Illinois-Indiana-Wisconsin Combined Statistical Area Regional … · 2021. 7. 4. · Regional emergency public information and warning annex Regional evacuation annex The regional

Illinois-Indiana-Wisconsin Combined Statistical Area Regional Mass Care and Sheltering Annex

August 2010

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 i

Illinois-Indiana-Wisconsin Combined Statistical Area Regional Mass Care and Sheltering Annex

Table of Contents

Table of Contents

List of Tables

List of Figures

EXECUTIVE SUMMARY

RECORD OF CHANGES

Section 1 INTRODUCTION

1.1 Purpose ..................................................................................................................... 1-1

1.2 Scope and Applicability ............................................................................................ 1-1

1.3 Situation .................................................................................................................... 1-2

1.4 Planning Assumptions .............................................................................................. 1-2

Section 2 CONCEPT OF COORDINATION

2.1 General ...................................................................................................................... 2-1

2.2 Communications ....................................................................................................... 2-1

2.3 Regional Hub Reception Center Staffing ................................................................. 2-1

2.4 Regional Hub Reception Center Roles and Responsibilities .................................... 2-2

Section 3 REGIONAL HUB RECEPTION CENTER STRATEGY

3.1 Overview ................................................................................................................... 3-1

3.2 Regional Hub Reception Center Essential Support Services ................................... 3-2

3.3 Regional Hub Reception Center Resources .............................................................. 3-4

Section 4 HUB RECEPTION CENTER POLICIES

4.1 Registration ............................................................................................................... 4-1

4.1.1 Registration Forms ........................................................................................ 4-1

4.1.2 Tracking Individuals ..................................................................................... 4-1

4.1.3 Unaccompanied Minors ................................................................................ 4-2

4.1.4 Registered Sex Offenders ............................................................................. 4-2

4.2 Pet Registration ......................................................................................................... 4-2

4.3 Pet Care ..................................................................................................................... 4-3

4.4 Pet Vaccination ......................................................................................................... 4-3

4.5 Maintaining Situational Awareness .......................................................................... 4-3

4.6 Memorandums of Understanding ............................................................................. 4-3

Table of Contents

ii IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

Section 5 OPERATIONAL FRAMEWORK

5.1 Interstate Coordination Process ................................................................................ 5-1

5.2 Pre-disaster Planning ................................................................................................ 5-2

5.3 Regional Mass Care and Sheltering Annex and Regional Hub Reception

Center Activation ...................................................................................................... 5-2

5.4 Regional Hub Reception Center Operations ............................................................. 5-5

5.5 Regional Hub Reception Center Demobilization ..................................................... 5-6

Attachment A IMPLEMENTATION GUIDANCE

Attachment B REGIONAL HUB RECEPTION CENTER RECOMMENDED

STAFFING AND RESOURCES

Attachment C REGIONAL HUB RECEPTION CENTER RECOMMENDED

FACILITY PHYSICAL INFRASTRUCTURE CAPABILITIES

Attachment D DISASTER VOLUNTEER LEAVE LAWS

Attachment E REGIONAL HUB RECEPTION CENTER REGISTRATION

FORM

Attachment F REGIONAL HUB RECEPTION CENTER PET REGISTRATION

FORM

Attachment G REGIONAL HUB RECEPTION CENTER PET RULES

TEMPLATE

Attachment H REGIONAL HUB RECEPTION CENTER JOB ACTION SHEET

TEMPLATES

Table of Contents

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 iii

List of Tables

Table 1 Record of Changes ....................................................................................................... RC-1

Table 1-1 IL-IN-WI Jurisdictions by State .................................................................................. 1-2

Table 2-1 Regional Hub Reception Center Operational and Essential Support Services

Roles and Responsibilities ............................................................................................... 2-4

Table B-1 Recommended Staffing Levels for General Regional Hub Reception Center

Functions ........................................................................................................................B-12

Table B-2 Recommended Staffing Levels for Regional Hub Reception Center Pet

Functions ........................................................................................................................B-15

Table B-3 Recommended Resources for General Regional Hub Reception Center

Functions ........................................................................................................................B-16

Table B-4 Recommended Resources for Regional Hub Reception Center Pet Functions ........B-20

Table C-1 Facility Identification Information .............................................................................C-3

Table C-2 Facility Structural Information ...................................................................................C-4

Table C-3 Facility Operating Systems .........................................................................................C-5

Table C-4 Facility Vehicular Access Capacity ............................................................................C-8

Table C-5 Regional Hub Reception Center Essential Services Functions ..................................C-9

Table C-6 ADA Accessibility ....................................................................................................C-14

Table C-7 Recommended Criteria for Pet Shelter Functions ....................................................C-16

List of Figures

Figure 5-1 RCICP Concept of Coordination Process .................................................................. 5-3

Figure 5-2 Flow of Regional Hub Reception Center Services .................................................... 5-7

Figure B-1 Regional Hub Reception Center Organizational Chart ...........................................B-11

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 ES-1

EXECUTIVE SUMMARY

The Department of Homeland Security (DHS) Regional Catastrophic Preparedness Grant

Program focuses on the nation’s highest risk urban areas and surrounding regions to improve and

expand collaboration in the development of all-hazards catastrophic plans and preparedness. The

Illinois-Indiana-Wisconsin Combined Statistical Area (IL-IN-WI CSA) consists of 16 counties

and the City of Chicago and spans parts of three states: northeastern Illinois, northwestern

Indiana, and southeastern Wisconsin. In accordance with the Regional Catastrophic Preparedness

Grant Program, the IL-IN-WI CSA has undertaken planning efforts to develop a catastrophic

incident coordination plan (RCICP).

The IL-IN-WI CSA Regional Mass Care and Sheltering Annex is one of four functional annexes

to the IL-IN-WI CSA RCICP. The RCICP provides a structure through which the IL-IN-WI

CSA can collaborate on planning, communication, information sharing, and coordination

activities before, during, and after a catastrophic incident. The RCICP was developed as a tool to

assist local, state, federal, and private sector partners in the IL-IN-WI CSA in coordinating their

response to catastrophic incidents. The RCICP and the four annexes do not infringe on the

authorities, plans, or procedures of any participating jurisdiction, agency, or organization. All

necessary decisions affecting response, recovery, protective actions, and public health and safety

advisories will be made by responsible officials under existing authorities, policies, plans, and

procedures.

Each of the four functional annexes (including the regional mass care and sheltering annex) is

built upon the framework described in the RCICP. The other three annexes that make up the

RCICP are:

� Regional logistics and resource management annex

� Regional emergency public information and warning annex

� Regional evacuation annex

The regional mass care and sheltering annex was developed in support of the RCICP to address

issues pertaining to a need to shelter large numbers of individuals after a catastrophic incident

that has affected the IL-IN-WI CSA. It is assumed that a catastrophic incident in the IL-IN-WI

CSA could displace tens of thousands of individuals. These individuals may become displaced

from their home jurisdiction and may not be aware of locations where they can find care and

shelter. The mass care and sheltering annex outlines a hub reception center model, which

establishes a centralized location where evacuees can receive assistance in identifying a local

shelter within the IL-IN-WI CSA that best accommodates their needs. The hub reception center

coordinates the placement of individuals in shelters that are operated at a local level throughout

the unaffected areas of the IL-IN-WI CSA.

A regional hub reception center is a short-term facility. The goal of the hub reception center

model is to process individuals within 24 hours of the time they entered the facility. Once a

shelter assignment is made, individuals will relocate to their shelter location or other destination.

Individuals who do not have their own means of transportation will have transportation provided

for them; individuals who do have their own means of transportation will be provided directions

so they can navigate their way to the shelter location or other destination.

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 RC-1

RECORD OF CHANGES

This Illinois-Indiana-Wisconsin Combined Statistical Area Regional Mass Care and Sheltering

Annex is a living document that will be strengthened and enhanced over time as it is tested and

activated for actual catastrophic incidents or exercises. In concert with the planning efforts of the

Illinois-Indiana-Wisconsin Combined Statistical Area member jurisdictions, the Regional

Catastrophic Planning Team (RCPT) will revise and refine the annex on a regular basis. The

RCPT will also initiate training and exercise programs to test and improve this annex.

Each revision to this annex will be numbered and documented. As new versions are created, they

will be distributed to participants and will supersede all previous versions.

Table 1 Record of Changes

Change Number Date of Change Section of Annex

Changed Recorded By

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 1-1

Section 1 INTRODUCTION

1.1 Purpose The purpose of the Illinois-Indiana-Wisconsin Combined Statistical Area (IL-IN-WI CSA)

Regional Mass Care and Sheltering (MCS) Annex is to establish policies and processes for

operating one or more hub reception center facilities when the IL-IN-WI CSA experiences a

catastrophic incident. A catastrophic incident is any natural or manmade incident that results in

extraordinary levels of casualties, damage, or disruption that severely affects the population,

infrastructure, environment, economy, national morale, or government functions.

The regional mass care and sheltering annex details a framework for activating one or more

regional hub reception center facilities. A hub reception center facility is a regional mass care

location that provides assistance to evacuees in obtaining care and sheltering services during a

catastrophic incident. The hub reception center is not a sheltering facility, but rather coordinates

shelter placement of individuals who have been displaced from their homes because of a large-

scale incident affecting the region. The IL-IN-WI CSA MCS Annex details the functions,

staffing, and resource requirements of a hub reception center.

1.2 Scope and Applicability The MCS annex applies to all 16 counties in the IL-IN-WI-CSA, the City of Chicago, and the

three states. The MCS annex does not supersede any existing emergency operations plan, but

rather supplements the all-hazards concept of operations described in the Illinois, Indiana, and

Wisconsin state emergency operations plans and the emergency operations plans for each of the

16 counties and City of Chicago. The MCS annex complies with the National Incident

Management System and the Incident Command System.

The regional mass care and sheltering annex is a product of the Mass Care and Sheltering

Subcommittee of the IL-IN-WI CSA Regional Catastrophic Planning Team. The Regional

Catastrophic Planning Team is the decision-making body for the IL-IN-WI Regional

Catastrophic Preparedness Grant Program. The Mass Care and Sheltering Subcommittee

represents the county and state jurisdictions of the IL-IN-WI CSA and stakeholders in the field

of mass care and sheltering (for example, American Red Cross, Salvation Army, Collaborative

Healthcare Urgency Group). The Mass Care and Sheltering Subcommittee has met on a monthly

basis since July 2009 to support the development of the MCS annex.

Section 1

1-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

Table 1-1 IL-IN-WI Jurisdictions by State

State of Illinois State of Indiana State of Wisconsin

� City of Chicago

� Cook County

� DeKalb County

� DuPage County

� Grundy County

� Kane County

� Kankakee County

� Kendall County

� Lake County

� McHenry County

� Will County

� Jasper County

� Lake County

� LaPorte County

� Newton County

� Porter County

� Kenosha County

1.3 Situation The trigger for implementation of the MCS annex is a catastrophic incident. A catastrophic

incident is any natural or human-caused incident that results in extraordinary levels of casualties,

damage, or disruption that severely affects the population, infrastructure, environment, economy,

national morale, or government functions.

Characteristics of a catastrophic incident include the following:

� May occur without warning

� Has catastrophic consequences

� Has lasting regional effects

A large-scale catastrophic incident will result in the displacement of large numbers of

individuals. It is estimated that up to 100,000 individuals1 in the IL-IN-WI CSA may seek some

form of care and sheltering in the aftermath of a catastrophic incident.

1.4 Planning Assumptions In addition to the planning assumptions detailed in the IL-IN-WI CSA Regional Catastrophic

Incident Coordination Plan, the following planning assumptions regarding mass care and

sheltering apply to the MCS annex:

1 This number is in accordance with FEMA’s estimation of numbers of individuals who may seek some form of

shelter.

INTRODCUTION


� No plan can anticipate all situations and contingencies. Therefore, this annex is designed as

a flexible guideline to assist in organizing hub reception center operations in the CSA.

� Catastrophic incidents can produce high casualties and displaced persons, possibly

approaching a magnitude of tens of thousands, and may approach 100,000 individuals

seeking some form of care and shelter.

� The majority of identified hazards that could occur within the IL-IN-WI CSA are little

notice or no notice incidents that could result in high numbers of unaccompanied minors due

to separated families.

� To ensure efficient placement of evacuees into shelters, shelter planning must precede an

evacuation.

� When evacuation is recommended by authorities, the majority of individuals in the affected

area will evacuate.

� In an incident of catastrophic nature, there will be a large number of self-evacuees.

� A large number of individuals seeking shelter may not know where to go because the shelter

location in their jurisdiction will have been affected by the incident and will not be

operational.

� The catastrophic incident will affect significant portions of the IL-IN-WI CSA, but areas of

the IL-IN-WI CSA may remain viable and able to support regional response.

� Shelters in IL-IN-WI CSA jurisdictions not affected by the catastrophic incidents can

become operational.

� Individuals seeking shelter will have varied needs, including functional, access,

institutional, medical support, and sheltering of pets. The hub reception center will seek to

identify the best location to place an individual in a shelter or other facility based on their

needs.

� Medically complex individuals, including the injured, may arrive at regional hub reception

centers and provisions for their transport to appropriate facilities can be made.

� The regional hub reception center(s) will maintain or have access to real-time situational

awareness regarding local spoke shelter operations and capacity across the IL-IN-WI CSA.

� Although individuals may still arrive at local sheltering facilities, the majority of evacuees

will seek services at regional hub reception centers. This centralized location will prevent

local shelter facilities from being overwhelmed by large numbers of individuals who

spontaneously arrive.

� Regional hub reception center functions will maximize resources across the region by

centrally coordinating shelter placement.

� The MCS annex will not supersede any existing plans, policies, procedures, or authorities of

any jurisdiction, agency, or organization in the IL-IN-WI CSA.

� The MCS annex will be activated when a catastrophic incident displaces or has the potential

to displace large numbers of individuals from the affected area.

� Agencies, organizations, and individuals are aware of the responsibilities assigned to them

in this annex and will respond as directed by the annex.

Section 1


� Regional hub reception center facilities are pre-identified and agreements for use of the

facilities for regional hub reception center operations are in place.

� When notified of need to activate regional hub reception center operations, pre-identified

regional hub reception center facilities can and will be made available.

� There are sufficient numbers of trained staff to operate hub reception centers.

� There exists the ability to purchase/contract for essential equipment and supplies that are not

already available to manage hub reception center sites.

� Partners will honor existing memorandums of understanding.

� The jurisdictions unaffected by the catastrophic incident will operate shelters in support of a

regional response using systems, procedures, and staffing identified in their existing shelter

operations plans.

� Families may become separated because of the nature of the incident and there will be a

need to track evacuees’ information for reunification purposes.

� Federal evacuation measures will be taken in catastrophic incidents when state and local

governments are incapacitated and the president directs that federal mass evacuation support

is required.


Section 2 CONCEPT OF COORDINATION

2.1 General Within the IL-IN-WI CSA, local emergency management plans address local mass care and

shelter planning. The concept of coordination for the Regional Hub Reception Center plan is to

leverage and streamline those existing local mass care and shelter plans and resources to support

a regional response to a catastrophic incident. Under this annex, during a catastrophic incident,

unaffected jurisdictions will conduct shelter operations contiguous to operational regional hub

reception centers in support of evacuees from affected areas of the IL-IN-WI CSA. The regional

hub reception center will serve as the main processing site for these evacuees. The regional hub

reception center will conduct registration and identify appropriate placement at local shelters that

match the needs of evacuees. The regional hub reception center will also provide directions to

local shelters and/or coordinate transportation to local shelters.

2.2 Communications Regional communication and coordination are key elements in the successful planning and

implementation of regional hub reception centers. To increase coordination among multiple

jurisdictions and to increase the visibility into hub reception center management and spoke

shelter availability, each jurisdiction (including the states) and partnering organizations

supporting this annex will pre-identify and appoint a regional mass care and sheltering (MCS)

annex point of contact within every participating jurisdiction in the IL-IN-WI CSA.

The jurisdictional MCS annex points of contact will likely be those who already are responsible

for mass care and shelter operations, coordination, and management for their jurisdiction or

organization. The MCS annex point of contact will serve as the primary coordinator in each

jurisdiction and partnering organization across the IL-IN-WI CSA for the implementation of this

annex. They will represent their own jurisdiction or organization on conference calls and

coordinate requests for standing up the hub reception center and other related regional mass care

and sheltering issues on behalf of their jurisdiction or organization. The jurisdictional MCS

annex point of contact will provide information regarding hub reception center operations to

his/her own jurisdiction, and provides information to the regional hub reception center on spoke

shelter operations.

2.3 Regional Hub Reception Center Staffing Staffing is the cornerstone of hub reception center functionality, and is typically the most

difficult resource to obtain. A regional hub reception center cannot operate without a sufficient

number of trained staff.

Although a hub reception center provides limited services, a significant level of staffing is still

required to process large numbers of individuals through the hub reception center facility.

Functions and associated staffing levels may need to be prioritized to ensure the center is able to

Section 2


open as soon as possible. Attachment B details the staff positions and staffing levels necessary to

initialize and maintain hub reception center functions and services.

To create redundancy and depth of staffing, no singular agency can serve as the primary provider

of hub reception center personnel. In addition to staff that may be provided by the facility itself

(for maintenance, traffic control, food services, etc.), regional hub reception center staffing will

be recruited from multiple agencies and organizations across the IL-IN-WI CSA.

The three states in the IL-IN-WI CSA have disaster volunteer leave laws for certain individuals

who may respond to a disaster. However, the extent of these laws differ.

� Wisconsin. Under the 2009 Wisconsin Act 140, individuals who serve as first responders on

a volunteer basis (for example, for a fire department, nonprofit, or ambulance service) are

allowed to be absent from work to respond to an emergency incident. This absence cannot

be penalized by the employer. However, the absence is not necessarily with pay.

� Illinois. In Illinois General Provisions 5 ILCS 335, Disaster Service Volunteer Leave Act,

state employees may be granted up to 20 paid days of leave per calendar year to respond to

an emergency incident. These individuals must be certified by the American Red Cross or

called upon by the Illinois Emergency Management Agency to respond to a disaster.

� Indiana. Under the Indiana Volunteer Leave Law (Indiana Code 14-15-14), state employees

may be granted up to 15 paid days of leave per fiscal year to respond to an emergency

incident. These individuals must be trained and certified by the American Red Cross in

certain services (for example, shelter management and mass feeding) and be called to duty

by the American Red Cross in response to a disaster.

To ensure efficient operation of hub reception centers and to best leverage these laws, hub

reception center staff need to be pre-designated and appropriately trained in hub reception center

functions. Just-in-time training may be offered, but it is preferable that the pool of staffing

resources be appropriately trained to support hub reception center functions.

Additionally, private sector partners, especially those that provide hub reception center venues,

will be asked to provide staffing to fill roles they traditionally hold in support of facility

operations (for example, maintenance, food preparation, security, and traffic management).

While this annex contains the operational framework under which a hub reception center can

operate, ongoing initiatives must recruit and train staff to ensure this annex is feasible when it is

required to be implemented. Attachment B details implementation strategies and guidance

pertaining to staffing.

2.4 Regional Hub Reception Center Roles and Responsibilities

Collaboration supporting regional response is the key to successful hub reception center

operations. Each jurisdiction will benefit from hub reception center operations following a

catastrophic incident that affects the region. Many stakeholders from across the Illinois-Indiana-

Wisconsin Combined Statistical Area (IL-IN-WI CSA) have an important role in ensuring the

efficient operation of hub reception centers.

CONCEPT OF COORDINATION


� Local Jurisdictions. Local jurisdictions must be informed about the MCS annex and

understand their roles and responsibilities in its operation. Local jurisdictions may provide

staffing to support hub reception centers. Staffing will never be mandated, especially if a

jurisdiction is directly affected by the incident. All participating jurisdictions in the IL-IN-WI

CSA must provide a regional hub reception center point of contact that can coordinate

regional hub reception center operations with their jurisdiction. This point of contact should

have the ability to coordinate with various agencies (animal services, public health, etc.)

within their jurisdictions on regional hub reception center coordination.

� State Jurisdictions. State jurisdictions must be informed about the MCS annex and

understand state-level roles and responsibilities. States must identify regional hub reception

center points of contact that can coordinate the state aspects of hub reception center

operations. Additionally, the state jurisdictions may also be looked upon to pre-identify staff

that can support hub reception center operations. Ideally, using the existing state disaster

leave laws, state personnel who are considered nonessential during times of emergency can

be recruited. These individuals can dedicate time to training, and have a higher potential of

being available to support hub reception center operations during a time of emergency than

those that have roles in support of state disaster response.

� Federal Government. The federal government is responsible for coordinating federal assets

and providing available situational awareness information as it pertains to shelter operations.

The federal government, and in particular Federal Emergency Management Agency (FEMA)

Region V, must be informed about their roles and responsibilities under the MCS annex.

The Department of Homeland Security (DHS)/Federal Emergency Management Agency

(FEMA) is responsible for leading and coordinating federal resources, as required, to support

local, tribal, and state governments and voluntary agencies (VOLAGs) in the performance of

mass care, emergency assistance, housing, and human services missions. When directed by

the president of the United States, the federal Emergency Support Function (ESF) – #6

services and programs are implemented to assist individuals and households affected by

potential or actual disaster incidents.

Existing federal coordinating structures will be used to provide coordination of the operation

(for example, National Response Coordination Center, Regional Response Coordination

Center (RRCC), Joint Field Office (JFO), affected state, and host state emergency operations

center (EOC)). Federal support to mass evacuation operations will be provided at the

state/tribal level and scaled to the incident. Evacuation from a single state may be supported

from the state EOC, RRCC, or a JFO. Multi-state incidents could be coordinated from an

RRCC. Large-scale evacuations resulting from a catastrophic incident will require national-

level coordination.

� Nongovernmental Organizations. Nongovernmental organizations (for example, the various

chapters of the American Red Cross, Salvation Army, and the Collaborative Healthcare

Urgency Group (CHUG)) play key roles in regional hub reception center planning and

operations. These organizations will assist in training hub reception center staff, identifying

resources, coordinating feeding operations, coordinating the transfer of individuals with

medical support requirements, and supporting existing local shelter operations as identified in

local plans. Nongovernmental organizations will also be required to designate a regional hub

reception center point of contact.

Section 2


� Private Sector. The private sector plays a critical role in hub reception center operations. It is

likely that hub reception centers may be operated in privately owned facilities. Planning to

outfit and access these facilities for hub reception center operations will be one of the most

crucial elements. Additionally, facility owners will also be asked to provide staff to support

facility operations, such as maintenance, security, feeding, and traffic control. Veterinarians

to support pet services at reception centers are also likely to come from private sector

practice.

Other private sector organizations, such as private ambulance providers, may be asked to support

regional hub reception center operations.

Table 4-1 describes the agencies and organizations that may be responsible for supporting

regional hub reception center operations and providing essential support services. Operational

roles refer to all actions that are necessary to run a hub reception center, including training of

staff, facility security, and traffic management. Reception center essential support services roles

refer to the specific services that are provided at the hub reception center, such as registration,

shelter assignment, and health services. Department or agency names at a local level will be

specific to the county or state.

Table 2-1 Regional Hub Reception Center Operational and

Essential Support Services Roles and Responsibilities

Organizational Type Operational Support Role Regional Hub Reception Center Essential Support

Service(s) Role2 Agencies/Organizations

Local Government � Provide staffing support � Any � All IL-IN-WI CSA counties

and cities

State Government � Provide staffing support � Any � All state agencies

Local Emergency Management

� Activate hub reception center

� Conduct information sharing/situational awareness

� Provide public information � Support spoke shelter

functions � Identify a jurisdictional point

of contact for regional hub reception center coordination

� Coordinate resource requests from hub reception center (if located in jurisdiction)

� Transportation services � Psychological first aid

� CSA county emergency management agencies

State Emergency Management

� Activate hub reception center

� Any

� Illinois Emergency Management Agency

2 All regional hub reception center staff will be trained in psychological first aid.






� Provide public information � Coordinate resources � Identify a point of contact

for regional hub reception center coordination

� Coordinate resource requests from hub reception center (if located in jurisdiction)

� Indiana Department of Homeland Security

� Wisconsin Emergency Management

Federal Emergency Management

� Conduct information sharing/situational awareness through National Shelter System

� Provide technical assistance to designated state lead agencies, as needed.

� Provide information and coordination in the nonmedical mass care aspects required for mass evacuations, including housing and human services.

� Monitor state requirement for the use of federally facilitated reunification systems (for example, the National Emergency Family Registry and Locator System (NEFRLS) and the National Emergency Child Locator Center (NECLC)).

� Ensure that adequate resources are available for evacuation efforts, including but not limited to ensuring fuel and basic vehicle service are available along evacuation routes and vehicle location devices are available for federal evacuation vehicles.

� None � FEMA

Local Law Enforcement

� Provide security � Provide traffic management

support � Psychological first aid

� Local law enforcement agencies

Section 2




� Verify registered sex offenders

State Law Enforcement

� Provide security � Provide traffic management � Verify registered sex

offenders

� Psychological first aid

� Illinois State Police � Indiana State Police � Indiana Sheriffs’

Association � Wisconsin State Police

Local Health and Human Services Agencies

� Ensure accessibility of regional hub reception center

� Conduct sanitation inspection of reception center facility

� Provide guidance on biological agents or contaminants

� Health services � Psychological first aid

� Local health, public health and human services agencies

State Health and Human Services Agencies





� Illinois Department of Public Health

� Illinois Department of Healthcare and Family Services

� Illinois Department of Human Services

� Indiana Department of Health

� Indiana Family and Social Services Administration

� Wisconsin Department of Health Services

Federal Health and Human Services Agencies




� Provide supplemental assistance to state, tribal, and local governments in identifying the public health and medical needs of victims, to include patient evacuation and child reunification with appropriate adult

� Supports state, local, and tribal governments for patient movement in a mass evacuation


� U.S. Department of Health and Human Services

� Center for Disease Control and Prevention (CDC)





� Support ESF #11 to coordinate with state, tribal, and local governments to provide veterinary emergency first aid and care at evacuation staging areas and pickup points. Additionally, animals will be screened at staging areas and pickup points to confirm health status and to identify potential carriers of zoonotic diseases

Family Service Agencies

� Coordinate placement of unaccompanied minors

� Registration � Psychological first aid

� Illinois Department of Children and Family Services

� Indiana Department of Child Services

� Wisconsin Department of Children and Families

Fire Services


� Provide emergency medical technician/paramedic staffing

� Decontamination services � Health services � Psychological first aid � Monitor occupancy levels

� Local fire department � Regional hazardous

material teams

Schools

� Provide situational awareness

� Support spoke shelter operations

� N/A � Local and regional school

districts

Local Animal Service Agencies


� Support pet operations

� Pet services � Psychological first aid

� Local animal service/control agencies

State Animal Service Agencies




� Illinois Department of Agriculture

� Indiana Department of Agriculture

� Wisconsin Department of Agriculture, Trade, and Consumer Protection

Private Sector Animal Services



� Private sector veterinarians

Section 2





Corrections � Verify sex offenders3 � Coordinate feeding

resources � Feeding services

� Illinois Department of Corrections

� Indiana Department of Corrections

� Wisconsin Department of Corrections

Nongovernmental Organizations

� Identify a point of contact for regional hub reception center coordination


� Train regional hub reception center staff

� Provide staffing support � Support spoke shelter

operations � Coordinate donations � Coordinate volunteers at

hub reception centers � Coordinate resources and

food � Coordinate and place

individuals with medical needs (Collaborative Healthcare Urgency Group (CHUG)

� Registration � Feeding services � Shelter assignment

services � Medical transportation

services � Pet services � Psychological first aid

� American Red Cross � Salvation Army � CHUG � Animal humane

organizations

Private Sector

� Provide access to facility � Provide security � Provide traffic management � Provide emergency

medical technician/ paramedic staffing

� Psychological first aid � Facility owners � Private ambulance

providers

3 The Wisconsin Sex Offender Registry falls under the Wisconsin Department of Corrections.


Section 3 REGIONAL HUB RECEPTION CENTER STRATEGY

3.1 Overview As part of the Regional Catastrophic Preparedness Grant Program, the Illinois-Indiana-

Wisconsin Combined Statistical Area (IL-IN-WI CSA) is seeking to develop a regional mass

care and sheltering annex to accompany the IL-IN-WI CSA Regional Catastrophic Incident

Coordination Plan.4 The strategy for the IL-IN-WI CSA Regional Mass Care and Sheltering

Annex is to use a reception center model to facilitate and accommodate the placement of vast

numbers of people who may seek shelter during a catastrophic incident affecting the IL-IN-WI

CSA.

