SIRS Staffing Job Action Sheets - Complete.pdf

Job Action Sheet

Page 1 SIRS Activities and Recreation Team

SIRS Activities and Recreation Team

Section: Operations

Reports to: Human Services Group Supervisor

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent teams

Mission

Activities and Recreation Staff are responsible for providing activities such as reading, television, games, and coloring books for all children within the SIRS.

Forms to use:

SIRS Activity Log

SIRS Client Incident Report

Tools to use:

None

Page 2 SIRS Activities and Recreation Team

Activation

Read this entire position checklist.

Obtain briefing from the Human Services Group Supervisor or designee:

Confirm functional assignments and operational activities of the Team.

Confirm assigned tasks for the specific operational period.

Confirm the resource request process.

Confirm the communication and reporting processes.

Confirm communications assignment.

Review any pertinent guidelines, forms to be used, and protocols. Refer to the first page of this job action sheet for a provided list.

Observe required safety precautions pertaining to SIRS Operations.

Based on the identified usable space and the expected shelter resident population of the SIRS facility, coordinate with team members to set up the Activities and Recreation Area and services. Set up includes but is not limited to:

Tables and chairs; and

Recreational activities and materials.

As directed by the Human Services Branch Director or designee, and in coordination with Team members, post necessary signage. For example, include signs indicating:

The Activities and Recreation Area

Hours of Operation for specific services, as applicable

Coordinate with the Human Services Group Supervisor or designee to log on to WebEOC.

Confirm area setup and opening time of the SIRS facility with the Human Services Branch Supervisor or designee.

Operations

Sign in at the Volunteer and Staff Reception Center at the beginning of each shift/operational period.

Document all activities in the SIRS Activity Log.

Provide children and their families a range of activities and materials to engage in family friendly activities together. For example:

Coloring books

Games

Television

Ensure that each child remains under the supervision of a parent or guardian while in the area.

Page 3 SIRS Activities and Recreation Team

Direct parents or guardians to the Child Care Area if they need to leave their children unattended.

Communicate any staffing or service area issues, questions, or concerns to the Human Services Group Supervisor or designee.

Identify if resources in the Activities and Recreation Area are becoming low and report to the Human Services Group Supervisor or designee to coordinate resource requests.

Maintain an organized and sanitary area.

End of Shift or Operational Period:

Complete the SIRS Activity Log and submit, along with any area forms or records, to the Human Services Group Supervisor or designee.

Participate in shift-change briefings.

Convey important information to incoming staff member.

Sign out at the Volunteer and Staff Reception Center.

Demobilization

Receive closing orders from the Human Services Group Supervisor or designee.

Review the closing list:

Pack excess supplies as they become unnecessary.

Follow instructions regarding the storing and shipping of excess supplies provided by the Human Services Group Supervisor or designee.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS closes (see below).

Return all moved furniture.

Remove all signage.

Clean and sanitize.

Dispose of all wastes according to policies/protocols.

Assist with clean up and equipment return:

Refresh (clean and sanitize facility and equipment)

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment)

Replace

Remove (trash and broken equipment)

Participate in final staff debriefing and hot wash to determine what went well and what needs improvement; and turn in any final forms, documents, etc.

Participate in the after-action report process.

Page 1 SIRS Arrival Team

SIRS Arrival Team

Section: Operations

Reports to: Reception Group Supervisor

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent teams

Mission

Arrival Team Staff (i.e., SIRS Greeters) are responsible for providing arriving shelter residents with an overview of the function of and rules in the SIRS, determining shelter resident needs, and assigning shelter residents to a reception processing track (based on if they have an immediate need or a pet) as they proceed through the SIRS.

Forms to use:

SIRS Activity Log

SIRS Client Incident Report

SIRS Evacuee Sign-Out/Sign-In Form

SIRS Staff Sign-In Form

SIRS Visitor Sign-In Form

Tools to use:

SIRS 2+2; Observations and Questions

SIRS Staff Check-In Guidance

SIRS Unaccompanied Minor Protocol

Page 2 SIRS Arrival Team

Obtain briefing from the Reception Group Supervisor or designee:

Confirm assigned tasks for the specific operational period.

Confirm the resource request process.

SIRS facility, coordinate with Team members to set up arrival areas and services. Set up includes but is not limited to:

The Shelter Resident Pre-Registration Waiting Area

The Household Pet and Shelter Resident Pre-Registration Waiting Area

Enough chairs and numbered tickets to handle the number of shelter residents within a reasonable period of time

The Volunteer and Staff Reception Center

Tables and chairs to receive and greet incoming staff and volunteers

As directed by the Reception Group Supervisor or designee, and in coordination with Team members, post necessary signage. For example, include signs indicating:

The Shelter Resident Pre-Registration Waiting Area

The Household Pet and Shelter Resident Pre-Registration Waiting Area

The Volunteer and Staff Reception Center

Wayfinding signs directing shelter residents through the registration process

Coordinate with the Reception Group Supervisor or designee, to communicate with the Transportation Unit through the appropriate chain of command, to coordinate boarding arriving transportation buses.

Coordinate with the Registration Team to determine how shelter residents will be directed to registration tables.

