loss of power. They will, depending on type, continue to operate automatically for 1 to 6 hours and can be turned off manually and used as a short-lasting flashlight.
	Store high-powered flashlights with wide beams and extra batteries.
	If you wear soft contact lenses, plan to have an alternative because you will not be able to operate the cleaning unit without power.
	Service animals may become confused, panicked, frightened or disoriented in and after a disaster. Keep them confined or securely leashed or harnessed. A leash/harness is an important item for managing a nervous or upset animal. Be prepared to use alternative ways to negotiate your environment.
	Plan for losing the auditory clues you usually rely on after a major quake.

Label Supplies

If helpful, mark emergency supplies with large print, fluorescent tape or Braille.

Secure Computers

Anchor special equipment such as computers. Create a back-up system for important data and store it off site.

Advocacy Issues

	Advocate that TV news not only post important phone numbers but also announce them slowly and repeat them frequently for people who cannot read the screen.

Earthquake Tips for the Hearing Impaired

This fact sheet is designed to provide a checklist for activities for People who are Deaf or Hard of Hearing to improve your emergency preparedness in an earthquake. It is designed to be used in conjunction with Independent Living Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS, and TIPS FOR CREATING AN EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets, you do not have all the information you need to be prepared. Preparation may seem like a lot of work. It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do, the more confident you will be that you can protect yourself, your family, and your belongings.

DATE COMPLETED / ACTIVITIES

__________ Store and maintain extra Batteries.

__________ Store Hearing Aids.

__________ Install both Audible Alarms and Visual Smoke Alarms.

__________ Written Communication for emergency personnel.

Batteries

	Store extra batteries for hearing aids and implants. If available, store an extra hearing aid with emergency supplies
	Maintain TTY batteries (consult manual).
	Store extra batteries for your TTY and light phone signaler. Check the manual for proper battery maintenance.

Hearing Aids

	Store hearing aid(s) in a strategic, consistent and secured location so they can be found and used after a quake.
	For example consider storing in a container by bedside which is attached to night stand or bed post using string or velcro. Missing or damaged hearing aids will be difficult to replace or fix immediately after a major disaster.

Alarms

Install both audible alarms and visual smoke alarms. At least one should be battery operated.

Communication

	Determine how you will communicate with emergency personnel: if there is no interpreter; if you do not have your hearing aid(s). Store paper and pens.
	Consider carrying pre-printed copy of key phrase messages with you such as 'I speak American Sign Language (ASL) and need an ASL interpreter,' 'I do not write or read English." "If you make announcements, I will need to have them written or signed."
	If possible, obtain a battery operated television that has a decoder chip for access to signed or captioned emergency reports.
	Determine which broadcasting systems will be accessible in terms of continuous news that will be captioned and/or signed. Advocate so that television stations have a plan to secure emergency interpreters for on camera emergency duty.

Advocacy

	Recruit interpreters to be Red Cross emergency volunteers.
	Maintain pressure on TV stations to broadcast all news and emergency information in open caption format.
	Ensure hotels have access packets for deaf and hearing impaired persons, including audible alarms, when you travel. Ask for them when you check in.

 

Earthquake Tips for People with Cognitive Disabilities (mental retardation, brain injury, stroke and other conditions that may reduce the ability to process information.)

This fact sheet is designed to provide a checklist for activities for People with Developmental or Cognitive Disabilities to improve your emergency preparedness in an earthquake. It is designed to be used in conjunction with Independent Living Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS, and TIPS FOR CREATING AN EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets, you do not have all the information you need to be prepared. Preparation may seem like a lot of work. It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do, the more confident you will be that you can protect yourself, your family, and your belongings.

DATE COMPLETED / ACTIVITIES

_________ Practice what to do during and after an earthquake.

_________ Keep a written Emergency Plan with you.

_________ Copies of plan to Personal Support Network buddies.

_________ Ways to Help Remember.

_________ Practice how to tell someone about what you need.

Before, During and After an Earthquake

Practice what to do during and after an earthquake. Practice leaving places where you spend time (job, home, school, volunteer assignment, etc.) until you feel comfortable and feel confident that you will know what to do during and after a quake.

Emergency Plan

	Keep a written emergency plan with you and in several locations. Make sure your emergency plan is easy to read and understand.
	After a quake, information often comes at you quickly. Think through ways to do things you will need to do after a quake. Small tape recorder, calendar with room for notes, to do lists, etc., will help you remember things.
	Give copies of your written emergency plan to your personal support network buddies.

Communication

Think through what a rescuer might need to know about you and be prepared to say it briefly, or keep a written copy with you: I cannot read. I communicate using an augmentative communication device. I can point to simple pictures or key words which you will find in my wallet or emergency supply kit. I may have difficulty understanding what you are telling me, please speak slowly and use simple language. I forget easily. Please write down information for me.

 

Earthquake Tips for People with Environmental Illness or Chemical Sensitivties

 

This fact sheet is designed to provide a checklist for activities for People with Environmental Illness/Multiple Chemical Sensitivities to improve your emergency preparedness in an earthquake. It is designed to be used in conjunction with Independent Living Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS, and TIPS FOR CREATING AN EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets,you do not have all the information you need to be prepared. Preparation may seem like a lot of work, It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do, the more confident you will be that you can protect yourself, your family, and your belongings.

