Safety Training for Volunteers
Training – Volunteer Resource Coordinator and County OEM should plan
(Presenter to edit this training for specific incident)
instructional training and hands-on exercises to practice/ evaluate the operation of
the Volunteer Reception Process.
1. If you will be working outside, dress for the weather. Boots may be helpful, as debris
on the ground can be sharp and dangerous.
2. Bring work gloves, sunscreen, hat and any appropriate tools you have. You will be
responsible for your tools.
3. Water may be available at your work site, but you are encouraged to bring a personal
water container. It is important to drink lots of water while you work.
4. While working, you will have a higher than normal exposure to bacteria. When you
take a break, wash thoroughly.
5. When you arrive at your worksite, you will be warned if there is a possibility of
encountering victims. Follow the instructions given to you at your job site.
6. The work you will be doing may cause you stress, anxiety, fear or other strong
emotions. You are providing a valuable service by volunteering today. Please
understand that, by helping, we will not be able to undo the effects of this event. All
we can do is help in our own small ways to assist victims into the recovery process.
If you care for one lost animal, find one child’s lost favorite toy, or hold the hand of one
wheelchair bound senior in a shelter, you will have eased a little of the pain.
Do not feel guilty because you are not able to fix everything. Just work your shift,
then go home to rest and eat well. Both will help to relieve the stress. Be sure to
attend any debriefing that may be conducted at the end of your shift.
7. Older children can help with the disaster recovery work in some areas, but parents
must sign a release of liability form for each child under the age of 18. It is
recommended that children remain in school, if it is open. Older children can
participate with parents on weekends.
8. You will be covered by insurance provided by the county in which you will be working.
If you should sustain an injury, you must pay for any treatment required and then
submit a claim form and be reimbursed by the insurance company.
Volunteers recruited as staff for the Volunteer Reception Center should participate in
training to learn about the process and the specific functions related to setting up a
VRC. Training is to include duties/ responsibilities of positions, chain of command,
and importance of documentation; role playing as VRC staff and as a Volunteer
presenting to VRC.
Exercise – Once trained, Volunteers will be prepared to participate in an actual
exercise to practice operating a functional VRC in a timely manner. Exercise is to
simulate a specific scenario applicable to the County; ideal exercise would tie into a
planned local or regional event that would require an operational VRC.
Evaluating the importance of the VRC and the role of Volunteers is an integral part of
training and exercises. To determine prior to training or exercise:
– purpose, objectives and expected outcomes
– type of exercise to be staged e.g. tabletop drill, lecture, or full-scale setup
– intended audience
Create evaluation form reflecting objectives. Ask participants if purpose and
objectives met; allow room for comments.
After Action Report (AAR) – Review participants’ evaluations; consider results
relative to plan. Cover what went right, and recommend areas to be improved.
Forward report to all the participating agencies.
Flood Plain Map
Post Incident Comfort Stations (PICS)
Northwest
Location
Communities Served
Hood Creek Community Bldg Northwest; Sandy Creek; Maco Area
Leland Community Bldg
Belville; Leland; Navassa
Lockwood Folly Dist. Park
Supply
Lockwood Folly Comm. Bldg Holden Beach; Civietown; Supply
Shallotte District Park
Shallotte; Shallotte Point
Smithville District Park
Southport; Boiling Spring Lakes
Towncreek Community Bldg Winnabow; Bolivia
Waccamaw Community Bldg Waccamaw; Ash; Grissettown/Longwood
Oak Island Recreation Center Oak Island; Caswell Beach
Empty Lot Beside Food Lion Sunset & Ocean Isle Beaches; Calabash
Sea Trails Conference Center
Presbyterian Church
Storm severity will determine number of PICS opened
Category 1-2
Category 3-5
1
2
3
4
5
6
7
8
9
10
11
12
Sandy
Creek Maco
1
74
76
8
Leland
2
W
Navassa
Belville
IN
ILM
L
PE
PI
E
IN
17
Winnabow
7
133
Brunswick County, NC
EOC
17
June 15, 2009
Brunswick County
Volunteer Reception Center (VRC) Plan
The purpose of the VRC Plan is to provide the required support for the reception,
processing, preparation and deployment of unaffiliated spontaneous Volunteers who desire
to contribute their skills, time, and effort to assist with disaster response and recovery
operations.
