 - 1

INVENTORYING CHILDREN’S ACTIVITY ITEMS:

This section will show you how to register a children’s activity item into the EWA Phoenix system.

1. Organize the Children’s Activity Area’s storage space to combine like items (24-count box of Crayola Crayons, deck of playing cards, 10-piece puzzle).

2. For each group of like items, assign a EWA identification band. Annotate on the band itself in permanent marker the description of the item. Affix the band to the table at the location of the items.

3. If this beginning of the SMS activation, complete the initiating (first) Children’s Activities Inventory Log. This can be used to assist in entering the items more quickly than one-at-a-time.

4. From the EWA Phoenix home page, roll over Material Management and click on Inventory.

5. The Items screen will appear.


6. To enter a new item, click the “Add New” button to the bottom left of the screen. An Add Item screen similar to the below screen will appear.

7. In the Item Type drop down, select “Children’s Activities”.

8. Input the details for the item:

a. Stock Number - the identification number from the ID band that you assigned to the item when organizing your assets.

b. Description - detailed (i.e. not just puzzle, but puzzle, wooden 10-piece)

c. Reorder Threshold - To have the system alert the Logistics Section when an item is low in the inventory, set the Reorder Threshold to 25% of the original counted number of the item.

d. Unit – what the normal item’s unit is (i.e. 1 box of crayons, not 1 crayon)


e. Count: Max No. of Units per Person per Period and Period: One Unit Lasts (in days) – If you feel the need to limit the ability of a person to receive more than a set number of an item within a set period, set the number of units that a person can get to what you feel is acceptable and then set the period. For example, a person is only allowed one box of crayons, 24-count per day.

f. Organization – For all Children’s Activity items, the organization should be set at Virginia Department of Social Services.

g. Events – the event you are signed in under should automatically be selected, but if it is not, be certain that the event you are working is checked.

9. When the information is complete, hit the “Add” button at the bottom left of the screen.

The Items screen will reappear.

10. The next step is to input the number of items within the “lot”. First, search for the item you just input by choosing “Children’s Activities” in the item Type drop-down menu and click the Search button.

11. The item you entered, should be returned to you in a listing under the “Items” area in the center of the screen.


To add in the number of the item in the inventory, click the “Manage Lots” button.

12. From the Lots screen, you will need to click the “Add New” button at the bottom left of the screen.

13. Enter the information about the lot:

a. Lot Number – First indicate the location (i.e. VT Cassell), then enter the number sequentially of the shipment of item. If this is the original stock for the shelter, it should be set to VT Cassell - 1. If this is the third re-order of the item, it should be set to VT Cassell - 4.

b. Manufacture – Enter the manufacture for the item. If they are all the same, you should enter the single manufacture. If there are multiple, you may enter “Various” or place all names with slashes between.

c. Quantity on Hand – Enter the number of items in the current inventory.

d. Expiration Date – Enter the expiration date as listed on the package. If there is no expiration date, enter “December 31, 2030”or later so that the item will not be flagged as out-o-date.


e. Events – The event for which you are working, should be automatically selected. If it is not, please check the box beside the appropriate name of the event.

Click on the “Add” button to enter the information into the system.

14. The information has been successfully entered into the system and should be displayed in the Lots screen of the system.

15. To add a new item into the system, click the “Return” button to return to the Item screen and click the “Return” button again to return to the Items screen.


and click the “Return” button again to return to the Items screen.


DISTRIBUTING (CHECKING-OUT) CHILDREN’S ACTIVITY ITEMS:

This section will show you how to distribute a children’s activity item to a shelter resident, staff member or volunteer through the use of EWA Phoenix.

1. Work directly with the evacuee and his family to determine what activities would be most appropriate for their children.

2. From the EWA Phoenix home page, roll over Material Management, roll over Distributions, then click on Person Distribution. This will allow for an individual to receive items without processing a mass distribution.

The Person Search screen will appear.

3. To distribute an item to an individual, either search for the person listed on the Check-Out Form by name or Badge Number (ID band). Once you have selected a name or entered a badge, click the Select Record or Search Badge button accordingly.

The View Person Screen will appear.


4. If the person that comes up on the screen is correct, click the “This IS the person I want” button. The Person Distribution Screen will appear.

If it is not, click the “This IS NOT the Person I want” button. You will return to the Person Search Screen again to try a different search (return to #3).

5. Under New Distribution, select “Select Items for Distribution”. The filter screen will appear.

6. To search for the item you will distribute, either enter the stock number (the number from the ID band assigned for that item type at the beginning of the event), enter a description, or select “Children’s Activities” from the Type drop-down list. Click the Search button and your search results will appear. If nothing is returned, try your search again with different parameters.


7. Click the “SELECT” button next to the item that the person wished to check-out.

8. Check the box beside the correct lot of items from which to choose. Be certain you are selecting the lot that is within your shelter (make sure that it says the name of your location in the lot identifier (i.e. VT Cassell – 1) and that there are items in that lot on hand for distribution. Click “Add Selected Lot(s) to Inventory Cart”.

