Meeting Places: Disaster Hubs SOP
Designate a Site Manager
The first volunteer to arrive (likely you, if you are reading this) should follow this checklist to establish communications with the EOC and prepare the site for operations at the EOC’s direction. If you are reading this, congratulations! You are the Site Manager until a more highly qualified volunteer arrives.
Conduct Initial Scene Safety Survey
Conduct a survey of the safety of the Hub site. If possible, document the condition of the site with photos. If the supply storage unit is safe, open the side door and locate the bin marked “Activation.”
Secure Utilities (Water, Gas/Propane, Electrical, Sewer/Septic). Ensure that utilities (water, sewer/septic, electricity, propane) have been shut off until it is determined that it is safe to turn them back on. Locations of these shutoffs are indicated in your site-specific plan and site inventory.
Check Exterior Conditions. Identify signs of structural damage or other unsafe conditions (e.g., building off foundation, walls not straight, collapse, potential for falling debris, downed power lines or trees). See Site Safety Checklists in Safety & Operations.
Check Interior Conditions.
Locate keys to the facility and enter only if the building looks structurally sound.
If interior spaces require cleanup prior to use (broken glass), clean as required.
Check utility functionality and safety inside the facility (water, power, toilets, propane/gas, wireless internet, etc.)
Do not use unsafe spaces.
Conduct Site Safety and Damage Assessment
Decide which spaces are safe for activities, both inside and outside.
Clearly mark and restrict access to all potentially unsafe conditions with caution (yellow) or danger (red) tape provided in supply storage unit.
Review the Site Plan for this Hub, located in the Activation bin in the supply storage unit.
Walk through the site, verifying the site plan and marking the functional areas.
Activate the Site and Connect to the Hub Network
Establish Communications with EOC. Use any method of communications available. If cell and other telephone communications are unavailable, locate the bin marked “Communications Radio Gear” in the supply storage unit. Open the bin and follow the instructions to set up the radio gear.
Prepare a Situational Report (Sit Rep). Once communications are established, provide a situational report describing:
Site condition (Extent of damage? Have hazards been identified?)
Supplies available (Is the trailer/shed accessible? Do the supplies appear usable?)
Other resources (Have volunteers/donations arrived on site? How many? What skills?)
Are any members of the public present requesting services? (If so, describe.)
Local Situational Intelligence (Describe any noted conditions in your neighborhood and along your route to the Hub Site; summarize similar reports from other persons who have arrived at the Hub site.)
Await Instructions from the Emergency Operations Center. The EOC will let you know whether your Hub Site is being activated and at what level. While awaiting further instructions, volunteers with valid first aid certifications, may administer first aid within their level of training, as required. Continue site assessment and setup.
Begin Site Operations
Manage Community Members Seeking Services
As people begin to arrive seeking services, sort them by need and place them in safe locations (e.g., stand by that tree if you need information; sit here if you need medical attention).
For those requiring medical attention, volunteers may provide first aid in accordance with their level(s) of training. If multiple casualties are present, perform triage in accordance with training protocols.
Stage Supplies and Equipment. When time and volunteer staffing allows, begin staging supplies from the supply storage unit in appropriate areas with established security. Do not leave supplies unattended.
Manage Volunteers
Establish a volunteer sign-in/sign-out and credentialing procedure.
Ensure all volunteers are appropriately credentialed, including by checking badges and/or verifying status with EOC.
Assign volunteers to tasks appropriate to their training; utilize colored vests to identify functional assignments.
Instruct volunteers to return the vests and sign out at the end of their shifts.
Alert all volunteers as to the condition (safe/unsafe areas) of the Hub Site and any hazards that have been identified.
Decide together which services can next be brought online, depending on the skills of those who have arrived:
Communications (red vests)—Establish communications with EOC immediately; post public information boards
Medical (blue/aqua vests)—Set up the Medical area. Begin providing triage and first aid as soon as MRC volunteers arrive.
Site Safety & Operations (green vests/orange traffic safety vests)—Set up Hub signage (inside and outside); continue surveying site safety and utility operations. Direct traffic as necessary and assist in securing or improving the site. Assist in setup of the other functional areas.
Reception & Information (yellow vests)—Set up Reception area; prepare forms and assist Communications in maintaining information boards. Begin providing services as soon as general emergency management volunteers arrive.
Community Care & Sheltering (including Animal Care) (tan vests)—Set up shelter registration area. Obtain Meet Your Neighbors Information for community matching. Set up sleeping area. Prepare forms and shelter guidelines. Inventory and secure water and food. Develop a service plan. Set up Animal Care area.