DATE COMPLETED/ ACTIVITIES

__________ Emergency Supplies based on your worst days.

__________ "Carry With You" Important Supplies to keep with you at all times (medications, first aid kit, evacuation kit).

__________ Special additions to your Emergency Supplies.

__________ In case of Evacuation, know where the nearest safe places are from your home.

Emergency Supplies

Collect emergency supplies based on your worst days. After a major quake an excess of smoke, excessive dust, molds, gas leaks, diesel from idling rescue vehicles, flashing lights, radio waves, electro magnetic fields (from generators, emergency lights, cellular phones and walkie talkies) and airborne toxins may trigger stronger reactions than you normally experience.

"Carry With You" Emergency Supplies

Emergency Health Information Card should clearly explain your sensitivities and reactions, most helpful treatments, and treatments which are harmful, Be specific, as environmental illness is not commonly understood. Remember that some reactions (disorientation, aphasia, panic) may be diagnosed and treated as something other than chemical sensitivity and you may not be able to describe your needs verbally.

	Medications including: inhalers, epinephrine shots, anticonvulsant.
	Prescriptions and Treatment Authorization Request (T.A.R.'s) from your doctor for unusual, orphan or hard-to-find medications.
	Supplements, herbs, homeopathic remedies.

First Aid Kit:

	Cotton bandages, gauze, and paper tape.
	Hydrogen peroxide, zephiran chloride or your tolerated disinfectant.

Emergency Supplies

	Charcoal mask and/or respirator.
	Well aired-out (outgassed) plastic or steel tubing and ceramic mask or outgassed plastic mask for oxygen.
	Rolls of aluminum foil for such things as covering chairs, sleeping area, food, etc.
	Baking soda stored in a waterproof container (for washing).
	Food that requires no cooking.
	Water, if storage in glass containers is necessary, consider using one quart bottles, stored inside layers of thick socks to protect the glass and to enable carrying. Note: glass bottles will break if the water freezes and expands.
	Portable charcoal water filter.
	Before purchasing a fire extinguisher, check your sensitivity to the contents.

Evacuation Plan

	Know where the nearest safe places are, especially open air places, such as a beach, up wind from traffic, refineries and fires.
	Avoid hermetically sealed shelters.

Earthquake Tips for People Mobility Disabilities

This fact sheet is designed to provide a checklist for activities for people with Mobility Disabilities to improve your emergency preparedness in an earthquake. It is designed to be used in conjunction with Independent Living Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS, and TIPS FOR CREATING AN EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets you do not have all the information you need to be prepared. Preparation may seem like a lot of work, It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do the more confident you will be that you can protect yourself, your family, and your belongings.

DATE COMPLETED /AC

__________ Store Needed Aids in consistent, convenient and secured location.

__________ Emergency Kit Extras.

__________ Arrange and Secure Furniture and other items to provide multiple barrier-free passages.

__________ Practice using Alternate Methods of Evacuation.

Storage

	Store emergency supplies in a pack or backpack attached to walker, wheelchair, scooter, etc.
	Store needed mobility aids (canes, crutches, walkers, wheelchairs) close to you in a consistent, convenient and secured location. Keep extra aids in several locations, if available.

Emergency Kit

	Keep a pair of heavy gloves in your supply kit to use while wheeling or making your way over glass and debris.
	If you use a motorized wheelchair/scooter consider having an extra battery available. A car battery can be substituted for a wheelchair battery but this type of battery will not last as long as a wheelchair's deep-cycle battery. Check with your vendor to see if you will be able to charge batteries by either connecting jumper cables to a vehicle battery or by connecting batteries to a specific type of converter that plugs into your vehicle's cigarette lighter in the event of loss of electricity.
	If you do not have puncture proof tires, keep a patch kit or can of "seal-in-air product" to repair flat tires and/or also keep an extra supply of inner tubes.
	Store a lightweight manual wheelchair, if available

 

Evacuation Plan

	Arrange and secure furniture and other items to provide paths of travel and barrier free passages.
	If you spend time above the first floor of an elevator building, plan and practice using alternate methods of evacuation. If needed, enlist the help of your personal support network.
	If you cannot use stairs, discuss lifting and carrying techniques that will work for you. There will be instances where wheelchair users will have to leave their chairs behind in order to safely evacuate a structure.
	Sometimes transporting someone downstairs is not a practical solution unless there are at least two or more strong people to control the chair. Therefore, it is very important to discuss the safest way to transport you if you need to be carried, and alert them to any areas of vulnerability.
	For example: the traditional "fire fighter's carry" may be hazardous for some people with some respiratory weakness. You need to be able to give brief instructions regarding how to move you.