Under the reception center model, facilities that can accommodate large numbers of people from

across the region will be identified to serve as centralized processing centers. These centralized

processing centers will be responsible for providing initial basic needs (first aid, psychological

first aid, immediate food and water) and identifying the best suitable shelter location or final

destination for evacuees. This model helps prevent local shelters from becoming overwhelmed

with individuals they cannot accommodate, while helping to ensure that individuals are placed at

facilities that can best accommodate their needs. The reception center also serves as a centralized

location for placing citizens at shelters that may be outside their jurisdictional boundaries but are

still close to home, helping to reduce evacuation clearance times and re-entry time lines.

A regional hub reception center will serve as the primary processing center for shelter

registration and assignment for the segment of the affected population that has no final

destination. This center will minimize the possibility of exceeding local shelter capacity by

performing the following essential support services:

� Conducting initial shelter registration and assessment

� Ensuring the most appropriate available shelter is identified for evacuees based on their

respective needs

� Coordinating shelter capacity issues and mitigating overflow

� Providing for initial immediate needs such as first aid, psychological first aid,

emotional/spiritual care, and meals

� Coordinating the transport of individuals from the regional hub reception center to the

identified shelter facility, ensuring that transport vehicles can accommodate pets when

necessary

Regional hub reception centers will not provide the following services:

� Post-disaster relief services

4 The IL-IN-WI CSA consists of 17 jurisdictions (including the City of Chicago) across the three states of Illinois,

Indiana, and Wisconsin.

Section 3


� Sheltering of individuals for more than 24 hours

� Ongoing mass care services (mass feeding, distribution of goods)

� Medical care beyond first aid

� Coordination of transportation to the regional hub reception center5

Regional hub reception centers operate on the premise that individuals will be supported by the

existing systems of local shelters across the IL-IN-WI CSA. Within the hub reception center

annex, the jurisdictions that operate local shelters in support of regional response are called “host

jurisdictions,” and the shelters that the hub reception center will identify for individuals are

called “spoke shelters.”

While on the surface it may seem beneficial to have a comprehensive list of shelter locations

throughout the region, the regional hub reception center will rely on real-time information about

shelter availability, capability, and capacity. Shelter assignments will be made based upon the

verified current availably of local shelters across the IL-IN-WI CSA. Current shelter status can

be obtained through the Federal Emergency Management Agency or American Red Cross

National Shelter System databases, or through information obtained from local emergency

operations centers.

3.2 Regional Hub Reception Center Essential Support Services

� The hub reception center is a short-term facility that provides assistance to individuals who

are displaced from their home jurisdiction because of a catastrophic incident. Regional hub

reception centers are not shelter facilities, but serve as coordination centers to locate

appropriate facilities that meet individuals’ needs, while simultaneously preventing the

overburdening of local shelters. The hub reception center is intended to be operational for

three to seven days, and will provide the following functions and services:

� Registration. Individuals will be registered in the hub reception center system. Primary

information about the individuals seeking shelter will be obtained in the registration process,

and will be used to locate an appropriate shelter facility that will meet the individual’s

needs. The hub reception center registration form can be found in attachment E.

� Confidentiality. The relationships between the jurisdictions providing relief and persons

receiving assistance are confidential. All will observe confidentiality in obtaining,

protecting, and releasing personal information, recognizing that the information given to

them is to be used only for the purpose of providing services.

� Health Services. First aid services will be available in hub reception centers for individuals

in need of minor medical support. Only provincial first aid will be provided; regional hub

reception centers will not be outfitted to provide high-level medical care. Those who present

5 Transportation to regional hub reception centers should be coordinated under the IL-IN-WI CSA Regional

Evacuation Annex.

REGIONAL HUB RECEPTION CENTER STRATEGY


at a hub reception center in need of high degree medical care will be transferred to an

appropriate medical center or other appropriate facility as soon as possible.

� Psychological First Aid (PFA). All staff members supporting hub reception center

operations should be trained in PFA. PFA is designed to defuse initial distress caused by the

disaster incidents, and acknowledges the seriousness of the experience of danger and the

increased feelings of vulnerability that often follow. PFA fosters short- and long-term

adaptability, basic functioning, and coping skills. PFA can be provided by non-mental

health professionals.

� Feeding Services. Basic food and water will be provided to individuals who process through

the hub reception center and staff. Large-scale feeding for general mass care purposes will

not be offered at hub reception centers.

� Decontamination Services. Should the incident that generates the activation of a hub

reception center require decontamination of individuals, decontamination services will be

provided outside of the hub reception center facility. Although decontamination should be

conducted locally prior to evacuation, during such an incident, all individuals and animals

presenting at the hub reception center will be required to undergo decontamination services

prior to entering the facility. Decontamination prevents continued exposure to the

contaminant of those inside the facility and the facility itself.

� Shelter Assignment Services. The main purpose of a hub reception center is to identify an

appropriate shelter location for individuals based on their needs. Hub reception center staff

will assign shelter destinations based upon the specific requirements of individuals, such as

functional, medical, or pet needs. Individuals will be transferred to spoke shelter locations,

operated by unaffected jurisdictions in the IL-IN-WI CSA, where they will receive care and

sheltering services.

� Transportation Services. The hub reception center will coordinate with appropriate parties

to ensure the provision of transportation of individuals to their spoke shelter destination.

Transportation services will focus on transferring individuals from the hub reception center

to a shelter or other appropriate location. The hub reception center does not provide

transportation to the reception center from the area of impact. Transportation will be

coordinated in conjunction with jurisdictions providing sheltering.

� Accommodation of Pets. Hub reception centers will be designed to accommodate pets while

their owners are in the hub reception center. Kennel areas and pet registration services will

be provided, but pet owners will be responsible for the care and feeding of their pets while

at the hub reception center.

� Recreation and Dormitory Services. An area for recreation (reading, television, games, etc.)

will be available for adults and children. Dormitory space with mats or cots will be provided

at hub reception centers, as individuals may be present at the facility for 24 hours. However,

any dormitory accommodations at the regional hub reception center facilities will be limited

and temporary. The regional hub reception center is not designed as a shelter and will not

provide long-term sheltering services.

Section 3


3.3 Regional Hub Reception Center Resources Like many mass care operations, hub reception centers require significant resources to operate.

Attachment B, Regional Hub Reception Center Staffing and Resources, details the resources

necessary for hub reception center operations.

To ensure the most efficient operation of hub reception centers, identification of where resources

will be obtained must be made long before a hub reception center is required to be operational.

Formal agreements with vendors, nonprofit organizations (for example, the American Red Cross

and Salvation Army), and others must be secured prior to the occurrence of an emergency

incident.

While a regional hub reception center is operational, resource requests will be made through the

local emergency operations center of the host jurisdiction. The local emergency operations center

will facilitate resource requests through all available sources.


Section 4 HUB RECEPTION CENTER POLICIES

Hub reception centers will follow a set of standard policies. These policies are detailed below.

4.1 Registration Each individual that enters the reception center facility will be required to participate in the

registration process. Families should register as one unit, with individual names listed. Families

or individuals will be assigned a number upon entry to the reception center facility. This number

will serve as the primary reference for the family unit or individual.

Individuals will not be required to present identification during the registration process.

Information obtained through the hub reception center registration process will be transferred

and shared with spoke shelter locations. If technology is viable, electronic registration forms will

be shared. If such means are not available, paper copies of the registration forms will be shared

with spoke shelter locations.

4.1.1 Registration Forms

Regional hub reception center registration forms will be electronic preferably, but paper versions

will be kept on hand should electronic registration not be able to be conducted. The American

Red Cross/U.S. Health and Human Services (ARC/USHHS) Intake and Assessment Tool will be

used for regional hub reception center registration. The ARC/USHHS Intake and Assessment

Tool is used widely at local spoke shelter operations, so using the tool will allow for easy

transfer of information about registrants from the regional hub reception center to the spoke

shelter. The ARC/USHHS tool prompts registration staff to record information on individuals

such as registration number (assigned upon entry into the hub reception center facility), home

address, phone number, and specific needs (medical, functional, pet, etc.).

In addition to this information, the regional hub reception center registration process will also

have registration staff inquire as to whether individuals are mandated to report to any

governmental organization. This question is intended to more readily identify registered sex

offenders so that they can be segregated from the general reception center population.

Registration forms will be shared with shelter assignment staff to assist them in identifying the

best spoke shelter or other location for disaster victims. Upon receiving their shelter assignment,

individuals will have a copy of their intake and assessment tool provided to them so that they can

bring it to the spoke shelter. Additionally, if possible, intake assessment tools will be shared with

spoke shelter staff electronically.

4.1.2 Tracking Individuals

It is critical that information about individuals registered at the regional hub reception center and

their shelter assignment location be properly recorded to assist in family reunification. While no

Section 4


formal system has been identified for tracking individuals, at a minimum the regional hub

reception center intake and assessment tool as well as the assigned spoke shelter location must be

maintained by regional hub reception center staff (in particular, registration staff, shelter

assignment staff, and transportation services staff). Information about individuals captured

through the regional hub reception center process should also be transferred to the spoke shelter

location.

Additionally, individuals can register themselves on the American Red Cross Disaster Safe and

Well Web site (https://safeandwell.communityos.org/cms/) when they arrive at the spoke shelter

so that families are able to find displaced loved ones.

4.1.3 Unaccompanied Minors

Children who present at the reception center without a parent or legal guardian will be referred to

the appropriate family or social services agency. A designated section for unaccompanied minors

will be designated at the reception center.

4.1.4 Registered Sex Offenders

If an individual indicates through the registration process that they are required to register with a

governmental agency, this individual will be referred to law enforcement on the premises of the

hub reception center and will be provided services in an area of the reception center that is

secluded from the general population.

The following are links to the online sex offender registries for each state:

� Illinois: http://www.isp.state.il.us/sor/sor.cfm

� Indiana: http://www.insor.org/insasoweb/initAdvancedSearchForm.do

� Wisconsin: http://offender.doc.state.wi.us/public/search/search.jsp

4.2 Pet Registration All individuals entering the hub reception center with a pet will be required to complete the pet

registration process. The pet registration process will record information about the pet (for

example, breed, vaccinations, temperament, and veterinary point of contact) and the owner (for

example, home address, phone number, and specific needs). Owners will accompany pets

through the registration process, and a photo of the pet and owner will be kept with the

registration record. Pet owners will be required to wear a wristband that signifies that the owner

has permission to access the pet area. This wristband will also match a tab band that will be

placed on the animal to assist in matching pets with their owners.

HUB RECEPTION CENTER POLICIES


4.3 Pet Care Owners are responsible for exercising and feeding their pets while they are in the reception

center. Pet owners must provide crates and food6 for their pets. Animal services staff will be on

hand to provide pet owners’ access to their pets, but will not assume the primary responsibility

for care of pets.

4.4 Pet Vaccination To protect all animals and staff at the regional hub reception center, all owners of cats and dogs

will be required to provide proof of rabies vaccination for their pets. If an owner cannot prove

that their pet has been vaccinated, the owner will be required to provide consent to have their pet

vaccinated on the premises. All cats and dogs without proof of rabies vaccination will receive

this vaccination upon admittance to the pet services area of the regional hub reception center. Pet

owners will be provided proof of vaccination upon pet export; proof of vaccination must be

brought and provided to spoke shelter location.

4.5 Maintaining Situational Awareness To ensure appropriate shelter assignments are made, the hub reception center must maintain

accurate information about the status, type, capacity, and availability of spoke shelters. To

maintain this information, jurisdictional hub reception center points of contact will provide

information to the hub reception center. In addition, when Illinois, Indiana, and Wisconsin

officially became part of the Federal Emergency Management Agency (FEMA) National Shelter

System, this system will be used to track information about shelters.

4.6 Memorandums of Understanding Several memorandums of understanding (MOU) need to be developed to support this annex.

While existing MOUs will be leveraged, MOUs that address specific needs and issues related to

hub reception center and spoke shelter operations will ensure efficient and streamlined mass care

and shelter services for citizens across the IL-IN-WI CSA.

The following MOUs should be considered:

� Regional MOU for Hub Reception Center Coordination and Spoke Shelter Operation. A

regional hub reception center MOU with all the participating jurisdictions can address issues

pertaining to the operation of local shelters in support of regional response to a catastrophic

incident. Financial and other issues should be addressed in this MOU, which should be

signed by all participating jurisdictions.

6 Please refer to attachment H regarding the inclusion of pet crates and pet food for regional hub reception

centers. Although owners will be asked to provide these items, it is anticipated that a large number of them will be

unable to provide crates or food, and planning must be done to accommodate their pets.

Section 4


� Hub Reception Center Facility MOU. MOUs with each facility that will serve as a

reception center should be established. MOUs should address issues such as availability of

the facility, timelines for access to the facility, liability, compensation, facility maintenance,

restoration, and other pertinent issues.

� American Red Cross MOU. MOUs with each American Red Cross partner should be

established. American Red Cross MOUs should address staffing support (if able to be

provided), reception center staff training, mass care and shelter resources, and other issues.

� Salvation Army MOU. An MOU with the Salvation Army should be established. The

Salvation Army MOU should address mass care and feeding support, and use of any shelter

facility staffed and managed by the Salvation Army.

� Collaborative Healthcare Urgency Group (CHUG) MOU. An MOU with CHUG should be

established to formalize CHUG’s role in coordinating the placement of individuals with

medical needs in appropriate facilities.

� MOU with Veterinarians. MOUs with veterinary service providers and/or city/county

animal services should be established to ensure veterinary services will be provided at the

regional hub reception center.


Section 5 OPERATIONAL FRAMEWORK

This section provides an overview of the operational framework for regional hub reception

centers. It provides guidance on how a regional hub reception center can function. Operational

plans for each regional hub reception center facility should be developed to provide greater detail

on operational needs and functions.

The regional catastrophic incident coordination plan (RCICP) concept of coordination will

enhance regional communication among Illinois, Indiana, and Wisconsin state emergency

operations centers (EOCs) and county and local EOCs. Currently, the communication process

described in each jurisdictional EOP is primarily vertical, calling for jurisdictions to coordinate

with their respective county EOC. The county EOC in turn communicates with the state EOC

during an escalating catastrophic incident. Typically, jurisdictional EOPs do not formally detail

collaboration and communication across jurisdictions, other than mutual aid agreements that may

exist between neighboring entities within the same state. The RCICP concept of coordination

creates a lateral process by which all IL-IN-WI CSA jurisdictions (including the states) can

collaborate during a catastrophic incident. This process will ensure information is communicated

and coordinated laterally with each jurisdiction across multiple states. This lateral process will

supplement the existing processes and communication methods of working with state and

jurisdictional EOCs.

5.1 Interstate Coordination Process The interstate coordination process (ICP) was created to ensure lateral collaboration between

states and jurisdictions within the IL-IN-WI CSA, local emergency manager coordinators, and

state EOC personnel. The ICP is designed to provide strategic coordination and formalize

existing vertical collaboration among jurisdictions across the IL-IN-WI CSA states.

The ICP will operate as a virtual communication center established through each of the three

state EOCs in the IL-IN-WI CSA. An ICP liaison will be responsible for establishing

communication with their state counterparts in neighboring IL-IN-WI CSA states following a

catastrophic incident affecting multiple states in the IL-IN-WI CSA. State EOC personnel from

the affected states will maintain and expand communication through an established virtual

network or at a pre-designated fixed site. Together the states will establish and maintain a multi-

state common operating picture, engaging the appropriate stakeholders in communication and

coordination based on hazard, need, incident, and or time. These stakeholders may include

jurisdictional representatives from affected jurisdictions when feasible; state level officials

familiar with specific aspects of strategic coordination and planning in transportation,

evacuation, mass care, and public information; and appropriate nongovernmental officials from

relief organizations and others. ICP participants should be individuals who possess the technical

and practical knowledge and authority to collaborate with local, county, state, and other officials

on strategic decisions and recommendations affecting the jurisdictional or organizational entities

they represent in a regional incident situation.

Section 5


ICP participants have the authority to recommend implementation of the RCICP annexes. The

ICP is scalable and can be engaged prior to, during, and following a catastrophic incident as

determined by state EOCs.

5.2 Pre-disaster Planning Pre-disaster planning is essential to the Illinois-Indiana-Wisconsin Combined Statistical Area

(IL-IN-WI CSA) Regional Mass Care and Sheltering Annex. As detailed in the implementation

guide (attachment A), the IL-IN-WI CSA Mass Care and Sheltering Subcommittee will continue

to meet to further develop aspects of the annex. Such efforts should include updating or revising

the annex; identifying hub reception center facilities; securing regional hub reception center

resources; identifying, recruiting, and training staff; and coordinating memorandums of

understanding.

5.3 Regional Mass Care and Sheltering Annex and Regional Hub Reception Center Activation

To activate the regional mass care and sheltering annex and thereby stand up regional hub

reception center(s), the RCICP must first be activated. The RCICP may be activated when either

one or both of the following conditions are met: 1) a catastrophic incident, as previously defined

in the examples of triggers has occurred and has overwhelmed the existing resources of the

affected jurisdictions, and 2) the incident requires coordination among multiple jurisdictions

within the IL-IN-WI CSA to positively affect incident outcomes.

If an incident meets either of these two conditions, a state, using the ICP, can request to stand up

the virtual network or fixed site. The ICP representative must contact their state ICP counterparts

in the remaining two IL-IN-WI CSA states to arrange a regional conference call. Note: Each ICP

state EOC is responsible for notifying key stakeholders within their state and facilitating the

conference call using redundant communication methods.

During the conference call, the state that initiated the call will be responsible for leading the

multi-state ICP conference call with selected participant stakeholders. The purpose of the call

and sample agenda are below:

� Incident summary/briefing: This agenda item allows the state EOCs to communicate and

maintain situational awareness and to establish a common operating picture.

� Assessment of resource needs and resource availability

� Annex implementation: This agenda item allows the state EOCs to coordinate the

implementation of the annexes. The state EOCs will determine which annexes need to be

implemented. If the state EOCs determine the need, hazard or timing of the incident to

require actions contained in one or more annexes, the conference call participant representing

the appropriate entity will coordinate actions as described in the annex.

Figure 5-1 depicts each step in the concept of coordination process.

OPERATIONAL FRAMEWORK


Figure 5-1 RCICP Concept of Coordination Process

Process Description Interstate Coordination Process (ICP) Activation Affected state EOC consults with jurisdictions and determines triggers have been met for regional coordination EOC staff set up regional conference call or fixed site to include state counterparts and appropriate parties based on hazard, need, incident, and/or time. Regional Coordination Conference Call Conference Call Agenda

� Incident briefing

� Assess resource needs and availability

� Determine which annexes to be activated. Annex Coordination Begins ICP conference call participants coordinate with state and regional annex points of contact to take appropriate actions to implement plans. Incident Briefings ICP participants conduct periodic incident briefings and continue to refine recommendations based on changing situation.

Functional Annex

Coordination

ACTION

Regional

Conference Call

Incident

Occurs

Transition to normal operations

Incident Briefings

Section 5


Once a decision to activate the regional evacuation and mass care annexes has been made

through the ICP, the following process will take place to coordinate their activation. The

activation of the regional MCS annex must be coordinated closely with the activation of the

regional evacuation annex. As such, the process has been developed in conjunction with and is

also reflected in the IL-IN-WI CSA Regional Evacuation Annex.

Information shared in this activation process will address evacuation, mass care, and sheltering

issues resulting from the impact of a catastrophic incident. The process describes how elected

officials, emergency management agencies, and other supporting response organizations from

each of the three states, 16 counties, City of Chicago, the representatives of transportation

organizations (as defined in the regional evacuation annex), the jurisdictional points of contact

for regional hub reception center coordination, and Federal Emergency Management Agency

(FEMA) Region V will coordinate with each other to make collaborative decisions about

activating regional hub reception center(s).

1. Once a decision has been made to activate the regional evacuation annex and the regional

mass care and sheltering annex, the ICP lead state EOC contact will notify appropriate state,

jurisdictional and nongovernmental agency points of contact for regional hub reception

center coordination to participate in a conference call.

� Conference Call: The conference call will be for the lead state for the ICP, state,

jurisdictional, and nongovernmental points of contact for regional hub reception center

coordination as well as appropriate emergency management, public safety, and

transportation personnel from participating members of the IL-IN-WI CSA. This call

should be held as soon as possible, but no later than 1 hour following initial notification

of annex activation. The lead state for the ICP will lead this call. Other organizations

may be invited to participate by the lead state for the ICP or at the request of the

jurisdictions.

� During this call, the lead state for the ICP, the state, jurisdictional and

nongovernmental points of contact for regional hub reception center coordination

and transportation personnel will obtain basic facts about the incident. Upon

completion of this conference call, the affected county and city emergency

management officials will update their respective chief elected officials and other

public officials as appropriate or specified in their county/city emergency

operations plan.

� During the call, the lead state for the ICP will ensure that the following is

discussed:

� Provide regional situational awareness

� Determine response status

� Review status of initial protective actions

� Consider additional protective actions

� Determine which regional hub reception center facilities should be activated

� Determine which jurisdictions can conduct spoke shelter operations in support

of regional hub reception center(s) activation



� Evaluate public information needs about evacuation and mass care and

sheltering

� Determine next steps

� Establish a regular time to get updates for the next evacuation and mass care

and sheltering coordination call

� The lead state for the ICP will contact the state, jurisdictional, and

nongovernmental regional hub reception center points of contact and appropriate

reception center facility points of contact to Coordinate call down of regional hub

reception center staffing

� Coordinate the securing of regional hub reception center resources

� Establish time lines for opening regional hub reception center(s)

� Gain updated situational awareness of local spoke sheltering capacity

2. Once protective action decisions have been made, the public information officers and other

jurisdictions and agencies should use all available communication resources to keep citizens

informed of the incident status and protective actions to be implemented. Information

should be shared with the public in accordance with the IL-IN-WI CSA Regional

Emergency Public Information and Warning Annex.

5.4 Regional Hub Reception Center Operations Although each facility will need to have an operational plan developed that is specific to the

facility, this section of the annex provides a general overview of hub reception center operations.

The following details the flow of services from the perspective of the hub reception center client:

� Decontamination. If the incident includes the release of a contaminant, all individuals and

pets will require decontamination. While it is expected that all evacuees and pets will be

decontaminated prior to being transported to the regional hub reception center, it is

understood that the need for decontamination in an incident involving a contaminant may

still exist for those arriving at the reception center facility. Therefore, all evacuees and pets

arriving at a regional hub reception center after an incident involving a contaminant will

need to undergo decontamination. If a contaminant is not a factor, individuals will be

allowed to directly enter the facility.

� Entrance to Facility. Individuals or families enter the hub reception center facility and are

assigned a number for themselves or their family unit. If an individual is noticeably injured

or declares they are injured, that individual will immediately be taken to medical services to

be treated or transported to an appropriate medical facility. If an individual is an

unaccompanied minor, they will be escorted to child services. Any individual taken from the

primary registration process will be registered into the regional hub reception center system

through a liaison with medical services or child services.

� Pet Registration. If an individual has a pet, the individual immediately proceeds to the pet

registration area to register and kennel their pet. If a pet is injured, veterinary services will

be administered as quickly as possible. Upon completing the pet registration process, the

individual returns to the registration waiting area to await registration.

Section 5


� Registration. Once the individual or family unit has completed the registration process

(including completion of the registration form in coordination with a registration staff

person and completion of a medical assessment, if necessary), the individual may use the

services offered at the reception center while they await shelter assignment. During this

time, the individual or family unit has access to the following:

� Food

� Sleeping areas

� Recreation areas

� First aid

� Psychological first aid

� Visit with/exercise/care for pet

� Shelter Assignment. Individuals or family units will be provided information about the

identified spoke shelter location once shelter assignment staff has identified it. Shelter

assignment staff will provide directions and maps, if necessary. If an individual or family

unit requires transportation to the spoke shelter location, it will be coordinated for the

individual or family unit through transportation services.

� Transportation. The individual or family unit will be transported to the spoke shelter

location once a shelter assignment has been made and transportation resources are available.

Figure 6-1 depicts a flow chart of these services.

To detail staff responsibilities, job action sheet templates have been developed for each hub

reception center staff position identified in attachment B. Job action sheet templates are provided

in attachment H.

5.5 Regional Hub Reception Center Demobilization When it becomes apparent that hub reception center services are no longer needed, the decision

to stand down the facility must be coordinated through the JRCCs. Demobilizing the hub

reception center facility should include the following actions:

� Ensuring all individuals have evacuated the incident area

� Ensuring all individuals have completed processing

� Debriefing all hub reception center staff

� Restoring the facility to pre-disaster condition

� Coordinating public messaging regarding the closing of the hub reception center in

accordance with the emergency public information and early warning annex

� Developing an after action report and improvement plan to identify best practices and

address operational issues



Figure 5-2 Flow of Regional Hub Reception Center Services

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 A-1

Attachment A IMPLEMENTATION GUIDANCE

Introduction and Purpose of Document The regional mass care and sheltering (MCS) annex for the Illinois-Indiana-Wisconsin

Combined Statistical Area (CSA) Regional Catastrophic Incident Coordination Plan (RCICP)

serves as the foundation for implementing regional mass care and sheltering capabilities across

the CSA. However, the development of the MCS annex was only the first step in an ongoing

planning process for creating regional mass care and sheltering capacity across the CSA. A

number of tasks must be completed to ensure the resources, staffing, facilities, and memoranda

of agreement and processes are in place to operationalize the regional MCS annex.

This implementation guide details next steps and planning considerations that should take place

to ensure the CSA is able to operationalize the MCS annex. These next steps are merely

guidance and should not be perceived as a requirement by the CSA or any participating

jurisdiction in the CSA. Rather, this implementation guide should be used as a tool by the CSA

to develop next steps in this planning process.