Coordinate with the Reception Group Supervisor or designee, to communicate with the Pet Services Group/Division through the appropriate chain of command, to coordinate how arriving shelter residents from the T-Hubs will be reunified with their pet, to coordinate how shelter residents and their pets will be directed to registration tables, and to coordinate the initial assessment of pets in the Household Pet and Shelter Resident Pre-Registration Waiting Area.

Page 3 SIRS Arrival Team

Coordinate with the Reception Group Supervisor or designee to log on to WebEOC.

Confirm area setup and opening time of the SIRS facility with the Reception Group

Communicate any staffing or service area issues, questions, or concerns to the Reception Group Supervisor or designee.

Identify if resources needed to carry out arrival/reception operations are becoming low and report to the Reception Group Supervisor or designee to coordinate resource requests.

Maintain organized and sanitary areas.

Complete the SIRS Activity Log and submit, along with any forms or records, to the Reception Group Supervisor or designee.

Participate in shift-change briefings.

Convey important information to incoming staff member.

Exterior Arrival Staff

Greet shelter residents onboard state- or locally-provided transportation and provide an overview of the SIRS and expectations to arriving shelter residents including:

SIRS services

Rules and guidance on prohibited items

Household pet registration location

Human and pet reunification process

Employ the Observations component of the “2+2” tool to initially assess the well-being of shelter residents.

Page 4 SIRS Arrival Team

Verify that shelter residents arriving from the RRC facilities are accounted for on the bus manifest. Report any discrepancies in the bus manifests to the Reception Group Supervisor.

If a paper-based evacuation support system is employed:

Collect all copies of the RRC Evacuation Tracking/Registration Form from the bus drivers;

Verify each shelter resident as received at the SIRS by cross-checking forms; and

Provide bus manifests (forms) to the Reception Group Supervisor.

If an electronic evacuation support system is employed:

Collect printed bus manifests from the bus drivers; and

Verify each shelter resident as received at the SIRS by scanning wristbands

Direct shelter residents to disembark the bus, providing assistance as needed (e.g., offloading durable medical equipment, household pets, service animals, and baggage from buses; escorting and assisting shelter residents with disabilities and other access and functional needs to SIRS main and co-registration entrances).

Direct shelter residents arriving without household pets, and not requiring immediate medical attention, to the general population main entrance of the SIRS.

Direct shelter residents arriving with household pets (not including service animals), and not requiring immediate medical attention, to the household pet co-registration entrance of the

SIRS.

Escort any individual/family to the Health and Medical Area for immediate medical or mental health support if needed. Convey important information to the Health and Medical Group staff.

Escort owners with pets or service animals that need immediate care or assessment to the Pet Services Area.

Capture pet owner contact information, in the event of an emergency, if an individual is immediately transferred to an alternate facility, so that pets may be tracked and registered at the facility.

As needed:

Implement protocol for processing unaccompanied minors – assist minors to the Unaccompanied Minor Station.

Implement protocol for processing individuals who self-disclose restrictions within a general population – assist individuals to the Security Area.

Refer spontaneous volunteers and persons seeking to donate items to the volunteer and donations management system in place at the time of the event (e.g., the Mass 2-1-1 hotline).

Interior Arrival Staff

Employ the Observations component of the “2+2” tool to initially assess the well-being of

Page 5 SIRS Arrival Team

Distribute numbered tickets shelter residents. Ensure that each family receives only one numbered ticket associated with their processing track.

General Population Shelter Resident – including those with service animals

Shelter Resident with Household Pet

Direct shelter residents with a “General Population Shelter resident” ticket to wait in the shelter resident Pre-Registration Waiting Area until their number is called for registration.

Direct shelter residents with an “Shelter Resident with Household Pet” ticket to wait in the Household Pet and Shelter Resident Pre-Registration Waiting Area where they will undergo the co-registration process.

health support if needed. Convey important information to the Health and Medical Group staff.

Refer and escort owners with pets or service animals that need immediate care or assessment to the Pet Services Area.

Unaccompanied Minor Station.

Provide general information through verbal and posted announcements while individuals and families await their number to be called to registration.

Volunteer and Reception Center Arrival Staff

Receive and greet incoming staff and volunteers as they arrive at the facility.

Follow the Volunteer Check-In Guidance.

Ensure that all staff and volunteers sign-in/out as they enter and leave the facility, using the Staff and Volunteer Sign-In/Sign-Out Form.

Ensure that shelter residents sign-out/in as the exit and return to the facility, using the Shelter Resident Sign-Out/Sign-In Form.

Ensure that all visitors sign in on the Visitor Sign-In Form.

Receive closing orders from the Registration Group Supervisor.

Page 6 SIRS Arrival Team

Follow instructions regarding the storing and shipping of excess supplies provided by the Reception Group Supervisor.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS closes (see below).

Return all moved furniture.

Remove all signage.

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment) needs improvement; and turn in any SIRS forms, documents, etc.

Page 1 SIRS Child Care Team

SIRS Child Care Team

Section: Operations

Reports to: Human Services Group Supervisor

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent teams

Mission

Child Care Staff are responsible for providing supervised child care.

