California Emergency Management Agency (Cal EMA) Office of Access and Functional Needs Disaster Response Interpreter Training Course BLOCK - D Shelter Operations & Recovery Services © 2009 California Emergency Management Agency D-1 June 2009 Lesson Admin Page Shelter Operations & Recovery Services BLOCK OVERALL KEY POINT & TIP SHEET Key Point June 2009 Exercise Tip D–2 DRI Course Lesson Admin Page Shelter Operations & Recovery Services Block D: Shelter Operations & Recovery Services Duration: 2 Hours SCOPE: Provide participants with an overview of emergency shelter setup, management, and recovery services. Review the role of the DRI in a shelter setting. Terminal Learning Objectives: D1 The participant will understand the shelter set-up and services during an emergency and the recovery phase. D2 The participant will understand the role of the DRI in a shelter setting. Enabling Learning Objectives: D1.1 Describe the set-up of shelters. D1.2 Describe how the shelter functions. D1.3 Explain the services involved in the recovery phase. D2.1 Describe the role of the DRI. Resources: Instructor Guide; Participant Manual & Appendices; Power Point; Projector; Screen; Laptop Instructor to Participant Ratio: 2:30 References: American Red Cross Disaster Services Program ARC 3068-12 Series - Shelter Simulation Instructor’s Manual and the Shelter Operations – Participant’s Workbook Practical Exercise: Participatory Dialogue; Situational Q&A; Mock Shelter assessment interview exercise. June 2009 D–3 DRI Course Lesson Admin Page Assessment Strategy: Shelter Operations & Recovery Services Verbal Feedback Instructor Notes: Top level certified sign language Interpreter and deaf professional, both with extensive backgrounds in training and presentations. Adjunct instructors: CalEMA OAFN staff and Red Cross staff. MAIN POINTS: 1. Block Introduction & Focus 2. History, Mission and Philosophy of Shelters 3. Shelter Set-up and Services 4. Role of DRI 5. Recovery Phase 6. Mock Shelter Exercise 7. Wrap-up, Tips, Considerations & Summary June 2009 D–4 DRI Course Participant Info Shelter Operations & Recovery Services THIS PAGE LEFT INTENTIONALLY BLANK June 2009 D-5 DRI Course Participant Info Shelter Operations & Recovery Services Block D – OUTLINE/OVERVIEW: 1. Block Introduction & Focus This Block provides an overview of shelters and recovery services. 2. History, Mission and Philosophy of Shelters Shelters may be opened by many agencies during disasters. City and county governments, private non-profits, faith based groups as well as the American Red Cross may assist those who cannot safely remain in their homes due to a disaster or emergency. Disaster Services Section of the California Department of Social Services In larger disasters, the coordination of the Mass Care and Shelter function occurs on several levels. The operational area - in California, the affected county - will provide resources and coordination for Mass Care and sheltering in its jurisdiction. The Red Cross will coordinate its Mass Care operations through either the local chapter or the headquarters of a standalone Disaster Relief Operation (DRO). The authority for the overall coordination of the Mass Care and Sheltering operations in the state is delegated by the Administrative Order of CalEMA to the Disaster Services Section of the California Department of Social Services (CDSS). CDSS works with the Red Cross and other agencies and departments to provide training, planning and other preparedness coordination activities predisaster. During disasters, the CDSS Section tracks resources needed for care and sheltering with other State agencies. Section staff may deploy to one or all of the three Regional Emergency Operations Centers throughout the state at the request of CalEMA. Once activated by CalEMA, the CDSS Section: 1) tracks shelter status and residents; 2) tracks feeding services; 3) responds to requests for state resources; and 4) ensures that the needs of the disaster victims and emergency responders are being handled by the appropriate state agency. Volunteer Emergency Services Team (VEST) The Volunteer Emergency Services Team (VEST) is comprised of approximately 145 employees from State departments who have volunteered for membership. Recruited, trained and deployed by the California Department of Social Services, VEST members may be used to assist at one of the CalEMA Operations Centers to help coordinate mass care and shelter functions. June 2009 D-6 DRI Course Participant Info Shelter Operations & Recovery Services Red Cross: In 1905, the United States Congress gave the Red Cross a Charter, which mandates that it provide relief to disaster victims and services to the military. The American Red Cross is a non-governmental, non-profit, humanitarian organization led by volunteers and funded by public donations. o Purpose: Red Cross disaster relief focuses on meeting people’s immediate emergency disaster-caused needs. When a disaster