The tasks defined in this implementation guide are provided in no particular order. CSA

stakeholders should prioritize tasks and decide the order in which they should be completed

(including concurrent efforts).

Task 1: Outreach to Jurisdictions

The MCS annex provides a structure under which regional hub reception centers (RHRC) may

operate. However, a critical component to the MCS annex is the hosting of regional hub

reception centers and the provision of spoke shelter operations by jurisdictions within the CSA.

A well-orchestrated outreach campaign must be conducted for the CSA jurisdictions to provide

them with information about the MCS annex and to get their buy-in for participation. The

outreach campaign should include in-person meetings with emergency managers, public

officials, and any other stakeholder in mass care and sheltering at the jurisdictional level. The

meeting should include the following:

� MCS Annex Overview. The meeting should include a detailed discussion about the regional

MCS annex, how it was developed, and how it will assist in facilitating large-scale mass

care and sheltering in the CSA.

� Discussion of Benefits for the Jurisdiction. The meeting must include a discussion about

the benefits for a jurisdiction to support the regional MCS annex. An understanding of how

RHRCs benefit the jurisdictions will be essential to garnering buy-in and support for the

annex.

� Identification of Local Shelters to Support Spoke Shelter Network. The meeting should

include a discussion about identifying and incorporating local shelters into the spoke shelter

network. Shelter information that should be captured includes shelter location, capacity, and

capabilities.

Attachment A

A-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

� Discussion of Jurisdictional Roles. The meeting should include a discussion regarding the

potential roles jurisdictions may have in supporting the regional MCS annex. These roles

may include:

� Hosting an RHRC in the jurisdiction

� Operating an RHRC in the jurisdiction

� Providing spoke shelter operations in support of RHRCs (including shelter operations

and transportation to shelters from RHRC)

Outreach meetings may include additional topics as deemed appropriate by CSA mass care and

sheltering stakeholders.

Task 2: Secure Reception Center Facilities

While the MCS annex details criteria for reception center facilities, facilities that can serve as

RHRCs still need to be identified and assessed. Once the facility is assessed and determined to

have the capacity to serve as a RHRC, a memorandum of agreement for use of the facility must

be secured. All steps in this process should include state, regional, and jurisdictional

stakeholders.

� Outreach to Facility Owners. An outreach campaign to owners of large facilities should be

developed and implemented. The outreach campaign should detail the regional hub

reception center concept for mass care and sheltering, and discuss the benefits for a facility

owner to participate.

� Identify Facility. Use the Regional Hub Reception Center Recommended Facility

Infrastructure Criteria document (attachment C of the regional MCS annex) to identify

buildings that are appropriate in size and location, including proximity to evacuation routes

and proximity to spoke shelters. Illinois has already identified a number of potential

facilities in the state.

� Assess Facility. Use the Regional Hub Reception Center Recommended Facility

Infrastructure Criteria document (attachment C of the regional MCS annex) to assess a

facility and ensure it has the capacity and capabilities to serve as an RHRC.

� Establish MOU with Facility. Ensure the MOU addresses liability, availability of use,

timelines for accessing the building to set up reception center operations, and availability of

facility staff to support reception center operations, especially functions such as

maintenance, traffic control, and janitorial duties.

Task 3: Develop Regional Hub Reception Center Facility Operational Plan Template

To assist jurisdictions in developing RHRC facility plans, templates for the facility operational

plans should be developed. Templates will create consistency across the CSA in how RHRCs are

operated and provide a significant level of support to jurisdictions in developing operational

plans for RHRC facilities. The operational plan template should address, at a minimum:

� RHRC services

IMPLEMENTATION GUIDANCE


� Facility layout

� Staffing

� Roles and Responsibilities

� Resources

� Security

� Transportation

In addition to these components, consideration should be given to including an infectious disease

annex to the operational template.

Task 4: Reception Center Staffing

Identifying staffing is essential to the success of RHRC operations. Staffing to support RHRC

operations may come from many sources, and creative thinking about how staffing resources can

be recruited will be necessary to ensure adequate staffing levels for RHRC operations. Staffing

recruitment efforts may include the following:

� Define Criteria for Staffing. Criteria for staffing should be uniformly defined (age

eligibility, criminal status, residency, etc.) prior to recruitment efforts.

� Explore Opportunities to Recruit State Employees. Opportunities to recruit non-essential

state employees for RHRC staffing should be explored. This should include evaluating the

state disaster volunteer leave acts and meeting with state-level human resource agencies.

� Explore Opportunities to Recruit Local and County Employees. Opportunities to recruit

non-essential local and county employees for RHRC staffing should be explored. This

should include an evaluation of any local or county disaster leave policies and meeting with

local and county human resources authorities.

� Develop a Recruitment Campaign. A recruitment campaign for RHRC staffing from

federal, state, county, and local government as well as private sector, nonprofit and

volunteer organizations should be developed and implemented.

� Develop a Training Program. A training program for RHRC staff must be developed.

Consider partnering with the American Red Cross for curriculum development and

provision of training.

� Use of Facility Staff. Explore the possibility of using RHRC facility staff and include a

clause addressing use of facility staff in any memoranda of understanding.

Task 5: Reception Center Resources

RHRC operations require substantial investment in resources to ensure efficiency and timely

throughput of evacuees. Resources should be identified prior to implementation of the regional

MCS annex or site-specific RHRC facility operational plans. Resources should be:

� Pre-identified

� Coordinated in conjunction with the regional logistics and resource management annex

Attachment A

A-4 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

� Stored in a pre-identified storage and/or staging area.

As appropriate, emergency contracts with vendors should be developed prior to a catastrophic

incident.

Task 6: Development of Memoranda of Understanding

Memoranda of understanding (MOUs) with various partners must be established to ensure

capacity and capabilities for implementing the regional MCS annex. MOUs should address

reimbursement, liability, workers compensation, and other important legal issues. The following

MOUs should be considered for development, including but not limited to:

� Jurisdictional MOUs. MOUs should be established with jurisdictions for coordination with

RHRC operations, activation of spoke shelters, transportation from RHRC to spoke shelters,

and any other issues related to MCS annex implementation.

� American Red Cross MOU. An MOU should be established with the American Red Cross

for RHRC staff training, staffing support, feeding support, and any other services the

American Red Cross may provide in support of MCS annex implementation.

� Salvation Army MOU. An MOU should be established with the Salvation Army for RHRC

staffing support, feeding support, and any other services the Salvation Army may provide in

support of MCS annex implementation

� Collaborative Healthcare Urgency Group MOU. An MOU with the Collaborative

Healthcare Urgency Group (CHUG) should be established to ensure CHUG can provide

services at the RHRCs for identifying appropriate healthcare, functional needs, and access

needs facilities for evacuees with such needs.

� Veterinary MOUs. MOUs with veterinary providers should be established to ensure

veterinary services can be provided at RHRCs.

Task 7: Identify Tracking System

Tracking evacuees who process through the RHRC is crucial to ensuring family reunification

and understanding the numbers of evacuees served by the RHRC. A system for evacuee tracking

should be identified and implemented uniformly for all RHRC and spoke shelter operations. To

enable this, various tracking systems available to the CSA should be explored and a preferred

system identified. Once the system is identified, policies and procedures must be established to

ensure consistent and proper use of the tracking system.

Task 8: Public Information Campaign

Once all aspects of the regional MCS annex are in place and the annex can become operational, a

public education campaign must be developed and rolled out so that residents, visitors, and

workers across the CSA have knowledge about the RHRC system. The public information

campaign should be developed in accordance with the regional emergency public information

and warning annex. The public information campaign should include:

� Explanation of how regional evacuation may be conducted

IMPLEMENTATION GUIDANCE


� Explanation and location of RHRCs

� Explanation of use of spoke shelters

� Information on what individuals should bring with them to the RHRC

� Information on what pets may be accommodated at the RHRC and what supplies owners

should bring with them.

A timeline for when and how the public information campaign should be rolled out should also

be determined collectively by CSA stakeholders. CSA stakeholders should ensure consistency in

messaging across the CSA.

The public education campaign must be developed in accordance with the regional emergency

public information and warning annex.

Task 9: Legal Considerations

All legal aspects for implementation of the regional mass care and sheltering annex should be

identified and examined. Legal considerations are incorporated into nearly every aspect of

implementing the regional mass care and shelter annex. Examples include, but are not limited to:

� Provision of medical care at RHRC

� Altered standards of medical care

� Staffing (liability, workers compensation, etc.)

� Incidents at a RHRC (accidents, unlawful acts, etc.)

� Memoranda of understanding.

Task 10: Language Considerations

Language considerations must be explored in relation to implementing RHRC operations.

Language needs should be identified and materials should be translated and available in

languages prevalent to the community being served. Additionally, a resource for language

interpreters in the identified prevalent languages should be pre-identified.

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 B-1

Attachment B REGIONAL HUB RECEPTION CENTER RECOMMENDED

STAFFING AND RESOURCES

Overview and Purpose of Document As part of the Regional Catastrophic Preparedness Grant Program, the Illinois-Indiana-

Wisconsin Combined Statistical Area7 (IL-IN-WI CSA) is seeking to develop a regional mass

care and sheltering annex to accompany the IL-IN-WI CSA Regional Catastrophic Event

Coordination Plan. The strategy for the IL-IN-WI CSA Regional Mass Care and Sheltering


numbers of people who may seek shelter during a catastrophic event affecting the CSA.











registration and assignment for the segment of the impacted population that has no final

destination. This center will help alleviate the burden of local sheltering capacity by performing

the following essential support services:

� Conducting initial shelter intake and assessment

� Ensuring the appropriate shelter facility is identified for each individual and their needs


� Providing initial immediate needs such as first aid, psychological first aid,

emotional/spiritual care, and meals

� Providing information on post-disaster relief services



necessary


7 The IL-IN-WI CSA consists of 17 jurisdictions (including the City of Chicago) across the three states of Illinois,


Attachment B

B-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010







existing systems of local shelters across the CSA. Within the mass care and sheltering annex, the

jurisdictions that operate local shelters in support of regional response are called “host






verified current availability of local shelters across the CSA. Current shelter status can be

obtained through the Federal Emergency Management Agency or American Red Cross National

Shelter System databases, or through information obtained from local emergency operations

centers.

To ensure that regional hub reception centers can operate appropriately, minimum staffing and

resource needs must be identified so that planning can take place to support regional hub

reception center functions. The purpose of this document is to provide guidance on what staffing

and resources may be needed to operate a regional hub reception center based upon American

Red Cross guidelines and other national best practices for shelter operations. The levels of staff

and resources identified for shelter operations in these sources have been modified to reflect

regional hub reception center operations. Regional hub reception centers function under the

planning assumption that all individuals will be processed by the facility within a 24-hour time

frame; this time frame begins when the individual enters a facility and ends when they depart for

their shelter (or other destination).

Regional hub reception centers are likely to be operational for three to seven days. This

document does not address space and facility requirements for regional hub reception center

functions, as those are addressed in the IL-IN-WI CSA Regional Hub Reception Center Physical

Infrastructure Capabilities document. It also does not address policy issues such as how to handle

undocumented individuals, unaccompanied minors, or registered sex offenders. These and other

related policy issues will be addressed in the mass care and sheltering annex to the IL-IN-WI

CSA Regional Catastrophic Event Coordination Plan.

This document has been reviewed by the Regional Catastrophic Preparedness Grant Program

Mass Care and Sheltering Subcommittee, which consists of key subject matter experts, including

state and local emergency managers, public health representatives, and nongovernmental

organizations such as the American Red Cross and the Collaborative Healthcare Urgency Group

(CHUG).

8 Transportation to regional hub reception centers should be coordinated under the IL-In-WI CSA Regional

Evacuation Annex.

REGIONAL HUB RECEPTION CENTER RECOMMENDED STAFFING AND RESOURCES


Introduction This document provides recommendations for resource and staffing levels for regional hub

reception center functions across the combined statistical area. The recommendations include

identification of recommended staffing capabilities and ability for certain staffing positions to

adapt to others.

The recommendations for staffing levels reflect daytime shifts, as daytime shifts tend to require

the most staffing and resource support. Brief position descriptions are also included as a point of

reference.

This document is organized into the following sections:

� Section 1: Regional Hub Reception Center Staffing Needs – This section describes staff

positions and provides recommended staffing levels.

� Section 2: Regional Hub Reception Center Resource Needs – This section describes

resource needs for reception center operations.

Regional Hub Reception Center Staffing Needs

Staff Position Descriptions for General Regional Hub Reception Center Functions

Staff positions9 are organized in accordance with the National Incident Management System and

the Incident Command System. The regional hub reception center will operate in accordance

with the Incident Command System.

It should be noted that some positions may be supported simultaneously by one staff member.

The intent of providing staff position descriptions is to describe the necessary function for the

regional hub reception center operations.

Command Section Staff

Reception Center Manager

The reception center manager serves as the incident commander for all regional hub reception

center functions. The reception center manager is responsible for the overall operation of the

regional hub reception center 24 hours a day. Section chiefs in all areas of the regional hub

reception center report to the reception center manager through the shift supervisors.

Administrative Assistant

The administrative assistant is responsible for assisting supervisory staff with administrative

tasks. The administrative assistant will also support other administrative needs throughout the

regional hub reception center, as appropriate. The administrative assistant reports to the reception

center manager.

9 All reception center staff should be trained in psychological first aid.

Attachment B


Public Affairs Staff

The public affairs staff works closely with the public information officer to coordinate any

members of the media that arrive at the regional hub reception center. The public affairs staff

makes it possible to tell the public the story, while ensuring that those individuals being

processed at the regional hub reception center who do not want to be filmed, photographed, or

interviewed are allowed their privacy. Public affairs staff report to the reception center manager.

Safety Officer

The safety officer is responsible for ensuring the safety of staff and the regional hub reception

center. The safety officer reports to the reception center manager.

Operations Section Staff

Operations Section Chief

The operations section chief ensures the coordination of all activities supervised by the

operations section. Activities include registration, child services, health and mental health

services, shelter referral services, and pet services.10

Child Services Coordinator

The child services coordinator coordinates services for any unaccompanied minors that enter the

regional hub reception center. The child services coordinator should be an authorized

representative from a state child services agency. The child services coordinator reports to the

operations section chief.

Decontamination Staff

The decontamination staff coordinates all decontamination efforts at the regional hub reception

center should the catastrophic event require the decontamination of individuals prior to entering

a facility. Decontamination staff will be appropriately trained on decontamination procedures

and equipment for the contaminant. Decontamination staff report to the decontamination

supervisor.

Decontamination Supervisor

The decontamination supervisor ensures the coordination of decontamination services at the

regional hub reception center. The decontamination supervisor reports to the operations section

chief.

Disaster Mental Health Staff

Each regional hub reception center staff member should be trained in psychological first aid.

However, if all staff members cannot be trained in psychological first aid, mental health

professionals should be on-site to provide counseling to individuals who are in need of disaster

mental health services. Disaster mental health staff report to the health services supervisor.

10

Pet services staffing is detailed in section 1.2.



Emotional/Spiritual Care Staff

The emotional/spiritual care staff provides nondenominational spiritual support to staff and

disaster victims. They support all residents regardless of religious affiliation. Emotional/spiritual

care staff report to the health services supervisor.

Functional and Access Needs Liaison

The functional and access needs liaison serves to ensure individuals with functional and access

needs have their needs met. The functional and access needs liaison reports to the registration

supervisor.

Health Services Staff

Health services staff provide basic health-related services to disaster victims from the time they

arrive at the regional hub reception center until they are transported to a shelter. Health services

staff give first aid care, provide information, and refer individuals for transportation to medical

services. Health services staff report to the health services supervisor.

Health Services Supervisor

The health services supervisor is responsible for the overall management of health services at the

regional hub reception center and supervises health services staff, disaster mental health staff,

emotional/spiritual support staff, medical assessment staff, and paramedics/EMTs. The health

services supervisor reports to the operations section chief.

Information Services Staff

Information services staff gather and disseminate information for individuals processing through

the regional hub reception center. Information services staff are responsible for coordinating the

availability of information on disaster relief services that may be received at a spoke shelter

location, maps, and directions to spoke shelter locations. Information services staff report to the

shelter assignment supervisor.

Medical Assessment Staff

The medical assessment staff, which is composed of licensed health and mental health personnel,

assesses individuals identified during the registration process as having long- or short-term

medical needs. Medical assessment staff also address immediate medical needs of individuals

entering the regional hub reception center who are in need of immediate medical attention. This

include the transfer of individuals with immediate medical needs to appropriate medical care

facilities. The medical assessment staff also assists in coordinating the transfer of any individuals

with non-emergency medical needs to hospitals or other medical support facilities, as

appropriate. Medical assessment staff report to the registration supervisor.

Paramedic/Emergency Medical Technician

The paramedic/emergency medical technician is on hand to assist with healthcare services for

individuals who may present with medical needs beyond fist aid. The paramedic/emergency

medical technician transports those individuals to appropriate facilities. Paramedic/emergency

medical technician staff report to the health services supervisor.

Attachment B


Registration Staff

The registration staff is responsible for registering clients as they come into the regional hub

reception center and coordinating with shelter assignment staff regarding placement of

individuals in local shelters. Registration staff report to the registration supervisor.

Registration Supervisor

The registration supervisor has the overall responsibility for registration of clients. The

registration supervisor is responsible for supervising registration staff and the functional and

access needs liaison. The registration supervisor reports to the operations section chief.

Shelter Assignment Staff

Shelter assignment staff is responsible for liaising with other agencies and community

organizations regarding shelter availability and identifying appropriate shelter locations for

individuals processing through the regional hub reception center. Staff members then interact

with these individuals to provide them information on the shelter assignment. This staff also

tracks shelter assignments for family reunification purposes. Shelter assignment staff report to

the shelter assignment supervisor.

Shelter Assignment Supervisor

The shelter assignment supervisor is responsible for ensuring appropriate shelter locations are

identified for all individuals processing through the regional hub reception center. The shelter

assignment supervisor is also responsible for supervising shelter assignment staff. The shelter

assignment supervisor reports to the operations section chief.

Logistics Section Staff

The logistic section coordinates all logistical support for the regional hub reception center.

Activities include the feeding of individuals in the regional hub reception center,

communications staffing, decontamination services, dormitory services, information services,

materiel coordination and support, security, traffic management, translation services, and

transportation coordination.

Logistics Section Chief

The logistics section chief ensures that all activities supervised by the logistics section are

coordinated. The logistics section chief also coordinates with other section chiefs to support

overall regional hub reception center functions.

Canteen/Dining Staff

The canteen/dining staff supports the set up and serving of meals. The canteen/dining staff will

also keep coffee and snacks available to staff around the clock. Canteen/dining staff must be

knowledgeable about safe food practices. Canteen/dining staff report to the canteen/dining

supervisor.

Canteen/Dining Supervisor

The canteen/dining supervisor has the overall responsibility for ensuring that meals are available

for staff and disaster victims while they are at the regional hub reception center. In conjunction



with materiel support staff, the canteen/dining supervisor is responsible for coordinating the

ordering and receipt of food supplies with partners such as the American Red Cross and

Salvation Army. The canteen/dining supervisor reports to the logistics section chief.

Communications Staff

The communications staff coordinate all aspects of communication for the regional hub reception

center, including information technology, telephone access, wireless access, ham radios, two-

way radios (for internal use in the reception center), and any other necessary means of

communication. Communications staff report to the communications supervisor.

Communications Supervisor

The communications supervisor ensures that all communications needs of the regional hub

reception center are met, and supervises all communications staff. The communications

supervisor reports to the logistics section chief.

Dormitory Management Staff

The dormitory management staff is responsible for setting up sleeping areas, including setting up

cots or mats and distributing blankets. The dormitory management staff will also be responsible

for maintaining sleeping areas.

Dormitory Management Supervisor

The dormitory management supervisor has the overall responsibility for the setup and

maintenance of the sleeping areas and responsibility for management of the dormitory staff.

Materiel and Janitorial Support Staff

The materiel and janitorial support staff are responsible for maintaining supply levels and

maintaining building sanitation. The materiel and janitorial support staff orders and procures all

supplies needed for day-to-day regional hub reception center operations. The materiel and

janitorial support staff will work with leadership to determine supply and equipment needs. The

material and janitorial support staff is also responsible for the building. They will ensure that the

areas of the building used for the regional hub reception center are maintained and cleaned while

the regional hub reception center is operational. Materiel and janitorial support staff report to the

materiel support supervisor.

Materiel Support Supervisor

The materiel support supervisor has the overall responsibility for material procurement at the

regional hub reception center. The materiel support supervisor is also responsible for supervision

of all materiel support staff. The materiel support supervisor reports to the logistics section chief.

Security Staff

The security staff maintains the safety and security of the regional hub reception center. They

work with local law enforcement and emergency medical personnel to maintain a safe

environment for the regional hub reception center. Security staff will also coordinate the

handling of any known sex offenders that may seek shelter assignment through a regional hub

reception center. Security staff report to the security supervisor.

Attachment B


Security Supervisor

The security supervisor ensures all security needs of the regional hub reception center are met.

The security supervisor oversees all security staff and traffic control staff. The security

supervisor reports to the logistics section chief.

Traffic Control Staff

The traffic control staff ensures the management of persons and vehicles on-site at the regional

hub reception center. The traffic control staff reports to the security supervisor.

Translator

The translator assists regional hub reception center staff with communicating with individuals

who do not speak English. Translators report to the logistics section chief.

Transportation Staff

The transportation staff coordinates the transport of evacuees who have no way of transporting

themselves from the regional hub reception center to their assigned shelter once they are

processed through the regional hub reception center. Transportation staff report to the

transportation supervisor.

Transportation Supervisor

The transportation supervisor ensures that transportation is provided for all individuals who need

transportation assistance to reach their destination shelter. The transportation supervisor also

oversees all transportation staff. The transportation supervisor reports to the logistics section

chief.

Planning Section Staff

The planning section develops the staffing schedule for each operational period and oversees

staff services and volunteer coordination. The planning section is also responsible for developing

the situation report for every operational period, and ensuring that the report is shared with

regional hub reception center staff and external coordinating agencies.

Planning Section Chief

The planning section chief coordinates all activities supervised by the planning section. The

planning section chief sets staff schedules for the upcoming operational period and coordinates

with other section chiefs to ensure adequate staffing levels. The planning section chief also

ensures that services for staff are coordinated, and that on-site volunteers are coordinated.

Finally, the planning section chief develops the situation report for each operational period and

ensures that regional hub reception center staff and external coordination partners receive it.

Staff Services Staff

The staff services staff ensures that the regional hub reception center has enough paid and

volunteer staff to support the center on a 24-hour basis. The staff services staff also assists with

personnel issues, as appropriate, and provides technical guidance to the reception center manager

and leadership staff as necessary. Staff services staff report to the planning section chief.



Volunteer Coordinator

The volunteer coordinator is responsible for the recruitment, training, and placement of

volunteers within the regional hub reception center. The volunteer coordinator also handles

spontaneous volunteers. The volunteer coordinator reports to the planning section chief.

Finance and Administration Section Staff

Finance and Administration Section Chief

The finance and administration section chief coordinates with all other sections chiefs to ensure

proper documentation of expenditures. The finance and administration section chief also

maintains time records of all regional hub reception center staff.

Regional Hub Reception Center Pet Staffing Position Descriptions

The care (feeding, watering, exercising) of pets in a regional hub reception center will be the

responsibility of pet owners while they are in the regional hub reception center. Pet staffing will

operate the pet section of the regional hub reception center, ensuring registration, coordination,

care, and temporary housing of pets within the regional hub reception center. All pet services

positions fall within the Operations Section Branch.

Pet Services Supervisor

The pet services supervisor is responsible for ensuring the coordination of all pet services

provided at the regional hub reception center. The pet services supervisor reports to the

operations section chief.

Animal Care Coordinator

The animal care coordinator has overall responsibility for the care of the animals housed in the

regional hub reception center. The animal care coordinator works with animals while they are in

the regional hub reception center and ensures that animals are appropriately restrained and

placed in cages. The animal care coordinator also coordinates with pet owners regarding access

to animals for feeding and exercising of pets. The animal care coordinator reports to the pet

services supervisor.

Kennel Staff

The kennel staff maintain the kennel areas, including cleaning the areas. Kennel staff report to

the pet services supervisor.

Pet Export Staff

Export personnel are responsible for assisting with the return of animals to their owners as they

are departing from the regional hub reception center. As export needs become greater than

registration needs, staff members who support registration can transfer to support export

functions. Conversely, export staff can support registration functions when that need is greater.

Export staff report to the pet registration and export supervisor.

Attachment B


Pet Registration Staff

The pet registration staff is responsible for registering animals as they enter the regional hub

reception center with their owners. When registration needs are greater than export needs, staff

members who support export can transfer to support registration functions. Conversely,

registration staff can support export functions when that need is greater. Pet registration staff

report to the pet registration and export supervisor.

Pet Registration and Export Supervisor

The registration and export supervisor oversees the intake and release functions of animals

entering and departing from the regional hub reception center. The pet registration and export

supervisor reports to the pet services supervisor.

Veterinarian

The veterinarian oversees all medical support of pets that are in need of medical attention. This

includes the administration of rabies vaccination to pets that do not have proof of vaccination.

The veterinarian reports to the pet services supervisor.



Figure B-1 Regional Hub Reception Center Organizational Chart

Attachment B


Staffing Levels

This section provides recommended staffing levels for regional hub reception center operations.

It details guidance for determining regional hub reception center staffing levels for one daytime

shift. Every activation is different; the number of people affected, the threat that caused the need

for sheltering, and the jurisdictions affected vary from incident to incident. Each incident should

be examined to determine how staffing levels should be modified to meet the needs of the

specific incident.

As with most catastrophic incidents, there may be times at the beginning of the incident when

there is a very high influx of residents seeking shelter through the regional hub reception center.

The regional hub reception center will need the highest levels of staff during this period of

operation. As time goes on during ongoing operations, some roles may be able to be staffed at a

lower level. To reflect this change in need, the below staffing tables provide information on both

initial intake staffing levels and ongoing operations staffing levels.

Some operational roles use the same level of staffing regardless of the number of individuals at

the regional hub reception center. Staffing levels for those roles remain consistent throughout

regional hub reception center operations. Such roles are listed in the Reception Center-wide

column.

Staffing levels indicated in each of the following tables reflect necessary staffing levels for one

operational period (typical one 12-hour shift). Staffing levels indicated in Table B-1 are for

every 100 persons being processed through the regional hub reception center. Table B-2 details

staffing levels for the animal section of the regional hub reception center; these levels are based

upon every 100 animals received. It should be noted that some positions may be supported

simultaneously by one staff person, where appropriate.

Table B-1 Recommended Staffing Levels for General Regional Hub Reception Center Functions

Role Reception Center-wide

Per 100 Individuals11

Initial Intake Ongoing

Command Section

Reception Center Manager (Incident Commander) 1 - -

Administrative Assistant 1 - -

Public Affairs Staff 1 - -

Safety Officer 1 - -

11

Staffing for roles that have a recommendation of half a person for 100 residents should always be rounded up to

the nearest whole number, staffing full-time positions.