Forms to use:

SIRS Activity Log

SIRS Child Care Attendance Record

SIRS Child Care Injury-Incident Form

SIRS Child Care Registration Form

SIRS Client Incident Report Form

Page 2 SIRS Child Care Team

Confirm assigned tasks for the specific operational period.

Confirm the resource request process.

SIRS facility, coordinate with team members to set up the Child Care Area and services. Set up includes but is not limited to:

Tables and chairs;

Child Care forms; and

Recreational activities and materials.

As directed by the Human Services Group Supervisor or designee, and in coordination with

The Child Care Area

Confirm area set up and opening time of the SIRS facility with the Human Services Group

Maintain the following records for each child:

Child Care Attendance Record;

Child Care Registration Form; and

Child Care Injury-Incident Form, as needed.

Ensure that parents or guardians register their children for child care and provide proof of identification to sign their children in and out of the area.

Page 3 SIRS Child Care Team

Operations

Ensure that children are supervised in a secure environment within the area.

Ensure at least two licensed child care providers are present at all times.

Follow the appropriate child-to-staff ratio set out by the Human Services Group Supervisor or designee. Communicate to the Supervisor or designee if more staff are needed.

Identify if resources in the Child Care Area are becoming low and report to the Human Services Group Supervisor or designee to coordinate resource requests.

Human Services Group Supervisor or designee.

Participate in shift-change briefings.

Follow instructions regarding the storing and shipping of excess supplies provided by the Human Services Group Supervisor or designee.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS closes (see below).

Return all moved furniture.

Remove all signage.

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment)

Page 4 SIRS Child Care Team

Page 1 SIRS Co-Registration Team Staff

SIRS Co-Registration Team Staff

Section: Operations

Reports to: Pet Services Group/Division Supervisor

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent teams

The Co-Registration Team Staff are responsible for ensuring that shelter residents and pets entering the State- Initiated Regional Shelter (SIRS) go through a co- registration process, and have their needs assessed and addressed. They ensure collection and maintenance of complete, legible, and accurate information about the shelter residents and pets within the SIRS.

Forms to use:

SIRS Activity Log

SIRS Animal Intake Form

SIRS Client Incident Report

SIRS CMIST Form

SIRS Evacuation Tracking/Registration Form

SIRS Facility Agreement and Policies Form

SIRS Pet Services Agreement and Policies Form

SIRS Referral Log

Tools to use:

SIRS 2+2; Questions and Observations

SIRS Facility Rules and Regulations

SIRS Protected Health Information Policy

SIRS Registration Form Disbursement Guidance

SIRS Shelter Resident Welcome Handout

SIRS Unaccompanied Minor Protocol

Page 2 SIRS Co-Registration Team Staff

Obtain briefing from Pet Services Group/Division Supervisor or designee:

Confirm SIRS assigned tasks for the specific operational period.

Confirm the resource request process.

Review any pertinent guidelines, forms to be used, and protocols. Refer to the first page of this job action sheet for a provided list.

Based on the identified usable space and the expected shelter resident population of the SIRS facility, coordinate with team members to set up the Co-Registration Area and services. Set-up includes but is not limited to:

Enough tables and chairs to handle the number of pets within a reasonable period of time.

Laptops, printer, and connection to online systems, as possible.

Adequate number of forms to be completed and distributed at each table.

As directed by the Health and Medical Group Supervisor or designee, and in coordination with

Co-Registration Area.

Co-Registration Area rules.

Co-Registration procedures.

Prepare registration procedures. Ensure adequate number forms and supplies are organized at each table and ready to be completed and distributed. These forms and supplies include:

SIRS Animal Intake Form (in triplicate carbon copy, if not included in electronic system)

SIRS Animal Daily Care Sheet

Animal ID Collar

Carriers for pets (if available)

Camera with film

If electronic system is being used, set up computers, printers, and barcode scanners at each table.

Coordinate with the Health and Pet Services Group/Division Supervisor or designee, to communicate with the Reception Group through the appropriate chain of command to coordinate registration processes for evacuees and pets at the same registration desk.

Coordinate with the Pet Services Group/Division Supervisor or designee to log on to WebEOC.

Page 3 SIRS Co-Registration Team Staff

Confirm station setup and opening time of the SIRS facility with the Pet Services Group/Division

Sign in at the Volunteer and Staff Reception Center at the beginning of each shift/operational period.

Receive evacuees at desk from Arrival Team. Assist Arrival Team in identifying open desks as needed.

health support if needed. Capture any contact information to track and register pet until further information is provided. The pet will automatically be placed in the Pet Care Area.

If any apparent household pet or service animal emergency needs are identified or pets pose a safety risk, the animal and its owner(s) will be immediately referred to the Pet Services Area where the pet will be triaged, and as necessary, placed into appropriate veterinary treatment, quarantine, or an isolation area. Complete the tracking and registration process while the owner is in the Pet Services Area.

Unaccompanied Minor Station.

Complete the tracking and registration process at one desk and at the same time within the Co- Registration Area. Register evacuees before pets if not possible to perform registration simultaneously.

Page 4 SIRS Co-Registration Team Staff

Complete the tracking and registration process for each individual or household based on the evacuation support system.

Paper-based:

Obtain registration, tracking, and assessment information (if available), for shelter residents previously processed at an RRC.

