University of Hawaii
GUIDE TO PREPARING A CAMPUS DAMAGE ASSESSMENT REPORT
GENERAL
Question: Why are campuses being asked to submit this report quickly?
Answer:
The Hawaii Emergency Management Agency (HI-EMA; formerly “State Civil
Defense”) must compile information as quickly as possible in order to determine
whether the State of Hawaii (or a specific, affected area) could be eligible for federal
emergency assistance and possible (not guaranteed) cost reimbursements. The
preliminary data, if within federal thresholds, will initiate certain actions and activities
of the Federal Emergency Management Agency (FEMA).
Additionally, even if the federal assistance threshold is not met, the information in this
section will assist the HI-EMA in determining the distribution of state resources.
Question: What should be entered if the information is not known or is not available?
Answer:
If not known = Unknown
If not available = Not available
If not applicable = N/A
Avoid leaving any blanks to avoid incorrect assumptions by the reviewer.
PART 1: CAMPUS INFORMATON
Question: Why is there a need for several points of contact?
Answer:
HI-EMA may have an urgent question that, if not answered in a timely manner, may
cause a cost item to be left out of the final computation of total costs. Sometimes that
missing cost item may make a difference between attaining FEMA’s eligibility
threshold and being denied federal assistance because the threshold was not met.
Question: Why do we have to list other people on the Campus Damage Assessment Team?
Answer:
According to the IS-559 course (“Local Damage Assessment”), it is best practice to
plan for, train, and exercise a damage assessment team as a part of preparedness
(pre-disaster activities). Listing team members documents the institution’s
consistency with the emergency management process. A statement that validates
this process is a consideration for eligibility in applying for federal emergency
assistance monies.
PART 2. EMERGENCY WORK
Question: Why is Emergency Work separated from Permanent Work?
Answer:
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When submitting a formal request for federal assistance to FEMA, the HI-EMA must
follow a standardized format that separates items in order for FEMA to efficiently and
effectively deploy emergency personnel and resources (should the request be
approved by the U.S. President).
The “Part 2. Emergency Work” is separated from “Part 3. Permanent Work” because
Part 3 items affect the greater infrastructure and tend to require extensive multiagency and multi-disciplinary coordination which means deployment of other skilled,
federal personnel (e.g., engineers, environmental specialists, as examples).
Question: What is an “Emergency Protective Measure”?
Answer:
Examples of “Protective Measures” work can include, but are not limited to pumping,
sandbagging, vector control, stream clearance to prevent further water back-up,
covering broken windows or holes in the roof, etc.
PART 3. PERMANENT WORK
Question: What falls under each of the categories of permanent work?
Answer:
The following provides details of each area.
How are “Roads” assessed and reported?
Assessment should include damages to road material, shoulder erosion, culvert
washouts, debris (including slides), and the size of each type of damage. It is
recommended that the report also describes significant impact on campus
operations/activities (if any).
How are “Bridges” assessed and reported?
It is important to involve the person who is responsible for the bridge maintenance. In
the report, describe the bridge by length, type, location, historical significance and
specify the number of lanes or width, number of spans, and construction material.
Describe the extent of damage and the specific damage to piers, parapets, surface,
abutments, superstructure, and approaches. Describe the impact that the loss of the
bridge has on traffic flow and circulation or if there will be isolation issues.
How are “Water Control Facilities” assessed and reported?
Like bridges, it is important to involve the person who is responsible for the
maintenance of any flood control works. In the report, provide the approximate predisaster height and length of the facility (dam, levee, etc.) and its construction
material (e.g., earth, concrete, rock and wood). Describe the purpose of the facility;
list the specific damage to major components (give the location, extent and type of
damage such as seepage, overtopping, erosion, or actual breaks).
How are “Buildings and Equipment” assessed and reported?
State whether on-campus or off-campus. Identify the construction material (e.g.,
masonry, steel and glass, brick, and wood) and give dimensions. Indicate the type of
damage (e.g., windows broken, roof blown off, height of flood water), indicate if the
item was destroyed or is repairable, and describe equipment and content damage.
Include impact statements (e.g., availability of alternate facilities, the general
consequences of interruption of activities. Identify if the structure is potentially subject
to the laws on historical preservation. Identify if the structure is in a floodplain,
coastal barrier area, or is un-rated on flood maps.
How are “Utilities” assessed and reported?
This section is for damages of physical plants. Identify the type of facility (water, gas,
electric, or sewage treatment). Describe the damage to each major component or
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subsystem (e.g., buildings, filters, generators, or other equipment affected by fires,
short-circuiting, water damage, structural damage, and underground breaks).
Estimate the number of days out of service and approximate time until service
resumption. Describe health and safety problems caused by the damage and
specific any need for an alternate or emergency system. State any previous damage
history and make a comparative assessment of the severity of the current damage.
Describe the nature of any distribution and collection system (e.g., size of line, length,
and number of manholes). Estimate the feasibility of bypassing the damaged section
and describe the bypass. Describe health and safety problems cause by the
damage. Identify the extent and frequency of damage due to previous incidents.
How are “Parks and Recreation, Other” assessed and reported?
Identify the type of facility which has sustained damage. State the purpose of the
facility. Identify who is responsible for maintenance. Describe the specific damage (if
the item was destroyed or is repairable; location, dimensions, and other applicable
information). Describe any threat or health and safety problems resulting from the
damage. State the general impact that the loss of the facility has on the community.
PART 4: MAJOR DISASTER IMPACTS
Question: What is the purpose for this section when everything can be grouped together?
Answer:
The “Major Disaster Impacts” section offers a “snapshot” of what FEMA considers
areas that have “rapid needs” priority—areas that require immediate
assistance/response attention. This snapshot view will initiate the quick deployment
of specific, federal personnel and resources to handle the priority areas in addition to
providing information to plan for the deployment of additional personnel and
resources.
Question: What makes these particular items so important?
Answer:
Detours can slow the access of emergency vehicles or needed equipment to critical
areas – consequently slowing the progress in returning the campus to normal
operations. Campuses may have critical facilities or critical areas that may have been
compromised (e.g., roof damage with rain water threatening a major information
technology hub that serves all campuses; damage to buildings storing large quantities
of hazardous material, as examples). Health and safety issues can have serious
repercussions (e.g., infections caused by exposure of open wounds to backed-up
wastewater; a sudden outbreak of intense headache and vomiting from unidentified
fumes which can spread to the greater community, as examples).
PART 5: OTHER COSTS
Question: What is the purpose for this section?
Answer:
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In addition to adding to the total cost for eligibility for federal assistance, the
information in this section can assist both the state and FEMA in determining the
distribution of their respective personnel and resources.