Operations Section

Operations Section Chief 1

Child Services Coordinator 1-2 - -

Decontamination Supervisor 1 - -

Decontamination Staff - 10 5

Functional and Access Needs Liaison 1 2 1

Health Services Supervisor 1 - -

Health Services Staff - 3 2

Disaster Mental Health Staff12 - 2 1

Emotional/Spiritual Care Staff 1-2 - -

Medical Assessment Staff 1 5 1

Paramedic/Emergency Medical Technician 2-4 - -

Pet Services Staffing See Table 1-2 See Table 1-2 See Table 1-2

Registration Supervisor 1 - -

Registration Staff13 - 1014 5

Shelter Assignment Supervisor 1 - -

Shelter Assignment Staff 1 10 5

Information Services Staff 2-3 6 2

12

All reception center staff should be trained in psychological first aid (PFA). However, if all staff members cannot

be trained in PFA, mental health professionals should be on-site to provide counseling to individuals processing

through the reception center who are in need of disaster mental health services.

13 The number of registration staff is per family, not per individual, as families who arrive at the reception center

together will register together.

14 If the assumption is that it will take 10 minutes to process one family (sized three people on average), one

registration staff person can process six families per hour. At this staffing level, 60 families could be processed

every hour, with 1,440 families processed in each 24-hour period. Throughput rate at this staffing level is

approximately 4,320 people every 24 hours.

Attachment B





Logistics Section

Logistics Section Chief 1 - -

Canteen/Dining Supervisor 1 - -

Canteen/Dining Staff - 1 1

Communications Supervisor 1 - -

Communications Staff 1 2 1

Dormitory Management Supervisor 1 - -

Dormitory Management Staff - 2 1

Materiel Support Supervisor 1 - -

Materiel and Janitorial Support Staff 2-3 - -

Security Supervisor 1 - -

Security Staff 2 0.5 0.5

Traffic Control Staff - 1015 5

Translator 2-3 - -

Transportation Staff Supervisor 1 - -

Transportation Staff 2 5 1

Planning Section

Planning Section Chief 1 - -

Staff Services Staff 1-2 - -

Volunteer Coordinator 1-2 - -

Finance and Administration Section

Finance and Administration Section Chief 1 - -

15

The number of traffic control staff may increase or decrease depending upon the number of entrances and exits

for people and vehicles.



Table B-2 Recommended Staffing Levels for Regional Hub Reception Center Pet Functions16

Role Reception-Center wide

Per 100 Animals17


Pet Services Supervisor 1 - -

� Animal Care Coordinator, Large Animals - 2 1

� Animal Care Coordinator, Small Animals - 2 1

� Animal Care Coordinator, Nontraditional Pets - 2 1

� Kennel Staff - 4 4

� Pet Registration and Export Supervisor 1 - -

� Pet Export Staff18 - 2 8

� Pet Registration Staff* - 8 2

� Veterinarian - 2 1

Priority Services and Staffing

Activating regional hub reception center operations requires a significant amount of time. A

catastrophic incident will not allow enough time to fully staff the regional hub reception center

before its doors must be opened to the public. Accordingly, certain services and associated

staffing in the hub reception center should be prioritized for initial operations. The following

services and staffing should receive the highest priority should the event not allow time to fully

staff the reception center before allowing access to evacuees:

� Reception center manager

� Registration staff

� Pet registration staff

� Security

16

Guidelines are drawn from FEMA guidance and other national best practices.

17 Staffing for roles that have a recommendation of half a person for 100 animals should always be rounded up to

the nearest whole number, staffing full-time positions.

18 Individuals who support these functions can transfer between positions to support whichever function is in

greatest need. Therefore, the numbers reflected may be adjusted to accommodate this capability

Attachment B


Regional Hub Reception Center Resources This section details the resources necessary to perform regional hub reception center functions.

Resource levels are based upon shelter operation resource guidance, but have been modified to

reflect the activities of a regional hub reception center.

Table B-3 details the recommended resources for regional hub reception center operations

supporting 100 individuals of varying ages. Resources will need to be adjusted as services and

population numbers shift to meet the needs of individuals processing through the regional hub

reception center.

Table B-4 details pet area resources.

Table B-3 Recommended Resources for General Regional Hub Reception Center Functions

Item Guidance

Registration

1. Tables

Provide one table for each registration staff person. Ensure enough tables to allow space for privacy while registering individuals. Allow for enough tables for healthcare officials to conduct interviews with clients.

2. Chairs

Provide three chairs per registration staff person; two chairs will be placed on the client side of the table and one chair will be placed on the registration staff side of the table.

3. Registration forms

Have enough copies of registration forms available for initial hours of operation, with the ability to make additional copies.

Registration and healthcare registration forms based on the projected population should capture the names of all members of the household, a pre-disaster address and phone number, a post-disaster address and phone number, and any other information pertinent to making an appropriate shelter assignment. The forms should also include a release that permits personnel to release the information through appropriate resources to family members looking for them. Health registration forms should capture all pertinent medical information.

4. Numbering system

Individuals who enter a regional hub reception center will be given a number. Registration will take place in numeric order. Individuals will maintain their number through the regional hub reception center processing to assist in tracking the individual, their needed services, and their shelter assignment.

5. Computers or laptops If registration is to be completed electronically, each registration staff person will need a laptop or computer.

6. Pads of paper Maintain an adequate number of pads of paper for regional hub reception center staff.

7. Pens Maintain an adequate number of pens for regional hub reception center staff and the registration area based upon number of staff.

Shelter Assignment Area

8. Tables Provide one table for each shelter assignment staffer. Ensure enough tables to allow space for privacy while providing individuals with information on shelter



Item Guidance

assignments.

9. Chairs

Provide three chairs per shelter assignment staff person; two chairs will be placed on the client side of the table and one chair will be placed on the staff side of the table.

10. Computers or laptops with Internet access

Shelter assignment staff will require computers or laptops with Internet access to obtain information about spoke shelters from Web-based systems.

11. Printers Shelter assignment staff and information services staff will need to print maps and directions to spoke shelters.

12. Pads of paper Maintain an adequate number of pads of paper for regional hub reception center staff.

13. Pens Maintain an adequate number of pens for regional hub reception center staff and the registration area based upon number of staff.

Decontamination Services

14. Decontamination equipment

Provide appropriate decontamination equipment for the identified contaminant.

15. Disposable clothing Provide clothing for individuals following decontamination.

Dormitory

16. Cots or mats

The number of cots or mats needed is based on the number of individuals projected to be processed through the regional hub reception center. Need an adequate number of cots (or mats) for residents and staff to use until they are sent to a shelter. Twenty percent of cots should be the sturdier and/or accessible cots. Extra costs should be available in case cots malfunction or become soiled.

17. Blankets

The number of blankets needed is based upon the number of individuals projected to be processed through regional hub reception center. Blankets should be available for those sheltered overnight and for those who may arrive without appropriate clothing until clothing can be found.

Personal Items

18. Diapers Provide diapers in various sizes (children and adult).

19. Baby wipes Provide disposable baby wipes (preferably fragrance-free).

20. Comfort items

The need for comfort items is determined based on the number of individuals projected to be processed through regional hub reception center. These items include toothpaste, toothbrushes, soap, mouthwash, razors and shaving cream (trial size), and hand sanitizer. These should be given only to those who must remain at the regional hub reception center overnight. Those being transferred can get these items when they arrive at their assigned shelter.

Play Areas

21. Toys Provide toys appropriate for different age groups.

22. Children’s books Provide children’s books appropriate for different age groups.

23. Indoor toys Provide indoor toys appropriate for different age groups.

24. Outdoor toys Provide basketballs, baseball equipment, jump ropes, etc., for supervised play, if

Attachment B


Item Guidance

space is available.

25. Coloring books and crayons

Provide an adequate number of crayons and drawing paper, coloring books, or blank paper for coloring.

26. Television and DVD player

Provide a television, DVD player, and adequate seating near the television.

27. Children’s DVDs Because they will be viewed by various age groups, children’s DVDs should be appropriate for younger ages.

Restrooms

28. Toilet paper Most supplies are usually initially available in facility; resupply may be necessary.

29. Paper towels Most supplies are usually initially available in facility; resupply may be necessary.

30. Hand soap Most supplies are usually initially available in facility; resupply may be necessary.

Communications (for Public)

31. Television Individuals being processed at the center should have access to a television with the ability to access news media at a minimum.

32. Bulletin board A bulletin board should be available to post information in various formats/languages.

33. Public telephone A public telephone should be available for individuals processing through regional hub reception center; this does not need to be a pay phone, but a phone designated for public use.

34. Public computer/Internet

A public computer with Internet access should be available for use by individuals being processed through regional hub reception center.

Communications (for Staff)

35. Television Staff should have access to a television with the ability to access news media.

36. Computer/Internet A computer with Internet access should be designated for staff use for official regional hub reception center missions. This computer should have the ability to access appropriate real-time situational awareness tools such as WebEOC, etc.

37. Telephone A telephone should be designated for staff use for official regional hub reception center missions.

38. Two-way radios Staff members should have access to two-way radios.

39. Ham radios Staff should have access to ham radios for redundant communication with appropriate emergency response organizations.

Feeding

40. Paper goods Paper goods include hot and cold cups, dinner and snack plates, and napkins.

41. Plastic ware Plastic ware includes forks, spoons, and knives.

42. Drinking straws Drinking straws should be provided for individuals who may need such assistance with consuming liquids.

43. Serving utensils Serving utensils include serving spoons and forks, knives, and sporks.

44. Cooking tools Cooking tools include pots and pans (if food is not being brought in).



Item Guidance

45. Cambros Cambros are insulated containers for maintaining food temperatures.

46. Baby formula, baby food, and baby feeding supplies

These supplies include formula (milk- and soy-based), various stages of baby food, and disposable bottles with non-latex nipples.

First Aid Area

47. Health registration forms

Health registration forms should be available to capture appropriate health information on individuals who seek medical assistance.

48. Cots Cots should be available for individuals in the first aid station.

49. Blankets Blankets should be available for individuals in the first aid station.

50. Ice packs Ice packs should be available for first aid support.

51. Nursing kit Nursing kits should be filled with first aid supplies, blood pressure supplies, sterile water, etc.

52. Mask Masks should be available to be used for clients with unexplained coughs.

53. Hard candy Hard candy should be available for first aid support.

54. Ace wraps and bandages

Ace wraps and bandages should be available for first aid support.

55. Plastic and latex gloves

Plastic and latex gloves should be available for first aid support.

56. Refrigerator For drug and medical use only (especially for individuals who have medications that require refrigeration)

57. Disposable linens Disposable linens should be available for first aid support.

58. Hand sanitizer Hand sanitizer should be available for first aid support.

59. Tissues Tissues should be available for first aid support.

60. Medical waste disposal

Medical waste disposal items include red bags, sharps containers, etc. These may not necessarily be administered in first aid, but individuals carrying their own insulin or other supplies may need to properly dispose of sharps.

Office Supplies

61. Printer A printer should be designated for staff use.

62. Copier A copier should be designated for staff use.

63. Computer/Internet A computer with Internet access should be designated for staff use for official regional hub reception center missions.

64. Paper products Paper products include writing tablets, copier/printer paper, post-it notes, envelopes, manila folders, index cards, etc.

65. Pens and markers Plenty of pens and markers should be designated for staff use.

66. Tape Scotch, duct, and masking tape should be available for staff use.

67. Other office supplies Stapler, staples, paper clips, etc., should be available for staff use.

Attachment B


Item Guidance

Other

68. Signage

Signage should be posted outside the regional hub reception center to identify the regional hub reception center location and to indicate the entrance evacuees should use. Signage also should be used to designate different areas (dormitory, play area, etc.) and to communicate regional hub reception center rules and other information.

69. Caution tape Caution tape should be used to rope off areas where clients are not permitted.

70. Hand sanitizer Hand sanitizer should be liberally available, especially in the registration area. Keep out of the reach of children.

71. Janitorial supplies Janitorial supplies include mops, buckets, disinfectant, etc.

72. Staff vests Staff vests should be provided so that staff may be easily identified.

73. Trash cans An adequate numbers of trash cans (including trash bags) should be provided for every area of the regional hub reception center.

ADA Equipment

74. Grab bars for bathrooms

Grabs bars should be installed in bathrooms that are not already equipped with Americans with Disabilities Act (ADA)-compliant equipment.

75. Raised toilet seat Raised toilet seats should be installed in bathrooms that are not already equipped with ADA equipment.

76. Shower chair Shower chairs should be provided if shower facilities are offered at the regional hub reception center.

77. Portable ramps Portable ramps should be provided if ramps do not already exist.

Mobility Equipment

78. Wheelchairs Several manual wheelchairs should be available for those who may need them.

79. Tools for basic wheelchair repair

These tools include duct tape.

Table B-4 Recommended Resources19 for Regional Hub Reception Center Pet Functions

Item Guidance

Registration

1. Pet registration forms These forms include registration, rules for owners, etc.

2. Control sticks There should be enough control sticks provided for staff members.

3. Office supplies These supplies include paper, pens, tape, computer, printer, stapler, staples, paperclips, etc.

19

Guidelines are drawn from FEMA guidance and other national best practices.



Item Guidance

4. Signage Signage should be provided for each area.

5. Wristbands and tab bands

Individuals who register pets should receive a wristband, which indicates the individual is allowed access to the kennel area to care for their pet. Tab bands to place on animals to match pets with owners.

6. System for tracking animals and matching them with owners

A digital camera and photo printer should be provided to take a photo of the pet and owner and attach it to the registration form.

7. Storage containers Storage containers should be provided for pet food and supplies that owners bring for their pets to easily transfer with pet to kennel area.

8. Tables and chairs One table should be provided for each registration staff member and three chairs provided for each table.

Kennel Areas

9. Pet crates Pet crates that range in size and are stackable, if possible, should be provided.

10. Towels Towels can be used for bedding and restraint.

11. Muzzles Muzzles of various sizes should be provided.

12. Cat litter trays If possible, disposable cat litter trays should be provided.

13. Cat litter An adequate amount of cat litter should be provided for the projected population.

14. Leashes and collars Various sizes of leashes and collars should be provided.

15. Pet harnesses Various sizes of pet harnesses should be provided.

16. Control sticks Control sticks should be provided for each staff member.

17. Storage containers Storage containers should be provided for pet food and supplies that owners bring for their pets and other supplies for kennel area.

18. Feeding dishes Disposable feeding dishes should be provided for animals.

19. Can openers Can openers should be provided for pet food.

20. Plastic gloves If possible, latex-free gloves should be provided.

21. Heavy duty gloves Heavy duty gloves should be provided for handling animals.

22. Plastic Sheeting Plastic sheeting should be provided to line the kennel area, especially if the area is carpeted.

23. Soap and water For hand washing

24. Cleaners and disinfectant Cleaners and disinfectant should be provided for the area.

25. Air deodorant Air deodorant should be provided for the area.

Attachment B


Item Guidance

26. Heavy duty garbage bags Heavy duty garbage bags should be provided for the area.

27. Trash cans Trash cans should be provided for the area.

28. Cleaning supplies Cleaning supplies include mops, buckets, brooms, dustpans, and disposable rags.

29. Fans Fans should be provided to keep pet areas cool.

Pet First Aid Area

30. Appropriate veterinary supplies

Adequate supplies should be provided to administer first aid to animals. Veterinary supplies should include adequate amounts of rabies vaccine and syringes to administer vaccine.

31. Cleaners and disinfectant Cleaners and disinfectant should be provided for the area.

32. Medical waste container An appropriate container to safely dispose of medical waste should be provided.

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 C-1

Attachment C REGIONAL HUB RECEPTION CENTER

RECOMMENDED FACILITY PHYSICAL INFRASTRUCTURE CAPABILITIES

Overview and Purpose of Document As part of the Regional Catastrophic Preparedness Grant Program, the Illinois-Indiana-

Wisconsin Combined Statistical Area20

(IL-IN-WI CSA) is seeking to develop a regional mass

care and sheltering annex to accompany the IL-IN-WI CSA Regional Catastrophic Incident

Coordination Plan. The strategy for the IL-IN-WI CSA Regional Mass Care and Sheltering


numbers of people who may seek shelter during a catastrophic event affecting the CSA.











registration and assignment for the segment of the impacted population that has no final

destination. This center will help alleviate the burden of local sheltering capacity by performing

the following essential support services:

� Conducting initial shelter intake and assessment

� Ensuring the appropriate shelter facility is identified for each individual and their needs


� Providing initial immediate needs such as first aid, psychological first aid, emotional/spiritual

care, and meals



necessary


20

The IL-IN-WI CSA consists of 17 jurisdictions (including the City of Chicago) across the three states of Illinois,


Attachment C








existing systems of local shelters across the CSA. Within the mass care and sheltering annex, the

jurisdictions that operate local shelters in support of regional response are called “host






verified current availability of local shelters across the CSA. Current shelter status can be

obtained through the Federal Emergency Management Agency or American Red Cross National

Shelter System databases, or through information obtained from local emergency operations

centers.

An initial step in creating regional hub reception center capacity is to identify facilities across the

region that can serve in this purpose. Regional hub reception centers must be large facilities that

can accommodate large numbers of individuals and should have certain capabilities that make

them an appropriate venue. This document details what those capabilities should be.

The purpose of this document is to provide guidance to emergency management and other

professionals who may seek to identify appropriate regional hub reception center facilities. It

describes the physical characteristics that may be needed in a regional hub reception center

facility based on American Red Cross (ARC) guidelines and other national best practices for

providing mass care and shelter to general, special needs, and pet populations. This document

does not address staffing and resource requirements for regional hub reception center functions,

as those are addressed in the IL-IN-WI CSA Recommended Regional Hub Reception Center

Staffing and Resources document.

This document has been reviewed by the RCPGP Mass Care and Sheltering Subcommittee,

which consists of key subject matter experts, including state and local emergency managers,

public health representatives, and non-governmental organizations such as the American Red

Cross and the Collaborative Healthcare Urgency Group (CHUG).

21

Transportation to regional hub reception centers should be coordinated under the IL-In-WI CSA Regional

Evacuation Annex.

REGIONAL HUB RECEPTION CENTER RECOMMENDED FACILITY PHYSICAL INFRASTRUCTURE CAPABILITIES


Introduction This document details the recommended facility capabilities identified by the RCPGP Mass Care

and Shelter Subcommittee (MCS Subcommittee) for regional hub reception center facilities

across the Illinois-Indiana-Wisconsin Combined Statistical Area (IL-IN-WI CSA). The

document outlines necessary capabilities and capacities to establish and maintain regional hub

reception center functions. The recommended criteria can be used as guidance in determining if

certain facilities are appropriate to serve as a regional hub reception center.

This document does not address staffing and resource requirements for regional hub reception

center functions, as those requirements are addressed in the IL-IN-WI CSA Recommended

Regional Hub Reception Center Functions Staffing and Resources document. It also does not

address policy issues such as how to handle unaccompanied minors or registered sex offenders.

These issues are addressed in the IL-IN-WI CSA Regional Mass Care and Sheltering Annex.

This document will accompany the Mass Care and Sheltering Annex to the IL-IN-WI CSA

Regional Catastrophic Incident Coordination Plan. The document is divided into the following

sections:

� Section 1: Facility Identifying Information

� Section 2: Facility Structural Information and Operating Systems

� Section 3: Facility Capacity for Regional Hub Reception Center Functions

� Section 4: Facility Americans with Disabilities Act Accessibility for Regional Hub

Reception Center Functions

� Section 5: Facility Considerations for Accommodation of Pets

Facility Identifying Information This section records basic facility information and points of contact. The requested information is

intended to be very broad and it is acknowledged that some categories of information may not be

obtainable.

Table C-1 Facility Identification Information

Facility Identification Recorded Information

1. Name of facility

2. Address of facility

3. Phone number of facility

4. After hours contact information

5. Nearest transportation hub (interstate, rail line, etc.)

6. GPS coordinates of facility (latitude and longitude)

Attachment C


Facility Identification Recorded Information

7. Nearest hospital

8. Appropriate points of contact

� General facility

� Facility maintenance

� Facility grounds and parking lot

� Facility security

� Local emergency management coordinator

9. Anticipated sheltering population that the facility is projected to be able to accommodate

10. Anticipated pet population that the facility is projected to be able to accommodate22

11. Are there any existing memorandums of understanding related to the facility’s shelter and/or mass care operations? If yes, with whom?

Facility Structural Information and Operating Systems

Structural Information This section records basic structural information for the facility. The requested information is intended to

be very broad and it is acknowledged that some categories of information may not be obtainable.

Table C-2 Facility Structural Information

Structural Information Recorded Information

1. Year facility was built

2. Year built to building code

3. Known hazards affecting the facility (frequent urban flooding, near waterways, in flood zones, etc.)

4. Number of floors

5. Longest span of roof

6. Frame construction (for example, wood, steel, concrete, pre-fabricated, masonry)

22

The following formula may be used to project pet populations: Total number of households x 0.574



Structural Information Recorded Information

7. Roof type (for example, flat span roof, concrete roof, pitched roof, hipped roof)

8. Number of pedestrian entrances and exits (into the facility)

9. Number of loading docks

10. Any areas restricted from use for regional hub reception center functions.

Facility Operating Systems This section records basic information on the operating systems of the facility.

Table C-3 Facility Operating Systems

Facility’s Operational Systems Recorded Information

1. Emergency Power

Is facility pre-wired for generator support?

Does the facility have a generator? Is the generator on-site or off-site?

Type and size of generator

Location of generator

Amount and type of fuel generator requires

Amount of fuel typically maintained in generator (during non-emergency times)

Length of time generator can operate before requiring refueling

Existing emergency contracts for fueling

Frequency of generator testing (daily, weekly, monthly)

List of resources that can be powered with generator (for example, lighting, water pumps, HVAC, refrigeration, kitchen facilities)

List of rooms or areas of the building supported by generator power

Are emergency power outlets easily identifiable?

2. Water Supply

What is the water supply source?

What is the backup water supply source?

Attachment C



Is water supply supported by backup power resource?

3. Security Systems

Are there interior security cameras?

� If yes, are interior cameras fixed or PZT?

� If yes, are interior cameras supported by backup power?

Are there exterior security cameras?

� If yes, are exterior cameras fixed or PZT?

� If yes, are exterior cameras supported by backup power?

Are there security alarms?

� If yes, are alarms supported by backup power?

4. Fire Detection Systems

Location of fire alarms

Is sprinkler system installed?

Are inspections for fire alarms and fire extinguishers up-to-date?

Are there an adequate number of fire extinguishers throughout the facility?

Is the fire alarm system supported by backup power source?

5. Signage

Are exit signs adequately posted?

� If yes, are exit signs supported by backup power source?

Is there signage denoting various areas of the facility?

6. Communications

Is there an internal audio public address system?

� If yes, is the internal system supported by backup power

source?

Is there an external audio public address system?

� If yes, is the external system supported by backup power

source?

What is the telephone capacity?

� Number of rooms with telephone access




� Number of lines

� Types of phone (landline, digital)

� Number of public phones

� Is electrical power required to operate telephone system?

o If yes, is a backup power source available for the

telephone system?

What is the ham radio capacity?

Is there internet capacity?

� Wired or wireless?

� Throughout the building or only in certain rooms?

Is there cable television capacity?

7. Heating System

Is the heating system zoned?

If yes, how many heating zones are there and which areas of the facility belong to which zone?

Which heating zones are operational with backup power source?

8. Air Conditioning/Cooling System

Does the facility have a cooling system?

If yes, is the cooling system zoned?

If yes, how many cooling zones are there and which areas of the facility belong to which zone?

Which cooling zones are operational with backup power source?

9. Elevators

How many elevators does the facility have? Please list the type and capacity of each elevator.

Do the elevators have a backup power source?

10. Restroom and Showering Facilities

Guidance: � One toilet for every 40 males (adult and children) � One toilet for every 40 females (adult and children) � One sink for every two toilets � One shower for every 40 males (adult and children) � One shower for every 40 females (adult and children)

Attachment C



Number of standard toilets for males

Number of standard toilets for females

Number of standard sinks in male restroom

Number of standard sinks in female restroom

Number of baby changing areas in the facility

Number of showers for males

Number of showers for females

11. Sewage Handling

What is the source of sewage handling (septic tank, local/county sewer)?

Is sewage treated?

What is the facility’s peak capacity for sewage handling?

How long can the facility sustain peak capacity?

Can the system handle highest projected population use of toilets, showers, and sinks?

12. Mortuary Services

Is there a refrigerated area that can be used for morgue space?

� If yes, is the refrigeration supported by backup power

sources?

� If yes, can a separate space be designated for animal

carcasses if needed?

Facility Vehicular Access Capacity This section records information about the facility’s access to vehicles (entrances, exits, and

roadways) and known traffic patterns.

Table C-4 Facility Vehicular Access Capacity

Facility’s Vehicular Access Capacity Recorded Information

Number of parking spaces

Number of parking spaces that can be designated for staffing

Number of parking spaces that can be designated for vendors

Number of vehicular entrances and exits



Facility’s Vehicular Access Capacity Recorded Information

What are the normal traffic patterns in parking lot? Are there available diagrams of them?

Is there an area dedicated to bus traffic?

Facility Capacity for Regional Hub Reception Center Essential Services Functions This section records the capacity of the facility to accommodate regional hub reception center

essential services functions. The primary purpose of this section is to determine space allocation

for each regional hub reception center function. The requested information is intended to be very

broad and it is acknowledged that some categories of information may not be obtainable.

Table C-5 Regional Hub Reception Center Essential Services Functions

Function Recorded Information

1. Registration

Guidance:

� Registration services are often set up in a lobby or entrance hall.

� This area must have room for several tables (which can be placed end-to-end) and chairs on both sides of the table (one side for staff, one side for residents).

� This area must have a 36-inch wide clear path for pedestrian traffic.

� How much square footage can be designated to registration

services?

2. First Aid Services

Guidance: � First aid rooms and/or space should be large enough to contain:

� One examination table

� One table and chair to be used as a desk

� Supplies needed for one shift

� Containers for standard waste material and medical waste material � First aid rooms and/or space should:

� Contain adequate lighting

� Contain phone

� Be close to transportation services in case transfer for medical reason is required

� Be close to hot and cold running water

Attachment C



� Be close to an area where people can wait for first aid services

� How much square footage can be designated for first aid

services?

� How much square footage can be designated for first aid

waiting area?

3. Shelter Assignment

Guidance:

� The space must be near registration where shelter assignment and information services staff can work.

� The space must be able to accommodate desktop and laptop computers and printers.

� How much square footage can be designated to shelter

assignment services?

4. Psychological First Aid and Emotional/Spiritual Care Services

Guidance:

� The space must provide private areas for each mental health provider or emotional/ spiritual care provider.

� The space must be able to accommodate two chairs and a small table.

� Privacy may be provided by movable partitions.

� How much square footage can be designated for

psychological first aid services?

5. Temporary Dormitory Area

Guidance:

� The space must provide 20-40 square feet per person.

� The space must account for structural limitations such as support poles.

� How much square footage can be designated for dormitory

area(s)?

6. Food Preparation

Guidance:

One of the following options must be available and in place:

� Adequate kitchen space to prepare meals/snacks and beverages for all individuals in the regional hub reception center

� Memorandum of understanding (MOU) with provider who can supply ready-made meals and/or snacks and beverages

� Adequate space for vendor stage appropriate meal dispensing functions

� Can meals be cooked on-site?

