PLANNING FOR INDIVIDUALS WITH DISABILITIES AND OTHER ACCESS AND FUNCTIONAL NEEDS:COMMUNICATIONS AND PUBLIC INFORMATION

This presentation was created by Nusura, Inc. for the Orange County Sheriff’s Division of Emergency Management

Facilitator Introductions June Kailes Gary Gleason

Participant Introductions Name Title Agency/organization Role during an emergency

Logistics Safety Electronics Breaks Contact Info Survey feedback

Agenda Guiding Principles Alert & Warning Press Conference Websites and Social Media Individual and Family Emergency

Preparedness Materials

In an emergency, information is as important as food, water and shelter. It is a life-saving commodity.

Guiding Principle

Information must be given in multiple ways to reach the right people, at the right time, in the right places with the right messages that can be understood and used.

Guiding Policy Principles Message content review processes

should include specific steps for evaluating inclusiveness and appropriateness for people with disabilities and others with access and functional needs.

Guiding Policy Principles All public meetings should contain

an accommodation notice Examples:

Sign language interpreters and Communication Access Real-time Translation (CART) services are provided at each meeting.

Upon request, agenda material in alternative formats and other accommodations are available to the public for xxx sponsored meetings and events.

All requests must be made at least xx business days prior to the scheduled meeting. For additional information contact the xxx at xxx (voice) or xxx (TTY).

Guiding Policy Principles In media releases, ask people to share

emergency information with their neighbors, friends and colleagues, especially those who may have difficulty receiving and/or understanding the information.

Legal Compliance Section 508 Amendment to the

Rehabilitation Act of 1973 Requires Federal agencies make their

electronic and information technology accessible to people with disabilities.

ADA Require that State and local governments

provide individuals with disabilities equal access to their programs, services, or activities. This includes emergency alert & warnings and

public information.

Pre-Staged Content Create emergency alerts and public

information content Establish emergency telephone numbers and

websites Translate Make available in accessible formats

including large print, translated to relevant languages, etc.

Distribute to PIOs to enhance familiarity Use in exercise

Alert & Warning Systems

Alert & Warning Systems Product features should include sending

messages via the following: Directly connect with teletypewriters (TTYs) Landline Cellular Fax Electronic variable (changeable) signs Text message Weather Alert Radio Message board

Alert & Warning Systems Product features should include sending

messages via the following, continued : Text pager E-mail Video messages (using ASL) to video-enabled

wireless devices and email Major languages used in the area Allow for targeting specific groups Deliver live voice messages When a call is picked up by an answering

machine, the system will leave a recorded message.

Alert & Warning Systems Product features should include sending

messages via the following: If the number called is busy or does not

answer, the system will redial the number in an attempt to deliver the message

Allow receivers to have the message repeated

Provides an accessible means for people to follow up with questions via live operator or alternate phone/email

Alert & Warning Systems Product features should include sending

messages via the following: ASL version of complete text information on

websites Registration processes are accessible for

people with disabilities and others with access and functional needs (call in, website)

Resources are devoted to sustain and maintain outreach urging people to register all their devices (cell phones, additional landlines, fax, email, addresses.)

Alert & Warning Systems Enhance current capacity by adding

IPAWS capability. IPAWS is an alert system that was designed

so that the President could deliver a message to the American people. Messages include presidential alerts, imminent threat alerts and amber alerts utilizing geographic targeting.

The alerts are delivered directly from cell tower to cell phone through a one way broadcast.

A note on registries Registries have limited utility and, often, lots of

problems including: Many don’t register Many are afraid to self-identify with a particular limitation Some see registry participation as commitment from

community to provide services Instead seek population statistics and other registry

type information from agencies and organizations who serve individuals with access and functional needs

Collaborate with these agencies to develop process by which they will contact and/or connect individuals requiring assistance with responders during an emergency

Press Conferences

Press Conferences Regularly meet with and remind

broadcasters of their obligation to ensure that: Interpreters are in camera/screen shots Scroll and crawl messages do not interfere

with captioning

Press Conferences Provide on-screen sign language

interpretation for the entire message, including cuts to public officials close-up shots, field reporters, and B-roll footage.

Press Conferences Announce messages for those who

cannot read: Scrolled messages Visual information shown for all provided

telephone numbers, e-mail addresses, street closures, school closures, shelter locations, etc.

Press Conferences Use information that is easy to

understand (3rd grade reading level) improves communication for people with learning, understanding, and intellectual disabilities.

Press Conferences Test and exercises system regularly

Test technical equipment Exercise plans and procedures Exercise with equipment and personnel

Websites and Social Media

Social media, new media, and the web

Powerful and effective tool

Growing user base Historically trended to

a younger user group but the fastest growing group of social media users are those in their 70’s

Websites and Social Media Accessibility is built in and maintained by

following 508 and W3C guidelines. Make sure website links are activated

before people are instructed to check websites.

Ensure staff are designated for website maintenance, updating, and quality compliance checks.

Websites and Social Media Include emergency preparedness

information for people with disabilities and others with access and functional needs.

Websites and Social Media PIOs Standard Operating Procedures, job

aides and/or checklists should include procedures processes, protocols, and policies for ensuring website and social media accessibility.

Make sure PIOs receive appropriate training to ensure accessibility compliance.

Individual and Family Emergency Preparedness Materials

Individual and Family Emergency Preparedness Materials

Access and functional needs specific content should be integrated into general emergency preparedness content.

These materials should include how and where people can access additional customized and specific materials for people with disabilities and others with access and functional needs.

Individual and Family Emergency Preparedness Materials

Work to incorporate personal preparedness information into regular communications Newsletters Website links Participate in Shakeout

Waiting to reach out the the community, including those who may have disabilities and other AFN, until after a disaster is TOO LATE.

Individual and Family Emergency Preparedness Materials

Preparedness materials should contain accurate, clear, realistic, and helpful access and functional needs content.

Materials need to be provided in understandable and usable formats including Braille, large print, disks, audio, pictures, accessible websites, and languages other than English.

Individual and Family Emergency Preparedness Materials

Ensure materials are disseminated using the same methods used for all other emergency preparedness information.

Recap

The Redundancy Commandment Announce it Caption it Picture it Describe it Email It Relay it Share it Text it Post it Interpret It (language and sign) Repeat it (frequently)

Questions?

Activity

Guiding Principle

Information must be given in multiple ways to reach the right people, at the right time, in the right places with the right messages that can be understood and used.

Directions Make 3 smaller groups Take 1 of the question sets Discuss for 15 minutes in small group Bring back to the large group for 15

minutes

Who are the right people? Key Capabilities Assessment Finding:

non-English speaking populations and the organizations who serve them report they have less access to Community Ememergency Response Team programs and emergency preparedness info.

AlertOC has challenges reaching non-English speaking populations.

What other members of the community are under-reached?

What strategies could enhance communications?

When is the right time? Case Study: NYC court case found that

emergency managers failed to reach the DAFN community with Hurricane recovery information. What strategies could help communicate recovery info better?

When is reaching the whole community the most challenging?

What could work?

Where are the right places? Key Capabilities Assessment Finding: A number of

organizations report they believe there are resources available to disseminate their key messages, however, they do not know how to access them.

What strategies can help connect people around communications?

What communications resources do you have that others may not know about?

What communications resources do you wish you had access to?

Share your thoughts!

Thank You! Please complete the course feedback

form before you leave