Page 1

HANDSON RIVER REGION 2101 E ASTERN B LVD .- STE 322-M ONTGOMERY , A L 36117 334-264-3335 * www.handsonriverregion.org

VOLUNTEER RECEPTION CENTER OPERATIONS MANUAL

Information contained in this manual was obtained by the Points of Light Foundation, Volunteer Florida, Best Practices Manual Based on Lessons Learned from Hurricanes Katrina and Rita and HandsOn Network, Elmore County EMA & Homeland Security Office


TABLE OF CONTENTS INTRODUCTION ............................................................................................................................ 2 CHAIN OF COMMAND - VOLUNTEER RECEPTION CENTER........................................... 4 FLOW OF VOLUNTEERS AT THE VRC PHYSICAL LOCATION: ...................................... 5 SECTION 1: PLANNED PROCEDURE ..................................................................................... 8 SECTION 2: TRAINING............................................................................................................... 9 SECTION 3: VRC SUPPLIES AND EQUIPMENT ................................................................ 10 SECTION 4: EMERGENCY CONTACT INFORMATION ..................................................... 12 FREQUENTLY ASKED QUESTIONS...................................................................................... 14 ALABAMA STATUES REGARDING VOLUNTEERS........................................................... 15 VRC JOB DESCRIPTIONS ........................................................................................................ 17 VRC DIRECTOR: ................................................................................................................................................... 17 SAFETY OFFICER: ............................................................................................................................................... 18 WORK STATION # 1 REGISTRATION .............................................................................................................. 19 WORK STATION # 2 INTERVIEWS.................................................................................................................... 19 WORK STATION # 3 DATA COORDINATION ................................................................................................. 20 DATA ENTRY ......................................................................................................................................................... 20 WORK STATION # 4 SAFETY BRIEFING ......................................................................................................... 21

APPENDIX ..................................................................................................................................... II FLOOR PLAN.............................................................................................................................. III VRC DIRECTOR ......................................................................................................................... IV GREETERS.................................................................................................................................... V INTERVIEWERS ......................................................................................................................... VI DATA COORDINATOR ............................................................................................................ VII SAFETY TRAINERS ............................................................................................................... VIII VOLUNTEER ID STAFF ............................................................................................................ IX RUNNERS/FLOATER ................................................................................................................ XI LOGISTICS EQUIPMENT SIGN-OUT & SIGN-IN ............................................................... XII VRC FORMS............................................................................................................................. XIII SIGNS NEEDED FOR VOLUNTEER REGISTRATION CENTER ....................................... A VRC EMPLOYEE & VRC VOLUNTEER SIGN-IN / SIGN-OUT RECORD ......................... B WORK SITE SIGN-IN / SIGN-OUT RECORD ......................................................................... C HOME/BUSINESS OWNER REQUEST ................................................................................... D DISASTER DONATION FORM .................................................................................................. E DISASTER VOLUNTEER REFERRAL ..................................................................................... F RELEASE OF LIABILITY STATEMENT .................................................................................. G DISASTER VOLUNTEER REGISTRATION FORM ............................................................... H SAFETY BRIEFING FOR DISASTER VOLUNTEERS ........................................................... I VRC SAFETY BRIEFING ATTENDANCE RECORD .............................................................. J EXPENSES INCURRED .............................................................................................................. K

1


INTRODUCTION During disasters, Volunteer Centers are one of the most valuable resources available. Disaster professionals recognize and acknowledge the value of an organization that can quickly mobilize and deploy large numbers of volunteers to meet a broad array of community needs. When a major event occurs, VOLUNTEERS WILL COME! Often these large numbers of untrained volunteers arrive wanting to help with little or no connection to disaster relief agencies. When this happens with little planning beforehand, results have often been described as a “disaster within a disaster”. These spontaneous unaffiliated volunteers, also called convergent volunteers because they often converge at the scene of a disaster, can actually become a hindrance unless there is a designated place where their time and talents are efficiently linked with disaster relief and recovery efforts. The Volunteer Reception Center (VRC) becomes the model to process these individuals. There are several practical reasons for utilizing a VRC process:  A VRC provides a specific location, staffed by skilled volunteer managers capable of screening, interviewing and referring citizens in a professional manner.  Though many are first-time disaster volunteers, they bring with them a wide range of skills and professional training, which is often in short supply after a catastrophic event.  Documentation of volunteer service permits a dollar value to be placed on donated services, contributing to required matching funds for reimbursement purposes.  The VRC encourages collaborative planning and implementation on a county and/or regional basis to meet first-responder needs, contributing to a positive public perception of cooperation on mutual concerns.

2


THIS MANUAL IS NOT DESIGNED TO BE A BLUEPRINT, BUT A GUIDE.

Proper planning is essential to responding quickly and efficiently during disasters. The Volunteer Center and/or VOAD should be ready to deploy when called to action. Collaborative planning helps determine how a community’s expertise and resources can strengthen the efforts of other agencies; it also ensures a coordinated response when disaster strikes. For instance, spontaneous unaffiliated volunteers, sent by the VRC, can work alongside trained volunteers to expand the capacity of major disaster relief agencies. Spontaneous volunteers can also fill staffing gaps and enhance the ability of community-based organizations to respond to their constituents. Finally, some VRC’s may organize teams designed to offer direct services for providing relief to individuals and families with limited or unavailable resources. Regardless of the type of need, scope of disaster or needs from the VRC, it can be used in any size community, with the participation of any combination of community resources, for any type of disaster, no matter how extensive the damage or type of disaster. The process relies on the accepted principles of professional volunteer administration, including registration, personal interviews, agency referral and documentation. On site approved training may be necessary for first-time disaster volunteers. VRC WORKSITE SUPERVISORS SHOULD BE INSTRUCTED TO:

1. Maintain a supply of volunteer sign-in sheets at each volunteer worksite. (Use the sample provided in the Forms Appendix or worksite supervisors should develop a sigh-up form that meets your specific needs.) 2. Conduct a safety briefing as each group of volunteers arrives, regarding the specific hazards at the site. This step is critical to preventing injuries and minimizing the risks to the volunteers, the county, and the property on which the volunteers will be working. 3. Have all volunteers read the statement at the top of the sign-in sheet and sign in, recording their time of arrival and departure each day. (Review the statement with your Risk Management Department and edit as necessary. Volunteers registered with the Volunteer Reception Center will already have signed a complete release of liability on their Disaster Volunteer Registration Form, but should sign the signin sheet each day as well). 4. At the end of each shift, all volunteer sign-in sheets should be returned to a designated supervisor, who will return them to the Emergency Management Agency/Emergency Operations Center. Strict adherence to these procedures will minimize the effects of any possible legal action taken against the Coordinating Agency or the county, should a volunteer be injured or inadvertently cause damage to property or to others.

3


CHAIN OF COMMAND - VOLUNTEER RECEPTION CENTER Director Emergency Management Agency Executive Director HandsOn River Region

HandsOn River Region Program Manager VRC Coordinator VRC Coordinator Assistant

Greeters Registration Data Entry

Safety Training

4

Task Assign.