� How many meals can be cooked per hour?




� Is there an MOU with a food service provider that can be

used for regional hub reception center activation?

� Is there space on the grounds to locate trucks or tents that

can house temporary kitchens?

7. Dining Area

� How many individuals can be served a meal at the facility?

� How long will it take to serve a meal to the projected

population?

8. Decontamination Services

Guidance:

� Decontamination services will be provided when the nature of the catastrophic incident requires decontamination of individuals.

� Decontamination services should be conducted outside of the building but near the entrance.

� Area for decontamination services should be able to accommodate mobile decontamination units or similar equipment.

� Area for decontamination should also include accommodation of and designated area for pets.

� How much external square footage can be designated to

decontamination services?

� Is this square footage in close proximity to the entrance of

the building?

9. Isolation Area

Guidance:

� The space needed for isolation may vary according to the incident. A biological or chemical incident may require more isolation space than a weather-related incident.

� At a minimum, isolated space should be planned for people who have asthma, multiple chemical sensitivities, or allergies, or people with seriously weakened immune systems. Therefore, it could be possible to have up to 5 percent of the projected shelter population to require an isolation area in a non-biological incident.

� Is there an enclosed area that can serve as space for

isolation?

� Does this space have its own zoned ventilation system?

10. Recreation Services

Guidance:

Space for the following recreation activities should be provided:

� Watching TV

� Playing cards and board games

� Children’s games (preferred to have separate play area for children)

Attachment C



� How much square footage can be designated for recreation?

� How much square footage can be designated for a separate

children’s recreation area?

11. Information Services

Guidance:

� There must be an area where information on disaster relief services, maps, and directions to shelters can be obtained.

� The space should be to accommodate tables for both materials and staff work area, chairs for staff, computer and printer (for printing out directions).

� How much square footage can be designated for information

services area?

� Is there Internet and electrical access in this area?

12. Staff Dormitory Area

Guidance:

The space for the staff dormitory area should meet the following criteria:

� Separate from general population

� 20-40 square feet per person

� Account for structural limitations such as support poles

� How much square footage can be designated for staff

dormitory area?

13. Administrative Office for Staff

Guidance:

The space for the administrative office for staff should meet the following criteria:

� Area large enough to set up an office containing:

� Table and chairs for staff meetings

� Office equipment (computers, printers, fax, copiers, TTY)

� Preferably enclosed room with locking door

� How much square footage can be designated for shelter staff

administrative office?

14. Storage for Supplies

Guidance:

� The space should be large enough to store 2-3 days of total regional hub reception center supplies.

How much square footage can be designated for warehousing space?

Is there adequate space for food storage?

Is there adequate space for supply storage?




Is there adequate space for donated goods?

Is there a separate entrance for supply trucks away from the facility’s parking lot and entrance?

Can resources be moved easily from loading bays to storage areas?

Type and quantity of materiel handling equipment (for example, pallet jack, forklift, etc.)

15. Waste Storage and Removal

� What is the standard waste removal process?

� Can standard waste storage handle the amount of waste that

may be generated by the projected population?

� Can standard waste removal services accommodate the

amount of waste that may be generated by the projected population?

C� Can waste removal services be sustained 24 hours per day

for up to 7 days?

� Does the facility have the resources to conduct hyper-

cleaning23?

16. Availability of Facility Staff

� Would any facility staff be available to support the following

regional hub reception center functions? (Please answer yes or no for each)

� Facility Management

� Security

� Traffic Control

� Food services

� Communications and IT support

� Janitorial

Facility ADA Accessibility for Regional Hub Reception Center Functions This section allows for the recording of information on the facility’s accessibility. Guidance is based on

the Americans with Disabilities Act (ADA) standards for emergency shelters.

23

Hyper-cleaning is not the normal and customary industry process. It is an intensive program of sanitation

implemented to prevent contagion. (International Association of Assembly Managers Mega-Shelter Best Practices

Guide, 2006)

Attachment C


Table C-6 ADA Accessibility


1. Restroom Facilities

Guidance:

Restroom facilities should meet the following criteria:

� One accessible toilet for every 40 males (adults and children) projected to need assistance

� One accessible toilet for every 40 females (adults and children) projected to need assistance

� Stall is 38 inches wide

� Stall has grab bars 33 to 36 inches wide

� One sink for every two toilets

� 34 inches in height

� Towel dispensers should be no more than 39 inches high

� One accessible shower stall for every 40 males (adults and children) projected to need assistance

� One accessible shower stall for every 40 females (adults and children) projected to need assistance

� Shower seat is 17 to 19 inches high

� Fixed shower head at 48 inches high

� Grab bars at 33 to 36 inches high

� Number of accessible toilets for males

� Number of accessible toilets for females

� Number of accessible sinks (male restrooms)

� Number of accessible sinks (female restrooms)

� Number of accessible towel dispensers (male

restrooms)

� Number of accessible towel dispensers (female

restrooms)

� Number of accessible showers for males

� Number of accessible showers for females

2. Dining Area

Guidance:

� Tables should be 28 to 34 inches high.

� Serving counters should be 28 to 34 inches high.

� Aisles should be at least 38 inches wide.

� Number of accessible tables

� Are accessible serving counters available?




� Are aisles in dining area accessible?

� Is a separate area available for individuals who need

assistance with eating to dine privately?

3. Temporary Dormitory Area

Guidance:

� The space should accommodate 60–100 square feet per individual to allow for accessible cots and space for accessible aisles


accessible dormitory space?

4. Parking Spaces

Guidance:

� For every 25 parking spaces, there should be one van accessible parking space and one 60-inch accessible aisle parking space.

� Pathways from parking spaces to facility entrance should be level grade and include 36-inch wide curb cuts where appropriate.

� How many van accessible parking spaces?

� How many aisle accessible parking spaces?

� Is there an accessible pathway from parking spaces

to entrance?

5. Entrances and Exits

Guidance:

� Accessible external doorways should be 32 inches wide or compliant with local building codes.

� Accessible external doorways should have accessible ramps where appropriate:

� Ramps should be 36 inches wide.

� Ramps should have handrails.

� Ramps should be graded no more than 1:12.

� Accessible internal doorways should be 36 inches wide.

� Are external doorways at least 32 inches wide?

� Do external doorways have accessible ramps where

appropriate?

� If no, are portable ramps available?

6. Elevators

Guidance:

� Elevators should be provided to every floor where regional hub reception center functions take place.

� Elevator call should be mounted no higher than 42 inches.

Attachment C



� Elevator doors should be at least 36 inches wide.

� Can elevators be accessed from all floors where

regional hub reception center functions will occur?

� Are call buttons in elevators mounted no higher than

42 inches?

� Do call buttons have Braille?

� Are elevator doors at least 36 inches wide?

� Are there audible tones in the elevator?

� Do elevators run on backup power source?

7. Access to Backup Power

Number of generator-wired high-yield outlets that can be utilized for durable medical equipment (for example, wheelchair batteries, nebulizers, oxygen, other respiratory therapy)

Is there generator-powered refrigeration for medications?

8. Communications

� Is there adequate space to physically post information

in multiple languages?

� Are there visual supplements to audio address

system?

� Number of accessible public telephones (maximum of

48 inches high)

� Is closed captioning for televisions available?

Facility Considerations for Accommodation of Pets This section records information regarding a facility’s capacity for accommodating pets. Please note: It is

preferred that all areas have non-carpeted flooring.

Table C-7 Recommended Criteria for Pet Shelter Functions


1. Ability to Accommodate Pets

� Does the facility have the capacity to accommodate a designated area for animals?

� If yes, what types of animals can be accommodated?

� If yes, how much space can be dedicated?




� If yes, does the space have ready access to washing facilities?

� If yes, does the space have easy access to outdoor areas?

2. Access to Pet Area

� Can the entrance to the pet portion of the facility be limited to one main egress/ingress?

� If no, how many entrances/exits are there to the pet section of the regional hub reception center?

3. Registration Services

Guidance: � The registration services area must be large enough for tables, crates, and chairs.

� How much square footage can be designated to pet registration?

4. Area for Dogs

Guidance: � The area for dogs must allow 6-8 square feet per dog to accommodate crates and storage.

� How much square footage can be designated for dogs?

� Can area be temperature controlled?

5. Area for Cats

Guidance: The area for cats must allow 4-6 square feet per cat to accommodate crates and storage.


cats?

� Can the area be temperature controlled?

6. Area for Other Animals

Guidance: � The area for other animals must allow 4-6 square feet per animal to accommodate crates, cages, storage,

etc.

� How much square footage can be designated for other animals?

� Is there adequate electrical power available for heating if reptiles are accepted?


7. Isolation Area for Sick Animals

Guidance: � The area for sick animals must allow 6-8 square feet per animal to accommodate crates and storage.

Attachment C



� How much square footage can be designated to isolate sick animals?


8. Area for Aggressive Animals

Guidance: � The area for aggressive animals must allow 6-8 square feet per animal to accommodate crates and storage.

� How much square footage can be designated for aggressive animals?


9. Pet Medical Area

Guidance: The space for the pet medical area must meet the following criteria: � Minimum of 100 square feet � Separate area from kennel area

� How much square footage can be designated for medical care for pets?


� Does the area have access to hand washing sinks?

� How many tables for examination can the area include?

10. Pet Exercise/Relief Area

Guidance:

� The space for the pet exercise/relief area must meet the following criteria: � Area with fenced enclosure

� Adequate space for animals to exercise and relieve themselves

� Is there a fenced in area on the grounds that can be used to exercise and as a bathroom area for the animals?

� If yes, what is the square footage?

� Is there adequate area to store pet waste?

11. Storage Area

Guidance: � The area for storage must be a minimum of 100 square feet to accommodate pet food, crates, and other

supplies.

� How much square footage can be designated for storage area?

12. Staff Administrative Office




Guidance: � The area for the staff administrative office should be large enough to set up an office containing:

� Table and chairs for staff

� Office equipment (computers, printers, fax copiers)

� How much square footage can be designated for administrative office?

13. Shelter Staff Area

Guidance: � The area for shelter staff must have a separate area or room for breaks.

� How much square footage can be designated for staff area?

14. Waste Storage and Removal

� What is the standard waste removal process?

� Can standard waste removal services accommodate the amount

of waste that may be generated by the projected population?

� Can waste removal services be sustained 24 hours per day for

up to 7 days?

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 D-1

Attachment D DISASTER VOLUNTEER LEAVE LAWS

C.1 Illinois Disaster Service Leave Act General Provisions (5 ILCS 335/) Disaster Service Volunteer Leave Act. (5 ILCS 335/1) (from Ch. 127, par. 4051)

Sec. 1. Short title. This Act may be cited as the Disaster Service Volunteer Leave Act.

(Source: P.A. 87-638.)

(5 ILCS 335/2) (from Ch. 127, par. 4052)

Sec. 2. Definitions. As used in this Act:

"State agency" includes all departments, officers, commissions, boards, institutions and bodies

politic and corporate of the State, including the offices of Clerk of the Supreme Court and Clerks

of the Appellate Courts, the several courts of the State and the legislature, its committees or

commissions.

"Disaster" includes disasters designated at Level III and above in the American National Red

Cross Regulations and Procedures.

(Source: P.A. 87-638.)

(5 ILCS 335/3) (from Ch. 127, par. 4053)

Sec. 3. Disaster Service Volunteer Leave. An employee of a State agency who is a certified

disaster service volunteer of the American Red Cross or assigned to the Illinois Emergency

Management Agency in accordance with the Illinois Emergency Management Agency Act, the

Emergency Management Assistance Compact Act, or other applicable administrative rules may

be granted leave from his work with pay for not more than 20 working days in any 12-month

period to participate in specialized disaster relief services for the American Red Cross or for the

Illinois Emergency Management Agency, as the case may be, upon the request of the American

Red Cross or the Illinois Emergency Management Agency for the services of that employee and

upon the approval of that employee's agency, without loss of seniority, pay, vacation time,

compensatory time, personal days, sick time or earned overtime accumulation. The agency shall

compensate an employee granted leave under this Section at his regular rate of pay for those

regular work hours during which the employee is absent from his work. For purposes of

assessing State disaster response needs, requests made pursuant to this Act for services

out-of-state shall be coordinated by the American Red Cross and the Illinois Emergency

Management Agency through the Illinois State Emergency Operations Center. The Illinois

Emergency Management Agency may consult with the Department of Central Management

Services on leave issues that could impact the operations of State agencies under the Governor's

Attachment D

D-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

jurisdiction. Leave under this Act shall not be unreasonably denied for services related to a

disaster within the United States or its territories.

(Source: P.A. 93-893, eff. 8-10-04.)

C.2 Indiana Volunteer Leave Law (Indiana Code 14-15-14)

Source: Office of Code Revision Indiana Legislative Services Agency

IC 4-15-14

Chapter 14. Leave for Volunteer Disaster Service

IC 4-15-14-1

"Certified disaster service volunteer" defined

Sec. 1. As used in this chapter, "certified disaster service volunteer" means an individual who

has:

(1) completed the necessary training for being; and

(2) been certified as a disaster service specialist by the Red Cross.

As added by P.L.38-1995, SEC.1.

IC 4-15-14-2

"Disaster" defined

Sec. 2. As used in this chapter, "disaster" means an event that is designated under the American

National Red Cross Regulations and Procedures to be at least as serious as a level III disaster and

is proclaimed by the governor as a disaster warranting the leave allowed under this chapter.


IC 4-15-14-3

"Employee" defined

Sec. 3. As used in this chapter, "employee" means a person who is employed full time by a state

agency.


IC 4-15-14-4

"Red Cross" defined

Sec. 4. As used in this chapter, "Red Cross" means the American National Red Cross created

under 36 U.S.C. 1.


IC 4-15-14-5

"Specialized disaster relief" defined

DISASTER VOLUNTEER LEAVE LAWS


Sec. 5. As used in this chapter, "specialized disaster relief" means one (1) or more of the

following Red Cross service categories in which a certified disaster service volunteer is trained:

(1) Shelter management

(2) Mass feeding

(3) Family services

(4) Health services

(5) Public assistance inquiries

(6) Damage assessment

(7) A support function for services provided under subdivisions (1) through (6).

(8) Any other service performed for the Red Cross for which training is required


IC 4-15-14-6

"State agency" defined

Sec. 6. As used in this chapter, "state agency" means an authority, a board, a branch, a bureau, a

commission, a committee, a council, a department, a division, an office, an officer, a service, or

an instrumentality of the executive, judicial, or legislative branch of state government. The term

does not include state supported colleges or universities or the agencies of any municipality or

political subdivision of the state.


IC 4-15-14-7

Employees eligible for leave; compensation and benefits

Sec. 7.

(a) An employee of a state agency:

(1) who is a certified disaster service volunteer;

(2) whose specialized disaster relief services are requested by the Red Cross in connection

with a disaster; and

(3) who obtains consent from the employee's supervisor or appointing authority; shall be

granted leave from work with pay for not more than fifteen (15) work days in each state

fiscal year to participate in specialized disaster relief services.

(b) The state agency shall compensate an employee granted leave under this chapter at the

employee's regular rate of pay for the regular work hours during which the employee is

absent from work.

(c) An employee granted leave under this chapter does not lose accrued:

(1) seniority;

(2) vacation leave;

(3) sick leave;

Attachment D


(4) personal vacation days;

(5) compensatory time off; or

(6) overtime.


IC 4-15-14-8

Employer approval of leave

Sec. 8. Upon notification of a disaster by the governor, a state agency shall grant approval for an

employee to participate in specialized disaster relief services in Indiana.


C. 3 2009 Wisconsin Act 140 An act to create 103.88, 106.54 (8) and 111.91 (2) (gr) of the statutes; relating to: a requirement

that an employer permit an employee who is a volunteer fire fighter, emergency medical

technician, first responder, or ambulance driver for a volunteer fire department or fire company,

a public agency, or a nonprofit corporation to be late for or absent from work if the lateness or

absence is due to the employee responding to an emergency that begins before the employee is

required to report to work.

The people of the state of Wisconsin, represented in senate and assembly, do enact as follows:

SECTION 1.103.88 of the statutes is created to read:

103.88. Absence from work of volunteer firefighter, emergency medical technician, first

responder, or ambulance driver.

(1) DEFINITIONS

In this section:

(a) “Ambulance service provider” means an ambulance service provider, as defined in s.

256.01 (3), that is a volunteer fire department or fire company, a public agency, or a

nonprofit corporation.

(b) “Emergency” means a fire, hazardous substance release, medical condition, or any other

situation that poses a clear and immediate danger to life or health or a significant loss of

property.

(c) “Emergency medical technician” has the meaning given in s. 256.01 (5).

(d) “Employee” means an individual employed in this state by an employer, but does not

include an individual employed to provide direct patient care at a hospital intensive care

unit or emergency department, as defined in s. 940.20 (7) (a) 1g.

(e) “Employer” means a person engaging in any activity, enterprise, or business in this state.

“Employer” includes the state and any office, department, independent agency, authority,

institution, association, society, or other body in state government created or authorized

DISASTER VOLUNTEER LEAVE LAWS


to be created by the constitution or any law, including the legislature and the courts.

“Employer” does not include a paid fire department or an ambulance service provider, as

defined in s. 256.01 (3).

(f) “First responder” has the meaning given in s. 256.01 (9).

(g) “Nonprofit corporation” has the meaning given in s. 256.01 (12).

(h) “Public agency” has the meaning given in s. 256.15 (1) (n).

(i) “Responding to an emergency” includes going to, attending to, and returning from an

emergency.

(2) ABSENCE FROM WORK PERMITTED

An employer shall permit an employee who is a volunteer fire fighter, emergency medical

technician, first responder, or ambulance driver for a volunteer fire department or fire company,

a public agency, or a nonprofit corporation to be late for or absent from work if the lateness or

absence is due to the employee responding to an emergency that begins before the employee is

required to report to work and if the employee complies with sub. (3) (a). This subsection does

not entitle an employee to receive wages or salary for the time the employee is absent from work

due to responding to an emergency as provided in this subsection.

(3) RESPONSIBILITIES OF EMPLOYEE

(a) An employee may be late for or absent from work under sub. (2) if the employee does all of

the following:

1. By no later than 30 days after becoming a member of a volunteer fire department or fire

company or becoming affiliated with an ambulance service provider, submits to the

employee’s employer a written statement signed by the chief of the volunteer fire

department or fire company or by the person in charge of the ambulance service provider

notifying the employer that the employee is a volunteer fire fighter, emergency medical

technician, first responder, or ambulance driver for a volunteer fire department or fire

company, a public agency, or a non-profit corporation.

2. When dispatched to an emergency, makes every effort to notify the employee’s employer

that the employee may be late for or absent from work due to the employee’s responding

to the emergency or, if prior notification cannot be made due to the extreme circum-

stances of the emergency or the inability of the employee to contact the employer,

submits to the employer a writ-ten statement from the chief of the volunteer fire

department or fire company or from the person in charge of the ambulance service

provider explaining why prior notification could not be made.

3. When late for or absent from work due to responding to an emergency, provides, on the

request of the employee’s employer, a written statement from the chief of the volunteer

fire department or fire company or from the person in charge of the ambulance service

provider certifying that the employee was responding to an emergency at the time of the

lateness or absence and indicating the date and time of the response to the emergency.

(b) When the status of an employee under sub. (2) as a member of a volunteer fire department or

fire company or as an affiliate of an ambulance service provider changes, including

termination of that status, the employee shall notify the employee’s employer of that change

in status.

Attachment D


(4) PROHIBITED ACTS

(a) No person may interfere with, restrain, or deny the exercise of the right of an employee to

response to an emergency as provided in sub. (2).

(b) No person may discharge or discriminate against an employee in promotion, in

compensation, or in the terms, conditions, or privileges of employment for responding to an

emergency as provided in sub. (2), opposing a practice prohibited under this section, filing a

complaint or attempting to enforce any right under this section, or testifying or assisting in

any action or proceeding to enforce any right under this section.

(5) ENFORCEMENT

An employee whose right to respond to an emergency under sub. (2) is interfered with,

restrained, or denied in violation of sub. (4) (a) or who is discharged or discriminated against in

violation of sub.(4) (b) may file a complaint with the department, and the department shall

process the complaint in the same manner that employment discrimination complaints are

processed under s. 111.39. If the department finds that an employer has violated sub. (4) (a) or

(b), it may order the employer to take action to remedy the violation, including reinstating the

employee, providing compensation in lieu of reinstatement, providing back pay accrued not more

than 2 years before the complaint was filed, and paying reasonable actual costs and attorney fees

to the complainant.

SECTION 2.106.54 (8) of the statutes is created to read:

106.54 (8). The division shall receive complaints under s. 103.88 (5) and shall process the

complaints in the same manner that employment discrimination complaints are processed under

s. 111.39.

SECTION 3.111.91 (2) (gr) of the statutes is created to read:

111.91 (2) (gr). The right of an employee, as defined in s. 103.88 (1) (d), who is a fire fighter,

emergency medical technician, first responder, or ambulance driver for a volunteer fire

department or fire company, a public agency, as defined in s. 256.15 (1) (n), or a nonprofit

corporation, as defined in s. 256.01 (12), to respond to an emergency as provided under s. 103.88

(2).

SECTION 4.0

Initial applicability. (1) This act first applies to an employee who is affected by a collective

bargaining agreement that contains provisions inconsistent with this act on the day on which the

collective bargaining agreement expires or is extended, modified, or renewed, whichever occurs

first.

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 E-1

Attachment E REGIONAL HUB RECEPTION CENTER REGISTRATION

FORM

The regional hub reception centers will use the American Red Cross/US Health and Human

Services Intake and Assessment Tool for registration of individuals and families. The tool is

provided in this attachment.

Attachment E

E-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

REGIONAL HUB RECEPTION CENTER REGISTRATION FORM

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 E-3

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 F-1

Attachment F REGIONAL HUB RECEPTION CENTER

PET REGISTRATION FORM

Intake Information

Arrival Date: ____/_____/______

Arrival Time: ___________Circle one: AM PM

Owner Information

Owner’s Name: ____________________________________________________________

Last First

Owner’s Address: ____________________________________________________________

Street Apt.# ____________________________________________________________

City State Zip

Owner’s Phone: _________________________________________ circle one: Cell Home

Pet Information

Information Pet 1 Pet 2 Pet 3

Registration number

Name

Type of animal

In own crate?

Breed

Age

Color

Sex

Spayed/neutered

Identifying marks

Attachment F

F-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

Information Pet 1 Pet 2 Pet 3

Is this pet on any medication? (specify)

Is this pet on a special diet? (specify)

Does the pet have any allergies or illnesses? (specify)

Does the pet have a microchip? (yes or no)

Does the pet have a tag? (yes or no)

Proof of rabies vaccination? (yes or no)

If yes, in what form (tag, medical record, etc.)?

Primary Veterinarian: __________________________________________________________

Veterinarian Phone Number: ________________________________

By checking this box, I acknowledge that my cat(s) or dog(s) does not have proof of rabies

vaccination, and I consent to allow my cat(s) or dog(s) to be vaccinated on the premises of the

regional hub reception center.

_________________________________________ _______________ Signature of Owner Date

Paste or Staple Photo of

Pet and Owner together

REGIONAL HUB RECEPTION CENTER REGISTRATION FORM

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 F-3

Discharge/Export Information

Departure Date: ______________________

Departure Time: ______________Circle one: AM PM

___________________________ _______________________ ________________

Signature of Owner Name of Owner (print) Date

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 G-1

Attachment G REGIONAL HUB RECEPTION CENTER

PET RULES TEMPLATE

I, _______________________________, the owner of _________________________

Name of Owner (Print) Name(s) of Pet(s) (Print) understand and agree to following rules regarding pets and owners at this regional hub reception

center facility:

1. My pet(s) will remain contained in a cage/carrier except when I exercise/relieve my pet(s).

During relief time, my pet will be properly confined with leash, harness or collar, and

muzzle (if necessary).

2. I agree that I am the only family member that will be granted access to the kennel area to

care for my pet(s) while at the regional hub reception center.

3. I understand that my pet may not be brought outside of designated pet areas.

4. I agree that at all times I will wear the wristband that provides proof of ownership for my

pet(s) and designates that I have access to the pet area.

5. I will not permit individuals - other than designated reception center pet staff - handle or

approach my pet(s).

6. I agree to properly feed, water, exercise, and relieve my pet on a scheduled frequency of no

less than twice daily.

7. I agree to properly pick up and dispose of any waste or waste materials my pet or I leave

behind while being exercised outside the regional hub reception center and the surrounding

grounds of the facility. This includes proper removal of animal feces, and cleaning of litter

boxes.

8. I agree to permit my pet(s) to be handled by regional reception center pet staff when needed.

I certify that my pet has no history of aggressive behavior and has not been diagnosed with

any contagious diseases for which it has not received successful treatment.

9. I agree that if my pet(s) becomes unruly or aggressive, shows signs of contagious disease, is

infested with parasites (fleas, ticks, lice, etc.), or begins to show signs of stress-related

conditions, my pet may be removed to a remote location.

10. I understand that any decision concerning the care and welfare of my pet is within the sole

discretion of regional reception center pet staff, whose decisions are final.

11. I hereby agree to hold harmless all persons, organizations, corporations, or government

agencies involved in the care and sheltering of my animal(s).

Attachment G

G-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

12. I agree to indemnify any persons or entities, which may have suffered any loss or damage as

a result of the care and sheltering of my animal(s).

13. I understand that after the emergency event, any pet found abandoned or without its owner

in the regional hub reception center will be relocated to appropriate county animal services

organizations who will have the authority to make decisions about final disposition of the

abandoned animal.

14. I understand and agree to follow all of the rules and guidelines and to fulfill all pet owner

responsibilities as provided to me in writing and/or as specified in this form.

15. I acknowledge that my failure to follow these rules may result in the removal of my pet(s).

_______________________ __________________________ ________ Signature of Owner Name of Owner (print) Date

IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010 H-1

Attachment H REGIONAL HUB RECEPTION CENTER

JOB ACTION SHEET TEMPLATES

Overview and Purpose of Document The purpose of this document is to provide job action sheet templates for all staff positions

affiliated with regional hub reception center operations. The templates will serve as planning

tools for developing facility-specific regional hub reception center operational plans. The job

action sheet templates detail certain roles and activities of regional hub reception center staffing

positions, but do not include every responsibility a staff position may have under facility-specific

operational plans. The job action sheet templates can serve as guidance in developing standard

operating procedures and job action sheets for facility-specific plans.

Attachment H

H-2 IL-IN-WI CSA Regional Mass Care and Sheltering Annex/August 2010

Reception Center Manager

Position: Reception Center Manager

Reports to: Emergency Operations Center (EOC)/Incident Commander

Section: Command

Mission: The reception center manager serves as the incident commander for all regional

hub reception center functions. The reception center manager is responsible for

the overall operation of the regional hub reception center 24 hours a day. The

following positions report to the reception center manager: administrative

assistant, safety officer, public affairs staff, logistics section chief, operations

section chief, planning section chief, and administration and finance section chief.

Immediate

Read this entire job action sheet.

Obtain a full briefing of the incident.