Psychological First Aid (purple vests)—Set up Psychological Care area. Begin providing services as PFA-credentialed volunteers arrive.
Develop a staffing plan for the succeeding 48–72–hour period.
Coordinate recruitment of additional personnel (SUVs) through the Meet Your Neighbors captains and other resources.
Check in with the EOC
Provide a status report to the Emergency Operations Center Hubs Branch.
Operations Chart
Leadership Role Job Descriptions
Hub Site Manager (HSM)
Reports to the Hubs Branch of the EOC
Provides administration and oversight of all functions at the Hub site
Assistant Site Manager (ASM)
Reports to the HSM
Assists HSM in oversight of the following functions within the Hub:
Site Safety & Operations
Reception & Information
Community Care & Sheltering
Emergency Medical Response
Communications Lead (Comms)
Reports to the HSM
Responsible for official communications to and from the Hub site to the EOC and coordinates with the Reception & Information lead to disseminate official communications at the Hub site
The Communications team may include:
Public Information Officer (PIO; this position will work closely with Reception & Information)
Radio Operators
Internal Communications Volunteers & Runners
IT/Satellite Link Technicians
Logistics Lead (Logs)
Reports to the HSM
Responsible for materials and supplies, volunteer shift assignments and management, coordination of transportation and documentation
The Logistics team may include:
Volunteer/People Manager
Supplies & Donations Manager
Transport Coordinator
Site Safety & Operations Lead (Safety/Ops)
Reports to the ASM (or to the HSM or Logistics Lead, if no ASM is assigned)
Responsible for pedestrian and vehicular traffic control on site and for site operations and safety (including sanitation, utilities, structural safety, and site security)
The Site Safety & Operations team may include:
Traffic Control Volunteers
Site Operations Volunteers (assigned based on skill/qualification to handle structural safety, sanitation, water, and other safety-related tasks)
Reception & Information Lead
Reports to the ASM (or to the HSM or Logistics Lead, if no ASM is assigned)
Responsible for first contact with members of the public arriving at the Hub site and for determining the type of assistance required and directing the person to those resources. May also be the first point of contact for members of the public providing information and donations.
The Reception & Information team will include:
General emergency management volunteers providing information (coordinates w/ Comms)
Client intake/reception
Client needs determinations and referrals
Volunteer and donation management intake (coordinates w/ Logs)
Community Care & Sheltering Lead
Reports to the ASM (or to the HSM, if no ASM is assigned).
Responsible for community matchmaking of shelter space, domestic animal care, reunification of children and vulnerable adults with caregivers, and dormitory and feeding operations, if activated
The Shelter team may include:
Community Match volunteers
Vulnerable Populations Specialists who are qualified to work with vulnerable populations
Shelter Dormitory and Feeding volunteers
Emergency Medical Response Lead
Responsible for providing emergency medical response oversight in accordance with the level and type of training and licensure of the available responders, including basic triage and first aid in accordance with the Medical SOP.
Reports to the ASM (or to the HSM, if no ASM is assigned) within the Hub and to the Fire Department for transportation decisions.
The Medical team may include:
Emergency Medical Responders credentialed as MRC nonprofessional or medical providers, a medical admin volunteer, and shelter/medical transport responders.
Advanced medical care will generally not be provided at a Hub site except in life-saving situations by an appropriately trained and licensed provider.
Minimum credentialing and qualifications are set forth in the Medical SOP.
Functional Area Setup & Initial Operations Guides
It is expected that, as volunteers arrive and are assigned to the area, the operations will evolve. It is also expected that operational details will evolve as the emergency response moves from initial response to recovery. These shifts will occur at the direction of the functional team lead after consultation with the Hub Site Manager or Assistant Site Manager, as appropriate.
Site Management: Setup & Initial Operations Checklist
INITIAL OBJECTIVE: Evaluate the safety and viability of the Hub site, access supply storage unit, initiate site setup, and establish communications with the EOC. |
Select a Site Manager.
The first qualified Hubs volunteer to arrive assumes the role of Hub Site Manager (HSM) until a volunteer with a higher level of training takes over. If you are the only person here, this is you!
A qualified Hubs volunteer is one who holds community emergency management volunteer credentials, and has completed the training requirements for at least one of the following roles:
Hub Site Manager or Assistant Hub Site Manager
Team leader for Hubs Logistics, Communications, or Site Safety & Operations
Team leader for Medical, Shelter, or Reception
Any other community emergency management volunteer
Begin Hubs Standard Operating Procedures.