 

Earthquake Tips for People Who Use Life Support Systems (dialysis, respirator, oxygen,suction, Itravenous pump or infusion therapy)

This fact sheet is designed to provide a checklist for activities for people who use Life Support Systems to improve your emergency preparedness in an earthquake. It is designed to be used in conjunction with Independent Living Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS, and TIPS FOR CREATING AN EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets you do not have all the information you need to be prepared. Preparation may seem like a lot of work, It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do the more confident you will be that you can protect yourself, your family, and your belongings.

DATE COMPLETED /ACTIVITIES

__________ Secure Equipment.

__________ Maintain current list of Alternate Providers.

__________ Obtain Alternate Power source.

__________ Obtain a Generator.

__________ Oxygen Users.

__________ Regularly Test and Back Up power supply.

__________ Register with Utility Company.

__________ Teach a Personal Support Network how to operate and safely move your equipment.

Secure Equipment.

Secure any life support equipment to prevent damage from falling. If you use a chain to secure equipment, make sure it is a welded (not bent) chain.

Alternate Providers

Determine which facilities/providers would serve you in the event that your home system becomes inoperable or your provider is unable to provide you service.

Alternate Power

	Discuss with your vendor alternative power sources that will provide you with support for up to five to seven days.
	Could you use a generator? What type?
	Could you use manually operated equipment?
	Can your equipment be powered from a vehicle battery? If yes, obtain necessary hardware for the hook-up.

Obtain a Generator

	Obtain a generator, if appropriate and feasible. To run generators in an emergency, fuel must be safely stored. Generators need to be operated in an open area to ensure good ventilation. A 2,000 to 2,500-watt gas-powered portable generator can power a refrigerator and several lamps. (A refrigerator needs to run only 15 minutes an hour to stay cool if you keep the door closed. So, you could unplug it to operate a microwave or other appliance.)
	For 24-hour use over several days, a gasoline-powered generator is probably the preferred alternative power source. A generator does not take the same vigilance as storing batteries, although it still needs to be tested periodically to make sure it will be operable when needed. The challenge with generators comes when you live in an apartment and have to figure out how to store an adequate gasoline supply safely. Store a syphon kit if you need to obtain gasoline directly from a vehicle.
	Some generators can be plugged into house wiring systems. It is important to first consult your utility company before you plug a generator into house wiring.

Oxygen Users

	Check with your provider to determine whether a reduced flow rate may be used in the event of a disaster to prolong the fife of the system. Record on your equipment the reduced flow numbers so that you can easily refer to them.
	Be keenly aware of oxygen safety; avoid areas where gas leaks or open flames may be present.
	Post "Oxygen in Use" signs.
	Keep the shut-off switch for oxygen equipment near you so you can get to it quickly in case of emergency.

Regular Test Backup

	If your power backup system relies on storing batteries, be aware of the disadvantage. Stored batteries require periodic charging even when they are unused. So, if your survival strategy depends on storing batteries, a battery charging routine will have to be strictly followed.
	Regularly check back-up or alternative power equipment to ensure it will function during an emergency.
	Know the working duration of any batteries that support your system.
	Discuss with your power company the type of back up power you plan to use; get their advice.

Utility Company Registry

Register with your local utility company(ies) if this service is available in your community. Many utility companies maintain a list and map of your location in the event of an emergency. Contact the customer service department for additional information.

In order to restore power as soon as possible to those who need it most when there are power outages, many power utility companies keep a list of names of people dependent on powered life support systems and tag their meters. In some instances, this list is prioritized by the time a person is able to tolerate being off a life support system. Information is given to local power stations. Registering for this service may also qualify you for a discount rate. NEVER COUNT ON YOUR POWER BEING QUICKLY RESTORED. Utility personnel may not be able to get to you after a major earthquake.

Personal Support Network

	Inform your personal support network how to operate and safely move your equipment if necessary.
	Label equipment, add instruction cards, laminate instruction cards for added durability, attach to equipment.

 

Earthquake Tips for People With Communication and Speech Related Disabilities

This fact sheet is designed to provide a check list for activities for People with Communication and Speech Related Disabilities to improve your emergency preparedness in an earthquake. It is designed to be used in conjunction with Independent Living Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS, and TIPS FOR CREATING AN EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets, you do not have all the information you need to be prepared. Preparation may seem like a lot of work. It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do, the more confident you will be that you can protect your self, your family, and your belongings.

DATE COMPLETED/ ACTIVITIES

__________ How Will You Communicate?

__________ Store Communication Aids in all Emergency Kits.

__________ Complete Emergency Health Information Card with Communication Information.

__________ Batteries or Chargers for Communication Equipment.

Communication

Determine how you will communicate with emergency personnel if you do not have your communication devices (augmentative communication device, word board, artificial larynx).

Communication Aids

Store copies of a word or letter board, paper and writing materials, pre-printed messages and key phrases specific to an anticipated emergency, in all your emergency kits, your wallet, purse, etc.

Emergency Health Information Card

Make sure emergency health information card explains the best method to communicate with you, ie: written notes, pointing to letters/words/pictures, finding a quiet place.

Alternate Power Source

Obtain an alternative power source (i.e., power converter, batteries) if you use a computer or laptop computer as a means of frequent communication.