ID Runner Badges


FLOW OF VOLUNTEERS AT THE VRC PHYSICAL LOCATION: The following station descriptions explain the VRC floor plan (See Appendix). Stations #1-5 labeled on the floor plan and the solid arrows connecting them represent the movement of volunteers through the registration and referral process. For security, safety, and risk management reasons, all volunteers should complete the entire process. Station #1 Registration / Orientation At Station #1 greeters give volunteers instruction sheets, ask them to fill out registration forms and give them a brief orientation to the registration process. If possible, this station should be located outside or in a room adjacent to the main registration area, to minimize the commotion and stress inside the Volunteer Reception Center. Station #2 Interviews As interviewers are available, a greeter ushers in new volunteers. At the completion of the interview the volunteer is given a referral form and directs the volunteer to Data Coordination. He then proceeds to Station #3. Station #3 Data Coordination The Role of the Data Coordinator is to match the Referral forms to the Requests and to close out the Requests when they have been filled or are no longer needed. You may have to call an agency contact to clarify the agency’s Request. The volunteer takes his referral form to Station #4. Station #4 Safety Briefing The Safety Trainer will document the attendance of each volunteer and present a prepared safety briefing appropriate to the specific disaster event. At the conclusion of the briefing, the trainer will refer volunteers to station #5 for ID. Station #5 Job Assignments The Job Assigner will review the registration data and experience of the volunteer. According to the need and experience of the volunteer the volunteer will make assignments and complete the initial referral form. Station #6 Volunteer ID Volunteer identification staff attaches a wristband to each volunteer, containing the volunteer’s name, the agency or site to which the volunteer was referred and the date(s) on which the volunteer expects to work. The volunteer proceeds to the transportation area for a ride to the job site or to drive themselves to the worksite. Other Support Stations: Other areas shown on the Floor Plan house necessary personnel that do not deal directly with spontaneous walk-in volunteers: Data Entry/Record Keeping - Data entry staff enters the requests for volunteers and the Volunteer Registration forms into the computer. When the influx of volunteers subsides, staff can begin entering the referrals recorded on the Request for Volunteers forms and close out the completed requests. Data entry staff can print updated lists of the unfilled requests as needed for the interviewers and the data coordination section. 5


If computers are not available, Requests for Volunteers and Volunteer Registration Forms will be filed alphabetically in separate folders for input at a later date. Supply Area - This area should be located in a room that can be secured and should be accessed only by the VRC staff. Communication/Public Information - The VRC Director is the only VRC leader to make statements to the media about the Center’s operation as directed by the County’s Public Information Office and Emergency Management. All information should be approved by the lead agency prior to dissemination. Runners - Runners will be located throughout the VRC. They will be in charge of transporting material from one station to another. Staff Break Area Though not shown on the VRC Floor Plan, a break area should be established. Noise, frustration, the general sense of urgency and the intensity at which the VRC staff will be working will cause stress to build. Staff should take short breaks whenever possible to operate efficiently and minimize the stress. Transportation Unmet Needs Assessors Logistics (Donations of supplies, water, equipment, etc., to support volunteer relief work) Public Health (Tetanus Shots) Disaster Psychology (Counseling)

6


VOLUNTEER RECEPTION CENTER Volunteer Management: Depending on the size, scale, and location of the disaster, an organization can employ any number of volunteer management strategies. Use of a Volunteer Reception Center (VRC) is one of the most effective strategies available. Operating a VRC is a major focal point of existing Best Practices for using volunteers in disaster relief. It is a highly efficient, widely used strategy to manage spontaneous, unaffiliated volunteers. Its operations are broken down into eight volunteer processing stations, and several support stations that facilitate how the center processes volunteers. The VRC Director will determine whether all volunteer processing stations and/or support functions will be required during activation of the VRC. The Director may add to the list below, as appropriate depending on the disaster Every attempt should be made to ensure the process remains efficient and streamlined in order to get the volunteers to their assigned work sites as expeditiously as possible.

7


SECTION 1: PLANNED PROCEDURE Activation to Completion 1. The disaster is approaching. The HandsOn River Region staff also known as the "go team" gather necessary VRC "Go Kits", make contact with EMA and remain on standby regarding VRC activation 72 hours pre-storm. 2. Twenty-four hours post disaster, the Emergency Manager will determine if activation of the Volunteer Reception Center is required. If yes, the resource allocation and alternate site plans are to be implemented with appropriate security and road access. 3. Upon confirmation of VRC activation, the “Go-Team” will be contacted and briefed of the situation and provided with the location the VRC. Lead volunteers initiate the phone tree to other trained VRC volunteers. 4. If electricity and Internet access are available, the Master Data Coordinator will update the HandsOn River Region homepage with an Emergency Response. Event message and tips for potential disaster volunteers. If unavailable, the Master Data Coordinator will contact another Volunteer Center or the 1800Volunteer.org Support Staff for assistance with activating an Emergency Response Event and posting relevant information. 6. Lead volunteers arrive at the designated site and set-up. 7. “Station” volunteers arrive and get a brief overview 8. Volunteers will be directed to walk-in to the Volunteer Reception Center, or call 211. 9. Government officials and agencies, voluntary agencies active in disaster, and community based organizations will be directed to report their volunteer requests via 2-11 Information and the EOC, or faxing the VRC Volunteer Request Form enclosed in this manual. 10. The VRC officially opens. 11. The notification team member works with the local chapter of the American Red Cross on getting refreshments for the VRC. 12. The VRC Director will monitor the flow of information and volunteers at the VRC and will make recommendations on the volunteer requests and provide progress reports as needed.

8


SECTION 2: TRAINING  All of the volunteers working at the Volunteer Reception Center should be previously trained for their specific position tasks. There are specific position descriptions (listed in the Procedures section).  The volunteers will go through a tabletop training exercise to get acclimated with their positions.  Retention of Volunteers: Following the tabletop training exercise, there will be a quarterly meeting to keep the volunteers engaged and trained for a disaster if it should occur.

TIPS ON EFFECTIVE MANAGEMENT OF DISASTER VOLUNTEERS                      

Plan carefully Commit to provide trained leadership Set realistic goals for each day's work Help volunteers see where they fit in the "big picture" Organize effectively Refer to written checklists for each job to be done Create a master list of all jobs with a one-line description of task and to whom volunteers report and post it. Staff responsibly Make assignments to volunteers based on their skills, interest and experience Train people in how to do their job; give them the information they will need for success as well as a vision of what you are doing. Supervise in an enabling way. Help people to be successful. Praise their good work; correct errors immediately. Help people feel important, included, and valuable. Watch for signs of burnout and rotate tasks or relieve volunteers appropriately. Be specific, brief, and clear in giving instructions. Use humor to help people over the rough spots. Always be fair. Remind volunteers that their efforts are helping the entire community. Keep people informed. Watch for signals that people want increased responsibility. Recognition, recognition, recognition