threatens or strikes, the Red Cross provides shelter, food and health and mental health services to address basic human need. Red Cross disaster relief focuses on assistance given to individuals and families affected by disaster to enable them to resume their normal daily activities independently. o When a disaster occurs: When notified by local emergency management officials such as the fire or police departments, the local Red Cross Chapter(s) go into action by dispatching a Disaster Action Team which will respond first and assess the situation. Disaster Action Team (DAT): DATs are composed of volunteers who are trained to provide specific immediate disaster services. The DATs are prepared to respond to any disaster, 24 hours a day, seven days a week, 365 days of the year. The purpose of the team is to meet the immediate, disaster-caused needs of individuals and families for such things as shelter, food, clothing and other necessary items. DAT members also inform clients how to access further Red Cross assistance if necessary. DATs respond to residential fires as well as large-scale disasters such as floods, and earthquakes, etc. June 2009 Staffing a Shelter: A shelter must be staffed 24 hours a day. For each shelter, there is usually one shelter manager who is responsible for the overall running of the shelter. During a 24-hour period, there is always one shift supervisor on duty. Other workers are scheduled as required. Initially there is a flurry of activity as the shelter opens, but this quickly levels out as the shelter establishes a routine and residents begin returning to their homes. The peak activity often occurs around meal times and in the evenings as people return to the shelter after clearing their homes or going to work. Values for shelter workers: o Ensure that the shelter is a safe place. o Respect people using shelter services (referred to as clients by Red Cross). o Provide services equally to all clients. D-7 DRI Course Participant Info Shelter Operations & Recovery Services o Enable the clients to make other arrangements. o Use resources wisely. 3 Rs of Red Cross Philosophy: o Respect – dealing with clients with cultural respect Serving appropriate food Workers with appropriate language skills Maintaining a positive customer service attitude o Rules – ground rules to ensure a safe and pleasant shelter environment: Smoking areas No food or beverages (except water) in the sleeping areas Noise levels Restricted areas Phone use Checking in and out Drug and alcohol use Weapon possession Pets Valuable possessions o Routines – During the first 24-hours that the shelter is open, routine is established to help structure the daily life of both staff and residents including: Meal times Lights out TV time Shower schedule Children’s activities Information updates Shelter staff meetings Shelter advisory committee meetings The Importance of Communication: Communication both within The shelter and with the outside world affects the welfare of the shelter residents. Shelter residents must be informed of the schedule, the rules, and other “in-shelter” information. They must also have current information about what is happening outside the shelter. People affected by a disaster have a very high need for information. In the absence of factual information, rumors can run rampant. The following are examples of some Shelter communication methods: o Shelter Resident Meetings o Resident briefings June 2009 D-8 DRI Course Participant Info o o o o o Shelter Operations & Recovery Services Bulletin Boards Telephones Process for taking and passing on messages Internet (when available) Assistive devices Another element of communication is information sharing among members of the shelter management team. Staff meetings provide an opportunity to solve problems, strengthen team spirit, and ensure that all members of the team understand their interrelated roles. Individual conferences are appropriate when privacy is required to coach a team member on his or her work, to assist a staff member with a personal problem or to discuss the confidential problems of a client. The following are examples of some Shelter communication methods between staff: o o o o o Staff Meetings Shift Change Briefings Log Sheets Job Induction Operational Memos The responsibilities for good communication in the shelter rests with the Shelter Manager, but all the staff play a part. June 2009 D-9 DRI Course Participant Info Shelter Operations & Recovery Services 3. Shelter Set-up and Services Registration: o Clients are greeted at the shelter entrance where tables are set up for intake. o Intake process follows the Intake Form: Helps workers know how many people are staying in the shelter. Tells workers who is staying in the shelter. Helps workers determine whether a client may need additional services. o Peak populations at shelters often happens on the 3rd or 4th day as it takes time to get the word out. Dormitory: o At the time of