Provide wristbands to all individuals (including each family member) and assign each family member the same unique identification number.

Inform shelter residents that they must wear their wristbands at all times and present them to staff whenever exiting or re-entering the SIRS facility.

Tag household pet, baggage, and medical equipment (if appropriate) with same ID number.

Complete entire Evacuation Tracking/Registration Form (keep SIRS copy).

Conduct needs assessment with questions component of “2+2” tool.

If need is identified, complete CMIST Form (keep SIRS copy).

Document the individual/family need via the CMIST form.

Refer individual/family to the appropriate service area following registration.

Attach CMIST Form to corresponding copy of Evacuation Tracking/Registration Form.

Hand each individual/household their copy of the Evacuation Tracking/Registration Form (and CMIST Form, if applicable).

Complete the tracking and registration process for each household pet based on the

Paper-Based System:

Assign owner’s wristband identification number on the SIRS Animal Intake Form.

Enter ID number onto ID collar and secure onto pet (to be worn at all times).

Take a photo of each owner and pet with ID collar visible. Provide photo to owners to attach to pet’s crate or carrier when in the Pet Care Area.

Complete Pet and Owner Portion of SIRS Animal Intake Form with information collected from owner(s).

Provide individual/family copy (with their SIRS Evacuee Tracking/Registration Form) and a copy for the crate or carrier.

Page 5 SIRS Co-Registration Team Staff

Complete the tracking and registration process for each individual or household based on the

Electronic-Based:

Follow registration procedures listed above, documenting information in the online database instead of using paper forms.

Obtain registration, tracking, and assessment information (if available), for shelter residents previously processed at an RRC, and update this information rather than create a new record if possible.

Provide wristbands to all individuals (including each family member) and assign each family member the same unique identification number.

Tag household pet, baggage, and medical equipment (if appropriate) with same ID number.

Complete the tracking, registration, and shelter placement process for each household pet based on the evacuation support system.

Electronic-Based System:

Follow registration procedures listed above, documenting information in the online database instead of using paper forms.

Information about the pet will be tied to the identification number assigned to the indiviidual on their wristband and on the pet’s OD collar.

At the end of the registration process provide the individual/household information about their next steps.

Provide general information regarding SIRS services and service area locations, the remaining SIRS process while awaiting transport to a SIRS, and the following handouts:

SIRS Facility Agreement and Policies Form

SIRS Facility Rules and Regulations

SIRS Shelter Resident Welcome Handout Form

Map of the SIRS

The SIRS Pet Services Agreement and Policies Form

Instructions regarding pet care; pet owners are responsible for routinely visiting and taking care of their pets.

Directions to the Pet Care Area to place their pet into a crate or carrier.

Inform shelter residents that they must sign out and in at the Volunteer and Staff Reception Center whenever they exit or return to the facility.

Direct/assist shelter residents to the Dormitory Area to receive an open cot or any other needed service area.

Track and register any pets that are left unclaimed.

Page 6 SIRS Co-Registration Team Staff

For Pet Departure:

Owners will enter departure queue(s) at the Co-Registration Area to retrieve their pet.

Owners must show their copy of the SIRS Animal Intake Form (or have their identification number checked if using an electronic system) to discharge their pet and will inform SIRS Co-Registration Team Staff of their destination.

Communicate any staffing or service area issues, questions, or concerns to the Pet Services Group/Division Supervisor or designee.

Identify if resources in Section area are becoming low and report to the Pet Services Group/Division Supervisor to coordinate resource requests.

Keep all Co-Registration areas clean and sanitary.

Complete the SIRS Activity Log and submit, along with any station forms or records, to the Pet Services Group/Division Supervisor or designee.

Participate in shift-change briefings.

Receive closing orders from the Pet Services Group/Division Supervisor or designee.

Follow instructions regarding the storing and shipping of excess supplies provided by the Pet Services Group/Division Supervisor or designee.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS closes (see below).

Return all moved furniture.

Remove all signage.

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment)

Page 7 SIRS Co-Registration Team Staff

Participate in final staff debriefing and hot wash to determine what went well and what needs improvement; and turn in any final forms, documents, etc.

Page 1 SIRS Cot-to-Cot Team

SIRS Cot-to-Cot Team

Section: Operations

Reports to: Dormitory Group Supervisor

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent teams

Mission

The Cot-to-Cot Team Staff are responsible for identifying and monitoring ongoing and changing needs of shelter residents by performing Cot-to-Cot assessments in the Dormitory Area.

Forms to use:

SIRS Activity Log

SIRS Client Incident Report Form

SIRS CMIST Form

SIRS Referral Log

Tools to use:

SIRS 2+2; Observations and Questions

SIRS Dormitory Set-Up Diagrams

SIRS Protected Health Information Policy

Page 2 SIRS Cot-to-Cot Team

Obtain briefing from the Dormitory Group Supervisor or designee:

Confirm assigned tasks for the specific operational period.

Confirm the resource request process.

SIRS facility, coordinate with Team members to set up the Dormitory Area. Set up includes but is not limited to:

A dormitory staff desk;

Cots (standard and bariatric);

Blankets; and

Hygiene items.

Follow space allocations outlined in the Dormitory Set-Up Diagram are followed in setting up general population cots and disabilities, access, and functional needs (bariatric) cots.