Appoint all command staff and section chiefs that are required for the regional hub reception center (RHRC); distribute job action sheets for each position and any forms pertinent to section and positions.

Confer with command staff and section chiefs to develop an incident action plan (IAP) for a defined period to establish priorities.

Coordinate with logistics section chief to establish connectivity to/communication with the EOC, spoke shelters, and (if activated) other RHRC.

Coordinate with logistics section chief to call down RHRC staff.

Coordinate with logistics section chief to acquire RHRC resources.

Coordinate with logistics section chief to establish security for the facility.

Coordinate with logistics section chief to set up dormitory and transportation services.

Coordinate with operations section chief to set up registration, pet services, health services, and shelter assignment services.

Ensure that signage internal and external to the RHRC is set up in accordance with RHRC facility operational plan.

Coordinate with safety officer to ensure the safety of the facility and staff.

Coordinate with public affairs staff to devise and implement the communications portion of the RHRC operational plan for the facility.

Ensure that contact has been established and resource information shared with all internal and external agencies identified in the RHRC facility operational plan.

REGIONAL HUB RECEPTION CENTER JOB ACTION SHEET TEMPLATES


Establish schedule for daily staff meetings/briefings.

Intermediate

Establish communication with EOC manager or incident commander (IC).

Manage day-to-day operations of regional hub reception center.

Authorize resources as needed or requested by section chiefs, through the finance/administration section chief.

Schedule routine briefings/staff meetings with section chiefs to receive status reports and update the IAP.

Maintain contact with EOC/IC and all relevant agencies.

Work with staff to monitor and adjust processes as necessary to ensure evacuees in the RHRC are assigned/moved into spoke sheltering locations as soon as possible.

Approve media releases generated by public affairs staff.

Extended

Observe all staff for status and signs of stress.

Provide rest periods for staff.

Prepare end of shift report and share with EOC and others as appropriate.

Closing Actions

Prepare for closing of facility.

Ensure that section chiefs develop a coordinated plan for releasing staff and returning/disposing of supplies and equipment

Ensure that facility is returned to its pre-disaster condition (as appropriate).

Coordinate with administration/finance section chief and logistics section chief to ensure that all receipts and other financial paperwork are forwarded to the appropriate EOC staff.

Obtain debrief from command section staff, operations section chief, logistics section chief, planning section chief, and administration and finance section chief.

Attachment H


Public Affairs Staff

Position: Public Affairs Staff

Reports to: Reception Center Manager

Section: Command

Mission: The public affairs staff works closely with the incident public information officer

(PIO) and/or joint information center (JIC) to coordinate messaging to any

members of the media that arrive on scene at the regional hub reception center.

The public affairs staff makes it possible to tell the public the story, while

ensuring that those individuals at the regional hub reception center who do not

want to be filmed, photographed, or interviewed are allowed their privacy.

Immediate

Receive assignment from reception center manager.

Read this entire job action sheet and review organizational chart.

Establish a public affairs area away from command staff and other regional hub reception center (RHRC) activities.

Obtain a full briefing from the incident public information officer, the JIC, and/ or the EOC (as necessary) regarding the status of the incident.

Participate in planning meetings to formulate and evaluate the RHRC incident action plan.

Coordinate with information services staff to disseminate internal communications to evacuees and staff.

Coordinate with pet services supervisor to ensure proper messaging regarding pets at the RHRC.

Coordinate any media who are on-site at the RHRC.

Intermediate

Ensure that all news releases generated by the RHRC have the approval of the JIC/EOC PIO.

Issue an initial incident information report to the EOC/reception center manager.

Inform on-site media of the manner in which they may access individuals at the RHRC willing to speak to the media.

Coordinate all on-site media interviews to ensure that victims who do not want to be photographed are not photographed.

Coordinate with RHRC manager regarding all internal and external public affairs messaging.

Contact other on-scene agencies to coordinate release of information through RHRC staff.

Coordinate with incident PIO, JIC, and/or EOC on all external communications.



Approve initial messaging regarding RHRC for interviews, hotlines, and Web sites.

C

h

Direct ongoing evaluation of message contents.

Extended

Review progress reports from section chiefs as appropriate.

Serve as PIO regarding RHRC issues with media at the request of the JIC/EOC.

Closing Actions

Release RHRC closing information to the media with at least 6 hours notice (24 if the center has been open more than 2 days)

Provide debrief to reception center manager and incident PIO, JIC, and/or EOC.

Document any potential issues or items that will need follow-up and provide to incident PIO, JIC, and/or EOC as appropriate.

Attachment H


Administrative Assistant

Position: Administrative Assistant


Section: Command

Mission: The administrative assistant is responsible for assisting supervisory staff with

administrative tasks. The administrative assistant will also support other

administrative needs throughout the regional hub reception center, as appropriate.

The administrative assistant reports to the reception center manager.

Immediate



Establish location for receiving communications and providing clerical assistance in proximity to reception center manager.

Obtain a briefing from reception center manager.

Provide clerical support for reception center manager and regional hub reception center (RHRC) command staff as appropriate.

Intermediate

Provide day-to-day clerical support for reception center manager.

Triage phone calls, visitors, and staff requests to see reception center manager to maximize reception center manager productivity in a busy environment.

Answer phones and transfer to appropriate RHRC staff members.

Coordinate setup of meetings as appropriate.

Extended

Continue to provide day-to-day clerical support.

Closing Actions

Provide briefing to reception center manager.

Transfer all pertinent information and records to emergency operations center as appropriate.



Safety Officer

Position: Safety Officer


Section: Command

Mission: The safety officer is responsible for ensuring the safety of staff at the

regional hub reception center. The safety officer reports to the reception center

manager.

Please note: The safety officer has the authority to pause operations at any time due to

safety issues.

Immediate



Obtain orientation and familiarize yourself with all areas internal and external to the regional hub reception center (RHRC).

Assess any hazards or threats to the safety and health of staff, evacuees, and/or visitors.

Provide an orientation to reception center manager, command staff, and section chiefs (and other staff as appropriate) on all safety issues and concerns for the RHRC.

Intermediate

Ensure that everyone (staff, evacuees, and visitors) follow health and safety practices.

Pause operations if necessary to ensure the safety of workers, victims, and visitors.

Ensure incident/injury reports are written/documented and that accidents are investigated.

Review sanitation issues as they arise and coordinate with appropriate staff to address them.

Participate in staff meeting/shift changes to get feedback on potential safety issues.

Extended

Ensure that everyone (staff, evacuees, and visitors) follow health and safety practices.

Pause operations when necessary to ensure the safety of workers, evacuees, and/or visitors.

Ensure incident/injury reports are written/documented and that accidents are investigated.

Review sanitation issues as they arise and coordinate with appropriate staff to address them.

Attachment H


Closing Actions

Oversee the safety of the RHRC cleanup and breakdown.

Confirm status of the facility upon closure and note any damages or safety problems.

Assist with the demobilization and cleanup of the RHRC.

Identify issues for debriefing report.

Debrief reception center manager, command staff, and section chiefs as appropriate.

Transfer information and reports to appropriate emergency operations center staff.

Ensure that any issues that still require follow-up are passed on to the appropriate staff member and documented.



Operations Section Chief

Position: Operations Section Chief


Section: Operations

Mission: The operations section chief ensures the coordination of all activities supervised

by the operations section. Activities include registration services, child services,

decontamination services, health and mental health services, shelter referral

services, and pet services.

Immediate



Obtain briefing from reception center manager.

Appoint regional hub reception center (RHRC) operation section supervisors.

Coordinate with command staff and section chiefs on incident action plan (IAP) development.

Brief all operations section supervisors on current situation.

Ensure decontamination services are established if needed.

Ensure registration services are established.

Ensure health services are established.

Ensure child services are established.

Ensure pet services are established.

Ensure shelter assignment services are established.

Coordinate IT and data entry needs with logistics and planning section chiefs.

Serve as liaison to emergency operations center (EOC) operations section point of contact and ensure frequent exchanges of information occur between the RHRC and the EOC.

Intermediate

Ensure decontamination services are operational and coordinate addressing any issues that may arise.

Ensure registration services are operational and coordinate addressing any issues that may arise.

Ensure health services are operational and coordinate addressing any issues that may arise.

Attachment H


Ensure child services are operational and coordinate addressing any issues that may arise.

Ensure pet services are operational and coordinate addressing any issues that may arise.

Brief the reception center manager and EOC on operations as appropriate.

Coordinate and monitor operations section and available resources needed to achieve mission and request resources as needed.

Extended

Ensure decontamination services are operational and continue addressing any issues that may arise.

Ensure registration services are operational and continue addressing any issues that may arise.

Ensure health services are operational and continue addressing any issues that may arise.

Ensure child services are operational and continue addressing any issues that may arise.

Ensure pet services are operational and continue addressing any issues that may arise.

Maintain documentation of all actions and decisions on a continual basis; forward completed unit activity log to reception center manager.

Observe all staff for signs of stress. Report issues to reception center manager as necessary.

Provide rest periods and relief for staff.

Prepare end of shift report and present to oncoming operations section chief and reception center manager.

Ensure operational input to the IAP for each operational period.

Closing Actions

Transfer information and reports to appropriate EOC staff


Obtain debrief from health services supervisor, decontamination supervisor, registration supervisor, pet services supervisor, child services coordinator, and shelter assignment supervisor.

Debrief reception center manager and section chiefs as appropriate.



Child Services Coordinator

Position: Child Services Coordinator

Reports to: Operations Section Chief

Section: Operations

Mission: The child services coordinator coordinates services for any unaccompanied minor

who enters the regional hub reception center. The child services coordinator

should be an authorized representative from a state child services agency.

Immediate

Receive assignment from operations section chief.


Obtain briefing from operations section chief.

Review area designated for unaccompanied minors and determine if it meets necessary requirements (that is, seclusion from general population).

Coordinate with registration staff on identifying unaccompanied minors.

Coordinate with security staff to ensure child services area for unaccompanied minors is secure.

Intermediate

Provide services to unaccompanied minors in accordance with state regulations and the regional hub reception center (RHRC) facility operational plan.

Implement procedures for reunification with families in accordance with state regulations and RHRC facility operational plan.

Implement state child services for unaccompanied minors who are unable to reunify with family members.

Conduct team transition briefings at shift change.

Extended

Maintain documentation of all actions and decisions on a continual basis; forward completed unit activity log to operations section chief.

Continue providing services to unaccompanied minors in accordance with state regulations and the regional hub reception center (RHRC) facility operational plan.

Continue implementing procedures for reunification with families in accordance with state regulations and RHRC facility operational plan.

Continue implementing state child services for unaccompanied minors who are unable to reunify with family members.

Observe staff for signs of stress. Report issues to operations section chief.

Attachment H



Plan for the possibility of extended deployment.

Prepare end of shift report and present to oncoming child services coordinator.

Closing Actions

Debrief operations section chief.

Ensure unaccompanied minors are either reunited with families or transferred into state care.

Transfer information and reports to appropriate state child services agencies and/or emergency operations center staff.




Decontamination Staff

Position: Decontamination Staff

Reports to: Decontamination Supervisor

Section: Operations

Mission: Decontamination staff coordinate all decontamination efforts at the

regional hub reception center (RHRC) should the incident require the

decontamination of individuals prior to entering a RHRC facility.

Decontamination staff will be appropriately trained on decontamination

procedures and equipment for the contaminant.

Immediate

Receive assignment from decontamination supervisor.


Receive briefing from decontamination supervisor.

Obtain appropriate equipment for the area of decontamination you are assigned.

Obtain and don appropriate personal protective equipment.

Report to decontamination supervisor to establish medical baseline.

Review hand signals with decontamination team.

Decontaminate evacuees arriving at the RHRC in accordance with appropriate decontamination processes and the RHRC facility operational plan policies.

Intermediate

Continue to maintain contact with decontamination supervisor.

Continue to decontaminate evacuees arriving at the RHRC in accordance with appropriate decontamination processes and the RHRC facility operational plan policies.

Monitor yourself and other colleagues for signs and symptoms of stress.

Extended

Continue to decontaminate evacuees arriving at the RHRC in accordance with appropriate decontamination processes and the RHRC facility operational plan policies.

Continue to monitor yourself and other colleagues for signs and symptoms of stress.

Attachment H


Closing Actions

Report to decontamination supervisor for medical monitoring prior to release or reactivation.

At deactivation or fatigue rotation, ensure you are decontaminated in accordance with decontamination processes and RHRC facility operational plan policies.

Ensure that all decontamination activities are complete.

Break down decontamination area per established decontamination procedures.

Debrief decontamination supervisor.

Return equipment as appropriate.



Decontamination Supervisor

Position: Decontamination Supervisor


Section: Operations

Mission: The decontamination supervisor ensures the coordination of decontamination

services at the regional hub reception center. Decontamination staff coordinate all

decontamination efforts at the regional hub reception center should the

catastrophic event require the decontamination of individuals prior to entering a

facility. Decontamination staff will be appropriately trained on decontamination

procedures and equipment for the contaminant. Decontamination staff report to

the decontamination supervisor.

Immediate



Receive briefing from operations section chief.

Brief all decontamination staff on current situation, objectives, and strategy.

Ensure appropriate decontamination equipment is obtained to conduct decontamination services.

Supervise decontamination staff as they don their personal protective equipment (PPE). Confirm appropriate fitting of all PPE.

Don appropriate PPE.

Ensure all decontamination staff conduct medical baseline.

Review hand signals with decontamination staff.

Supervise the decontamination of evacuees arriving at the RHRC in accordance with appropriate decontamination processes and RHRC facility operational plan policies.

Intermediate

Continue to supervise the decontamination of evacuees arriving at the RHRC in accordance with appropriate decontamination processes and RHRC facility operational plan policies.

Observe and assist any staff who exhibit signs of stress and fatigue.

Monitor time limits for decontamination staff and relieve staff as appropriate.

Extended

Continue to monitor staff for signs and symptoms of stress and exposure.

Attachment H


Closing Actions

Ensure all decontamination staff conduct medical monitoring prior to release or reactivation.

Ensure all staff perform self-decontamination at deactivation or staff rotation.

Ensure decontamination services area is broken down in accordance with established decontamination procedures and RHRC facility operational plan policies.

Ensure equipment is returned as appropriate.

Document all actions/decisions.

Obtain debrief from decontamination staff.

Debrief operations section chief.



Disaster Mental Health Staff

Position: Disaster Mental Health Staff

Reports to: Health Services Supervisor

Section: Operations

Mission: Each regional hub reception center staff member should be trained in

psychological first aid. However, if all staff members cannot be trained in

psychological first aid, mental health professionals should be on-site to provide

counseling to individuals who are in need of disaster mental health services.

Disaster mental health staff report to the health services supervisor.

Immediate

Receive assignment from health services supervisor.


Inventory equipment/tools/resources required to accomplish mission tasks. Request additional resources from health services supervisor if needed.

Intermediate

React and provide psychological first aid to evacuees identified to be in need of such services.

Notify security of evacuees acting in an aggressive or forceful manner.

Monitor staff for signs and symptoms of stress and/or fatigue.

Read incident action plan (IAP) that is created for each operational period.

Extended

React and provide psychological first aid to evacuees identified to be in need of such services.


Monitor staff for signs and symptoms of stress and/or fatigue.

Read IAP that is created for each operational period.

Prepare end of shift report and present to oncoming health services supervisor.

Closing Actions

Keep and retain records for possible transition to shelter or for post-incident use.


Provide debrief to health services supervisor.

Attachment H


Emotional/Spiritual Care Staff

Position: Emotional/Spiritual Care Staff


Section: Operations

Mission: The emotional/spiritual care staff provides nondenominational spiritual support to

staff and disaster victims. They support all residents regardless of religious

affiliation.

Immediate



Obtain briefing from health services supervisor.

Set up your designated quiet work area conducive to spiritual counseling within the regional hub reception center (RHRC).


Provide evacuees in need with pastoral comfort, caring, and direction.

Support/augment psychological first aid services to evacuees in the RHRC.

Intermediate

React and provide pastoral support to evacuees or staff with any behavioral issues identified by staff if requested.

Walk throughout the RHRC to provide as much contact and interaction with evacuees as possible.

Notify security of any evacuees acting in an aggressive or forceful manner.

Read incident action plan for each operational period.

Extended

Observe co-workers for signs of stress. Report issues to health services supervisor.

Extend pastoral support to all RHRC personnel as needed.

Prepare end of shift report and present to oncoming emotional/spiritual care staff.

Keep and retain good notes and files for possible transition to a spoke shelter or for post-incident use.

Report situations/problems/progress to health services supervisor.



Closing Actions



Attachment H


Functional and Access Needs Liaison

Position: Functional and Access Needs Liaison

Reports to: Registration Supervisor

Section: Operations

Mission: The functional and access needs liaison serves to ensure individuals with

functional and access needs have their needs met.

Immediate

Receive assignment from registration supervisor.


Obtain briefing from registration supervisor.

Ensure the registration area accommodates functional and access needs liaison.

Inventory equipment/tools/resources required to accomplish mission tasks. Request additional resources from registration supervisor if needed.

Review registration form.

Meet with registration, medical assessment, and shelter assignment staff to review information flow processes.

Intermediate

Coordinate with registration staff regarding evacuees who disclose a functional or access need.

Work with evacuees to determine functional and access needs and record pertinent information on registration form.

Ensure evacuees with functional and access needs have their needs addressed while at the regional hub reception center (RHRC) location.

Coordinate with shelter assignment staff to ensure individuals with functional and access needs have an appropriate spoke shelter location identified for them.



Extended

Continue to coordinate with registration staff regarding evacuees who disclose a functional or access need.

Continue to work with evacuees to determine functional and access needs and record pertinent information on registration form.

Continue to ensure evacuees with functional and access needs have their needs addressed while at the RHRC location.

Continue to coordinate with shelter assignment staff to ensure individuals with functional and



access needs have an appropriate spoke shelter location identified for them.

Observe co-workers for signs of stress. Report issues to health services supervisor or registration supervisor.

Closing Actions


Provide debrief to registration supervisor.

Attachment H


Health Services Staff

Position: Health Services Staff


Section: Operations

Mission: Health services staff provide basic health-related services to disaster victims from

the time they arrive at the regional hub reception center until they are transported

to a shelter. Health services staff give first aid care, provide information, and refer

individuals for transportation to medical services.

Immediate




Set up designated health services areas conducive to providing first aid to evacuees in the regional hub reception center (RHRC).


Provide first aid and treat minor illnesses and injuries to evacuees in need.

Assess and refer the seriously ill and injured to medical assessment staff for immediate transfer to a healthcare or other facility.

Monitor for unreported health problems of evacuees and take necessary action to care for these problems.

Intermediate

Continue to provide first aid and treat minor illnesses and injuries to evacuees in need.

Continue to assess and refer the seriously ill and injured to medical assessment staff for immediate transfer to a healthcare or other facility.


Review entries/records for accuracy and completeness.


Extended






Closing Actions

Transfer medical-related records with evacuees as instructed by health services supervisor.



Attachment H


Health Services Supervisor

Position: Health Services Supervisor


Section: Operations

Mission: The health services supervisor is responsible for the overall management of health

services at the regional hub reception center and supervises health services staff,

disaster mental health staff, emotional/spiritual support staff, medical assessment

staff, and paramedics/emergency medical technicians (EMTs).

Immediate




Make staff assignments for health services (including paramedics/EMTs), disaster mental health services, medical assessment services, and emotional/spiritual care, and provide briefing to staff.

Ensure areas for health services, disaster mental health services, and emotional/spiritual care are set up.

Determine the immediate health needs of all reception center occupants and arrange to meet those needs until those occupants can be transferred to shelters.

Ensure that evacuees with medical needs are referred to appropriate places.


Intermediate

Ensure first aid is provided to evacuees in the regional hub reception center (RHRC) and minor illnesses and injuries are treated.

Ensure medical assessment staff assess RHRC evacuees during the registration process and the seriously ill and injured are referred for immediate transfer to a healthcare or other facility.

Ensure that RHRC evacuees are provided psychological first aid as needed.

Ensure that RHRC evacuees are provided emotional/spiritual care as needed.


Monitor staff and ensure that they are taking steps to deal with stress.

Review incident action plan for every operational period and provide input into its development as needed.



Review entries/records for accuracy and completeness.

Extended

Monitor and adjust staffing levels to ensure evacuees’ health, emotional, and spiritual needs are being met.

Continue to observe staff for signs of stress or fatigue. Deal with these issues as appropriate.

Closing Actions

Ensure transfer of medical-related information with evacuees to spoke shelters as appropriate.


Ensure there is a medical presence at the RHRC until it closes.

Obtain debrief from health services staff, paramedics/EMTs, medical assessment staff, disaster mental health staff, and emotional/spiritual staff.

Provide debrief to operations section chief.

Attachment H


Medical Assessment Staff

Position: Medical Assessment Staff


Section: Operations

Mission: The medical assessment staff, which is composed of licensed health and mental

health personnel, assesses individuals identified during the registration process as

having long- or short-term medical needs. Medical assessment staff also address

immediate medical needs of individuals entering the regional hub reception

center who are in need of immediate medical attention. This includes the transfer

of individuals with immediate medical needs to appropriate medical care

facilities. The medical assessment staff also assists in coordinating the transfer of

any individuals with non-emergency medical needs to hospitals or other medical

support facilities, as appropriate. Medical assessment staff report to the

registration supervisor.

Immediate



Obtain briefing from health services supervisor and registration supervisor.

Set up appropriate space in the registration area to conduct medical assessments of evacuees in need. Medical assessments are conducted upon entry to the regional hub reception center (RHRC) (for the visibly injured or ill) and during the registration process (for those who disclose a medical need).


Review registration intake form to familiarize yourself with information that may need to be captured about evacuees.

Meet with registration and shelter assignment staff to review information flow processes.

Intermediate

Ensure any evacuees who arrive at the RHRC with acute medical needs are immediately transferred to an appropriate healthcare or other facility.

Record medical information on registration form for evacuees who disclose a medical need during the registration process.

Ensure that information regarding medical needs are provided to shelter assignment staff to enable them to identify the best spoke shelter location for evacuees with medical needs.





Extended

Ensure evacuees who arrive at the RHRC are immediately transferred to an appropriate healthcare or other facility.

Record medical information on registration form for evacuees who disclose a medical need during the registration process.

Ensure that information regarding medical needs are provided to shelter assignment staff to enable them to identify the best spoke shelter location for evacuees with medical needs.


Closing Actions

Transfer medical-related information with evacuees as instructed by health services supervisor.



Attachment H


Paramedic/Emergency Medical Technician

Position: Paramedic/Emergency Medical Technician


Section: Operations

Mission: The paramedic/emergency medical technician is on hand to assist with healthcare

services for individuals who may present with medical needs beyond fist aid. The

paramedic/emergency medical technician transports those individuals to

appropriate facilities.

Immediate




Set up your designated areas.


Provide first aid and treat minor illnesses and injuries to evacuees in need.

Assess and refer the seriously ill and injured to medical assessment staff for immediate transfer to a healthcare or other facility.


Intermediate




Transport seriously injured or ill evacuees to appropriate healthcare facilities as directed.


Extended






Continue to transport seriously injured or ill evacuees to appropriate healthcare facilities as directed.

Closing Actions



Attachment H


Registration Staff

Position: Registration Staff

Reports to: Registration Supervisor

Section: Operations

Mission: The registration staff is responsible for registering clients as they come into the

regional hub reception center and coordinating with shelter assignment staff

regarding placement of individuals in local shelters.

Immediate

Receive assignment from registration supervisor.


Obtain briefing from registration supervisor.

Set up registration area for evacuees arriving at regional hub reception center (RHRC). This should include tables for registration, a registration waiting area, a registration number assignment area, and appropriate signage.

Inventory equipment/tools/resources required to accomplish mission tasks. Request additional resources from registration supervisor if needed.


Meet with medical assessment and shelter assignment staff to review information flow processes.

Intermediate

Register all evacuees, recording all information on the registration form per protocol.

Refer all evacuees presenting with or disclosing any illness or medical need to the medical assessment staff.

Refer all evacuees disclosing a functional or access need to the functional and access needs liaison.

Ensure shelter assignment staff receive registration information on all evacuees to enable shelter assignment staff to identify appropriate spoke shelters.

Track information on evacuees to enable family reunification and track shelter assignment information.

Alert registration supervisor immediately of any issues with evacuees or registration.

Extended

Continue to register all RHRC evacuees.

Continue to ensure shelter assignment staff receive all appropriate information to determine shelter assignments.



Observe co-workers for signs of stress. Report issues to registration supervisor.

Closing Actions

Transfer all records to emergency operations center or as determined by registration supervisor.

Ensure that all signage is removed.

Post a reception center closed sign with information on where to call/go for help.

Provide a debrief to registration supervisor.

Attachment H


Registration Supervisor

Position: Registration Supervisor


Section: Operations

Mission: The registration supervisor has the overall responsibility for registration of clients.

The registration supervisor is responsible for supervising registration and

functional and access needs liaison. The registration supervisor must remain in

close contact with the shelter assignment staff and other regional hub reception

center staff.

Immediate

Receive assignment operations section chief.



Provide briefing to all registration staff and functional and access needs liaison.

Ensure registration area is set up. This should include tables for registration, a registration waiting area, a registration number assignment area, and appropriate signage.

Review information flow processes with registration, medical assessment and shelter assignment staff, and functional and access needs liaison.

Intermediate

Ensure that all regional hub reception center (RHRC) evacuees are registered.

Ensure all RHRC evacuees are registered and all pertinent information is recorded on registration forms per protocol.

Ensure evacuees presenting with or disclosing any illness or medical need are referred to the medical assessment staff.

Ensure all evacuees disclosing functional or access needs are referred to the functional and access needs liaison.

Ensure shelter assignment staff receive registration information on all evacuees to enable shelter assignment staff to identify appropriate spoke shelters.

Ensure information on evacuees is appropriately tracked to enable family reunification and track shelter assignment information.

Troubleshoot any issues with RHRC evacuees and/or the registration process.

Coordinate closely with health services supervisor to ensure health services for evacuees arriving in need of such services.

Review incident action plan for each operational period and provide input as needed.



Extended

Observe co-workers and staff for signs of stress. Report issues to operations section chief or health services supervisor.

Continue to ensure that all RHRC evacuees are registered.

Continue to ensure all RHRC evacuees are registered and all pertinent information is recorded on registration forms per protocol.

Continue to ensure evacuees presenting with or disclosing any illness or medical need are referred to the medical assessment staff.

Continue to ensure all evacuees disclosing functional or access needs are referred to the functional and access needs liaison.

Continue to ensure shelter assignment staff receive registration information on all evacuees to enable shelter assignment staff to identify appropriate spoke shelters.

Continue to ensure information on evacuees is appropriately tracked to enable family reunification and track shelter assignment information.

Continue to troubleshoot any issues with RHRC evacuees and/or the registration process.

Closing Actions

Transfer all records to emergency operations center or other location as appropriate.

Ensure that all signage is removed.

Obtain debrief from all registration staff and functional and access needs liaisons.


Attachment H


Information Services Staff

Position: Information Services Staff

Reports to: Shelter Assignment Supervisor

Section: Operations

Mission: Information services staff gather and disseminate information for individuals

processing through the regional hub reception center. Information services staff

are responsible for coordinating the availability of information on disaster relief

services that may be received at a spoke shelter location, maps, and directions to

spoke shelter locations.