set-up may ask clients to help set up cots, etc. o Separate sleeping areas for those needing to get up to go to work o Separate sleeping areas for families, seniors, men and women Feeding: o Regular meals served at scheduled times o Snacks – available all day o Cold drinks, coffee and hot water, instant drink mixes – available all day o First few meals may be fast foods until cooking facilities are set up Health and Mental Health Services: o Mental Health support for clients and workers to defuse situations o Parent coaching to help parents look for signs of distress and help their children deal with any issues that may arise Make sure their children are eating well June 2009 Coach parents regarding problems that they might see in their children. D-10 DRI Course Participant Info Shelter Operations & Recovery Services For medical related issues: Provide First Aid and over the counter medicines as needed Make assessments and refer out to higher levels of care o Health Privacy Issues – limit clients’ communication about medical issues to nurses only Public Affairs: o A Shelter staff is designated responsibility for communications within the shelter. Safe & Well website: o When available, an internet link is set up within the shelters for clients to register themselves and look for family members. Shifts and Staffing of Shelters: o One Shelter Manager at each shelter is supported by Shift Supervisors and staff o Shifts tend to be 8 ½ hours with ½ hour overlaps for briefings with relief staff o In the beginning, there might be 2 shifts of 12 hours each which reduce as the shelter gets going. o Later, shifts might go to three 8 hour shifts - 8am to 4pm; 4pm to 12 midnight; 12 midnight to 8am. o Team meetings are held at “overlap” time - the last half-hour of one shift and the first half-hour of the new shift coming on Shelter Check-in and Check-out: o Clients need to check out when they leave the shelter o Some clients will check in and out to go to work or check on their homes June 2009 D-11 DRI Course Participant Info Shelter Operations & Recovery Services 4. Role of DRI The role of the DRI in the shelter setting is to facilitate communication between the deaf or hard of hearing (D/HH) client and shelter staff for all shelter-related communications. The shelter setting, especially during the first few days, may be hectic, requiring the DRI to remain flexible and ready to adapt to the given situation. Overview of DRI Role in Shelter Stations: o Registration/Intake Station: Assessment is done at the time of registration when a client first comes into the shelter. DRIs should position themselves at Registration to interpret for deaf or hard of hearing clients as they enter. The DRI may be asked to follow the D/HH client to the next “station”. o Health Services: If clients are identified as needing medical services, the interpreter should accompany them to the health services station. o Dorm Stations: DRIs should be available, as needed, to accompany clients to the dorm area. o Meal Stations: The presence of DRIs in the eating areas during meal times may be beneficial to interpret any announcements or communication as needed. Initial on-site actions: o Identify self as the DRI and ask for the Shelter Manager or Shift Supervisor o Establish and maintain contact with Shelter Manager or Shift Supervisor to notify of availability and identify any immediate needs. o Locate team interpreter, if available o Work with shelter staff to locate the deaf clients: June 2009 Ask if there are any deaf or hard of hearing clients currently in the shelter, where they are located, and what their situation is If not known, walk around the shelter signing Set up a place for the interpreter to be found for D/HH clients. D-12 DRI Course Participant Info Shelter Operations & Recovery Services Shelter Orientation: If the situation permits (i.e., there are no immediate needs) and Shelter Manager/Shift Supervisor or their designated staff person is available, inquire about the following: o Location of vehicle parking area o Tour of the facilities o If extended assignment, location of overnight facilities o Time/place to get meals, snacks, drinks o Place to store belongings o Schedule of shelter staff meetings that DRI can participate in o Location of shelter Technology set-up - ask is there’s a VP station o Any special situation for this shelter – medical shelter, etc. o Security and safety set up and rules o Designated smoking area, if any o Shelter rules Phone use Sign in and out Break schedule Restricted areas Filing complaints Injury reports Media Ongoing Actions: o Maintain regular communications with the Shelter Manager and/or Shift Supervisors o Participate in Shelter meetings to notify of availability o Routinely walk through shelter to notify of interpreter availability o Meet with relief interpreter for the next shift to brief them o Expect 8 to 12 hour shifts o Maintain flexibility with respect to schedule, duties and set-up June 2009 Self-assessment o Compassionate Fatigue/Vicarious Trauma – Interpreting in emotionally charged settings including crises of various kinds can have D-13 DRI Course Participant Info Shelter Operations & Recovery Services serious psychological consequences. Interpreting information that is sensitive and linguistically challenging, the interpreter needs to deal with their own emotions and prepare how they may react to the situation at hand. o Hardship Codes – See page D – 19. 