As directed by the Dormitory Group Supervisor or designee, and in coordination with Team

Shelter rules, including “lights out” and “quiet hours” schedule within the dormitory in appropriate languages

Direction to appropriate SIRS service areas

Coordinate with the Dormitory Group Supervisor or designee to log on to WebEOC.

Confirm area setup and opening time of the SIRS facility with Dormitory Group Supervisor or designee.

Ensure that initial cot-to-cot is carried out within 24 hours of the arrival of shelter residents.

Page 3 SIRS Cot-to-Cot Team

Visit individuals/families at their dormitory location in the shelter to gauge ongoing and changing needs.

Utilize “2+2; Observations and Questions” and when necessary the C-MIST assessment to determine any needs of shelter residents and actions required to address those needs.

Ensure that assessments are an open discussion with the shelter residents.

Directly refer any shelter residents that present with an immediate medical or crisis counseling need to the Health and Medical Area.

Fulfill any shelter resident needs or requests identified through cot-to-cot, referring individuals to specific stations in the Health and Medical Area when necessary.

Coordinate with the Dormitory Group Supervisor or designee, to communicate with the Health and Medical Group through the appropriate chain of command, to coordinate and provide service/support for shelter residents based on the availability of resources.

Document shelter resident referrals via the Referral Log to ensure all needs are identified and addressed in a timely manner. Do not document referrals if needs are met immediately or the individual is immediately transitioned to the Health and Medical Area.

Continue carrying out cot-to-cot at regular intervals (e.g., nightly) throughout the duration of shelter operations.

Perform any Dormitory Area tasks (e.g., staffing the dormitory desk) as directed by the Dormitory Group Supervisor

Communicate any staffing or service area issues, questions, or concerns to the Dormitory

Identify if resources to carry out cot-to-cot services are becoming low and report to the Dormitory Group Supervisor or designee to coordinate resource requests.

Complete the SIRS Activity Log and submit to the Dormitory Group Supervisor or designee.

Participate in shift-change briefings.

Convey important information to incoming staff member.

Large-scale shelters (500+)

Coordinate with the Dormitory Group Supervisor and the Neighborhood Services Team to help create “neighborhoods” in the Dormitory Area by dividing the area into manageable sections.

Provide cot-to-cot services in each established dormitory neighborhood.

Page 4 SIRS Cot-to-Cot Team

Regularly coordinate with the Neighborhood Services Team to discuss any needs identified (not identified in cot-to-cot assessment) within dormitory neighborhoods. Work with individuals to fulfill needs as possible.

Receive closing orders from the Dormitory Group Supervisor or designee.

Follow instructions regarding the storing and shipping of excess supplies provided by the Dormitory Group Supervisor.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS closes (see below).

Return all moved furniture.

Remove all signage.

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment)

Page 1 SIRS Crisis Counseling Team Staff

SIRS Crisis Counseling Team Staff

Section: Operations

Reports to: Health and Medical Group Supervisor

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent teams

The Crisis Counseling Team Staff are responsible for supporting the immediate mental health needs of the displaced population at the State-Initiated Regional Shelter (SIRS). Crisis Counseling services will be available to both children and adults (including SIRS staff).

Forms to use:

SIRS Activity Log

SIRS Client Health Record

SIRS Client Incident Report

SIRS CMIST Form

Page 2 SIRS Crisis Counseling Team Staff

Obtain briefing from Health and Medical Group Supervisor or designee:

Confirm SIRS assigned tasks for the specific operational period.

Confirm the resource request process.

Observe required safety precautions pertaining to SIRS operations.

SIRS facility, coordinate with team members to set up the Crisis Counseling Station and services. Set up includes but is not limited to:

Tables and chairs;

Laptops, printer, and connection to online systems, as possible; and

If possible, a private area.

As directed by the Health and Medical Group Supervisor or designee, and in coordination with Team members, post necessary signage. For example, include signs indicating:

Crisis Counseling Station

Coordinate with the Health and Medical Group Supervisor or designee to discuss mental and behavioral health care logistics.

Coordinate with the Health and Medical Group Supervisor or designee, to communicate with the Reception Group through the appropriate chain of command, to coordinate referrals of individuals/families to the Crisis Counseling Station.

Coordinate with the Health and Medical Group Supervisor or designee to log on to WebEOC.

Confirm station setup and opening time of the SIRS facility with the Health and Medical

Page 3 SIRS Crisis Counseling Team Staff

Assess and address the mental and behavioral health needs of referred shelter residents.

Identify immediate needs. Provide mental health services including:

Behavioral health support;

Non-denominational spiritual support or pastoral care;

Crisis and grief counseling; and

Critical incident stress debriefing for SIRS Staff.

Provide additional assistance to those individuals or populations that may be at higher risk for more severe disaster-related reactions; for example, individuals with pre-existing behavioral health conditions and children.

Complete paper-based or electronic Client Health Records and Client Incident Reports and maintain records and charts as needed.

Provide shelter residents with copies of Client Health Records and Client Incident Reports.

Coordinate with the Health and Medical Group Supervisor or designee, to communicate with the Registration Team staff in the Crisis Counseling Station through the appropriate chain of command, to ensure shelter residents are tracked and registered, or assigned an alternate facility if appropriate.