9


SECTION 3: VRC SUPPLIES AND EQUIPMENT

HandsOn River Region VRC Supplies and Equipment Volunteer Disaster Coordinator’s “Go Kit” Contents Office Supplies: (Provided by VC) Dry erase board (at least a 36x24) Dry erase markers (set of 4) Dry eraser Pens (2 dozen) Highlighters -pack of yellow -pack of orange Pencils, Mechanical (2 dozen) Letter size, legal ruled lined paper pads (4 pads) White Copy Paper (2 reams) Flip Chart pad (1) Permanent markers (1box, assorted colors) Hanging File folders and labels (52 letter size) -26 (a-z) for volunteer in-take forms -26 (a-z) for agency needs Crate or file box (2) -One for volunteer in-take forms -One for agency needs Clipboards (25) Stapler (4), staples (2 boxes) Masking tape (2 rolls) Scotch tape (2) Scissors (2) Paper Clips (2 boxes) Binder Clips -Small (2 boxes) -Medium (2 boxes) -Large (2 boxes) Volunteer ID Badges (500) -supplies and machine to make ID’s Post-its (3 packs of 3”x3”)

Expenses Incurred Log (14) Volunteer Safety Form (500) Lists and Maps: (Provided by EOC) City and County Map (1-2 of each) Emergency Phone List (2) Lists and Maps: (VC will provide a copy of the following for EOC to print copies for Go-Kit) VRC Floor Plan/Layout (2) VRC Job Descriptions (2) Equipment: (Provided by EOC) Battery Operated radio (1) -batteries (1 pack) Battery Operated clock (1) -batteries (1pack if diff. from radio batteries) Printed Signs (see attached B)* Walkie Talkies (3-4) Extension Cords (2 cords at least 10 feet long) Equipment: (Provided by VC) Disposable/Digital Camera Laptop Computers (1-2) Portable Printer Equipment: (Provided by VRC site) Coffee Maker, Coffee, Cups, Cream & Sugar Snack Foods Water Soft Drinks Ice Coolers (3+) -One for ice, one for water, one for cokes Tables (10-12) Chairs (4 per table) -10/20extra chairs for waiting area?

Office Supplies: (Provided by HandsOn) Staff & VRC name tags Flags (2 colors) -green, next volunteer -red, help from a runner

Equipment to be determined: Fax machine, available? Printer, available if VC cannot provide Phone line (designated for use by Voluntary Agencies/211/EOC/VOAD to contact the VRC with volunteer needs & pertinent information)

Forms: (HandsOn will provide the following forms for EOC to print and have in Go-Kit) Volunteer Instructions (500) Disaster Volunteer Registration (500) Disaster Volunteer Interview List (500) Request for Volunteers (500) Disaster Volunteer Referral (500) Employee & VRC Volunteer Log (14 each) 10


SECTION 4: EMERGENCY CONTACT INFORMATION Volunteer Center Staff: 

 

Camilla Prince, Executive Director Office: (334) 264-3335 Cell: (334) 546-0102

Timberly Williams, Outreach Specialist Cell: (651) 261-1902

Tammy Spencer, Administrative Manager Office: (334) 264-3335 Cell: (334) 657-3232

Jo Ann Johnson, 211 Connects Program Coordinator Office: (334) 264-4636, Ext. 2 Cell: (334) 451-2042

J’Vrra McCall, HMIS System Administrator Office: (334) 264-3335 Cell: (334) 799-7802 Home: (334)799-7802

Mary Mayberry, Special Events Coordinator Cell: (334) 451-9249

Michael DeBerry, Call Specialist Cell: 334-517-8580

Alisha Coleman, Call Specialist Cell: 205-790-0010

Nell Weisenfeld, Volunteer Coordinator Office: (334) 264-4636, Ext. 1 Cell: (334) 462-0831 Leslie Martorana, Volunteer Projects Coordinator Office: (334) 264-3335 Cell: (334) 430-4355

Michael Bryant, Call Specialist Cell: 334-224-4253

Montgomery County Contacts 

Brenda Mitchell, Emergency Management Director Office: (334) 241-2339

Walter White, Montgomery County VOAD President Office: (334) 270-4100 Cell: 799-4373

Grover Henry, Emergency Officer American Red Cross, Central Alabama District 24/7 Cell: (334) 313-9848

12


HandsOn River Region Volunteer Management Coverage Area Emergency Management Offices

Autauga County Emergency Management Agency - (334) 361-3585 Elmore County Emergency Management Agency - (334) 567-6451 Lowndes County Emergency Management Agency - (334) 458-2569 Macon County Emergency Management Agency - (334) 724-2626 Montgomery County Emergency Management Agency – (334) 241-2820

13


FREQUENTLY ASKED QUESTIONS What is a Disaster Volunteer Management Program? The goal of the Disaster Volunteer Management component is to:  Prepare communities to effectively utilize and get maximum benefit from the contributions of spontaneous volunteer  Motivate the public to become affiliated with a relief agency before a disaster occurs What is a VRC? VRC stands for Volunteer Reception Center. The VRC will be activated following a disaster, and will serve as the starting point for both volunteers and people or agencies needing volunteer assistance. The VRC will connect individuals or groups desiring to help with the locations in need of assistance. When would the Volunteer Reception Center be activated? The VRC will be activated following a disaster, typically 12-72 hours following the disaster and often at the request of the local Emergency Management Agency. What are the locations for the VRC’s? The location will depend on the area or areas affected by the disaster. A VRC is more of a concept than a location. What are unaffiliated volunteers? Unaffiliated volunteers are those not associated with any recognized disaster response agency, but possessing valuable training, skills, and experience. They appear on the scene or call to offer assistance. “Unaffiliated” does not mean “unskilled”. Effectively used spontaneous volunteers can supplement your response and recovery operations in many areas. What is the importance of Documentation for Reimbursement and Risk Management? Counties that keep accurate records of the hours and kinds of disaster relief work done by volunteers have been extremely successful in counting those contributions toward their match for FEMA reimbursement. Developing a system for recording and maintaining the needed information is the crucial first step to success. All personnel who will be supervising volunteers should be trained on the importance of thoroughly documenting the hours and kinds of work done by volunteers. How long will the VRCs are activated? The VRC will be activated as long as the disaster recovery efforts require volunteers. How will trained Volunteer Reception Center volunteers know if they are needed? There will be a notification team, or phone tree, that will notify volunteers when they are needed. Who is the Volunteer Reception Center contact person(s) for the Media? The ESF 15 Coordinator and the Public Information Officer are the only persons permitted to release information to the media.