Earthquake Tips for People With Psychiatric Disabilities

This fact sheet is designed to provide a checklist for activities for People with Psychiatric Disabilities to improve your emergency preparedness in an earthquake. It is designed to be used in conjunction with Independent Living Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS and TIPS FOR CREATlNG A EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets, you do not have all the information you need to be prepared. Preparation may seem like a lot of work. It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do, the more confident you will be that you can protect yourself, your family, and your belongings.

DATE COMPLETED / ACTIVITIES

__________Practice how to Communicate your needs.

__________Anticipate the types of Reactions you may have after a quake and plan strategies for coping with these reactions.

__________Keep with you Instructions for Treatment if you are hospitalized.

Communication

Think through what a rescuer might need to know about you and be prepared to say it briefly, or keep a written copy with you- for example:

	I have a psychiatric disability. In an emergency I may become confused. Help me find quiet corner and I should be fine in approximately 10 minutes.
	I have a panic disorder. If I panic, give me one green pill (name of medication) located in my (purse, wallet, pocket, etc.)
	I take Lithium and my blood level needs to be checked every ___________.

Reactions

	There are a number of emotional reactions that may occur or become more severe after an earthquake. These reactions include: confusion, thought processing and memory difficulties, agitation, paranoia, crying, fear, panic, steep disturbance, pacing, shouting, depression, withdrawal, irritability, anxiety, shaking, and sleep disturbance.
	Think through the types of reactions you may anticipate having and plan strategies for coping with these reactions.
	Consider seeking input from your friends, family, therapist or service provider(s).
	Be prepared to have members of your personal support network offer emotional support so you can acknowledge and express feelings about the quake.

Treatment Instructions

You may need medical assistance. You even may be hospitalized. Keep with you instructions for your care and treatment, or a copy of a durable power of attorney for health so that someone you have chosen may intervene for you.

Earthquake Tips for Service Animals and Pet Owners

This fact sheet is designed to provide a checklist for activities for People who own Service Animals to improve your emergency preparedness in an earthquake. It is desined to be used in conjunction with Independent Livng Resource Center San Francisco's general EARTHQUAKE TIPS FOR PEOPLE WITH DISABILITIES, TIPS FOR COLLECTING EMERGENCY DOCUMENTS and TIPS FOR CREATlNG A EMERGENCY HEALTH INFORMATION CARD. Without all four tip sheets, you do not have all the information you need to be prepared. Preparation may seem like a lot of work. It is. Preparing does take time and effort. So do a little at a time, as your energy and budget permit. The important thing is to start preparing. The more you do, the more confident you will be that you can protect yourself, your family, and your belongings.

DATE COMPLETED/ ACTIVITIES

__________I.D. Tags and License are current.

__________Animal Care Plan.

__________Be prepared to Function Without Assistance from service animal - Identify Alternate Mobility Cues.

__________Assemble Service Animal's Emergency Kit.

I.D.'s and Licenses

Make sure your service animals and pets have I.D. tags with both your home telephone number and that of a your primary out of town contact person. Make sure your animal's license is current.

Animal Care

Plan how your pets will be cared for if you have to evacuate. Pets, in contrast to service animals, may not be allowed in emergency shelters due to health regulations, so have some animal shelters identified! Contact your local Red Cross chapter or state office of emergency management for guidance.

Establish relationships with other animal owners in your neighborhood. In case you are not home, there will be someone to help your animal.

Alternate Mobility Cues

Pets and service animals may become confused, panicked, frightened or disoriented in and after a disaster: keep them confined or securely leashed or harnessed. A leash/harness is an important item for managing a nervous or upset animal. Be prepared to use alternative ways to negotiate your environment.

Service Animals Earthquake Kit (for 7 days)

Container suggestions: pack supplies in a pack that your animal can carry in case you need to evacuate.

This kit should include:

	Bowl for water and food
	Food
	Blanket for bedding
	Plastic bags and paper towels for disposing of feces
	Neosporin ointment for minor wounds (Animals can easily get cut after an earthquake. Ask your veterinarian if there is anything specific you should include for your animal.)
	A favorite toy
	Extra harness

 

Volunteer Center Response Plan

Volunteer Center Response Plan

TABLE OF CONTENTS

Section	Contents
I.	Purpose
II.	Assumptions
III.	Types of Emergencies
IV.	Activation of Plan
V.	Incident Command System
VI.	Staffing Positions, Assignments, and Command Structure
VII.	Emergency Procedures (internal plan)
VIII.	Volunteer Center Operations (external plan)
IX.	Staffing Policies and Procedures
X.	Resource Lists
XI.	Forms
XII.	Maps
A.	Appendices

 

I. PURPOSE

TheVolunteer Center of ** Disaster Plan describes how the Volunteer Center functions during and following a major disaster and defines the roles and responsibilities of staff. The plan outlines the way in which the Volunteer Center carries out its primary disaster function which is to coordinate the deployment of emergent volunteers for disaster response and recovery. It also includes steps to be followed in the event of damage to the Volunteer Center.