Based on mental health services capacity, capabilities, and treatment protocols and procedures, decide with Crisis Counseling Team members and the Health and Medical Group Supervisor if a shelter resident needs to be assigned to an alternate facility.

To the extent possible, assist an individual with finding a suitable location with the capability to provide the necessary support.

If an individual is experiencing a mental health crisis, coordinate with SIRS Medical Team, and if needed, local Emergency Services or local Mobile Crisis Intervention, if available, to further evaluate the individual and provide transport to a higher-level care facility, if needed.

If possible, and as needed, identify and provide a quiet, private area or room for persons who need to be separated from the stimuli of the SIRS environment or need uninterrupted time with a crisis counselor.

If substance abuse, addiction, or addiction recovery support services are disclosed/observed, refer the individual to the SIRS Medical Team for further evaluation.

Coordinate with the Health and Medical Group Supervisor to communicate with the Transportation Unit through the appropriate chain-of-command to provide for the safe and efficient transport of shelter residents to an alternate facility.

As directed, walk through the Dormitory Area or other areas in the SIRS to determine if shelter residents or SIRS Staff need crisis counseling.

Identify if resources in Crisis Counseling Station area are becoming low and report to the Health and Medical Group Supervisor or designee to coordinate resource requests.

Page 4 SIRS Crisis Counseling Team Staff

Complete the SIRS Activity Log and submit, along with any station forms or records, to the Health and Medical Group Supervisor or designee.

Participate in shift-change briefings.

Receive closing orders from the Health and Medical Group Supervisor or designee.

Follow instructions regarding the storing and shipping of excess supplies provided by the Health and Medical Group Supervisor or designee.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS closes (see below).

Return all moved furniture.

Remove all signage.

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment)

Page 1 SIRS Departure Group

SIRS Departure Group

Section: Operations

Reports to: Reception and Departure Branch Director

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent groups

Mission

The Departure Group manages departure operations to facilitate shelter residents who require transportation back to their local communities via state-provided transportation. In addition, the Departure Group ensures that appropriate transportation services are being coordinated and provided to shelter residents who have specific transportation needs (e.g., paratransit services).

Forms to use:

SIRS Activity Log

SIRS Client Incident Report

SIRS Resource Request Form

Page 2 SIRS Departure Group

Obtain briefing from the Reception and Departure Branch Director or designee:

Confirm functional assignments and operational activities of the Group.

Confirm assigned tasks for the specific operational period.

Confirm the resource request process.

SIRS facility, coordinate with Group members to set up Departure Group areas and services.

Exterior departure areas

As directed by the Reception and Departure Branch Director, and in coordination with members of the Departure Group, ensure that necessary signage is posted throughout all areas pertaining to departure. For example, include signs indicating:

The Departure Area

Coordinate with the Mass Care Branch Director or designee to log on to WebEOC.

Confirm area setup and opening time of the SIRS facility with the Reception and Departure Branch Director or designee.

As needed, coordinate activities with adjacent SIRS Groups.

Coordinate with the Reception and Departure Branch Director, to communicate with the Parking and Traffic Management Unit and Transportation Unit through the appropriate chain of command, to coordinate the arrival of transportation vehicles and the departure of

Notify shelter residents of the following via general announcements:

The SIRS facility is closing and date and time of closure.

If they will be able to return to their housing, or the options available if they cannot return to their housing (e.g., temporary housing, alternate SIRS, or local shelter).

The methods of transport available (e.g., state-provided transportation).

Page 3 SIRS Departure Group

When transportation to return to communities has arrived, help direct shelter residents to the Departure Area to load the buses.

Instruct the waiting population to queue to board bus according to community destination.

Announce bus number and drop-off location to waiting population.

Use either paper-based registration forms or electronically scan the wristbands of departing shelter residents to track the departure of each shelter resident.

Ensure adequate accessible transportation for individuals with disabilities or access and functional needs.

Provide assistance as needed (e.g., loading durable medical equipment, household pets, service animals, and baggage from buses; escorting and assisting evacuees with disabilities and other access and functional needs to the Departure Area) to ensure that shelter residents safely and efficiently load the bus.

Coordinate with the Reception and Departure Branch Director through the appropriate chain of command to assist the Parking Management and Traffic Group and the Transportation Unit as needed to ensure adequate traffic flow in the Departure Area

Ensure a Departure Group designee keeps records:

Maintain lists of all inventory obtained.

Maintain lists of all personnel working hours, delineating volunteer, mutual aid, paid staff.

Keep receipts of all expenses incurred.

Record any breakage of the facility’s equipment for replacement at closing.

Report special occurrences or events, such as accidents or sickness, to the Reception and Departure Branch Director.

Communicate with the Reception and Departure Branch Director to resolve logistical issues within the Group:

Communications needs

Food, liquids, and respite for Group staff

Requesting medical assistance

Communicate any staffing or service area issues, questions, or concerns to the Reception and Departure Branch Director or designee.

Determine need for additional resources as identified by the Group and make requests through the Reception and Departure Branch Director utilizing the SIRS Resource Request Form.

Maintain organized and sanitary departure areas.