VRC Facility Capabilities, are to include –
•
•
•
•
•
•
•
Phone communications
Backup radio communications
Computers and associated support for Volunteer intake
Badges for approved Volunteers
Space for reception/ preparation of up to 50 Volunteers
Facilities for extended care/ feeding of up to 30 Volunteers
Parking for Volunteers and equipment needs
Experienced and practiced professionals in the emergency response community
recognize three important factors regarding managing unaffiliated Volunteers responding
spontaneously to a sudden disaster:
1. It is essential to properly screen and evaluate emergent Volunteers to identify valuable and
necessary skills needed
2. Emergent Volunteers strain available resources and impose burdens at the most inopportune times; the most effective response comes from
Volunteers that have affiliated themselves with established response organizations before the disaster strikes
3. All emergent Volunteers, regardless of capability, must be appropriately received, processed, and (if possible) utilized; failure to do so may result in the
loss of valuable Volunteer resources and lead to long term public relations setbacks for involved organizations.
A successful Volunteer Reception Center requires a public education and outreach plan that stresses:
1. Volunteers desiring to support disaster responses should affiliate themselves with established disaster response
organizations beforehand, and
2. Unaffiliated Volunteers desiring to volunteer during a significant disaster should contact Brunswick County Volunteer
Center (BCVC) for guidance on how to proceed. Once the Volunteer Reception Center has been activated, available public
communications systems will be utilized to provide relevant information. If no public communications systems are
operable unaffiliated Volunteers may proceed to the nearest Salvation Army/ Red Cross facility to obtain information.
Participating Agencies
• The Salvation Army
• American Red Cross
• Hurricane Volunteer List
• Intergeneration CERT Team
• County Non-profits
• CERT Boat Team
• Faith Based Groups
Brunswick County Volunteer Center (BCVC) is responsible for the County volunteers in the event of a natural
disaster or other emergency. BCVC will work with local Disaster Response Agencies such as the Red Cross Disaster Team and
The Salvation Army as well as other civic organizations, under the direction of the Director, Emergency Services. The BCVC Director will be the Disaster
Response Coordinator (ESF 14).
Response
4
Volunteer
Reception
Center
VRC Snapshot
The Volunteer Center fulfills the role of a clearinghouse, matching the skills of spontaneous volunteers to the special needs of the participating agencies.
ON
GT
87
Special Needs Population
Hospitals
1 Brunswick Community
2 Dosher Memorial
Skilled Nursing Facilities
3 Autumn Care of Shallotte
4 Brunswick Cove
5 Dosher Memorial
6 Ocean Trail Convalescent
Assisted Living Centers
7 Carillion
8 Corinthian Place
9 Shallotte
WIP
Based on the severity of the event, disaster response may be required by local, county, state, or federal agencies. Disaster Volunteers may also be
brought in from neighboring regions or national organizations. Coordination is crucial. It is important to adhere to a Unified Command Structure, as
defined by Incident Command System (ICS), which provides for a coordinated effort to effectively manage available resources. All agencies seeking
Volunteer resource support are to coordinate their requests through the EOC (Volunteer Resource Coordinator). If communications cannot be
established with the EOC, or the Volunteer Resource Coordinator, agencies can contact the BCVC Director, or Staff directly.
87
8
Ash
17B
3
Evacuation
Route
130
904
Longwood
Supply
1
5
211
Shallotte
17
130
4
Varnamtown
179
Carolina
Shores
12 179
Holden Beach
904
Calabash
179B
11
Sunset Beach
Ocean Isle Beach
Goals of Volunteer Center are to:
Boiling
Spring Lakes
US Army
Sunny Point
Supply Port
H
3
9
Grissettown
Bolivia
Atlantic Ocean
Sunset
Harbor
87
2 H 7
6 6
St. James
133
9
Oak Island
BNP
Southport
Caswell Beach
Bald Head
Island
1.
2.
3.
4.