II. ASSUMPTIONS

In the event of a major disaster in the Bay Area, the Volunteer Center may suffer injuries to personnel, property loss, and impairment to utilities and communications systems. We have been advised that for up to 72 hours, or even longer, emergency services (police, fire, ambulance) may not be available. Because teamwork is critical for effective response to an emergency situation, all employees of the Volunteer Center are automatically on the disaster team.

III. TYPES OF EMERGENCIES

Earthquakes - The hazard posing the greatest threat to the community and to the Volunteer Center's operations is an earthquake which could cause widespread devastation to the entire Bay Area. Experts warn that a major earthquake can be expected in the foreseeable future. Effects could include major road closures, extensive damage to structures, loss of public utilities, and multiple injuries and deaths. The demands upon public safety agencies will be overwhelming. Non-public responders such as the Volunteer Center will play a major role in recovery.

	Winter Storms/Floods
	Urban/Wildland Fires
	Hazardous Material Incidents

IV. ACTIVATION OF PLAN

The plan will be activated by the Executive Director, Disaster Coordinator or other designated staff member, when a disaster occurs significant enough to cause damage to the Volunteer Center or within the geographical area served by the Volunteer Center. The plan may also be activated upon declaration of a local emergency by the county Office of Emergency Services (OES), or by request from the American Red Cross, another Bay Area Volunteer Center, or The Volunteerism Project.

V. INCIDENT COMMAND SYSTEM

Insofar as feasible, this plan follows the principles and features of the Incident Command System (ICS). Used by emergency response organizations throughout the state, ICS is an effective model for centralized management. It clearly defines staff roles and responsibilities and lines of communications. In the ICS model the base of operations for response to a disaster (incident) is the Command Center.

Incident Commander - Upon activation of the plan, the Executive Director becomes the Incident Commander and is in charge overall. The Incident Commander will establish the Command Center and initiate the ICS. In the absence of the Executive Director, the highest-ranking staff member present becomes the Incident Commander and remains so until relieved by a higher-ranking staff or the Executive director.

Command Center - The Command Center will be the Volunteer Center's offices located at ****. If that facility is unsafe or cannot be made operational, the Command Center will be established at one of the following alternate sites: ******

VI. STAFFING POSITIONS, ASSIGNMENTS, AND COMMAND STRUCTURE

The Volunteer Center follows the Incident Command System for designating functions and assigning staff. Positions include:

	Incident Commander
	Information Officer
	Safety Officer
	Liaison Officer
	Operations Officer
	Planning Officer
	Logistics Officer
	Finance Officer

These positions are pre-assigned to staff; assignments are noted in the chart on page 5. A single staff person may serve multiple functions if the workload is light or if there are not enough staff to allocate singly to functions.

Staffing Position Responsibilities

Incident Commander

	Activate Incident Command System
	Establish Command Center
	Manage overall response
	Operations, Planning, Logistics, Finance and Public Information Officer report to Incident Commander
	Coordinate all staff and volunteer functions
	Approve requests for procurement and release of resources
	Authorize release of information by Public Information Officer (PIO)
	Approve plan for demobilization

Public Information Officer

	Maintain ongoing briefings by Incident Commander
	Establish and maintain single contact point for media
	Prepare initial information summary
	Arrange appropriate contacts between media and Volunteer Center staff

Safety Officer

	Monitor and assess unsafe situations
	Conduct damage assessment
	Develop measures for staff safety
	Participate in planning meetings
	Review action plans

Liaison Officer

	Point of contact with other Volunteer Centers, Red Cross, nonprofit agencies, and other entities cooperating with the Volunteer Center
	Coordinate requests by Volunteer Center staff for interagency contacts
	Monitor interagency contacts for potential problems

Operations Officer

	Responsible for management of all operations directly applicable to the primary mission
	Brief and assign operations personnel in accordance with disaster plan
	Develop operations section of plan
	Review suggested list of procurement or release of resources for Incident Commander
	Assign specific tasks to staff and volunteers
	Monitor work progress and make changes when necessary

Planning Officer

	Responsible for collection, evaluation, dissemination and use of information about current Volunteer Center operations
	Establish information requirements and reporting schedules for all sections needed in preparing action plan
	Identify needs for use of specialized resources
	Perform operational planning
	Advise staff of any significant changes in action status
	Prepare and distribute Incident Commander's orders

Logistics Officer

	Responsible for providing facilities, services and material in support of the Volunteer Center's operations
	Assign work locations and preliminary tasks to section personnel
	Identify service and support requirements for expected operations
	Ensure communications plan is prepared
	Advise on communications capabilities and/or limitations
	Set up telephone and radio systems and see they are tested
	Ensure an equipment accountability is established
	Coordinate medical emergency needs, including transportation of injured
	Determine feeding needs and assure food and related supplies are provided
	Establish ordering procedures
	Establish sleeping facilities as required
	Oversee sanitation, maintenance, lighting and clean-up