5. Recovery Phase Shortly after a disaster occurs, plans for recovery are initiated. A variety of disaster relief agencies, depending on the type of disaster and extent of damage, are involved. During this phase, recovery centers are set up to address a variety of concerns and needs that survivors might have ranging from housing, food, and medical services to assistance with insurance. The centers will house an array of local, state, federal and private nonprofits that provide assistance and access to resources for survivors. These recovery centers may be part of a shelter, adjacent to the shelter, or in another location. Local Assistance Centers (LAC): LACS are opened by local governments to assist communities by providing a centralized location for services and resource referrals for unmet needs following a disaster or significant emergency. The LAC is normally staffed and supported by local, state and federal agencies, as well as non-profit and voluntary organizations. The LAC provides a central facility where individuals, families and businesses can access available disaster assistance programs and services. Disaster Recovery Center (DRC): As more federal resources arrive, a state-federal Disaster Recovery Center (DRC) may be colocated with the LACs. DRC is a readily accessible facility or mobile office where survivors may go for information about FEMA or other disaster assistance programs, or for questions related to getting back into homes, seeking financial assistance or other resources. Some of the services that a DRC may provide: o Guidance regarding disaster recovery o Clarification of any written correspondence received o Housing Assistance and Rental Resource information o Answers to questions, resolution to problems and referrals to agencies that may provide further assistance o Status of applications being processed by FEMA. June 2009 D-14 DRI Course Participant Info Shelter Operations & Recovery Services o Small Business Administration (SBA) program information if there is a SBA Representative at the Disaster Recovery Center site. Role of interpreter during recovery phase: o Interpret for FEMA and other agencies providing information and services to individuals. o Educate agencies on the role of the interpreter if necessary. 6. Mock Shelter Exercise 7. Wrap-up, Tips, Considerations & Summary June 2009 Block Practical Tips/Suggestions Block Practical Considerations Block Key Point Summary D-15 DRI Course Participant Info Shelter Operations & Recovery Services BLOCK OUTLINE PERSONAL NOTE SHEET June 2009 D-16 DRI Course Block Reference Shelter Operations & Recovery Services BLOCK D VOCABULARY SHEET HARDSHIP CODES SHEET TIPS/SUGGESTIONS SHEET CONSIDERATIONS SHEET SUMMARY SHEET June 2009 D-17 DRI Course Data/Detail Info Shelter Operations & Recovery Services VOCABULARY, ACRONYMS DAT: Disaster Action Teams are trained volunteers who work with the American Red Cross to provide immediate disaster service to those affected. LAC: Local Assistance Centers are opened by local governments to assist communities by providing a centralized location for services and resource referrals for unmet needs following a disaster or emergency. DRC: Disaster Recovery Center is a facility or mobile office where survivor may go for information about FEMA or other disaster assistance programs. FEMA: Federal Emergency Management Agency SBA: Small Business Administration VEST: Voluntary Emergency Services Team June 2009 D-18 DRI Course Data/Detail Info Shelter Operations & Recovery Services Hardship Code Definitions C1. Water Disruption. The regular water system of the area may be affected by the disaster. This may result in the lack of public water service in shelters, hotels and work sites. The water may be unsafe to drink, requiring special precautions or use of bottled water. Other inconveniences could include inoperable restroom facilities, limited shower/bathing facilities and the need to carry water supplies for personal use. C2. Power Outage. Power outages may be widespread, sporadic and of an undetermined duration during a disaster. This may affect electric and/or gas utilities. The result may be no lights and no use of electrical appliances, including office machines, computers and cooking facilities. The power outage could also affect the use of elevators, heating, air conditioning, water pumps, traffic signals, communication sources and equipment with rechargeable batteries, as well as required health care