14


ALABAMA STATUES REGARDING VOLUNTEERS Alabama Code Section 6-5-336, Volunteers Volunteers, (a) This section shall be known as “The Volunteer Service Act” (b) The Legislature finds and declares that: (1) The willingness of volunteers to offer their services has been increasingly deterred by a perception that they put personal assets at risk in the event of tort actions seeking damages arising from their activities as volunteers. (2) The contribu5tions of programs, activities, and services to communities is diminished and worthwhile programs, activities and services are deterred by the unwillingness of volunteers to serve either as volunteers or as officers, directors, or trustees of nonprofit public and private organizations; (3) The provisions of this section are intended to encourage volunteers to contribute their services for the good of their communities and at the same time provide a reasonable basis for redress of claims which may arise relating to those services. (c) For the purposes of this section, the meaning of the terms specified shall be as follows: (1) GOVERNMENTAL ENTITY. Any county, municipality, township, school district, chartered unit, or subdivision, governmental unity, other special district, similar entity, or any association, authority, board, commission, division, office, officer, task force, or other agency of any state; (2) NONPROFIT CORPORATION. Any corporation which is exempt from taxation pursuant to Section 501(a) of the Internal Revenue Code, 26 U.S.C. Section 501(a); (3) NONPROFIT ORGANIZATION. Any organization which is exempt from taxation pursuant to Section 501© of the Internal Revenue Code, 25, U.S.C. Section 501©, as amended; (4) VOLUNTER. A person performing services for a nonprofit organization, a nonprofit corporation, a hospital, or a governmental entity without compensation, other than reimbursement for actual expenses incurred. The term includes a volunteer serving as a director, officer, trustee, or direct service volunteer. (d) Any volunteer shall be immune from civil liability in any action on the basis of any act or omission of a volunteer resulting in damage or injury if: (1) The volunteer was acting in good faith and within the scope of such volunteer’s official functions and duties for a nonprofit organization, a nonprofit corporation, hospital, or a governmental entity; and (2) The damage or injury was not caused by willful or wanton misconduct by such volunteer. (e) In any suit against a nonprofit organization, nonprofit corporation, or a hospital for civil damages based upon the negligent act or omission of a volunteer, proof of such act or omission shall be sufficient to establish the responsibility of the organization therefore under the doctrine of “respondent superior”, notwithstanding the immunity granted to the volunteer with respect to any act or omission included under subsection (d). (Acts 1991, No. 91-439, p. 781, $$1-4; Acts 1993, No. 93-614, p. 1006, $1.)

15


Placing a Value on Work Done by Volunteers:

All work that is eligible for FEMA reimbursement if done by county employees or contractor is also eligible when done by volunteers. Matching credit for volunteer contributions toward both direct and indirect costs will only be given by FEMA, however, if the county and its contractors have established a rate for each type of work completed. The rate applied to each type of volunteer work should be the rate at which a county employee would be paid, including fringe benefits for the same or similar work, or the customary rate for that work in the local labor market. Refer to Code of Federal Regulation 44, Section 13.24 and Section 206 Subpart H for additional information. Relief:

During the relief phase, organizations deploy their volunteers on the ground to provide for the basic needs of disaster victims and begin clean up. Volunteers may also be deployed to increase the capacity of support organizations during recovery periods. For the purposes of this manual, the relief phase begins when it is safe for volunteers to enter the affected area, when local infrastructure can handle these volunteers and when organizations (when applicable) are prepared to manage them. It ends when services are no longer needed or when volunteers are no longer needed to provide them. This section presents volunteer management options as examples of the many ways an organization can respond to disasters of different magnitudes.

16


VRC JOB DESCRIPTIONS

Support Stations: Data Entry, Communications, Logistics, Runners, Traffic Control, Transportation, Unmet Needs Assessors, Public Health (Tetanus Shots) and Disaster Psychology. VRC DIRECTOR: Your job is to oversee the operation of the Volunteer Registration Center. You will:  Clearly designate one entrance and one exit  Set up the room for efficient flow of volunteers and information  Brief and assign tasks to staff and volunteer of the center  Monitor the operation and make staffing changes when necessary  Maintain all records of safety and job training provided to volunteers, and hours worked in the VRC by employees and volunteers.  Determine the wristband ‘color and/or pattern of the day” and notify law enforcement dispatch in order to get word out to all officers manning the entry control points into the disaster zone.  Ensure all VRC staff is aware of and can explain the abbreviated process volunteers must go through if they plan to return on subsequent days.  Turn all records in to the Emergency Management Agency weekly or at the end of activation You should meet and thank all volunteers who help in the VRC and instruct them to sign in and out on the Volunteer Sign-in / Sign-out record, daily. Instruct paid staff to sign in and out daily as well. In a fast paced disaster response, both paid and volunteer staff will need regular reminders to sign in and out. Items needed:  ID Badge and Vest  Equipment & additional Supplies  Tables and chairs (see sample room layout for details)

17

“Go Kits” containing office supplies and forms to stock your VRC for the first 2-3 days


SAFETY OFFICER: The VRC Safety Officer is appointed by and reports directly to the VRC Director. The Safety Officer should be familiar with the position description and requirements of the safety officer as outlined in the Department of Homeland Security’s, National Incident Management System (NIMS), dated December 2008, which states: Safety Officer: The Safety Officer monitors incident operations and advises the IC/UC on all matters relating to operational safety, including the health and safety of emergency responder personnel. The ultimate responsibility for the safe conduct of incident management operations rests with the IC/UC and supervisors at all levels of incident management. The Safety Officer is, in turn, responsible to the IC/UC for the systems and procedures necessary to ensure ongoing assessment of hazardous environments, including the incident Safety Plan, coordination of multiagency safety efforts, and implementation of measures to promote emergency responder safety as well as the general safety of incident operations. The Safety Officer has immediate authority to stop and/or prevent unsafe acts during incident operations. It is important to note that the agencies, organizations, or jurisdictions that contribute to joint safety management efforts do not lose their individual identities or responsibility for their own programs, policies, and personnel. Rather, each contributes to the overall effort to protect all responder personnel involved in incident operations. NOTE: The Safety Officer has the right to completely halt any activity, operation, or event that in his/her opinion is considered to be unsafe. All staff and residents must comply with all directives issued by the Safety Officer. Preliminary Information: Safety Officer will obtain the following information from the VRC Director:  Nature of the disaster  Assigned Volunteer Reception Center location  Estimated number of incoming volunteers  Facility contact person  Contact person/supervisor at the VRC Initial Actions:  Consult with the VRC Manager to lay out a floor plan for the VRC  Organize and brief staff on VRC safety concerns  Work with law enforcement to develop a traffic safety plan  Develop an overall safety plan Items Needed:  ID Badge, reflective vest, etc…to make you easily identifiable as the VRC Safety Officer  Access to all relevant disaster zone information, communication, and contact information in order to carry out the responsibilities of this position

18


PUBLIC INFORMATION OFFICER: The Public Information Officer should be the VRC Director, the sole staff member authorized to make any statements about the Center’s operations to the media. All information will be in line with the most up-to-date messages and information as directed by the local Emergency Management Agency/Emergency Operations Center. WORK STATION # 1 REGISTRATION The overall goals of STATION #1 REGISTRATION are to begin capturing volunteer data, educate volunteers about the process and manage their expectations, and regulate the flow of volunteers through the VRC. The VRC Director should assign as many “greeters” as possible to Station #1 to best manage any large influxes of volunteers arriving at the VRC. Your job is to greet people with a friendly and firm demeanor, determine the purpose of their visit and direct them accordingly. Items Needed:  ID Badge or Vest  Sign (Station # 1 Registration)  Table and/or clipboards and chairs for volunteers to use when completing forms  Supply of “Volunteer Instructions” handouts  Supply of Disaster Volunteer Registration Forms  Supply of Release of Liability Forms  Supply of pencils, pens, sharpeners, clipboards  Flag (or other visual aid used to ”flag”/get the attention of a Runner WORK STATION # 2 INTERVIEWS The interviewer’s job is to have a brief discussion of the prospective volunteer interest and skills. The interviewer will assign the volunteer an appropriate job based on the abilities and interests. Items Needed:  ID Badge or Vest for each Interviewer  Supply of referral forms  Tables & chairs  Pens  Sign (Station # 2 Interviews)  Flag (or other visual aid/get attention of a runner  File for maintaining Volunteer Registration Forms in alphabetical order