Page 4 SIRS Departure Group

Debrief with Reception and Departure Branch Director. Include work accomplishments or work left to be accomplished, operational or service issues, resource needs, etc.

Complete the SIRS Activity Log and submit, along with any station forms or records, to the Reception and Departure Branch Director or designee.

Participate in shift-change briefings.

Convey important information to incoming staff members.

Receive closing orders from the Reception and Departure Branch Director or designee.

Follow instructions regarding the storing and shipping of excess supplies provided by the Reception and Departure Branch Director or designee.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS closes (see below).

Return all moved furniture.

Remove all signage.

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment) needs improvement; and turn in any RRC forms, documents, etc.

Page 1 SIRS Documentation Unit

SIRS Documentation Unit

Section: Planning

Reports to: Planning Section Chief

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent Units

Mission

If activated, the Documentation Unit Staff are responsible for overseeing data-entry and maintenance of records throughout the event.

Forms to use:

SIRS Activity Log

SIRS Client Incident Report

Page 2 SIRS Documentation Unit

Obtain briefing from Planning Section Chief or designee:

Confirm functional assignments and operational activities of the Unit.

Confirm assigned tasks for the specific operational period.

Confirm the resource request process.

Based on the identified usable space and the expected shelter client population of the SIRS facility, coordinate with Unit members to set up the Planning Section area and services in the Command Area.

As directed by the Planning Section Chief or designee, and in coordination with Unit members, post necessary signage.

Coordinate with the Planning Section Chief or designee to log on to WebEOC.

Confirm area setup and opening time of the SIRS facility with the Planning Section Chief or

Report to the Planning Section Chief to get their expectation for the current shift.

Review the following items with the outgoing Documentation Unit staff from the previous shift:

Documentation gathered;

Issues from the current shift, especially those that may lead to trends; and

Expectations for next shift.

Collect and maintain all documentation used during the SIRS operations shift.

Review SIRS documentation (e.g., reports, forms) for missing, irregular, or incorrect data and communicate with SIRS staff to make appropriate corrections.

Page 3 SIRS Documentation Unit

Provide support to SIRS Staff requiring input on how to complete necessary documentation (e.g., reports, forms).

Ensure documentation containing confidential information is kept in a secure and safe location.

As needed, coordinate with adjacent SIRS Units.

Communicate any staffing or service area issues, questions, or concerns to the Planning Section Chief or designee.

Identify if resources in the Planning Section are becoming low and report to the Planning Section Chief or designee to coordinate resource requests.

Complete the SIRS Activity Log and submit, along with any forms or records, to the Planning Section Chief or designee.

Participate in shift-change briefings.

Receive closing orders from Planning Section Chief or designee.

Follow instructions regarding the storing and shipping of excess supplies provided by the Planning Section Chief or designee.

Update the supply inventory.

Clean and return the facility to its original condition as the SIRS Facility closes.

Return all moved furniture.

Remove all signage.

Repair (if practical)

Restore (if able, otherwise replace)

Return (borrowed equipment)

Page 4 SIRS Documentation Unit

Page 1 SIRS Dormitory Group Supervisor

SIRS Dormitory Group Supervisor

Section: Operations

Reports to: Mass Care Branch Director

Direct Reports: Cot-to-Cot Team

Neighborhood Services Team

Coordinates with: Coordinates activities with adjacent groups

Mission

The Dormitory Group Supervisor is responsible for managing the establishment of the dormitory; coordinating with the SIRS Team at the SEOC to request any additional resources (e.g., extra cots and blankets) that cannot be fulfilled on site; and maintaining a safe and quiet dormitory environment.

Forms to use:

SIRS Activity Log

SIRS Assignment List

SIRS Client Incident Report

SIRS Resource Request Form

SIRS Dormitory Set-Up Diagrams

Page 2 SIRS Dormitory Group Supervisor

Obtain briefing from Branch Director or designee:

Receive assignment lists for each Team.

Confirm the resources assigned to the Group.

Confirm the resource request process.

Confirm functional responsibilities of the Group.

Confirm location of other functional Groups working adjacent or within the facility.

Confirm functional assignment.

Confirm communications assignment.

Confirm process for medical assistance.

Confirm the communications and reporting process.

Confirm expected shelter resident population and the capacity of Dormitory Group areas, based on the availability of staff, equipment, and expendable supplies.

Confirm physical space utilization to support the operational and service needs of each Team and the expected number of shelter residents.

Discuss the need of a Neighborhood Services Team based on expected shelter resident population (in shelters with an expected population of over 500 residents).

Review assignments and operational activities with subordinates and assign tasks for the operational period.

Review the resource request process with subordinates.

Establish communication and reporting processes with team leaders and/or members.

Review any pertinent guidelines, forms to be used, and protocols with appropriate staff.

Refer to job action sheets for each Team for provided lists.

Ensure subordinates observe required safety precautions pertaining to SIRS operations.

SIRS facility, coordinate with Team members to set up the Dormitory Area and services.

(As no team exists that is specifically assigned as dormitory staff, coordinate with team members to ensure that specific dormitory responsibilities are not overlooked during activation and operations.)

Ensure that space allocations outlined in the Dormitory Set-Up Diagram are followed in setting up general population cots and disabilities, access, and functional needs (bariatric) cots.