9. Enter the quantity to distribute to the person (generally 1) and click “Begin Distribution”.

10. vvvvvv


JOB AID:

ASSISTANCE PROGRAM COUNSELING

The Assistance Program Group assists evacuees in developing family plans that will allow for them to return back to a more normal living situation and lifestyle. Assitance Program Counselors will help evacuees determine appropriate local, State, and Federal assistance programs, both disaster and non-disaster related, that may benefit them towards reaching this goal. This Group will be activated as a need is determined by the Unified Command.





o Assist with the setup of the assistance program counseling area. Assure that the area has been or is being set up according to the identified layout of the site (see Attachment 1, Tab 1) and that appropriate office supplies are on hand.

o Set up a assistance program counseling schedule for each of the Assistance Program Counselors (see Attachment 5, Tab 2). Advertise their availability and the assistance that they will provide along with a sign-up capability (see Attachment 5, Tab 1).

Sign-up will not occur directly for WIC Program Counselors. Assistance Program Counselors will refer evacuees to the WIC Counselor(s) for further assistance if it is determined that this program could assist in fulfilling the family’s needs.


o Meet with the Assistance Program and WIC Program Counselors upon their arrival to the shelter to:


Deliver just-in-time training and/or refresher course to include




Assistance Program Counseling Job Aid Attachment 5 - 1


o Shelter Layout


o Job duties

Discuss potential disaster and non-disaster assistance programs available at the state and federal levels

Assign “office” locations to Assistance Program Counselors and WIC Program Counselors.


Distribute forms.

o Evacuee Assistance Needs Assessment (Attachment 5, Tab 3)



o Provide updates as needed to staff regarding situational status, shelter status, operational changes, briefings, etc.


o Assist Counselors in determination of appropriate programs to meet evacuee assistance needs.

o Assist Counselors with problem and conflict resolution as needed. Request the assistance of Security if necessary.


o Schedule and hold daily meetings at the beginning and ending of each shift. Use this time to discuss coming events and collect data for input into the Situation Report.






o Submit all evacuee counseling files to the Planning Section for long-term document retention. Use black permanent marker to black out all names from the forms, leaving only the ID number for reference.



Assistance Program Counselors will:


o Meet with the Assistance Program Counseling Group Supervisor to:







o Shelter Layout


o Job duties

Potential disaster and non-disaster assistance programs available at the state and federal levels



Receive forms.

o Evacuee Assistance Needs Assessment (Attachment 5, Tab 3)


o Set up and organize their “office” space.


o Set up internet bookmarks to appropriate websites for federal and state assistance programs.


www.dss.virginia.gov/benefit/index.html (list of programs available through VDSS and needed forms, etc.)

https://jupiter.dss.state.va.us/EligibilityScreening/ (eligibility screening for VDSS assistance programs)

www.vda.virginia.gov (prescription drug assistance)

www.dhcd.virginia.gov (housing resources)

o Familiarize themselves with the shelter layout and schedule.


o Assure availability for all appointments and any walk-ins that may occur between appointments.

o Be sympathetic, compassionate and patient in interacting with evacuees.

o File all evacuee specific information within a locked file cabinet to provide a level of confidentiality to the evacuee. Keep this information within the locked cabinet unless specifically working on that case or meeting directly with that person/family.

o After the initial consultation, review the case for potential assistance programs that could be useful for the evacuee.

Elevate short and long-term housing and/or transportation needs to the Group Supervisor such that a report of these needs (outside of established assistance programs) can be addressed by the Unified Command and/or elevated to the Virginia Emergency Operations Center (VEOC).

Discuss any other areas of concern with the Group Supervisor.

Print out any pertinent information and/or forms for the evacuee and have it available for their next appointment.

o After the initial consultation, schedule a follow-up within 24 hours to discuss any findings, questions, etc. with the evacuee. Be sure to utilize the posted sign-up sheet to prevent double-booking.

o After the second consultation, schedule follow-up meetings as determined necessary.


o Submit evacuee counseling files to the Assistance Program Group Supervisor for long-term document retention.



http://www.dhcd.virginia.gov/

http://www.vda.virginia.gov/

https://jupiter.dss.state.va.us/EligibilityScreening/

http://www.dss.virginia.gov/benefit/index.html



WIC Program Counselors will:


o Meet with the Assistance Program Group Supervisor to:







o Shelter Layout


o Job duties




o Set up and organize their “office” space.


o Familiarize themselves with the shelter layout and schedule.


o Provide appropriate WIC services to clients (i.e. intake, nutrition education, food instrument issuance, formula issuance, etc.) and document

o Assure availability for all appointments and any walk-ins that may occur between appointments.

o Be sympathetic, compassionate and patient in interacting with evacuees.