Refer volunteers to agencies or locations that have requested volunteer services
Match volunteers having particular skills to areas where those skills can be best used
Provide updated information on volunteer needs to the media
Maintain a data base of pre-arranged skilled volunteer resources, e.g. truck drivers,
electricians, child care providers, medical
5. Serve as a communications link between County needs and State/National Command Centers
6. Assist in managing donated goods; refer donors to agencies accepting donated goods
7. Gain significant economic benefits re: value of hours worked, documented to meet FEMA
reimbursement criteria
A well managed Volunteer Center portrays a positive perception of the
County’s response and recover efforts.
© Copyright 2009 Dale Parsons & Assoc. Inc. All rights reserved - 1-800-804-5095
Items Needed
• ID badge
• Station sign
• Table/clipboards
• Chairs for filling
out forms
• Volunteer
Instructions
Supply
• Registration
Forms
• Pens
• Flag or hat
Volunteer Reception Center (VRC) Plan
1 Greeters
Station 1 Registration / Orientation
1
Registration Stations
Staff Only Areas
1
1
Volunteer Entrance
DRY ERASE BOARD
9
Request Board
Public Information
(Volunteers)
(Volunteers)
2
2
(Interviewers)
(Interviewers)
Station 2
Interviews
7
BULLETIN BOARD
BULLETIN BOARD
Phone Bank
& Agency
Coordination
3
Station 3
Data/Agency
Coordination
1. Ideally, work with a partner. Greet with a friendly and
firm demeanor; determine purpose of visit.
a) If volunteering, thank them; provide Volunteer
Instructions sheet; have them
complete Registration. Direct
to next available Interviewer.
b) If media, direct to Public
Information Officer
c) If disaster survivors, refer to appropriate agency
d) If donating food/ clothing, refer to appropriate agency (For
safety reasons, most EM Depts don’t accept unsolicited food
for their staff – something to consider!)
2. If Volunteer becomes impatient; explain process; ask for patience,
or come back later.
Station 1: Reception Area
Please fill out registration form and proceed as directed to
Station 2: Interview Area
Interviewer will take your form, discuss your skills and refer
you to an Agency needing your help. Take Referral form to
Station 3: Data Coordination
Coordinator will record and initial your Referral Form. If
possible, notify Agency to expect you. Take Referral form to
Data
Entry
8
4
Station 4
Volunteer ID
Supply
Area
4
Station 5
Safety Briefing
Station 6
Volunteer Training
6
Runners
1. To carry information between stations e.g. to pick up forms, supplies restocked, or
Volunteer escorted to another place, stations will signal by raising a flag or putting on a hat.
2. Watch carefully for signal and respond promptly, in order to keep information/ volunteers
moving smoothly
3. When posting a new Volunteer Request, use only the markers provided and write neatly and
large enough so that Interviewers can see Requests clearly; after posting, give Request
form to Data Coordinator
Link
A. Volunteer Instructions
B. Request for Volunteers
C. Volunteer Registration
& Release of Liability
D. Volunteer Referral
E. Safety Training
G. Volunteer Sign-in/out
Station 5: Safety Briefing
You will be given special instruction about safety, security
and transportation. You maybe directed to
I. Work Site Sign-in/out
Station 6: Volunteer Training
Some jobs will require extra orientation or training that will
be provided by the Agency to which you are referred.
1. Staff List
Exit
6
Items Needed
• ID Badge
• Dry erase
marker or water
soluble marker
(depending on
board type)
• Dry eraser or
damp sponges
Managing the VRC
VRC Director is responsible for enacting specific staffing policies/ procedures/ guidelines to ensure safe and
effective management of VRC staff. Activities are to be conducted as per ICS standards and applicable agency/
organizations rules, regulations, procedures, and workplace practices.
Employees – VRC does not have a permanent staff; all staff participants are provided by participating agencies,
organizations, or are Volunteers. Staff should take appropriate action to assess the welfare of their own 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.
Operating Hours – Available staff should communicate with the VRC as soon as feasible; be prepared to respond
to requests for staffing assistance; should stay tuned to local radio stations and other available means of
communications and listen for emergency broadcast information. EOC will determine open hours of the VRC.
Volunteers – VRC welcomes trained Volunteers to assist in its disaster response activities. Trained Volunteers are
those who have completed the VRC’s disaster training program, or who are determined by the Volunteer
Resource Coordinator to have comparable training/ experience. At startup some Volunteers may fill 2-3 roles.