Finance Officer

	Responsible for all financial and cost analyses
	Track all expenditures, with special attention to possible reimbursable items
	Determine need for time recording for personnel
	Provide for records security
	Maintain current posting on all charge or credits for fuel, supplies and services
	Supervise operation of commissary
	Prepare and sign all contracts for goods and services
	Responsible for overall management and direction of all compensation claims
	Maintain log of all injuries sustained
	Handle all claims other than injury

VII. EMERGENCY PROCEDURES (coordinated by Safety Officer)

Earthquake Checklist

	Injuries Designate First Aid area and report location to Incident Commander. Check for injured and treat as appropriate; move if possible to First Aid area. First Aid supplies located in *****.
	Gas Gas valve located in *****. If odor of gas is present (check outside as well as inside), get gas shut-off wrench from disaster supplies and shut off gas.
	Structure Condition Be cautious -- aftershocks may follow earthquakes. Check for visible signs of damage. Evacuate if structure seems questionable (err on side of safety). If possible, retrieve any cellular phones but do not place yourself or others at risk to do so.
	Telephone and Communications If electrical power is off, a non-Centrex phone system will probably not work; Centrex systems do not require power to operate and therefore should be OK. If electrical power is off, the telephone on your fax machine will also probably work. If available, use cellular phone(s), but only if no other telephones are working.
	Power If power is out, do not light candles during an earthquake. There are two dangers -- from explosion caused by gas leak and ignited by spark from match, and from candles falling and starting fires. For lighting, use flashlights, lanterns and lightsticks. Use a generator if one is available.
	Building Tenants Check on welfare of other tenants in building, if appropriate.
	Hazards Rope off area where electrical lines are downed and all structural and area hazards. Inform Incident Commander of downed lines, gas leaks and water line breaks. Remove anything blocking street, except downed electrical lines, which would prevent access by emergency vehicles.
	Damage Assessment Conduct detailed damage assessment as soon as possible and photograph or video damage.

Fire Checklist

Evacuate immediately.
**** will account for all staff. Phone 9-1-1.
Phone as soon as possible. Shut off gas if needed (meter located *****).
If odor of gas is present (check outside as well as inside), get gas shut-off wrench from disaster supplies and shut off gas. Notify other building tenants (if appropriate). Items to take:
If possible, retrieve back-up computer disks and important papers (these items should always be ready to go). Damage Assessment
Conduct detailed damage assessment as soon as possible and photograph or video damage.

Office Evacuation Plan

	Determine best evacuation route and advise all staff.
	Designate alternate meeting place for post-evacuation.
	Meet at designated place to decide next steps.
	*** will account for staff after evacuation.

Where to Meet after Evacuation

Under What Conditions Office Will Be Evacuated

Office/Building Floor Plan

Disaster Equipment and Supplies (list)

NOTE: Disaster equipment and supplies are stored in ****.

Staff Notification Procedures

Communications Systems

 

VIII. VOLUNTEER CENTER OPERATIONS (coordinated by Operations Officer)

Phone Bank - The Volunteer Center will establish a clearinghouse for people who want to volunteer and for agencies requesting volunteer assistance. The first priority, once staff and facility safety are secured, will be to set up a Phone Bank operation. Callers will be using both the Volunteer Center's main number and the 800# to call in. The volume of calls may require the installation of additional phone lines.

Volunteer Reception Center - In some cases, the Volunteer Center may set up and manage a Volunteer Reception Center (VRC) instead of or in addition to the Phone Bank. The VRC is not dependent on phones and is therefore an option when phones are not working. Both the Phone Bank and VRC will be managed by the Operations Officer.

Volunteer Data Base - It is important from the beginning to enter into the computer basic information about volunteers. At the very least, it will provide a record of how many people called, what their skills were, and where they were referred. It will also make it easier to identify and call back volunteers with special skills or those that couldn't immediately be referred.

Researching Agency Needs - Ideally, the Volunteer Center will have collected information in advance of the disaster from agencies likely to need volunteers. However, this information will need to be updated with details on time, place, supervision, etc. Also, many agencies will not have anticipated disaster-related needs, but will have them nevertheless. All pertinent information about agency needs should also be entered into a computerized data base so it can be printed out in various formats.

The Agency Disaster Volunteer Job form (see Section XI. FORMS) is used to log requests. Staff can take the information over the phone, receive it by fax, or get it in person by delivery or pick-up. Generally, these kinds of needs can be expected to emerge:

	traditional disaster response agencies (Red Cross, Salvation Army, Food Bank) will need large numbers of volunteers to staff their response activities
	other CBOs will also have disaster response roles because of the geographical area or special population they serve, or the special skills/resources they offer
	new groups, not previously known and/or involved in disaster preparedness/response, will emerge

Checklists - See the following checklists for setting up the Phone Bank and setting up and managing a Volunteer Reception Center. See the appendix for supplemental operations checklists on the Phone Bank, Volunteer Reception Center, and data entry procedures.