o If paper files are utilized, file all evacuee specific information within a locked file cabinet to provide a level of confidentiality to the evacuee. Keep this information within the locked cabinet unless specifically working on that case or meeting directly with that person/family.

o Maintain up-to-date registry of WIC recipients in shelter

o Perform anthropometric processes and document


o Provide minimal appropriate nutrition education to clients and document

o Assure formula-dependent infants on WIC have appropriate nourishment made available

o Provide appropriate WIC services to clients (i.e. food instrument issuance, formula issuance, etc.) and document

o Refer client(s) to other services as needed and document

o Coordinate with other services as needed

o Compile data for reporting to State WIC Office

o Provide input to Assistance Program Group Supervisor for inclusion in Situation Reports

o Provide in-briefing to relief shift

o Document lessons learned for post-event after action report


o Submit WIC Counseling files to the Assistance Program Group Supervisor for long-term document retention.


o Assist in facility demobilization



ASSISTANCE PROGRAM COUNSELING FLYER

See next page.

Assistance Program Counseling Flyer Attachment 5, Tab 1 - 1

Are you worried about what youAre you worried about what you will do when the shelter closes?will do when the shelter closes?

If you need help to:- Meet daily needs,- Return home,- Travel to the home of a family member

or friend,- Find temporary housing,- Repair damages to your home due to the

event,- or you would like to speak with someone

to discuss your situation,schedule time with a Assistance Program Counselor today!

Signup sheets are beside theSignup sheets are beside the Assistance Program CounselingAssistance Program Counseling

Office Office (indicate location)(indicate location)..

ASSISTANCE PROGRAM COUNSELING SIGNUP SHEET

To sign up for a time, write in your ID number from your wrist band in the time slot you would like to reserve. If you cannot read your ID number, input your full name.

All sessions occur within the Assistance Program Counseling Office – please arrive 5 minutes prior to your appointment.

TIME Counselor 1 Counselor 2 Counselor 3

DAY OF WEEK: mm/dd/yy

8:00 a.m.

8:30 a.m.

9:00 a.m.

9:30 a.m.

10:00 a.m.

10:30 a.m.

11:00 a.m.

11:30 a.m.

NOON

12:30 p.m.

1:00 p.m.

1:30 p.m.

2:00 p.m.

2:30 p.m.

3:00 p.m.

3:30 p.m.

4:00 p.m.

4:30 p.m.

5:00 p.m.

5:30 p.m.

6:00 p.m.

6:30 p.m.

Assistance Program Counseling Sign-Up Sheet Attachment 5, Tab 2 - 1

EVACUEE ASSISTANCE NEEDS ASSESSMENT

Upon interviewing the evacuee and his/her family, please indicate which items are needed to assist in return the family to a near normal situation. Be certain to indicate which items will be required for the person/family to be able to safely leave the shelter.

Name: ID Number:

Family Members:

HOUSING

Homeless (long-term housing, VOAD)

Home destroyed in event (long-term housing, IHP, SBA, VOAD)

Home unoccupiable until repaired (short-term housing, IHP, SBA, VOAD)

Home occupiable but needs repairs (IHP, SBA, VOAD)

Home Information

Rent Own

Insured? YES NO Event Covered? YES NO

Resident Information

How many people reside in the home? Ages:

Functional Needs? YES NO Type(s):

Pets? YES NO Type(s)/Size(s):

Home Repair Need (if can be repaired)

Financial ($) Labor (skilled) Labor (unskilled)

TRANSPORTATION

Fuel Only (has personal vehicle)

To where? Distance:

miles

Reason?

Physical Transport

To where?

Evacuee Assistance Needs Assessment Form Attachment 5, Tab 3 - 1

Reason?

Functional Needs? YES NO Type(s):

Pets? YES NO Type(s)/Size(s):


NUTRITION

Food lost in event (D-SNAP, Food Banks)

Reason: Electrical loss Flooding Damage to home

Food a daily struggle even outside of the event (SNAP, WIC, TEFAP, Meals on

Wheels, NSLP, SFSP, Food Banks, Nutrition Programs for Seniors)

Situation: Pregnant Child Under 5 Low Income Over 60

HEALTH/MEDICAL

Unable to afford health insurance/care (FAMIS, FAMIS Plus, LIFC, Medicaid,

BCCPTA)

Unable to meet co-payments/deductibles for health care (MSP, Medicare)

Unable to afford prescription medications (SSA Extra Help, SPAP, ADAP, PSI)

Family Information (circle all that apply):

Low Income Children under 19 Pregnant

Receives SSI (Supplemental Security Income) Receives Medicare

Blind Disabled Institutionalized

Receives Medicaid LTC (Long Term Care) services 65+

OTHER

Unemployed

Reason: Event Related NOT Event Related

Other:


Documents

STANDARD OPERATING PROCEDURE - dss. Web viewHuman Shelter Services SOP Page 13. Assistance Program ... The Branch Director will also have a computer which will be able to access word