Do a quick interview and refer to a job that best matches
abilities/ interests; Vol. Requests posted on board in front of
Interviewers (erased when filled). List of current needs may
be provided (if using computer).
1. Verify Registration for completeness/ accuracy; use as
guide to inquire about skills. Retain Registration form.
2. When assigned, complete Referral; give to Volunteer
and instruct to report to Station 3.
3. Jot down under “Notes” anything important not on
Registration (e.g. special skill, obvious physical
limitation) If using “Office Use Only”, check
appropriate box. Place Registration in bin or file.
Remember:
a) Disaster registration differs from “normal” volunteer
intake – less time to fit volunteer into ideal assignment
b) Refer volunteer on the spot if possible (maybe can’t contact later).
If having special training or unusual skills that might be soon
needed, ask to wait (sitting area). Check Request Board for skills
c) Watch for Volunteers who would work well in VRC
d) If Volunteer shows stress, give extra measure of patience
e) May be called upon to train Volunteers for interviewing.
3
Data/Agency Coordinator
match
Agency
Request
Items Needed
• ID Badge
• Station sign
• 2 tables
• 4 chairs
• Phone
• 2 file sets
• Pens
• Computer, if
available
(networked to
Phone Bank)
• Flag or hat
Match Volunteer Referrals to Agency Requests; close
Requests when filled (or not needed). May need to call
Agency for clarification; if so, record the info. on Request
form under “Follow-up Contacts with Requesting Agency”
1. When Volunteer brings Referral form, enter Name and
Referral Date on Request form. Initial the Referral form
2. If time, call Agency to let them know who or number of
Volunteers referred. Confirm, if to close out Request
3. For filled Request, raise Flag, or put on Hat, to have runner
remove Request from board
4. For a Volunteer not yet Referred, thank them for coming;
ask them to please wait in sitting area
5. Enter Date and Reason Request closed (e.g. completed, no longer
needed) at bottom of Request form. If Request on database,
enter Date/ Reason closed ASAP
6. Place open/closed Requests in separate files (numerically, or
alphabetically by Agency)
Thank you for volunteering!
Disaster Referral Plan
A pre-established and simple volunteer referral plan will speed operations and provide
relief in an expeditious manner. Key components are:
• Develop a list of agencies/ towns providing disaster relief and need volunteers
• Categorize needs; list volunteers needed by agency/ job description/ location/ skills
• Develop disaster referral guidelines and forms to track assignments
• Establish a method to update and circulate volunteer needs to staff as necessary
• Have agencies notify the Center when sufficient volunteers have arrived on site
• Establish a policy for handling “problem” volunteers
F. Employee Sign-in/out
H. Expenses Incurred
Resource Lists
2. Volunteer List
3. Volunteer Resources
Items Needed
• ID badge
• 2 tables
• 8 chairs
• Station Sign
• Referral forms
• Pens
• Flag or hat
• Bin/ file
2 Interviewers
Volunteer
Sitting Area
VRC Forms
Station 4: Identification Area
You will receive an ID bracelet allowing you to enter
restricted areas during the days(s) written on ID. Proceed to
7
3
5
Volunteer Instructions
Items Needed
• ID badge
Clearly designate 1 entrance and 1 exit, and set up for efficient • Tables/chairs
• “Go Box” with
flow of volunteers/ information
supplies/
Brief and assign tasks to staff and VRC volunteers
forms for 1st
Monitor operations; change staff when necessary
3 days
Maintain Safety/ Training records; VRC hrs worked (staff/vol.) • Supplies/
Equip. List
Submit records to County Budget Dept wkly, or end of activation
Items
VRC Director (To oversee the operation of the VRC )
1.
2.
3.
4.
5.
Thank VRC Volunteers; have them sign In/Out Record daily.
4. Agencies Contact List
Items Needed
• ID Badge
• Station sign
1. All volunteers are trained at the agency they are referred to.
• Flag or hat
2. The non-profit agency is liable for the volunteer.
• 5 chairs min.
Instruct volunteer on how to cope with disaster situations and changing • Clipboard
environment, and on stress management and how to avoid burnout.