19


WORK STATION # 3 DATA COORDINATION The Role of the Data Coordinator is to match the Referral forms to the Requests and to close out the Requests when they have been filled or are no longer needed. You may have to call an agency contact to clarify the agency’s Request. When you speak with an agency contact, record the information on the Request form in the section called “Follow-up Contacts with Requesting Agency.” Direct the volunteer to Station # 4 for a Safety Briefing. Items Needed:  ID Badge or Vest  Sign (Station # 3 Agency/Data Coordination)  Tables & Chairs  Phone (optional)  Two files – one for open Requests and one for closed requests  Pens  Computer, if available  Flag (or other visual aid used to “flag”/get the attention of a runner DATA ENTRY The Data entry volunteer job is to enter the information from the Volunteer Registration and Request for Volunteers forms into the database so that an accurate record can be maintained of who participated in the recovery effort, what kinds of work they did and when it was performed. If you have difficulty using the computer, please ask for help immediately. DO not attempt to fix the problem yourself. Items Needed:  ID Badge or Vest  Pens  One table & 2 chairs  Flag  Printer  One or more computers (multiple computers should be networked to provide all users access to information on the status of volunteer requests and the availability of volunteers)

20


WORK STATION # 4 SAFETY BRIEFING The role of the Safety Trainer, is to brief all new volunteers on what expect at their job sites, how to be safe while volunteering and how to take good care of themselves after their experience. Only youth 16 years of age and older, who are accompanied by a responsible adult, are authorized to enter disaster impact zones. Youth under the age of sixteen may be directed to other locations to volunteer, such as an established donations collection point, when appropriate, so long as the youth remains accompanied by a responsible adult. Begin the mass briefing when a manageable-sized group has gathered. When a small group has gathered, thank all volunteers for offering to help. Pass around a clipboard with an attendance sheet and check to be sure that ALL participants have signed it. Items Needed:  ID Badge or Vest  Sign (Station # 4 Safety Training)  Grouping of 10 or more chairs  Clipboard with attendance sheets  Supply of Attendance sheets  Supply of Safety Training Handouts

   

Pens Stapler List of any additional training/ safety tips for a specific worksite. Flag (or other visual aid used to “flag/get the attention of a runner.)

WORK STATION # 5 VOLUNTEER ID Once the volunteers have been assigned a job to a specific organization or location, they are ready to be given their identification. Wristbands will be a primary means of “I.D.ing” volunteers. The VRC Director will determine the “color and/or pattern for the day” and will notify law enforcement dispatch in order to get that word out to all officers manning the entry control points into the disaster/impact zone. Items Needed:  ID Badge or Vest  Tables and chairs  Sign (Station # 5 ID Badges)  Supply of volunteer wrist bands  Fine point sharpie markers  Scissors  Flag (or other visual aid used to “flag/get attention of a runner)

21


APPENDIX (HANDOUTS)

ii


FLOOR PLAN

iii


VRC DIRECTOR Your job is to oversee and facilitate the operations of the Volunteer Registration Center. You should meet and thank all volunteers who help in the VRC and instruct them to sign in and out on the Volunteer Sign-in / Sign-out record, daily. Instruct paid staff to sign in and out daily as well. In a fast paced disaster response, both paid and volunteer staff will need regular reminders to sign in and out. Identify to flow of the VRC, clearly state the type of disaster and unmet needs at the VRC (i.e. food, transportation etc.) There may be volunteers that have resources to assist with unmet needs. You will:       

Conduct a VRC briefing at the beginning of the VRC. Clearly designate a single entrance and a single exit Set up the room for efficient flow of volunteers and information Brief and assign tasks to staff and volunteer of the center Monitor the operation and make staffing changes when necessary Maintain all records of safety and job training provided to volunteers, and hours worked in the VRC by employees and volunteers. Turn all records in to the Emergency Management Agency weekly or at the end of activation

Items needed: • ID Badge and Vest • Tables and chair • VRC layout map • “To Go Kit” • Equipment & additional Supplies

iv


GREETERS Station # 1 Registration Ideally, you will be working with a team, orienting volunteers inside and outside the volunteer entrance. Your job is to greet people with a friendly and firm demeanor, determine the purpose of their visit and direct them accordingly. 

If they are there to volunteer, thank them, give them a “Volunteer Instructions” sheet and ask them to fill out a registration form. When the form is completed, direct them to the next available interviewer at Station # 2.

If they are media personnel, direct them to the Public Information Officer or VRC Director.

If they are disaster survivors, refer them to the appropriate relief organization (if you do not know where to send them, ask them to have a seat in the waiting area and ask the Director)

If they are bringing cleaning supplies, nonperishable food, etc. to donate, refer them to an agency that is accepting donated goods.

If there is a long wait, some volunteers may not understand the reason and may become impatient. Please thank everyone for volunteering, briefly explain the process and ask everyone to be patient or, if they prefer, to come back later.

Items Needed:  ID Badge or Vest  Sign (Station # 1 Registration)  Table and/or clipboards and chairs (registration table to complete forms)  Supply of “Volunteer Instructions”  Supply of Disaster Volunteer Registration Forms  Supply of Release of Liability Forms  Pens

v


INTERVIEWERS Station # 2 Interviews Your job is to do a quick interview of the prospective volunteer and refer him/her to a job at an agency or area appropriate for his/her abilities and interests. Requests for volunteers will be posted on a board in front of you (behind the volunteers being interviewed) and will be erased as the needs are filled. If the VRC has a computer system, you might also receive a printed list of current needs. When a new volunteer approaches, ask for his/her registration form. With the volunteer, verify its completeness and accuracy, and use it as a guide from which to inquire more about the volunteer’s skills. At the conclusion of the interview, keep the top copy of the registration form and give the carbon copy to the volunteer. Note: in the event we are not using carbon copied forms, you will keep the registration form. When the volunteer accepts an assignment, complete a Referral form, filling in all information requested, give it to the volunteer and instruct him to report to Data Coordination (Station # 3). Before you signal the Greeter that you are ready for another interview, take a minute to joy down any notes about the volunteer you feel is important and that the volunteer did not include on his registration form (a special skill, an obvious physical limitation, etc. Place his/her registration form in the file. *The VRC Director should determine appropriate use of the “Office Use Only” field. It is intended to provide a customizable “blind” field in which special information can be noted about volunteers. If, for future referral of that volunteer, it would be helpful to know his/her general level of ability to work independently, boxes 1-5 could be coded: 1. Learns quickly, able to supervise the activities of others; 2. Would work well independently, good decision making skills; 3. Needs some supervision and assistance with decision making; 4. Needs close or constant supervision; and 5. Has a mental, physical or emotional limitation to consider in making a referral