equipment (e.g., CPAP machine — assists with sleep apnea). C3. Limited Food Availability. The relief operation may not be able to accommodate special dietary needs, and the food choices may be limited. Military rations may be the only source of food. Working and living locations may be isolated from nearby food sources. The demanding work schedules may not allow for regularly scheduled meals. C4. Extreme Heat and/or Humidity. Temperatures may average over 90 degrees Fahrenheit, and/or high humidity may be present. Air conditioning may not be available in housing or at work sites. Heat and humidity could affect those with a variety of conditions including asthma, chronic obstructive pulmonary disease (COPD), skin disorders and photosensitivity reactions from certain medications. Humid climates can increase bacterial or fungal growth, making a healthy immune system essential. C5. Extreme Cold. Disasters in a cold climate could include average temperatures below freezing and adverse conditions such as snow, sleet, ice, and so on. This could cause various health issues and may make some medical conditions worse. Adequate heating may not be available in housing or at work sites. Travel and driving will be affected. C6. Housing Shortages. Staff may have to share rooms with other workers, which may provide little or no privacy. The housing may be dormitory style with shared bathroom and shower facilities. There may be occasions when staff will be housed in a shelter for relief workers or, depending on the damage to the infrastructure; workers may be placed in shelters housing disaster clients. C7. Working Conditions. In some situations, the working environment can cause hardships. Work areas that are tight, noisy and/or perceived to be unsafe can be stressful for members. Field assignments may include walking on uneven or slippery terrain, walking long distances, getting in and out of vehicles multiple times, accessing homes, using stairs without handrails and working in tents. The conditions may require endurance and stamina, and the assignment may include long work hours. June 2009 D-19 DRI Course Data/Detail Info Shelter Operations & Recovery Services C8. Limited Health Care Access. Following a disaster, particularly in remote locations, the community infrastructure can be affected so that normal health care systems, including emergency medical services, are not in place or are difficult to access. In some medically underserved areas advanced cardiac life support, specialized procedures and medications are not available. This can cause a hardship for people with chronic medical conditions who might need a hospital or a doctor’s attention. In some rural or island locations there may already be a shortage of specialized medical assistance that members may need on an ongoing basis due to certain disease processes. This hardship code includes members who have medical conditions that require frequent monitoring or have recurrent exacerbations. C9. Extreme Emotional Stress. Many stressors can occur during a disaster. Members may witness sickness, serious injury, distressed victims, death or mass casualties and destruction. Members may also be exposed to victims expressing grief, anger and frustration. There may be personal safety issues and possible recurrence of the disaster. Absence from personal support systems may contribute to these stressors. C10. Travel Conditions. Travel on the relief operation may be difficult. Roads may be congested, partially impassible or single lane. The relief operation covers a wide area and staff may routinely spend hours in transit while on the relief operation and then spend additional time commuting from their assigned work location to their housing. Due to the disaster, street signs may be missing and locations may be difficult to determine. C11. Transportation Limitations. Transportation to the relief operation may be complicated and difficult. The travel arrangements may require use of alternate routes, unusual or multiple connections, noncommercial/military carriers or assignment through a staging area. On the relief operation, transportation may be scarce, with options limited to walking, mass transit, van pool or car pool with three or more people. Transportation may also involve watercraft or small commuter planes that require physical agility to board. C12. Air Quality. Certain disasters may involve elements such as smoke, dust, ash and poor air quality. These have the potential of aggravating respiratory conditions such as COPD, emphysema and chronic asthma. Additionally, operations that include flooding increase the potential for mold and mildew, which may trigger allergic reactions, reactive airway disease (RAD) and asthma. C13. Lifting Limitation. Various disaster work assignments require members to lift and carry heavy items. If members attempt to lift and carry more than they are physically able, they may injure themselves or worsen already existing