Phone Bank Set-up Procedures

	Establish liaison with local agencies and determine needs as soon as possible; this can be done by phone and also by runners equipped with cellular phones.
	Make sure agency needs and volunteer databases are ready to go.
	Get agency and volunteer intake forms ready.
	Set up in room or area where additional phone lines can be installed (preferably one large room).
	Inform all staff that business as usual may be suspended at any time.
	Send representative to ARC.
	Copy instructions for Phone Bank operators.
	Designate one or more persons to take all disaster volunteer calls. As they start to become busy, you need to expand, using designated staff and volunteers.
	Designate one or more persons to take agency calls.
	Appoint Day Captain to supervise Phone Bank operators.
	Try to anticipate volume of calls so additional lines can be added before they are absolutely necessary.
	Notify ARC and media when ready to receive calls.
	Schedule one or more times each day to orient and train new Phone Bank staff.

Volunteer Reception Center Set-up Procedures

	Establish site, preferably large indoor room with tables and chairs available.
	Bring box of supplies.
	Arrange the room carefully to allow for foot traffic and to maximize wall space (see suggested layout under Section XII. MAPS).
	Face tables and chairs so that information can be easily seen and so that volunteers feel they are receiving personal attention.
	Allow enough space for volunteers to fill out the volunteer intake form.
	Clearly mark the reception desk.
	Provide a space with seating for volunteers to "cool down." This will be an impatient time for them and they will need a breathing space to transition into your setting and away from the stark reality outside.
	Post a sign outside the center to direct potential volunteers to your site.
	Set up separate sections for each major class of work, with information about available placements. Typical headings might be: Food services ´ Clerical/office work Computer data entry ´ Phones/receptionist Plumbers/electricians ´ Shelter workers/hosts Repair/reconstruction ´ Communications Counseling services ´ Medical/health Interviewing ´ Transportation Child care ´ Cleanup -- home and other Rescue ´ Interpreters/translators (including sign) Damage assessment ´ Miscellaneous
	Set up only as many stations as you can staff.
	Assign early volunteers to staff the Reception Center and be runners. Runners will bring in information about volunteer needs from the disaster scene and other agencies.
	Designate an area for training/orientation. Utilize times when demand is slow to orient new volunteers to the disaster situation and to train them in Reception Center policies and procedures.
	If utilizing the Reception Center approach for a single agency, adapt stations to show internal needs. The Center will provide the "breathing space" your agency needs to effectively handle large numbers of convergent volunteers.
	Reception Centers can also be utilized in neighborhoods to organize the efforts of local residents. A garage can easily be converted using a couple of card tables.
	Notify ARC, media when ready to open.
	Remember -- keep the coffeepot full!!!

Managing the Volunteer Reception Center (VRC)

	Receptionist greets prospective volunteers, asks them to complete an intake form, and shows them where to sit.
	Assign extra staff in the seating area to help the volunteers with completion of forms and debriefing.
	Once the prospective volunteer has completed the form, a Guide takes it, looks at skill areas checked, and suggests appropriate station(s) to visit.
	Staff at each station visited tells the prospective volunteer about which opportunities are currently available in that particular skill area. (The stations are set up to reflect various types of volunteer opportunities -- you may have many or few depending on the number and types of jobs available and the volume of prospective volunteers coming through.) See interviewing procedures below for more detail.
	If prospective volunteers need more information or assistance while visiting the station area, direct them to the Information Station rather than Reception.
	Tell prospective volunteers of any pertinent orientation or training sessions which have been scheduled at the VRC.
	For communications inside the VRC, have Runners staffing the Runners' Station relay messages. Runners may also be asked to accomplish tasks outside the Volunteer Reception Center such as putting up signs, bringing messages from other agencies, etc.
	Schedule one or more times each day to orient and train new VRC staff.

IX. STAFFING POLICIES AND PROCEDURES

Employees - Every Volunteer Center employee is a disaster response worker and is expected to work at any time when the Volunteer Center activates this disaster plan (see Section IV. ACTIVATION OF PLAN). It is expected that all employees will work in their assigned disaster response roles after they have assessed the welfare of their families and the safety of their surroundings. Readiness to assume these roles will be facilitated by staff's prior development of personal and household disaster preparedness plans.

During Normal Business Hours - All employees on site at the time of the disaster are expected to assist with implementation of this plan. As soon as they are able, those not on site are expected to report in to the **** office to determine whether and when they will be needed for staffing.

Outside Normal Business Hours - When a disaster occurs during non-business hours, the Executive Director will contact the Disaster Coordinator (staff disaster team leader) as soon as possible to determine what steps are to be taken. Either one may activate the disaster plan if any of the activation conditions are met (see Section IV). The Executive Director and/or Disaster Coordinator will contact other employees as needed to provide adequate staffing for the Volunteer Center. Employees are expected to communicate with the **** office as soon as feasible and to respond to requests for staffing help. Employees should tune in to radio station *** and listen for emergency broadcast information.

Volunteers - The Volunteer Center welcomes trained volunteers to assist in its disaster response activities. Trained volunteers are those who have completed the Volunteer Center's disaster training program, or who are determined by the Disaster Coordinator to have comparable training and experience. If authorized by OES to administer, have all volunteers complete a Disaster Services Worker form.