Immediate

Receive assignment from shelter assignment supervisor.


Set up information station near the shelter assignment area where evacuees can access information. Post signage to ensure that evacuees know where to find you.

Inventory equipment/tools/resources required to accomplish mission tasks. Request additional resources from shelter assignment supervisor if needed.

Obtain a full briefing from the shelter assignment supervisor.

Coordinate with public affairs staff to disseminate internal communications to evacuees and staff.

Coordinate with shelter assignment staff regarding spoke shelter locations and print directions to each location.

Intermediate

Disseminate information to evacuees who have had a shelter assignment made for them and require information on the spoke shelter.

Get feedback from individuals on needed information and difficulties with process, and record for debrief with shelter assignment supervisor.

Post any information that may be relevant for all evacuees in the regional hub reception center in a location that is easily found by and/or visible to evacuees.

Extended

Maintain accurateness of posted and disseminated materials.

Continue to stay updated on spoke shelter openings, closings, and other important changes.

Observe co-workers for signs of stress. Report issues to shelter assignment supervisor.



Closing Actions


Provide debrief to shelter assignment supervisor.

Return non-disaster specific information for use on future disaster

Discard other non-reusable informational material and remove posted information from walls.

Attachment H


Shelter Assignment Staff

Position: Shelter Assignment Staff

Reports to: Shelter Assignment Supervisor

Section: Operations

Mission: Shelter assignment staff are responsible for liaising with other agencies and

community organizations regarding shelter availability and identifying

appropriate shelter locations for individuals processing through the regional hub

reception center. Staff members then interact with these individuals to provide

them information on the shelter assignment. This staff also tracks shelter

assignments for family reunification purposes.

Immediate

Receive assignment from shelter assignment supervisor.


Obtain briefing from shelter assignment supervisor.

Set up shelter assignment area. This includes signage and space for information services staff.

Inventory equipment/tools/resources required to accomplish mission tasks. Request additional resources from shelter assignment supervisor if needed.


Establish communications with potential spoke shelter locations and determine capacity and availability.

Review information flow processes with registration and medical assessment and functional and access needs liaison.

Share information about potential spoke shelter locations with information services staff.

Intermediate

Receive registration information on evacuees from registration staff.

Using registration information, identify appropriate shelter location for evacuees based upon needs and availability of spoke shelters.

Ensure information staff has directions and other pertinent information available on spoke shelter locations.

When a shelter assignment is made, retrieve evacuees from waiting or recreational area of the regional hub reception center (RHRC) and provide them with information about spoke shelter location. Refer evacuees to information services for directions or to transportation services for transportation assistance.



Ensure information about spoke shelter assignment is tracked in accordance with protocols for tracking evacuees.

Maintain information on status of spoke shelters to include open/closed, capacity, number already assigned to the shelter, pets/no pets, etc.

Work closely with registration staff to ensure all evacuees are accounted for and referred as appropriate.

Extended

Continue to receive registration information on evacuees from registration staff.

Continue to make shelter assignments for RHRC evacuees using registration information.

Continue to ensure information staff has directions and other pertinent information available on spoke shelter locations.

Continue to provide evacuees information regarding their spoke shelter assignment.

Continue to refer evacuees to information services for directions or to transportation services for transportation assistance.

Continue to ensure information about spoke shelter assignment is tracked in accordance with protocols for tracking evacuees.

Continue to maintain information on status of spoke shelters to include open/closed, capacity, number already assigned to the shelter, pets/no pets, etc.

Continue to work closely with registration staff to ensure all evacuees are accounted for and referred as appropriate.


Closing Actions

Transfer all records to emergency operations center or as determined by shelter assignment supervisor.

Ensure that all signage is removed in your area.

Notify all spoke shelters of RHRC closing with enough notice for them to set up their own registration area for direct registrations as needed.

Provide a debrief to shelter assignment supervisor.

Attachment H


Shelter Assignment Supervisor

Position: Shelter Assignment Staff Supervisor


Section: Operations

Mission: The shelter assignment supervisor is responsible for ensuring appropriate shelter

locations are identified for all individuals processing through the regional hub

reception center. The shelter assignment supervisor is also responsible for

supervising shelter assignment staff.

Immediate




Provide briefing to all shelter assignment and information staff.

Ensure shelter assignment area is set up. This includes signage and space for information services staff.

Ensure shelter assignment and information services staff have the resources necessary to perform their mission. Request additional resources through operations section chief as needed.

Ensure shelter assignment staff have established communications with potential spoke shelter locations and determine capacity and availability.

Review information flow processes with registration, medical assessment, shelter assignment and information services staff, and functional and access needs liaison.

Intermediate

Monitor situational awareness of spoke shelter locations including availability, capacity, and capabilities.

Ensure shelter assignment staff receives registration information on evacuees from registration staff.

Ensure shelter assignment staff make appropriate spoke shelter assignments for evacuees using registration information and monitoring capacity and capability of spoke shelters.

Ensure information staff has directions and other pertinent information available on spoke shelter locations.

Ensure evacuees receive shelter assignment information from shelter assignment staff.

Ensure evacuees are referred by shelter assignments staff to either information services staff for directions to spoke shelter locations, or to transportation services for transportation assistance.

Ensure information about spoke shelter assignment is tracked in accordance with protocols for tracking evacuees.



Troubleshoot any issues with evacuees, shelter assignment processes, or information services.

Ensure proper tracking of records of disaster clients seen and referred out of medical assessment.


Extended

Continue to monitor situational awareness of spoke shelter locations, including availability, capacity, and capabilities.

Continue to ensure shelter assignment staff receives registration information on evacuees from registration staff.

Continue to ensure shelter assignment staff make appropriate spoke shelter assignments for evacuees using registration information and monitoring capacity and capability of spoke shelters.

Continue to ensure information staff has directions and other pertinent information available on spoke shelter locations.

Continue to ensure evacuees receive shelter assignment information from shelter assignment staff.

Continue to ensure evacuees are referred by shelter assignments staff to either information services staff for directions to spoke shelter locations, or to transportation services for transportation assistance.

Continue to ensure information about spoke shelter assignment is tracked in accordance with protocols for tracking evacuees.

Continue to troubleshoot any issues with evacuees, shelter assignment processes, or information services.

Continue to ensure proper tracking of records of disaster clients seen and referred out of medical assessment.

Observe staff and co-workers for signs of stress. Report issues to health services supervisor or operations section chief.

Closing Actions

Determine appropriate place for transfer of records.

Ensure that all signage is removed in your area.

Ensure all spoke shelters are notified of RHRC closing with enough notice for them to set up their own registration area for direct registrations as needed.

Obtain debrief from all shelter assignment and information staff.


Attachment H


Pet Services Supervisor

Position: Pet Services Supervisor

Reports to: Operation Section Chief

Section: Operations

Mission: The pet services supervisor is responsible for ensuring the coordination of all pet

services provided at the regional hub reception center.

Immediate




Provide briefing to pet services staff.

Ensure pet services area is set up. This includes signage and space for pet registration, veterinary services, kennel, and outdoor exercise areas.

Ensure pet services staff have the resources necessary to perform their mission. Request additional resources through operations section chief as needed.

Meet with pet services staff to review information flow and processes.

Ensure pet registration and pet owner rules forms are printed and available.

Provide a system that will ensure that the right pet is matched with its owner.

Intermediate

Set and ensure compliance with animal sheltering standards for sanitation, humane treatment, and general care.

Maintain overall responsibility for pet sheltering within the reception center.

Coordinate with public affairs staff to ensure proper messaging regarding pets at the regional hub reception center.

Troubleshoot any issues with pet services.

Extended

Ensure all pets are registered in accordance with protocols.

Ensure documentation of pet and pet owners.

Ensure all pets are appropriately kenneled in crates and carriers in the pet kennel area.

Ensure all policies regarding proof of vaccination and vaccination administration are followed.



Ensure pets are appropriately fed and exercised in accordance with policies.

Ensure that pet being exported from pet services are appropriately matched with owners in accordance with policy.

Observe staff for signs of stress and fatigue. Report issues to health services supervisor or operations section chief.


Closing Actions

Transfer information with owners to spoke shelter locations as appropriate.


Obtain debrief from pet registration and export supervisor, animal care coordinator(s), kennel staff, and veterinarian.

Provide debriefing for operations section chief.

Attachment H


Animal Care Coordinator

Position: Animal Care Coordinator

Reports to: Pet Services Supervisor

Section: Operations

Mission: The animal care coordinator has overall responsibility for the care of the animals

housed in the regional hub reception center.

Immediate

Receive assignment from pet services supervisor.


Obtain briefing from pet services supervisor.

Set up kennel pet services area.

Inventory supplies and equipment and report any needs to pet services supervisor.

Meet with pet services staff to review information flow and processes.

Ensure compliance with animal sheltering standards for sanitation, humane treatment, and general care.

Ensure documentation and proper reporting procedures are followed.

Intermediate

Assist owners in bringing pets from registration area to kennel area. Assume responsibility for handling and restraining animals during the registration process and for the duration of time animals are at the regional hub reception center (RHRC).

Use proper technique to restrain animals.

Ensure animals are properly cared for in accordance with policies, to include feeding, relieving animals, and exercise.

Ensure that kenneled animals have appropriate information posted on their crates/carriers.


Ensure sick animals are isolated.

Keep animals from greeting or being exposed to one another.

Remove and return animals to/from crates/carriers as necessary.

Coordinate with kennel staff to ensure cleanliness of kennel area.



Coordinate with veterinarian to ensure animals receive appropriate health services and/or vaccination in accordance with RHRC operational plan policies.

Review incident action plan for each operational period.

Extended

Continue to assist owners in bringing pets from registration area to kennel area. Assume responsibility for handling and restraining animals during the registration process and for the duration of time animals are at the RHRC.

Continue to ensure animals are properly cared for in accordance with policies, to include feeding, relieving animals, and exercise.

Continue to ensure that kenneled animals have appropriate information posted on crates/carriers.

Continue to ensure documentation and proper reporting procedures are followed.

Continue to ensure sick animals are isolated.

Continue to keep animals from greeting or being exposed to one another.

Continue to remove and return animals to/from crates/carriers as necessary.

Continue to coordinate with kennel staff to ensure cleanliness of kennel area.

Continue to coordinate with veterinarian to ensure animals receive appropriate health services and/or vaccination in accordance with RHRC operational plan policies.

Observe co-workers for signs of stress or fatigue. Report issues to pet services supervisor.

Closing Actions


Provide debriefing for pet services supervisor.

Attachment H


Kennel Staff

Position: Kennel Staff

Reports to: Pet Services Supervisor.

Section: Operations

Mission: The kennel staff maintain the kennel areas, including cleaning the areas.

Immediate

Receive assignment from pet registration and export supervisor.


Obtain briefing from pet registration and export supervisor.

Set up pet registration/export area.

Inventory supplies and equipment and report any needs to pet registration and export supervisor.

Intermediate

Clean/disinfect crates/carriers on a daily basis, to include cleaning and changing litter boxes. Practice proper sanitation protocols.

Clean and disinfect crates/carriers supplied by the regional hub reception center (RHRC) in between use by different animals. Practice proper sanitation protocols.



Keep animals from greeting or being exposed to one another.

Notify pet services supervisor and animal care coordinator of any situations involving animals that need special attention.

Ensure all pets have proper documentation posted on crates/carriers.

Extended

Continue to clean/disinfect crates/carriers on a daily basis, to include cleaning and changing litter boxes. Practice proper sanitation protocols.

Continue to clean and disinfect crates/carriers supplied by the RHRC in between use by different animals. Practice proper sanitation protocols.

Continue to ensure compliance with animal sheltering standards for sanitation, humane treatment, and general care.


Continue to keep animals from greeting or being exposed to one another.



Notify pet services supervisor and animal care coordinator of any situations involving animals that need special attention.

Continue to ensure all pets have proper documentation posted on crates/carriers.

Observe co-workers for signs of stress. Report issues to health services supervisor

Closing Actions

Debrief pet services supervisor.

Transfer information and reports to appropriate location as directed by the pet services supervisor.


Attachment H


Pet Registration Staff

Position: Pet Registration Staff

Reports to: Pet Registration and Export Supervisor

Section: Operations

Mission: Pet registration staff are responsible for registering animals as they enter the

regional hub reception center with their owners. When registration needs are

greater than export needs, staff members who support export can transfer to

support registration functions. Conversely, registration staff can support export

functions when that need is greater.

Immediate

Receive assignment from pet registration and export supervisor.


Obtain briefing from pet registration and export supervisor.


Inventory supplies and equipment and report any needs to pet registration and export supervisor.

Review pet registration and export form.

Intermediate

Register all pets entering the regional hub reception center (RHRC) in accordance with RHRC facility operational plan and policies.

Ensure documentation of pet and owner are made in accordance with RHRC facility operational plan and policy.

Provide pet owner rules to pet owner and secure signature.

Assign pet owners with appropriate identification for access to kennel area in accordance with RHRC facility operational plan and policies.

Coordinate with veterinarian on pet health services or required vaccination.

Coordinate with animal care coordinator and pet owner in bringing pet to kennel area.

Track animals exiting RHRC appropriately using established procedures.


Extended

Continue to register all pets entering the RHRC in accordance with RHRC facility operational plan and policies.



Continue to ensure documentation of pet and owner are made in accordance with RHRC facility operational plan and policy.

Continue to ensure provide pet owner rules to pet owner and secure signature.

Continue to assign pet owners appropriate identification for access to kennel area in accordance with RHRC facility operational plan and policies.

Coordinate with veterinarian on pet health services or required vaccination.

Continue to coordinate with animal care coordinator and pet owner in bringing pet to kennel area.

Continue to track animals exiting RHRC appropriately using established procedures.


Observe co-workers for signs of stress. Report issues to health services supervisor or pet export and registration supervisor.

Serve as pet export staff during peaks of discharging pets from RHRC.

Closing Actions

Debrief pet export and registration supervisor.

Transfer information and reports to appropriate location at the direction of the pet services supervisor.


Attachment H


Pet Export Staff

Position: Pet Export Staff

Reports to: Pet Registration and Export Supervisor

Section: Operations

Mission: Export personnel are responsible for assisting with the return of animals to their

owners as they are departing from the regional hub reception center. As export

needs become greater than registration needs, staff members who support

registration can transfer to support export functions. Conversely, export staff can

support registration functions when that need is greater.

Immediate

Receive assignment from pet export and registration supervisor.


Obtain briefing from pet export and registration supervisor.


Inventory supplies and equipment and report any needs to pet export and registration supervisor.


Intermediate



Coordinate with animal care coordinator and pet owner in retrieving pet from kennel area.

Complete export paperwork for pets discharging from the regional hub reception center (RHRC). Ensure export processes are conducted in accordance with the RHRC facility operational plan and policies.

Ensure paperwork supports a correct match of pet and owner.

Track animals exiting RHRC appropriately using established procedures.

Extended


Continue to coordinate with animal care coordinator and pet owner in retrieving pet from kennel area.

Continue to complete export paperwork for pets discharging from the RHRC. Ensure export processes are conducted in accordance with the RHRC facility operational plan and policies.



Continue to ensure paperwork supports a correct match of pet and owner.

Continue to track animals exiting RHRC appropriately using established procedures.



Closing Actions

Transfer information and reports to appropriate location as directed by the pet export and registration supervisor.


Debrief pet export and registration supervisor.

Attachment H


Pet Registration and Export Supervisor

Position: Pet Registration and Export Supervisor


Section: Operations

Mission: The registration and export supervisor oversees the intake and release functions of

animals entering and departing from the regional hub reception center.

Immediate




Provide briefing to pet registration and pet export staff.

Ensure pet registration/export area is set up.

Report any inventory and equipment needs to the pet services supervisor.


Intermediate

Ensure all pets entering the regional hub reception center (RHRC) are registered in accordance with RHRC facility operational plan and policies.

Ensure documentation of pet and owner are made in accordance with RHRC facility operational plan and policy.

Ensure all pet owners are provided with and sign a copy of the pet owner rules form.

Ensure pet owner is assigned appropriate identification for access to kennel area in accordance with RHRC facility operational plan and policies.

Ensure pet registration staff coordinate with veterinarian on pet health services or required vaccination.

Ensure registration and export staff coordinate with animal care coordinator and pet owner in bringing and retrieving pets to/from kennel area.

Ensure paperwork for pets being discharging/exported from the RHRC is completed in accordance with the RHRC facility operational plan and policies.

Ensure paperwork supports a correct match of pet and owner.

Ensure pets entering and being discharged from the RHRC are tracked in accordance with established procedures.




Extended

Continue to ensure all pets entering the RHRC are registered in accordance with RHRC facility operational plan and policies.

Continue to ensure documentation of pet and owner are made in accordance with RHRC facility operational plan and policy.

Continue to ensure all pet owners are provided with and sign a copy of the pet owner rules form.

Continue to ensure pet owner is assigned appropriate identification for access to kennel area in accordance with RHRC facility operational plan and policies.

Continue to ensure pet registration staff coordinate with veterinarian on pet health services or required vaccination.

Continue to ensure registration and export staff coordinate with animal care coordinator and pet owner in bringing and retrieving pets to/from kennel area.

Continue to ensure paperwork for pets being discharging/exported from the RHRC us completed in accordance with the RHRC facility operational plan and policies.

Continue to ensure paperwork supports a correct match of pet and owner.

Continue to ensure pets entering and being discharged from the RHRC are tracked in accordance with established procedures.


Observe co-workers for signs of stress. Report issues to health services supervisor or Pet Services Supervisor.

Closing Actions

Ensure pet services area is broken down and sanitized.

Transfer information and reports to appropriate location at the direction of the pet services supervisor.


Obtain debrief from pet registration and pet export staff.


Attachment H


Veterinarian Position: Veterinarian


Section: Operations

Mission: The veterinarian oversees the medical support of pets that are in need of medical

attention. This includes the administration of rabies vaccination to pets that do not

have proof of vaccination.

Immediate




Set up pet veterinary services area.

Inventory supplies and equipment and report any needs to pet services supervisor.

Intermediate

Provide first aid veterinary services to pets in need of medical attention.

Coordinate with registration staff on identifying pets that require vaccination.

Provide required vaccination to pets lacking proof of vaccination in accordance with regional hub reception center (RHRC) facility operational plan and policies.



Extended

Continue to provide first aid veterinary services to pets in need of medical attention.

Continue to coordinate with registration staff on identifying pets that require vaccination.

Continue to provide required vaccination to pets lacking proof of vaccination in accordance with RHRC facility operational plan and policies.


Observe co-workers for signs of stress. Report issues to health services supervisor or pet services supervisor.



Closing Actions


Transfer information and reports to appropriate pet services supervisor.


Attachment H


Logistics Section Chief

Position: Logistics Section Chief


Section: Logistics

Mission: The logistics section chief ensures that all activities supervised by the logistics

section are coordinated. The logistics section chief also coordinates with other

section chiefs to support overall regional hub reception center functions. The

logistics section chief oversees canteen services, materiel/janitorial support

services, transportation services, translators, security services (including traffic

control), communications services, and dormitory services.

Immediate

Receive assignment from the reception center (RC) manager.


Obtain briefing from RC manager.

Appoint regional hub reception center (RHRC) logistics section supervisors.

Brief all logistics section supervisors on current situation.

Coordinate with other section chiefs to ensure all areas of the RHRC are set up.

Coordinate with other section chiefs to determine resource needs.

Determine languages that may require translation services at the RHRC and obtain translator staff as needed.

Ensure that materiel support services is set up and has the equipment necessary to procure/obtain RHRC operational resources.

Obtain required resources (equipment, supplies, food, water, etc.) for RHRC operations in coordination with the administration and finance section.

Ensure communications capabilities have been established throughout the RHRC facility.

Ensure RHRC has appropriate staffing levels.

Ensure that the transportation services is staffed and set up.

Ensure that security services (including traffic management) is set up and staffed.

Ensure that dormitory area is set up.

Ensure that canteen services area is set up.



Ensure that translators are available and/or on-site.

Participate in the development of the incident action plan for each operational period.

Intermediate

Establish communication with logistics section chief counterparts at the emergency operations center.

Coordinate with all logistics section supervisors to ensure missions are underway.

Ensure dormitory services are provided.

Ensure canteen services are provided.

Ensure security services are underway.

Ensure traffic control measures are underway.

Ensure materiel support staff are addressing resource needs in conjunction with administration and finance section.

Ensure janitorial support staff are maintaining cleanliness of facility.

Ensure communication staff have set up communication capabilities and addressing any communication issues that arise.

Ensure that translation services are provided as needed.

Ensure transportation services are coordinated and provided.

Ensure paperwork for pets being discharging/exported from the RHRC is completed in accordance with the RHRC facility operational plan and policies.

Ensure paperwork supports correct match of pet and owner.

Ensure pets entering and being discharged from the RHRC are tracked in accordance with established procedures.


Extended

Continue to coordinate with all logistics section supervisors to ensure missions are underway.

Continue to ensure dormitory services are provided.

Continue to ensure canteen services are provided.

Continue to ensure security services are underway.

Continue to ensure traffic control measures are underway.

Continue to ensure materiel support staff are addressing resource needs in conjunction with administration and finance section.

Attachment H


Continue to ensure janitorial support staff are maintaining cleanliness of facility.

Continue to ensure communication staff have set up communication capabilities and addressing any communication issues that arise.

Continue to ensure that translation services are provided as needed.

Continue to ensure transportation services are coordinated and provided.

Brief the RC manager as appropriate.

Maintain documentations of all actions and decisions on a continual basis; forward completed unit activity log to RC manager.

Observe all staff for signs of stress. Report issues to health services supervisor or RC manger as necessary.

Prepare end of shift report and present to oncoming logistics section chief and RC manager.


Coordinate and monitor logistic section and available resources needed to achieve mission and request resources as needed.

Closing Actions

Transfer information and reports to appropriate emergency operations center staff.


Obtain debrief from logistics section supervisors.

Debrief RC manager (and section chiefs as appropriate).



Canteen/Dining Staff

Position: Canteen/Dining Staff

Reports to: Canteen/Dining Supervisor

Section: Logistics

Mission: The canteen/dining staff supports the set up and serving of meals. The

canteen/dining staff will also keep coffee and snacks available to staff around the

clock. Canteen/dining staff must be knowledgeable about safe food practices.

Immediate

Receive assignment from canteen/dining supervisor.


Obtain briefing from canteen/dining supervisor.

Inventory supplies and equipment and report any needs to canteen/dining supervisor.

Work with canteen/dining supervisor to determine meals and snacks needed.

Set up canteen/dining area.

Establish a beverage and snack canteen service as soon as possible.

Intermediate

Provide snacks and beverages around the clock.

Provide meals to staff and evacuees as scheduled.

Maintain cleanliness of canteen/dining area.

Report any issues/concern to canteen/dining supervisor.

Track supplies and report to canteen/dining supervisor.

Extended

Continue to provide snacks and beverages around the clock.

Continue to provide meals to staff and evacuees as scheduled.

Maintain cleanliness of canteen/dining area.

Maintain ability to deal with the public under stressful circumstances.

Observe co-workers for signs of stress. Report issues to health services supervisor or canteen/dining supervisor.

Attachment H


Continue to monitor timeline for closing the reception center and plan accordingly.

Closing Actions

Obtain information on reception center closing.

Decrease levels of snacks and meals as determined by canteen/dining supervisor.

Dispose of extra food as determined by canteen/dining supervisor (to food banks, soup kitchens, etc.).

Clean canteen, dining, and kitchen areas.

Return any cooking/serving utensils and supplies to facility if borrowed. Replace any items used by the operation to the facility.

Ensure food is available until the regional hub reception center is closed.

Provide debrief to canteen/dining supervisor.



Canteen/Dining Staff Supervisor

Position: Canteen/Dining Staff Supervisor

Reports to: Logistics Section Chief

Section: Logistics

Mission: The canteen/dining supervisor has the overall responsibility for ensuring that

meals are available for staff and disaster victims while they are at the

regional hub reception center. In conjunction with materiel support staff,

the canteen/dining supervisor is responsible for coordinating the ordering and

receipt of food supplies with partners such as the American Red Cross and

Salvation Army.

Immediate

Receive assignment from logistics section chief.


Obtain briefing from logistics section chief.

Inventory supplies and equipment and report any needs to logistics section chief.

Work with canteen/dining supervisor to determine meals and snacks needed.

Ensure dining/canteen area is set up.

Establish a beverage and snack canteen service as soon as possible.

Locate points of contact for other agencies (American Red Cross, Salvation Army, etc.) and coordinate responsibilities.

Determine staff needed and work with planning to fill those roles.

Ensure that you have the knowledge and certification (if necessary) in food safety necessary to ensure that correct food handling and hygiene practices are performed to prevent food spoilage, contamination, and subsequent food poisoning.

Ensure all canteen workers (including volunteers) are familiar with correct food handling and hygiene practices.

Determine time schedule for meals and how meals will be prepared:

• Purchased meals

• Prepared meals

• Delivered by food preparers in other areas of the operation

Attachment H


Intermediate

Coordinate acquiring foodstuffs and beverages in conjunction with materiel support staff.

Maintain standards for cleanliness and safe food handling.

Ensure nutritious meals and snacks are provided per determined schedule.

Work with other health services to ensure that special diets are addressed.

Resolve any issues or concerns within the canteen and dining areas.

Monitor timeline for closing the regional hub reception center (RHRC) and plan accordingly.

Extended

Continue to coordinate acquiring foodstuffs and beverages in conjunction with materiel support staff.

Continue to maintain standards for cleanliness and safe food handling.

Continue to ensure nutritious meals and snacks are provided per determined schedule.

Continue to work with other health services to ensure that special diets are addressed.

Continue to resolve any issues or concerns within the canteen and dining areas.

Observe staff and co-workers for signs of stress. Report issues to health services supervisor or logistics section chief.

Continue to monitor timeline for closing the RHRC and plan accordingly.


Closing Actions

Obtain information on RHRC closing.

Determine the decrease in provision of snacks and meals and communicate that information to canteen/dining staff.

Coordinate disposal of extra food (to food banks, soup kitchens, etc).

Ensure canteen, dining and kitchen areas are cleaned.

Ensure any cooking/serving utensils and supplies to facility are returned if borrowed. Replace any items used by the operation to the facility.

Ensure food is available until the regional hub reception center is closed.

Obtain debrief from canteen/dining staff.

Provide debrief to logistics section chief.



Communications Staff

Position: Communications Staff

Reports to: Communications Supervisor

Section: Logistics

Mission: The communications staff coordinate all aspects of communication for the

regional hub reception center, including information technology, telephone

access, wireless access, ham radios, two-way radios (for internal use in the

reception center), and any other necessary means of communication.

Immediate

Receive assignment from communications supervisor.


Obtain briefing from communications supervisor

Become familiar with facility and determine timeline for regional hub reception center (RHRC) becoming operational.

Set up and test communications network to include all IT, wireless, and telephone access structures.

Coordinate ham radio operations.

Test IT infrastructure to ensure the system is operational.

Manage and document computer, mobile, radio, and telephone distributions to RHRC staff.