Key points to remember are:  Disaster registration differs from a “normal” volunteer intake – there is less time to try to fit each volunteer into ideal assignments.  Refer the volunteer on the spot if possible – it may be impossible to contact him/her later. If the volunteer has special training or unusual skills that you think might be needed soon, ask him/her to wait in the sitting area wait for new requests for their specialized skills.  Be sure to watch for volunteers who would work well in the VRC. (It may seem selfserving, but if the VRC has sufficient staff and works effectively, the community will benefit!)  It is likely that some volunteers will exhibit the stress of the disaster – they might be victims themselves. An extra measure of patience and understanding is needed.  You may be called upon to train new volunteers to assist with interviewing. Items Needed: • ID Badge or Vest for each • Tables & chairs Interviewer • Pens • Supply of referral forms • Sign (Station # 2 Interviews) •Files (to maintain alphabetical order of Volunteer Registration Forms)

vi


DATA COORDINATOR Station # 3 Data/Agency Coordination When a volunteer brings you his/her Referral form, pull the corresponding Request for Volunteers form from the file. Enter his/her name and the date of the referral on the bottom of the Request form. Place your initials in the appropriate box on Referral form. Direct the volunteer to Station # 4 for a Safety Briefing. As you have time, call the agency contact to let him/her know who or how many volunteers have been referred. Confirm with the agency contact whether you should continue referring volunteers or close out the Request. When a request has been filled, remove the volunteer assignment from your list. Enter the date and reason the request was closed (completed, no longer needed, etc.) at the bottom of the Request form. If your Requests for volunteers have been entered into a computer database, be sure to enter the date and reason the request was closed as soon as possible. Place open Requests in one file and closed Requests in the other, alphabetically by agency. You (or a runner) may have to call an agency contact to clarify the agency’s Request. When you speak with an agency contact, record the information on the Request firm in the section called “Follow-up Contacts with Requesting Agency”. Items Needed:  ID Badge or Vest  Sign (Station # 3 Agency/Data Coordination)  Tables & Chairs  Phone (optional)  Two files – one for open Requests and one for closed Requests  Pens  Computer

vii


SAFETY TRAINERS Station # 4 Safety Briefing Your job is to brief all volunteers on what expect at their job sites, how to be safe while volunteering and how to take good care of themselves after their experience. When a small group has gathered, thank all volunteers for offering to help. Pass around a clipboard with an attendance sheet and check to be sure that ALL participants have signed it. Read the entire Safety Training sheet slowly, emphasizing the importance of following supervisor’s instructions at the worksite. Encourage everyone to attend a debriefing, if available, at the end of their shift. Ask if there are any questions. If a question arises to which you do not know the answer, ask for the VRC Director or other VRC Staff to answer the question. At the conclusion of the briefing, direct volunteer to Station # 5 Volunteer ID. Attach a copy of the safety briefing handout to the attendance sheet for each class, file them in a folder and turn them into the VRC Director daily. Maintenance of these records in important to help protect the VRC, Voluntary agencies and emergency management officials from liability, should a volunteer be injured on the job. Items Needed:  Badge or Vest  Sign (Station # 4 Safety Training)  Grouping of 10 or more chairs  Clipboard with attendance sheets  Supply of Attendance sheets  Supply of Safety Training Handouts  Pens  Stapler  List of any additional training/ safety tips for a specific worksite.

viii


VOLUNTEER ID STAFF STATION # 5 VOLUNTEER ID

Thank all volunteers for coming out and ask to see their referral forms. Clearly write on an ID wristband the name of the volunteer (first initial & last name is fine), date, name of agency/worksite volunteer was referred (if applicable). Place wrist band on volunteer’s wrist. Explain to the volunteers that the ID is only good for that one day. (Note: change may be made at discretion of the VRC Director) Authorities may not permit them to enter any of the disaster impacted areas on any other day, without a current wrist band. Some volunteers will be required to take additional training for their particular work. When your briefing is concluded, the next step may vary for each disaster. The Volunteer Staff will be instructed at the VRC briefing where to direct the volunteers. Follow the instructions given at the VRC briefing on where to direct the volunteers after you’ve given them their wrist bands. Items Needed:  ID Badge or Vest  Tables and chairs  Sign (Station # 5 ID Badges)  Supply of volunteer wrist bands  Fine point sharpie markers  Scissors

ix


TRANSPORTATION TO WORKSITE Transportation access is vital when considering a suitable VRC site. If your VRC will transport volunteers to the disaster worksite consider if the location will accommodate heavy traffic flow. Every effort should be made to keep volunteers from driving their privately owned vehicles (POV). POV on the disaster site can provide additional clutter to the disaster area which may be congested with heavy equipment and other utility vehicles. If the VRC is able to provide a shuttle service, the Transportation Team is responsible for determining the bus routes. The Transportation Team is also responsible for estimating route departure and arrival times, creating route maps for the bus drivers and briefing bus drivers on their respective routes. The Transportation Team should identify a Team Leader that will report directly to the VRC Director. The Team Leader will brief the VRC director on the inclusive times the service will be provided and all other pertinent information. The Transportation Team will also publicize and post those shuttle service times in highly visible areas in the VRC and on each shuttle vehicle. Place each route placard in the windshield of shuttle vehicle to clearly identify to the route. Each shuttle should continuous run while volunteers are at the disaster sites. This will provide continuous arrival and departure access for all volunteers. If the route is estimated to take approximately 30 minutes, the bus driver should ensure volunteers being dropped off on that route are aware of the timing. Bus drivers must ensure all volunteers are picked up/removed from the disaster area on their last route-this is their transportation back to the VRC. If a driver comes across volunteers refusing to depart the disaster area at the end of the established workday, that information must be brought to the attention of the VRC Director immediately. Items Needed:  ID Badges for Staff, reflective vests  Pin, Marker and paper or board to create placards and maps.  Tape  Table and chairs for the team to plot maps, make placards  Maps of the disaster are, various colored highlighters, materials to placards, tape  Flag to signal runners.

x


RUNNERS/FLOATER Your job is to carry information from one station to another within the VRC. When a station needs you to pick up forms, restock their supplies or escort a volunteer from one place to another, they will signal for you. You will also work with volunteers to help communicated as needed. Please watch carefully for this signal and respond promptly, in order to keep the information and volunteers moving smoothly through the registration and referral process. Runners are vital to the VRC. You are expected to be available to run errands, go from one site to another site communication as needed. Runners should be athletically fit to perform this duty. The role of the Runners will vary as needed. Items Needed:  ID Badge or Vest  Dry Erase markers & Eraser