Staffing Shifts and Breaks - The maximum shift for any employee or volunteer is eight hours. Each worker will receive and must take at least one ten-minute break every two hours. If any employee is asked to work more than 8 hours in a 24-hour time period, the Volunteer Center's personnel policies regarding overtime for exempt and non-exempt employees will apply. All decisions regarding overtime work (beyond 8 hours per day or 40 hours per week) for non-exempt Volunteer Center employees must be approved in advance by the Volunteer Center Executive Director or person designated as Acting Executive Director.

Procedures -

1. No person works alone; a minimum of two staff must be onsite at all times.
2. The office will not open to the public in the morning until two staff are present.
3. The last two people in the office will lock up and leave the building together.
4. If the Center is open longer than 8.5 hours per day, staff must be scheduled in overlapping shifts.
5. A rest area away from the other activities will be designated.
6. Each employee and volunteer will sign in and out each day so that an accurate record of hours can be maintained.

X. RESOURCE LISTS

Staff List (insert)
Disaster Volunteer List (insert)
Agencies Contact List (insert)
Volunteer Resources (insert)

XI. FORMS

Volunteer Intake (insert)
Agency Request (insert)
Daily Volunteer Sign In (insert)
Daily Staff Sign In (insert)
Staff Notes Log (insert)
Disaster Services Worker (insert)

XII. MAPS

County (noting location of OES, ARC)
Cities (noting location of OES, ARC)
Volunteer Center Floor Plan
Volunteer Reception Center Layout

Appendix A.

AGREEMENTS
Resolution By Volunteer Center Board Of Directors (insert)
Memoranda Of Understanding (insert)
Bay Area Volunteer Centers Mutual Assistance Plan (insert)

Appendix B.

SUPPLEMENTAL OPERATIONS CHECKLISTS
Interviewing Disaster Volunteers at the Phone Bank

	Have blank intake form ready to begin taking information over phone.
	Ask volunteer for all information needed and fill in on form.
	Highlight or circle skills they checked that are on your needs list.
	Ask volunteer to elaborate on priority skills.
	If no priority skills are indicated, ask the volunteer which of his/her identified skills is strongest or which he/she would prefer to offer.
	Briefly explain project(s) where you would like to refer volunteer.
	Note referral(s) on intake form.
	If unable to refer volunteer at this time, explain situation and say they may be called back.
	If volunteer has resources to offer, ask when resources will be available, and if offer of resources is conditional on volunteer (who offered resource) operating.
	Refer volunteer with resources to appropriate agency, organization or collection point.
	If appropriate, refer volunteer to orientation and/or training area.

Interviewing Disaster Volunteers at the Volunteer Reception Center

	Review volunteer intake form.
	Highlight or circle skills they checked that are on your needs list.
	Ask volunteer to elaborate on priority skills.
	If no priority skills are indicated, ask the volunteer which of his/her identified skills is strongest or which he/she would prefer to offer.
	Briefly explain project(s) where you would like to refer volunteer.
	Note referral(s) on intake form.
	If unable to refer volunteer at this time, explain situation and give him/her an idea of when you will call back.
	Review resources volunteer may have to offer, if applicable.
	Ask when resources will be available, and if offer of resources is conditional on volunteer (who offered resource) operating.
	Refer volunteer with resources to appropriate agency, organization or collection point.
	If appropriate, refer volunteer to orientation and/or training area.

Data Entry Procedures (Volunteers)

	Start computer, open file, and bring up screen for data entry (see format for setting up file in Appendix ****).
	Start entering data from volunteer intake forms.
	When data entry is completed, check for accuracy, then date and initial form.
	File completed forms alphabetically.
	Each morning, print out a summary of the following: callers, previous day and to date who wanted to volunteer referred who wanted to donate money or resources who wanted information only

Data Entry Procedures (Agencies)

	Start computer, open agencies file and bring up data entry screen (see Appendix *** for file format.
	Start data entry from information on agency volunteer request forms.
	When data entry is complete, check for accuracy, then date and initial form.
	File completed forms alphabetically.
	Twice a day, print out requests (see sample format in Appendix ****) and distribute to ******.

Appendix C.

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. POST.
	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, valuable. Watch for signs of burnout and rotate tasks or relieve volunteers appropriately. Be specific, brief, 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

Appendix D.

ROLES AND RESPONSIBILITIES OF EACH VOLUNTEER CENTER FOR DISASTER RESPONSE

1. Assess Center's capability to function, including:

   	Building safety, breakage, clutter, etc.
   	Staff availability/readiness
   	Phones
   	Utilities
   	Office equipment
   	Need for backup from other Centers

2. Implement contingency plans, including request for mutual assistance.
3. Follow notification procedure (to be established), e.g., notify TVP, Red Cross, media.
4. Arrange for staffing of phone bank.
5. Set up and operate phone bank.
6. If needed, open and/or manage onsite or off-site Volunteer Reception Center(s) for walk-in volunteers.
7. Contact agencies regarding their needs, by phone or in person.
8. Collect data on volunteers and enter on computer.
9. Collect agency requests and enter on computer.
10. Follow status report procedure (to be established).
11. Respond to requests from other Volunteer Centers for mutual assistance.