Manage software and hardware installation, maintenance, troubleshooting.

Establish radio communication with the emergency operations center and other agencies as required.

Determine the extent of cell phone coverage.

Acquire the resources and/or capabilities to maintain cellular signals.

Test landline phones and radio links to ensure the system is operational.

Manage and document telephone extension assignments within the RHRC.

Manage systems maintenance.

Maintain all communications systems.

Attachment H


Intermediate

Provide alerts and direction in the detection of viruses and other system-wide issues.

Provide technology (phones, IT equipment, etc.) to RHRC staff and track distributions.

Coordinate ham radio operations as appropriate.

Troubleshoot issues with equipment, hardware, and software.

Resolve any issues or concerns with equipment, hardware, and software.

Extended

Recover equipment from staff as they “sign out” of the operation.

Continue to resolve any issues or concerns within IT or communications equipment and systems.


Monitor timeline for closing the RHRC and plan accordingly.


Closing Actions

Monitor equipment and scale down as RHRC center scales down.

Track equipment returns and develop a list of staff that have signed out but failed to return equipment.

Once facility is closed, break down IT/telephone networks and systems and return equipment to vendor/storage as appropriate.

Debrief communications supervisor.



Communications Supervisor

Position: Communications Supervisor


Section: Logistics

Mission: The communications supervisor ensures that all communications needs of the

regional hub reception center are met, and supervises all communications staff.

Immediate




Brief communications staff.

Become familiar with facility and determine timeline for regional hub reception center (RHRC) becoming operational.

Ensure the set up and testing communications network to include all IT, wireless, and telephone access structures.

Ensure ham radio operations are coordinated.

Ensure testing of IT infrastructure to ensure the system is operational.

Ensure the distribution and documentation of computer, mobile, radio, and telephone distributions to RHRC staff.

Ensure the management of software and hardware installation, maintenance, and troubleshooting.

Ensure radio communication with the emergency operations center and other agencies are established as required.

Ensure the resources and/or capabilities to maintain cellular signals are available or acquire them if they are not.

Ensure the testing of landline phones and radio links to ensure the system is operational.

Ensure telephone extension assignments within the RHRC are documented and distributed to RHRC staff.

Ensure the maintenance of IT and communications systems.

Attachment H


Intermediate

Ensure alerts and direction in the detection of viruses and other system wide issues are provided to RHRC staff.

Ensure technology (phones, IT equipment, etc.) is provided to RHRC staff and track distributions.

Ensure the coordination of ham radio operations as appropriate.

Ensure issues with equipment, hardware and software are troubleshot and addressed.

Extended

Ensure communications equipment is recovered from staff as they “sign out” of the operation.

Continue to ensure any issues or concerns within IT or communications equipment and systems are resolved.


Monitor timeline for closing the RHRC and plan accordingly.


Closing Actions

Monitor equipment and scale down as RHRC center scales down.

Ensure equipment returns are tracked and individuals who did not return equipment are identified and documented.

Once facility is closed, ensure IT/telephone networks and systems are broken down and equipment is returned to vendor/storage as appropriate.

Obtain debrief from communications staff.

Debrief logistics section chief.



Dormitory Management Staff

Position: Dormitory Management Staff

Reports to: Dormitory Management Supervisor

Section: Logistics

Mission: Dormitory management staff are responsible for setting up sleeping areas,

including setting up cots or mats and distributing blankets. The dormitory

management staff will also be responsible for maintaining sleeping areas.

Immediate

Receive assignment from dormitory management supervisor.


Obtain briefing from dormitory management supervisor.

Set up dormitory area. Review space available and determine where to place cots. Consider separate areas for males, females, families, and individuals with functional and access needs as appropriate.

Inventory supplies and equipment and report any needs to dormitory management supervisor.

Intermediate

Maintain cleanliness of dormitory area.

Assist evacuees in identifying resting space in dormitory area as needed.

Work with security to ensure that the dormitory area remains secure.

Notify security/law enforcement of clients acting in an aggressive or forceful manner.

Extended

Continue to maintain cleanliness of dormitory area.

Observe co-workers for signs of stress or fatigue. Report issues to health services supervisor or dormitory management supervisor.

Closing Actions

As regional hub reception center starts to close collect cots and process them to be cleaned/disposed of per dormitory management supervisor’s instruction.

Clean up dormitory area and return it to pre-disaster condition.

Note any damages to dormitory management supervisor.

Provide debrief to dormitory management supervisor.

Attachment H


Dormitory Management Supervisor

Position: Dormitory Management Supervisor


Section: Logistics

Mission: The dormitory management supervisor has the overall responsibility for the setup

and maintenance of the sleeping areas and responsibility for management of the

dormitory staff.

Immediate




Provide briefing to dormitory management staff.

Ensure dormitory area is set up. Review space available and determine where to place cots. Consider separate areas for males, females, families, and individuals with functional and access needs as appropriate.

Coordinate resources needs with logistics section chief and/or materiel support staff.

Intermediate

Ensure cleanliness of dormitory area is maintained.

Ensure evacuees are assisted in identifying resting space in dormitory area as needed.

Work with security to ensure that the dormitory area remains secure.

Notify security/law enforcement of clients acting in an aggressive or forceful manner.

Extended

Continue to ensure cleanliness of dormitory area is maintained.

Observe co-workers and staff for signs of stress or fatigue. Report issues to health services supervisor or dormitory management supervisor.

Closing Actions

As regional hub reception center starts to close, ensure cots are collected. Determine how cots should be disposed of or returned to appropriate storage location.

Ensure dormitory area is cleaned and returned to pre-disaster condition.

Provide any reports on damages to logistics finance section chief and/or administration and finance



section chief.

Obtain debrief from dormitory management staff.


Attachment H


Materiel and Janitorial Support Staff

Position: Materiel and Janitorial Support Staff

Reports to: Materiel Support Supervisor

Section: Logistics

Mission: The materiel and janitorial support staff are responsible for maintaining supply

levels and maintaining building sanitation. The materiel and janitorial support

staff orders and procures all supplies needed for day-to-day regional hub

reception center operations. The materiel and janitorial support staff will work

with leadership to determine supply and equipment needs. The materiel and

janitorial support staff is also responsible for the building. They will ensure that

the areas of the building used for the regional hub reception center are maintained

and cleaned while the regional hub reception center is operational.

Immediate

Receive assignment from materiel support supervisor.


Obtain briefing from materiel support supervisor.

Determine supplies that will be needed to support cleanup and maintenance of the regional hub reception center (RHRC) and report to material support supervisor for ordering.

Discuss with materiel support supervisor the needs of the operation and order/procure supplies per procurement procedures.

Obtain supplies that have been pre-identified for RHRC operations.

Ensure all areas of the RHRC that will be used for operations are clean.

Intermediate

Work with leadership to determine supply and equipment needs.

Maintain the cleanliness of the building.

Provide maintenance as appropriate.

Extended

Continue to obtain supplies and equipment needed for RHRC operations.

Continue to maintain the cleanliness of the building.

Continue to provide maintenance as appropriate.



Observe co-workers for signs of stress. Report issues to health services supervisor or materiel and janitorial support supervisor.

Maintain records.

Keep track and maintain items that may need maintenance due to length of unusual activity.

Closing Actions

As sections of the RHRC operation closes, clean areas and store extra tables, chairs, and equipment.

Report any damages to the materiel and janitorial support supervisor.

Provide listing of items that may need replacement, repair, or maintenance because of the disaster to the materiel support supervisor.

Provide debrief to materiel and janitorial support supervisor.

Attachment H


Materiel and Janitorial Support Supervisor

Position: Materiel and Janitorial Support Supervisor


Section: Logistics

Mission: The materiel support supervisor has the overall responsibility for materiel

procurement at the regional hub reception center. The materiel support supervisor

is also responsible for supervision of all materiel support staff. The materiel

support supervisor reports to the logistics section chief.

Immediate




Brief materiel and janitorial support staff.

Establish a work area within the regional hub reception center (RHRC) according to the operational layout.

Supervise all material support and janitorial staff.

Establish lockdown procedures and control building exit/entrance points by limiting access/egress.

Verify that all facility operational systems are in working condition (electrical, plumbing, HVAC, fire alarm, sprinkler systems, elevator, pneumatics, phone, intercom, data etc.).

Test emergency exit signs and emergency generator and battery backup systems.

Assist other team members that may not be familiar or are not normally stationed at the facility.

Determine supplies that will be needed to support cleanup and maintenance of the RHRC and report to material support supervisor for ordering.

Discuss with materiel and janitorial support staff the needs of the operation and order/procure supplies per procurement procedures.

Ensure supplies that have been pre-identified for RHRC operations are obtained.

Ensure all areas of the RHRC that will be used for operations are clean.

Intermediate

Ensure all supply and equipment needs in the RHRC are met.

Ensure the cleanliness of the building is maintained.



Ensure operational systems for the facility are maintained.

Ensure records are maintained.

Extended

Continue to ensure supplies and equipment needed for RHRC operations are obtained.

Continue to ensure the cleanliness of the building is maintained.

Continue to ensure operational systems for the facility are maintained

Observe co-workers and staff for signs of stress. Report issues to health services supervisor or materiel and logistics section chief.

Continue to ensure records are maintained.


Closing Actions

As sections of the RHRC operation close, ensure areas are cleaned and extra tables, chairs, and equipment are stored.

Ensure any reports on damages are provided to the logistics section chief.

Ensure a listing of items that may need replacement, repair, or maintenance because of the disaster to the logistics section chief.

Ensure surplus supplies are returned or stored as appropriate.

Obtain debrief from materiel and janitorial support staff.


Attachment H


Security Officer

Position: Security Officer

Reports to: Security Supervisor

Section: Logistics

Mission: The security staff maintains the safety and security of the regional hub reception

center. They work with local law enforcement and emergency medical personnel

to maintain a safe environment for the regional hub reception center. Security

staff will also coordinate the handling of any known sex offenders that may seek

shelter assignment through a regional hub reception center.

Immediate

Receive assignment from security supervisor.


Obtain briefing from security supervisor. Understand policies and procedures.

Understand and operate at the levels to which you are trained or certified and not beyond.

Establish any perimeter control of the regional hub reception center (RHRC) based on physical layout.

Implement or assist in lockdown procedures or control building exit/entrance points by limiting access/egress.

Sweep of the facility to ensure that no unauthorized persons are present.

Learn the facility layout if you are unfamiliar or are not normally stationed at the facility.

Understand how to request more assistance if need.

Familiarize yourself with the facility operational systems with assistance from janitorial coordinator.

Understand your roles and responsibility when fire alarms or fire protection systems are activated.

Coordinate with traffic control staff on the institution of control and manage traffic pattern flows and parking areas. (This can be accomplished utilizing a combination of signage, traffic control devices or use security.)

Intermediate

Advise the security supervisor immediately of any unsafe, hazardous or security related conditions and

provide recommendation(s) to prevent, mitigate, and remove such conditions.

Work with law enforcement officials to identify known sex offenders and relocate them per protocol.

Consistently patrol areas of the RHRC that may provide opportunity for unknown sex offenders and immediately report any suspicious behavior.



Prevent and remove unauthorized persons from restricted areas.

Extended

Advise security supervisor of any site safety and security issues.

Mitigate safety issues where possible and request assistance in taking corrective action if required.

Observe co-workers and staff for signs of stress. Report issues to health services supervisor or materiel or security supervisor.

Prepare end of shift report and present to oncoming site security supervisor.

Review incident action plans for each operational period.

Closing Actions

Complete log of activities and submit to the security supervisor.

Provide security until the facility closes.

Work with materiel support staff to ensure that the building is secure before signing off duty.

Provide debrief to the security supervisor.

Attachment H


Security Supervisor

Position: Security Supervisor


Section: Logistics

Mission: The security supervisor ensures all security needs of the regional hub reception

center are met. The security supervisor oversees all security staff and traffic

control staff.

Immediate



Obtain briefing from logistics section chief, reception center manager, and other section chiefs as appropriate.

Provide briefing to security staff and traffic control staff.

Establish a work area within the regional hub reception center (RHRC) according to the operational layout.

Ensure security services is staffed in an appropriate manner.

Ensure traffic control services is staffed in an appropriate manner.

Supervise security and traffic control staff.

Interface with materiel support supervisor to understand security precautions taken to date.

Emphasize and limit the duties of security officers to the levels they are trained or certified to and not beyond.

Obtain blueprints of facility to develop RHRC force protection plan.

Identify the need for perimeter control of the RHRC based on physical layout.

Identify the need/possibility of RHRC force protection based on the crisis.

Direct/activate lockdown procedures or control building exit/entrance points by limiting access/egress.

Direct the sweep of the facility to ensure that no unauthorized persons are present.

Coordinate with the materiel and janitorial support supervisor to ensure the testing of emergency exit signs and emergency generator and battery backup systems.

Ensure the establishment of traffic pattern flow controls and parking areas.



Intermediate

Establish direct communications links with police, fire, and EMS.

Obtain reports from security staff on any unsafe, hazardous or security related conditions and implement measure to prevent, mitigate and remove such conditions.

Work with law enforcement officials to identify known sex offenders and relocate them per protocol.

Ensure areas of the RHRC that may provide opportunity for unknown sex offenders are regularly patrolled.

Ensure vehicular traffic outside of facility is managed and traffic flow patterns controlled.

Ensure pedestrian traffic patterns are managed outside of and inside RHRC facility.

Ensure records are maintained.

Extended

Advise logistics section chief of site safety and security issues.

Maintain documentation of all actions and decisions on a continual basis; forward completed unit activity log to logistics section chief.

Prepare end of shift report and present to oncoming site security supervisor.

Observe co-workers and staff for signs of stress or fatigue. Report issues to health services supervisor or logistics section chief.



Closing Actions

Provide log of activities to logistics section chief.

Ensure security is provided until the RHRC facility closes.

Work with material support staff to ensure that the building is secure before signing off duty.

Obtain briefing from security staff and traffic management staff.


Attachment H


Traffic Control Staff

Position: Traffic Control Staff

Reports to: Security Supervisor

Section: Logistics

Mission: Traffic control staff ensure the management of persons and vehicles on-site at the

regional hub reception center. Traffic control staff report to the security

supervisor.

Immediate

Receive assignment from security supervisor.


Obtain briefing from security supervisor.

Determine with security supervisor the plan for traffic flow for the regional hub reception center (RHRC).

Using signage, cones etc, to set up vehicular and pedestrian traffic patterns in accordance with RHRC facility operational plan and policies.

Set up staging areas for emergency vehicles, evacuee buses (arriving and departing from RHRC), media vehicles, and delivery vehicles.

Attempt to control or manage traffic pattern flows and parking areas. (This can be accomplished by utilizing a combination of signage, traffic control devices, or security.)

Intermediate

Direct vehicles in and out of the parking lot and direct evacuees into the building.

Provide clearance for emergency vehicles as necessary.

Coordinate with transportation services staff regarding access and staging areas for vehicles transporting evacuees from RHRC to spoke shelter locations.

Report any issues or problems to the security supervisor.

Extended

Continue to direct vehicles in and out of the parking lot and direct evacuees into the building.

Continue to provide clearance for emergency vehicles as necessary.

Continue to report any issues or problems to the security supervisor.

Observe co-workers for signs of stress or fatigue. Report issues to health services supervisor or security supervisor.





Closing Actions

Remove and store cones, signage, etc.

Provide debrief to security supervisor.

Attachment H


Translator

Position: Translator


Section: Logistics

Mission: The translator assists regional hub reception center staff with

communicating with individuals who do not speak English.

Immediate




Coordinate with regional hub reception center (RHRC) staff on identifying individuals who require translation services.

Report to registration services area.

Intermediate

Maintain contact with RHRC staff and be available for translation.

When translation services are required, greet the evacuee, introduce yourself, and explain that you are there to provide interpretation to help them through the process.

Interpret all verbal instructions, questions, education, and written materials.

Provide assistance with forms. RHRC staff may need to verbally ask for the information on the form and write in the information given by the client.

Accompany individuals through each station of the process.

Refer distressed, upset, or anxious individuals who need mental health services.

Extended

Observe evacuees, especially those you know do not speak English, for signs of stress, mental health issues, or any unaddressed needs.

Observe all co-workers for signs of stress. Report issues to health services supervisor of logistics section chief.

Continue to provide translation services as needed.




Closing Actions

Ensure that evacuees who needed translation have left the facility.

Provide debrief to the logistics section chief.

Attachment H


Transportation Staff

Position: Transportation Staff

Reports to: Transportation Supervisor

Section: Logistics

Mission: The transportation staff coordinates the transport of evacuees who have no way of

transporting themselves from the regional hub reception center to their assigned

shelter once they are processed through the regional hub reception center.

Transportation staff report to the transportation supervisor.

Immediate

Receive assignment from transportation supervisor.


Obtain briefing from transportation supervisor.

Set up work area for transportation services.

Coordinate with shelter assignment staff to determine which spoke shelter locations have been identified for shelter services.

Establish contact with jurisdictions providing spoke shelter operations to coordinate transportation services from the regional hub reception center (RHRC) to the spoke shelter location.

Meet with sheltering assignment staff to confirm processes for information flow.

Intermediate

Coordinate with shelter assignment staff to identify evacuees who require transportation services to a spoke shelter location.

Coordinate transportation services with spoke shelter jurisdictions to provide evacuees with transportation to spoke shelter locations.

Provide evacuees with information on transportation services to their spoke shelter location and assist in boarding transportation vehicles.

Coordinate with traffic control to ensure transportation vehicles can access transportation staging area at RHRC.

Maintain a log of evacuees that are transported and times of transport.

Report any issues or problems to the transportation supervisor.

Extended

Continue to coordinate with shelter assignment staff to identify evacuees who require transportation services to a spoke shelter location.



Continue to coordinate transportation services with spoke shelter jurisdictions to provide evacuees with transportation to spoke shelter locations.

Continue to provide evacuees with information on transportation services to their spoke shelter location and assist in boarding transportation vehicles.

Continue to coordinate with traffic control to ensure transportation vehicles can access transportation staging area at RHRC.

Continue to maintain a log of evacuees that are transported and times of transport.

Continue to report any issues or problems to the transportation supervisor.

Confirm that transportation vehicles arrive at designated spoke shelter locations.

Observe co-workers for signs of stress. Report issues to health services supervisor or transportation supervisor.


Closing Actions

Submit all logs to transportation supervisor.

Confirm that all transportation vehicles have arrived at spoke shelter locations prior to closing RHRC facility.

Provide debrief to transportation supervisor.

Attachment H


Transportation Supervisor

Position: Transportation Supervisor


Section: Logistics

Mission: The transportation supervisor ensures that transportation is provided for all

individuals who need transportation assistance to reach their destination shelter.

The transportation supervisor also oversees all transportation staff.

Immediate




Provide briefing to transportation staff.

Ensure work area for transportation services is set up.

Coordinate with shelter assignment staff to determine which spoke shelter locations have been identified for shelter services.

Ensure transportation staff establishes contact with jurisdictions providing spoke shelter operations to coordinate transportation services from the regional hub reception center (RHRC) to the spoke shelter location.

Meet with shelter assignment staff and transportation staff to confirm processes for information flow.

Intermediate

Ensure transportation staff coordinate with shelter assignment staff to identify evacuees who require transportation services to a spoke shelter location.

Ensure transportation staff coordinate with spoke shelter jurisdictions to provide evacuees with transportation to spoke shelter locations.

Ensure transportation staff provides evacuees with information on transportation services to their spoke shelter location and assist in boarding transportation vehicles.

Ensure transportation staff coordinates with traffic control to ensure transportation vehicles can access transportation staging area at RHRC.

Ensure a log of evacuees that are transported and times of transport is maintained.

Troubleshoot and respond to any issues or problems reported by transportation staff.



Extended

Continue to ensure transportation staff coordinate with shelter assignment staff to identify evacuees who require transportation services to a spoke shelter location.

Continue to ensure transportation staff coordinate with spoke shelter jurisdictions to provide evacuees with transportation to spoke shelter locations.

Continue to ensure transportation staff provides evacuees with information on transportation services to their spoke shelter location and assist in boarding transportation vehicles.

Continue to ensure transportation staff coordinates with traffic control to ensure transportation vehicles can access transportation staging area at RHRC.

Continue to ensure a log of evacuees that are transported and times of transport is maintained.

Continue to troubleshoot and respond to any issues or problems reported by transportation staff.

Confirm that transportation vehicles arrive at designated spoke shelter locations.

Observe co-workers and staff for signs of stress. Report issues to health services supervisor or logistics section chief.


Closing Actions

Obtain all logs from transportation staff.

Confirm that all transportation vehicles have arrived at spoke shelter locations prior to closing RHRC facility.

Obtain debrief from transportation staff.


Attachment H


Planning Section Chief

Position: Planning Section Chief


Section: Planning

Mission: The planning section chief coordinates all activities supervised by the planning

section. The planning section chief sets staff schedules for the upcoming

operational period and coordinates with other section chiefs to ensure adequate

staffing levels. The planning section chief also ensures that services for staff are

coordinated, and that on-site volunteers are coordinated. Finally, the planning

section chief develops the situation report for each operational period and ensures

that regional hub reception center staff and external coordination partners receive

it. The planning section chief oversees staff services staff and the volunteer

coordinator.

Immediate

Receive assignment from reception center (RC) manager.



Confer with RC manager, and section chiefs regarding staffing needs.

Conduct staffing call down.

Confer with RC manager, and section chiefs regarding the development of the incident action plan.

Brief all planning section staff.

Communicate all technical support and supply needs to logistics section chief.

Determine staff services needs.

Intermediate

Establish communication with planning section chief counterparts at the emergency operations center (EOC).

Meet regularly with the RC manager to brief on the status of the planning section and the incident action plan.

Continue to receive projected activity reports from section chiefs and planning section at appropriate intervals.

Maintain documentation of all actions and decisions on a continual basis.



Attend command briefings and meetings.

Continue to conduct regular planning meetings with planning section unit leaders, section chiefs, command staff, and the RC manager for continued update and development of the incident action plan.

Ensure volunteer coordination and management.

Ensure all services for staff are provided.

Extended

Maintain documentations of all actions and decisions on a continual basis; forward completed unit activity log to RC manager.

Continue to ensure volunteer coordination is conducted.

Continue to ensure all services for regional hub reception center staff are provided.

Observe all staff for signs of stress. Report issues to health services supervisor or RC manager as necessary.


Prepare end of shift report and present to oncoming operations section chief and RC manager.

Ensure incident action plan is created for each operational period.

Closing Actions

Transfer information and reports to appropriate EOC staff.


Obtain debrief from volunteer coordinator and staff services staff.


Attachment H


Staff Services Staff

Position: Staff Services Staff

Reports to: Planning Section Chief

Section: Planning

Mission: The staff services staff ensure that the regional hub reception center has enough

paid and volunteer staff to support the center on a 24-hour basis. The staff

services staff also assist with personnel issues, as appropriate, and provide

technical guidance to the reception center manager and leadership staff as

necessary.

Immediate

Receive assignment from planning section chief.


Obtain briefing from planning section chief.

Meet with all section chiefs to determine initial staffing needs.

Initiate record keeping of all regional hub reception center (RHRC) personnel.

Maintain up to date listing of all RHRC personnel assigned, available, and undeployable.

Confer with section chiefs regarding services for staff.

Coordinate with volunteer coordinator regarding availability of volunteers for staffing assignments.

Intermediate

Coordinate all personnel matters to include an accurate daily accounting of all cumulative hours worked for all RHRC personnel.

Ensure confidentially by protecting staff information.

Provide information and material for finance and administration section chief on all personnel issues for operational period briefings.

Fill needed positions to ensure coverage on a 24-hour basis.

Work closely with volunteer coordinator to ensure that volunteers can be used to fill positions in an appropriate manner.

Coordinate interagency communication on all RHRC members to their normal duty agencies.

Coordinate services for all RHRC staff.



Extended

Maintain master listing of all RHRC personnel.

Maintain, record, and archive all RHRC personnel job assignments and hours worked in each position.

Provide accurate records in both print and electronic formats.

Continue to ensure services for RHRC staff.

Observe all staff for signs of stress and fatigue. Report issues to health services supervisor or planning section chief as necessary.


Closing Actions

Store records and transfer to appropriate EOC/leadership staff, planning section chief, and/or administration and finance section chief as directed.

Debrief planning section chief.

Attachment H


Volunteer Coordinator

Position: Volunteer Coordinator



Mission: The volunteer coordinator coordinates all volunteer efforts supporting reception

center operations.

Immediate

Receive assignment from planning section chief.


Obtain briefing from planning section chief.

Facilitate and coordinate all volunteer efforts in support of regional hub reception center (RHRC) activation and operations.

Initiate all volunteer networks and communications with outside/affiliated volunteer organizations such as VOAD.

Meet with staff services staff to coordinate volunteers for needed positions.

Intermediate

Initiate and maintain record keeping of all volunteer requests, positions filled and agencies/entities utilized on behalf of the reception center and related operations.

Work in conjunction with the staff services staff to ensure an accurate accounting as well as registration of all volunteers and hours worked.

Provide information for planning section chief on all volunteer issues for operational period briefing.

Ensure that all RHRC volunteer requests and assignments are done in accordance with appropriate laws, codes, regulations, and guidance.

Extended

Maintain a master listing of all volunteer requests, actions, declinations, issues and personnel/agencies/entities utilized as well as contacted.

Maintain, record, and archive all RHRC volunteer requests and assignments.

Provide accurate records in both print and electronic formats.

Observe all staff for signs of stress and fatigue. Report issues to health services supervisor or planning section chief as necessary.




Closing Actions

Store records and transfer to appropriate EOC/leadership staff, planning section chief, and/or administration and finance section chief as directed.

Debrief planning section chief.

Attachment H


Administration and Finance Section Chief

Position: Administration and Finance Section Chief


Section: Administration and Finance

Mission: The finance and administration section chief coordinates with all other sections

chiefs to ensure proper documentation of expenditures. The finance and

administration section chief also maintains time records of all regional hub

reception center staff.

Immediate

Receive assignment from reception center (RC) manager.



Confer with appointed section chiefs and participate in the formulation and documentation of an incident action plan.

Establish a finance/administration section operations area near the logistics area and ensure adequate documentation/recording personnel.

Intermediate

Approve a "cost-to-date" incident financial status in agreement with the RC manager and summarize financial data as often as required, relative to personnel and hours worked, supplies and miscellaneous expenses including facilities and equipment.

Obtain briefings and updates from RC manager as appropriate.

Start compiling and share financial status reports.

Schedule planning meetings with section chiefs to discuss updating the incident action plan and termination procedures.

Extended

Authorize utilization or diversion of financial resources.

Observe coworkers and staff for signs of stress and fatigue. Report issues to health services supervisor or RC manager as necessary.


Closing Actions

Transfer information and reports to appropriate emergency operations (EOC) staff.





Extended

Observe all staff for signs of stress.

Provide rest periods and relief for staff. Review issues with the RC manager.

Closing Actions


Transfer information and reports to appropriate EOC staff.


Documents

Illinois-Indiana-Wisconsin Combined Statistical Area Regional … · 2021. 7. 4. · Regional emergency public information and warning annex Regional evacuation annex The regional