xi


LOGISTICS EQUIPMENT SIGN-OUT & SIGN-IN The VRC may be provided with goods, including donated goods, to issue out to volunteers assisting with a clean-up. Both disposable/single-use and non-disposable goods may be available for sign-out. Examples of non-disposable goods include work gloves, rakes, shovels, brooms, wheel barrows, buckets, etc. Examples of disposable/single use goods include latex gloves, M-95 masks, paper towels, snacks, water, etc. It is important to keep track of where the non-disposable goods are being deployed in an effort to ensure those items are returned for future use. It is also important to keep track of these resources for donation purposes. Many times, individuals, groups, and organizations look for ways to contribute and will call the VRC or EOC to see if there are specific items needed to support the effort. If, for instance, work gloves are being depleted, the logistics team should let the VRC Director know and a request can go out through the use of the Public Information channels. Items Needed:  ID Badges for each staff member, reflective vests  Tables and chairs as needed  Signs (Logistic Equipment Sign-Out and Logistics Equipment Sign-In)  Clip Boards with blank rosters  Pencils/Pens  Disposable & Non-Disposable goods  Flag or other “visual aid” Communications An area of the VRC will be established for amateur radio operations, if this resource is available. Amateur radio operators will comply with pre-determined guidelines established by the EMA/EOC and will work under the direction of the VRC Director while performing duties at the VRC. All messages being transmitted out of the VRC by the amateur radio operator MUST BE APPROVED BEFORE RELEASE by the VRC Director. Items Needed:  ID Badge for amateur radio operator  Table and chair for their equipment, as needed  Message Log (for in-bound and out-bound radio traffic)

xii


VRC FORMS

xiii


SIGNS NEEDED FOR VOLUNTEER REGISTRATION CENTER Sign A. Volunteer Registration Center

# 3

B. VRC Entrance 1 C. Station #1 – Registration 1 D. Volunteer Waiting Area

1

E. Station # 2 – Interviews

1

F. Station # 3 – Data Entry

1

G. Station # 4 – ID Badges

1

H. Exit I. VRC Staff Only

1 1

Where to post sign On street, visible from either direction, and to mark building VRC is located Volunteer Entrance to VRC At Station 1 – Registration/Orientation Area In waiting Area, visible from Station 1 At Station 2 – Interview area, visible from Waiting Area At Station 3 – Data Entry area, visible from Station #2 At Station 4 – ID Badge Area, visible form Station #3 Exit, visible from Stations 3 or 4 Staff rest area, supplies, etc.

A


VRC EMPLOYEE & VRC VOLUNTEER SIGN-IN / SIGN-OUT RECORD Date

Name

Time In

Time Out

B

Time In

Time Out

Regular Hours

OT Hours Employees Only

Total Hours


WORK SITE SIGN-IN / SIGN-OUT RECORD Date: ____________ Event: _____________________________________________________ Location: ____________________________________________________________________ Site: ________________________________________________________________________ Site/Group Supervisor: _________________________________________________________ Phone: ______________________________________________________________________

Volunteer’s Name

Time In

Time Out

Time In

C

Time Out

Total

Type of Work,

Hours

(debris removal, etc.)


Home/Business Owner Request

Request taken by: _______________ Follow-up made by: _____________

Date of Request: _________________ Date of Follow-up: ______________ Client’s Name Spouses’ Name Client Street Address City, State, Zip Client Primary Phone # Client Secondary Phone # STATEMENT OF UNDERSTANDING Client Request/Need For Access to Property & Authorization for Volunteers to Provide Free Services (I.e. debris removal, food, water, etc.)

I do hereby release and discharge the Autauga County VOAD, its agents, representatives, employees and assigns from any and all liability or claims, now or in the future, which I, or any person claiming through me, may have arising out of any repair or renovation work engaged in by such agents, representatives, employees or assigns on the above described premises. I understand that the renovation or repair work is to be performed at no charge to me, and that this instrument constitutes a release of the above parties from any liability for negligence, affirmative acts or omissions. I understand that any form of donation by me or my agents given to the Volunteer & Information Center or its agents is in no way to be considered payment of any services performed. Donations are accepted only as a means to help other families in need and will be disbursed as approved by the Volunteer & Information Center Board of Directors. I have read this release, understand the terms used in it and their legal significance, and have executed it voluntarily. Date: ____________________, 20_____

____________________________________ Signature of Owner (Client)

_______________________________ Witness

____________________________________ Signature of Spouse / Co-owner

_______________________________ Witness

D


DISASTER DONATION FORM (Please print clearly. Submit at Volunteer Reception Center or fax to (334-264-9182) Name ________________________________________________________________________________________ Birth Date________________ Phone________________ Email _________________________________________ Home Address________________________________________________ City______ St______ Zip___________ Are you currently affiliated with a disaster relief agency? ___Yes ___ No If yes, name of agency __________________________________________________________________________ Items Donated

Date: ______________________

_______ Food _______ Water _______ Clothes _______ Furniture _______ Bedding/Linens _______ Hygiene/Toiletries ____ ___ Medical Supplies

Other_____________________________

______ Gloves

Amount of Donation $_______________

_____________________________

Name ________________________________________________________________________________________ Birth Date________________ Phone________________ Email _________________________________________ Home Address________________________________________________ City______ St______ Zip___________ Are you currently affiliated with a disaster relief agency? ___Yes ___ No If yes, name of agency __________________________________________________________________________

_______ Food _______ Water _______ Clothes _______ Furniture _______ Bedding/Linens _______ Hygiene/Toiletries

Other_________________________________________________

_______ Medical Supplies

_________________________________________________

_______ Gloves Amount of Donation $____________________________________

E


DISASTER VOLUNTEER REFERRAL Name of Volunteer______________________________ Date_______________ Referred to (agency/ESF) ________________________________ Need #_____ Agency contact name__________________________ Phone_______________ Address of Agency/Site______________________________________________ Directions to Site___________________________________________________ ______________________________________________________________________ __________________________________________________________ Task description ___________________________________________________ Dates & work hours ________________________________________________ Note: Verification of volunteer’s credentials is the responsibility of the agency receiving the volunteer.

Interview

Data Safety Coord. Brief

/

/

…………………………………cut line…………………………… Disaster Volunteer Referral Name of Volunteer______________________________ Date_______________ Referred to (agency/ESF) ________________________________ Need #_____ Agency contact name__________________________ Phone_______________ Address of Agency/Site______________________________________________ Directions to Site___________________________________________________ ______________________________________________________________________ __________________________________________________________ Task description ___________________________________________________ Dates & work hours ________________________________________________ Note: Verification of volunteer’s credentials is the responsibility of the agency receiving the volunteer.

F

Interview

Data Safety Coord. Brief

/

/


DISASTER VOLUNTEER REGISTRATION FORM (PART TWO) RELEASE OF LIABILITY STATEMENT I, for myself and my heirs, executors, administrators and assigns, hereby release, indemnify and hold harmless [Coordinating Agency, local governments, State of Alabama, the organizers, sponsors and supervisors of all disaster preparedness, response and recovery activities from all liability for any and all risk of damage or bodily injury or death that may occur to me (including any injury caused by negligence), in connection with any volunteer disaster effort in which I participate. I likewise hold harmless from liability any person transporting me to or from any disaster relief activity. In addition, disaster relief officials have permission to utilize any photographs or videos taken of me for publicity or training purposes. I will abide by all safety instructions and information provided to me during disaster relief efforts. Further, I expressly agree that this release, waiver, and indemnity agreement is intended to be as broad and inclusive as permitted by the State of Alabama, and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect. I have no known physical or mental condition that would impair my capability to participate fully, as intended or expected of me. I have carefully read the foregoing release and indemnification and understand the contents thereof and sign this release as my own free act. Signature________________________________________________

Date______________

Guardian, if under 18______________________________________

Date______________

Volunteer’s credentials were recorded as presented. Verification of credentials is the responsibility of the receiving agency or ESF.