conditions. This code should be used when a member is not physically able to lift or carry the amount required by a specific activity. Occasionally, a member may be asked to lift and carry when it is not a normal part of his or her activity. In these cases, each member is responsible for knowing his or her lifting limitations and avoiding harmful situations on disasters, regardless of the work assignment. June 2009 D-20 DRI Course Tips/Suggestions Shelter Operations & Recovery Services Here are some tips/suggestions for while deployed to a shelter: Get all pertinent assignment information, including travel details. Maintain communication with shelter and Partner Agency. Self-care. Maintain Flexibility. Self-assess. June 2009 D-21 DRI Course Considerations Shelter Operations & Recovery Services What if there are significant travel barriers in getting to the location? What if there are no deaf clients at the shelter? What if the team interpreter doesn’t show up? What if there is a recognized need for an advocate for the D/HH client, but none is available? What if you can’t find the shelter location? How would you work with hard of hearing or late deafened adults? How would you work with families that use another sign language or have members that use another spoken language? What if there are numerous deaf clients and families requiring assistance at multiple stations? June 2009 D-22 DRI Course Summary Shelter Operations & Recovery Services Emergency Shelters: Shelters are generally open and operated by the American Red Cross assisted by local or county employees. The California Department of Social Services, Disaster Services Section staff and VEST assist in the coordination of mass care and shelter function. The Disaster Services Section of the California Department of Social Services: The Disaster Services Section supports local emergency agencies in order to provide temporary shelter for those who cannot safely remain in their homes due to a disaster or emergency. The Section assists in the mass care and shelter function by: 1) Tracking shelter status; 2) Tracking feeding services; 3) Responding to requests for State resources; and 4) Ensuring that the needs of emergency responders are being handled by the appropriate State agency. The Volunteer Emergency Services Team (VEST): is comprised of approximately 145 employees from State departments who have volunteered for membership. Recruited, trained and deployed by the California Department of Social Services, VEST members may be used to assist at one of the CalEMA Operations Centers to help coordinate mass care and shelter functions. Red Cross: In 1905, the United States Congress gave the Red Cross a Charter, which mandates that it provide relief to disaster victims and services to the military. When a disaster threatens or strikes, the Red Cross provides shelter, food and health and mental health services to address basic human need. Disaster Action Team (DAT): DATS are composed of volunteers who are trained to provide specific immediate disaster services to those affected by a disaster including the set-up and running of a shelter. Role of DRI at Shelter: The role of the DRI in the shelter setting is to facilitate communication between the deaf or hard of hearing (D/HH) client and shelter staff for all shelter related communications. Recovery Phase: Shortly after a disaster occurs, plans for recovery are initiated. During this phase, recovery centers are set up to address a variety of concerns and needs that survivors might have ranging from housing, food, and medical services to assistance with insurance. These recovery centers may be part of a shelter, adjacent to the shelter, or in another location. Local Assistance Centers (LAC): LACS are opened by local governments to assist communities by providing a centralized location for resource referrals and services for unmet needs following a disaster or significant emergency. The LAC is normally June 2009 D-23 DRI Course Summary Shelter Operations & Recovery Services staffed and supported by local, state and federal agencies, as well as non-profit and voluntary organizations. A Disaster Recovery Center (DRC) is a readily accessible facility or mobile office where survivors may go for information about FEMA or other disaster assistance programs, or for questions related to getting back into homes, seeking financial assistance or other needed resources after the disaster. Compassionate Fatigue/Vicarious Trauma: Interpreting in emotionally charged settings including crises of various kinds can have serious psychological consequences. Information interpreted can often be very sensitive and linguistically challenging, the interpreter has to deal with their own emotions and how they may react automatically to the situation at hand. Hardship Codes: The Hardship Codes compiled by the American Red Cross list possible situations that volunteers may face during deployment. June 2009 D-24 DRI Course