• Specific
Training
handouts
• Pen
• Stapler
6 Volunteer Training
Items Needed
• ID Badge
• Station sign
Brief new Volunteers on what to expect at job
• Flag or hat
site, how to be safe and how to care for themselves
after. When a small group has gathered, thank them for offering to help • 10 chairs min.
• List of add’tl
1. Pass out Attendance Sheet (on clipboard); ensure all signed
training by
2. Read entire Safety Training sheet slowly; emphasize importance of
worksite
following supervisors’ instructions at worksite
• Training
locations and
3. Encourage all to attend a debriefing, if available (at shift end)
instructors
4. Ask if any questions. If you don’t know the answer, put on hat to
• Clipboard
summon runner who will summon VRC Dir. or other VRC staff
• Safety
5. Some Volunteers will require additional training for their particular
Training
work. Direct them to appropriate training
handouts
6. If transport provided, explain where to get it
• Pen
• Stapler
7. File Attendance Sheet in folder; forward to VRC Director daily
5 Safety Briefing Staff
If safety briefing content changes, staple a copy of new safety training
script to attendance sheet of first class new script used (important to
help protect Coordinating Agency and local disaster officials from
liability, should a volunteer be injured on the job)
4 Volunteer ID Staff
Apr 10-12 G. McMinn
Red Cross
1. If no Referral yet, thank them for coming; ask to wait in sitting area
2. Clearly write on white portion of an ID Wristband – Vol. Name, Work
Dates, and referred Agency Name (as on Referral form); place ID
Wristband securely on wrist
3. Explain that ID is “good” only for date(s) written on band. Can’t enter
disaster impacted area on any other day. If working more than one
day, write start/end dates
4. Thank them for coming; direct to Safety Briefing. For assistance,
raise Flag or put on Hat.
Items Needed
• ID Badge
• 2 tables
• 4 chairs
• Station Sign
• Phones
• Request for
Volunteers
forms
• Pens
• Push pins or
masking tape
• Flag
7 Phone Bank Staff
Calls from Agencies requesting volunteers and spontaneous
Volunteers. Record information in sufficient detail to facilitate
matching volunteers to needs.
Agency Call: fill out Request for Volunteers form while speaking. If a
computer available, Data Entry staff should enter need ASAP. Call a
Runner by raising Flag; have Runner post Volunteer Request on dry
erase board in view of Interviewers; forward Request for Volunteers
form to Data Coordinator.
Volunteer Call: thank them and provide registration options:
• For on-line or by fax, they will be e-mailed or called to discuss
possible assignments and given further instructions. If a group
wishing to volunteer together, ask to be patient while determining
where they can be of most help; might take a few days to match to
a need, especially if from out of town. Post the caller’s inquiry on
the board behind the Phone Bank.
When match found, e-mail or call back and
• Sign On-Line
schedule time to come to VRC to
Registration
Ensure volunteer’s on-line Registration Form is
• Pick up Referral
with Interviewers on their arrival date.
• ID bracelet(s)
• If registering in person at VRC, instructions • Attend safety
provided upon arrival.
briefing
(All phones supplied by County MIS Dept)
Volunteer
Database
8 Data Entry Staff
Items Needed
• ID Badge
• 2 tables
• 4 chairs
• Station sign
• ID Wristbands
• Bracelet tool,
if required
• Markers
• Scissors
• Flag or hat
1. To enter Registration and Request info. for an accurate record of
participants, work performed, and when. Computer assigns
number to each Registration and Request; write no. on paper form
2. After initial influx of volunteers subsides, enter Referrals recorded
on Request forms, and to close out completed Requests
3. Print updated “Unfilled Requests Lists”; ask Runner to distribute
to Phone Bank, Data Coord., Interviewers, VRC Dir. (if requested)
4. Even if familiar with VRC software, please request brief orientation
before beginning. Accuracy is more important than speed.
Information will be used to determine Federal funding
5. If computer difficulty, get help immediately; do not attempt to fix.
(Computers for data entry will come from Volunteer Ctr and MRC)
Items Needed
• ID Badge
• 1 table
• 2 chairs
• Printer, Pens
• Flag
• Computer(s)
(network to
give all users
access)
© Copyright 2009 Dale Parsons & Assoc. Inc. All rights reserved - 1-800-804-5095