This volunteer was referred to the following agencies: Date

Need # ESF or Agency ___________Contact’s phone #

__________________Contact Name

________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________

G


DISASTER VOLUNTEER REGISTRATION FORM (Please print clearly. Submit at Volunteer Reception Center or fax to (334-264-9182) Mr. __ Mrs. __ Ms. __ Name________________________________ Birth Date________________ Day Phone______________Email_______________________________________Evening Phone_________________ Home Address__________________________________ City____________________ ST______ Zip___________ Emergency Contact___________________________ Relationship___________ Emergency Phone____________ Occupation______________________________ Employer_________________________________________ Business Address_________________________________ City____________________ ST______ Zip__________ If you have any health limitations, please explain____________________---_______________________________ I am willing to volunteer in: ___this county

___a neighboring county

___anywhere in the state

___anywhere in the U.S. Are you currently affiliated with a disaster relief agency? ___Yes ___No

if yes, name of agency____________

Special skills and/or vocational/disaster training____________________________________________________ SKILLS: Please check all that apply.

MEDICAL ____ 110 Doctor Specialties: __________________ ____ 120 Nurse Specialties: __________________ ____ 130 Emerg. medical cert. ____ 140 Mental health counsel. ____ 150 Veterinarian ____ 160 Veterinary technician

OFFICE SUPPORT ____ 310 Clerical - filing, copying ____ 320 Data entry Software: __________________ ____ 330 Phone receptionist SERVICES ____ 410 Food ____ 415 Elderly/disabled asst. ____ 420 Child care ____ 425 Spiritual counseling ____ 430 Social work ____ 435 Search and rescue ____ 440 Auto repair/towing ____ 445 Traffic control ____ 450 Crime watch ____ 455 Animal rescue ____ 460 Animal care ____ 465 Runner ____ 470 Specific disability Service_____________ STRUCTURAL ____ 510 Damage assessment ____ 520 Metal construction ____ 530 Wood construction ____ 540 Block construction Cert. #_____________ ____ 550 Plumbing Cert. #_____________ ____ 560 Electrical Cert. #_____________ ____ 570 Roofing Cert. #____________

COMMUNICATIONS ____ 210 CB or ham operator ____ 220 Hotline Operator ____ 230 Own a cell phone #_________________ ____ 240 Own a skyphone #_________________ ____ 250 Public relations ____ 260 Web page design ____ 270 Public speaker Language other than English: ____ 261 French ____ 262 German ____ 263 Italian ____ 264 Spanish ____ 265 Ukrainian ____ 266 __________________ ____ 267 __________________ ____ 268 __________________ ____ 269 __________________

1

2

Office Use Only H 3

4

TRANSPORTATION ____ 610 Car ____ 615 Station wagon/mini van ____ 620 Maxi-van, capacity___ ____ 625 ATV ____ 630 Own off-road veh/4wd ____ 635 Own truck, description: __________________ ____ 640 Own boat, capacity Type: ______________ ____ 650 Commercial driver Class & license #: __________________ ____ 660 Camper/RV, capacity & type: ____________ __________________ ____ 670 Wheelchair transport LABOR ____ 710 Loading/shipping ____ 720 Sorting/packing ____ 730 Clean-up ____ 740 Operate equipment Types: _____________ __________________ ____ 750 Have experience supervising others EQUIPMENT ____ 810 Backhoe ____ 820 Chainsaw ____ 830 Generator ____ 840 Other: ______________

5


SAFETY BRIEFING FOR DISASTER VOLUNTEERS Carefully follow ALL instructions for your assignment.

1. PROPER ATTIRE:  

Boots or hard bottom shoes  FLIP FLOPS AND HIGH-HEELED SHOES ARE NOT PERMITTED ON DISASTER SITE. Wear long pants tucked inside socks/boots (Ant, spider protection) Wear work gloves and avoid reaching into debris piles. (Debris piles may also contain potentially hazardous materials, including chemicals and particulates such as lead and asbestos) Apply sunscreen at least 30 minutes before going on site and use bug repellent liberally.

2. HYRRATION & SANITATION: 

DRINK A MINIMUM 8oz of water each hour you work. (Ex. 4 hours of work = 32oz water.) Use bottled water or hand sanitizer to rinse your arms and hands frequently. (Caution: Rubbing your eyes or mouth can spread bacterial contamination.) Due to this disaster you may encounter higher than normal exposure to bacteria.

3. DEBRIS REMOVAL: Debris removal is the clearance, removal, and/or disposal of items such as trees, sand, gravel, building components, wreckage, vehicles, and personal property.

   

Use proper lifting techniques. Where work gloves. Do not climb on debris piles: Debris piles and overhanging debris create the risk of slips, trips, and falls; injuries from sharp and jagged material; and being struck by falling items. Leave immediately if shifting or unusual noises signal a possible collapse.

4. ELECTRICAL HAZARDS:

Look for overhead power lines and buried power line indicators. Stay at least 10 feet away from power lines and assume they are hot. Don’t touch downed power lines or any object or water that is in contact with the lines. Don’t drive over downed power lines or through standing water if power lines are in the water

5. STRUCTURAL HAZARDS: Watch for loose hanging debris, trees and objects. Do not enter homes, apartments or buildings damaged by the disaster unless directed by an official emergency site manager.

6. VOLUNTEERING DURING A DISASTER may cause high anxiety, stress and other strong emotions. The recovery process will last for an extended time. It is NORMAL to want to resolve the crisis in ONE visit. You are only ONE person and with your help today, YOU ARE MAKING A HUGE IMPACT. If you find one child’s lost favorite toy, or hold the hand of one wheelchair-bound senior in a shelter, you will have eased the pain. Do not feel guilty because you are not able to fix everything. Work your shift, then go home to rest and eat well. Both will help to relieve the stress.

7. If you have children under the age of 18, be aware of their location at ALL times. 8. Please take advantage of any debriefing offered for this disaster. 9. If you injure yourself, STOP WORKING AND DIAL 911 IMMEDIATELY. 10. Use the buddy system. THANK YOU FOR VOLUNTEERING!

I


VRC SAFETY BRIEFING ATTENDANCE RECORD I have attended and received the safety briefing conducted by the HandsOn River Region Volunteer Registration Center. By signing below, I am stating that I fully understand and agree to adhere to the safety instructions provided.

DATE

TIME

PRINT NAME

SIGNATURE

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

J

CONDUCTED BY:


EXPENSES INCURRED BY VRC COORDINATING AGENCY IN RESPONSE TO DISASTER Name of Event: ________________________________

VRC Opened? Yes

No

Save all receipts & place them in an envelope with this form and turn in to VRC Director.

Date

Item

Price

K

Quantity

Total

Auth. By

HandsOn River Region VRC Manual  

HandsOn River Region VRC Manual

Read more
Read more
Similar to
Popular now
Just for you