Page 3 SIRS Dormitory Group Supervisor

As directed by the Mass Care Branch Director, ensure that necessary signage is posted throughout all areas pertaining to Dormitory. For example, include signs indicating:

Shelter rules, including “lights out” and “quiet hours” schedule within the dormitory in appropriate languages;

The Dormitory Area; and

Direction to appropriate SIRS service areas.

Prior to operations, ensure that dormitory services are:

Inclusive;

Account for any disability or access and functional needs;

Account for cultural needs;

Account for family, child, or gender-based services; and

Accessible, allowing access and movement through the shelter.

Coordinate with the Mass Care Branch Director, to communicate with the Reception Group through the appropriate chain of command, to coordinate the receiving of shelter residents in the Dormitory Area once they have been registered.

Log on to WebEOC and ensure that all Group staff have been able to successfully log on.

Confirm setup of Group areas and services, and opening time of the SIRS facility with subordinates.

Ensure all Team areas are adequately staffed. Communicate with each Team lead to continually reevaluate staffing and needs.

Designate Group staff to greet shelter residents as they enter the Dormitory Area from registration and assign open cots, taking into account individuals with disabilities or others with access and functional needs.

Staff a dormitory service desk to operate 24 hours a day to provide a resource to shelter residents seeking information or assistance.

Provide general information related to SIRS services and the disaster.

Information provided will be accessible to all individuals.

Page 4 SIRS Dormitory Group Supervisor

Ensure regular public announcements/dissemination of necessary information to shelter residents in a manner that is accessible to all individuals. Announcements and posted information includes, but is not limited to:

Meal times;

Lights out/dimmed lights;

Quiet hours;

Personal belongings responsibility; and

Responsibility to keep the Dormitory Area sanitary.

Monitor the dormitory to make sure shelter rules are being followed.

Enforce shelter policy that services animals are permitted in the Dormitory Area.

As needed, coordinate activities with adjacent SIRS Groups.

Support Group staff in coordinating activities and communicating with SIRS staff through appropriate chains of command.

Coordinate with Cot-to-Cot staff to help fulfill shelter resident needs that do not require support from the Health and Medical Group (e.g., bariatric cot).

Determine need for additional resources as identified by the Teams in the Group and make requests through the Mass Care Branch Director utilizing the SIRS Resource Request Form.

Keep records:

Maintain lists of all inventory obtained.

Maintain lists of all personnel working hours, delineating volunteer, mutual aid, paid staff.

Keep receipts of all expenses incurred.

Record any breakage of the facility’s equipment for replacement at closing.

Ensure all Dormitory Group areas are kept clean and sanitary.

Report special occurrences or events, such as accidents or sickness, to the Mass Care Branch Director.

Assume duties of Group staff as needed.

Resolve logistical issues within the Group:

Monitor communications and assess communications needs.

Ensure adequate food, liquids, respite, and first aid or medical assistance for each Team’s staff.

Plan for the next operational periods.

Page 5 SIRS Dormitory Group Supervisor

Debrief with Mass Care Branch Director. Include work accomplishments or work left to be accomplished, operational or Team service issues, resource needs, etc.

Complete SIRS Activity Log.

Collect Group SIRS Activity Logs/any relevant daily records and submit to the Mass Care Branch Director.

Participate in shift-change briefings with Branch staff.

Convey important information to incoming staff member.

Large-scale shelters (500+)

Coordinate with Group staff to help create “neighborhoods” in the Dormitory Area by dividing the area into manageable sections.

Ensure coordination between the Cot-to-Cot Team and Neighborhood Services Team is taking place to identify and address needs not observed in cot-to-cot assessments.

Coordinate with the Mass Care Branch Director to determine when the Dormitory Group areas are to be closed.

Receive instructions from the Mass Care Branch Director regarding the process for storing and shipping of excess supplies. Communicate process to Group Staff.

Coordinate with members of the Dormitory Group to break down all areas.

Page 1 SIRS Facility Maintenance Unit

SIRS Facility Maintenance Unit

Section: Logistics

Reports to: Logistics Section Chief

Direct Reports: N/A

Coordinates with: Coordinates activities with adjacent units

Mission

Facility Maintenance Unit Staff are responsible for maintaining building utilities and sanitation to ensure the provision of all SIRS services, as well as managing necessary equipment and supplies for staff to support the day-to-day operations.

Forms to use:

SIRS Activity Log

SIRS Client Incident Report

Page 2 SIRS Facility Maintenance Unit

Obtain briefing from Logistics Section Chief or designee:

Confirm assigned tasks for the specific operational period.

Confirm the resource request process.

Confirm the communication and reporting processes.

Confirm communications assignment.

Confirm a schedule and (if possible) allocation of Unit personnel to maintain the cleanliness of the building throughout operations.

Based on the identified usable space and the expected shelter client population of the SIRS facility, coordinate with Unit members, to set up the Facility Maintenance Area and services.

Setup includes but is not limited to:

Stocking the Facility Maintenance Area with sanitation supplies

As directed by the Logistics Section Chief or designee, and in coordination with Unit

The Facility Maintenance Area

Provide support to Operations Section Branches in setting…