Locate the Hubs SOP binder for this Hub Site.
Find a pen and paper to begin taking notes. Assign a scribe, if available.
Execute the Hub Site Activation steps found in Section 7.2 of the SOP and the Activation Checklist :
Complete initial scene safety assessment.
Establish Communications with the EOC.
Complete site safety and damage assessment.
Validate Site Plan.
Manage members of the public seeking services.
Establish waiting and triage areas outside of the Hub while the site is being set up.
Assign volunteers to Medical (triage) and Reception tasks as quickly as possible once members of the public arrive at the site.
Assign volunteers to fill leadership roles.
Prioritize filling the leadership roles based on the situation and your needs.
The first MRC member to arrive should be assigned to act as Medical Lead.
As volunteers arrive with higher levels of qualifications, reassign leadership roles, if needed.
Access the “Site Management” supply bin in the site supply storage unit.
Locate the white safety vest. It should be labeled “Hub Site Manager.” Put the vest on.
Post site signage.
Locate and set up the following exterior signs: Welcome to the Disaster Hub, Entrance, Exit, Start Here/Information, First Aid.
Set up interior signs to designate the functional areas (Site Management, Reception, Medical/First Aid, Shelter, Communications, Logistics, PFA, Volunteer Sign In/Out, etc.) and entrances to and exits from the building.
Use directional arrows, colored survey flagging tape, and other supplies as needed.
Begin distributing initial supplies to functional areas.
Each storage unit will contain supply bins labeled for the functional areas.
As volunteers arrive to staff the functional areas, the bins should be removed from the supply storage unit and distributed to the functional areas.
Supplies should not be left unattended.
Assign and mobilize additional Hubs volunteers. As credentialed volunteers arrive, establish a sign in/sign out process, verify credentials, and assign them to the functional areas (including distribution of color-coded vests for easy identification). Assign spontaneous volunteers (i.e., those lacking community or partner agency credentials) to appropriate tasks, as described below under “Spontaneous Unaffiliated Volunteers.
Locate information in the Site Management binder regarding Meet Your Neighbors captains and begin contacting them to recruit additional volunteers.
Provide a situational report or status update to the EOC.
Provide situational reports at regular intervals. A situational report should typically include:
Safety—Summary of site safety and damage assessment
Staffing—Summary of volunteer staffing levels and capacity to operate each functional area within the Hub
Supplies—Description of available supplies/resources
Services—Summary and description of number and type of community member needs served (without providing identifying information)
Status of Neighborhoods—Summary of any firsthand reports or information (How severe is the damage? How large an area or how many people are affected? What is your assessment of community needs? First Aid? Search & rescue? Food? Shelter?)
Provide status updates whenever an urgent need arises or whenever the EOC requests one. Report immediate (red tag) medical, fire, or safety priorities been reported. Ask the EOC to tell you when you should next report in. These reports should occur at scheduled intervals. Be sure to set a reminder for ensuring you (or the volunteer who relieves you) reports back on time.
Ongoing Responsibilities
Check in with the Operational Team Leads at least every 30 minutes. Find out what additional support they may need.
Periodically gather information from the Shelter and Medical Leads regarding the condition of the individuals in Medical and the Shelter. Record this.
Provide at least hourly updates to Team Leads, even if you have no new information.
Assign any new volunteers to appropriate functional areas. This task should be delegated to a Volunteer Manager in Logistics at the earliest opportunity.
Find other volunteers to relieve the leads. They (and you) should rotate out every 8 hours, if possible.
Create and maintain a roster logbook of known community members in the Hub Site. Find a volunteer to act as a roster keeper to create and maintain a roster logbook of all known community members present. Record this].
Provide a situational report to the EOC every 30 minutes.
Establish communications with the known MYN captains, assess needs, and report relevant information to the EOC.
Communications: Setup & Initial Operations Checklist
INITIAL OBJECTIVE: Establish communications with the EOC. Set up Public Information Boards. Transmit situational reports, status updates, and urgent requests from HSM to EOC. |
Select a Communications Lead.
Locate the Communications supplies in the Hub storage unit and set up Communications equipment and the designated Communications work area.
Unpack the kit labeled " Communications." Check inventory for this task.
Set up radio communications using family radio service (FRS) radios and weather radio. Use directions provided with the radios. Record all related communications in the water-resistant notepad/book. Provided radios are for short-range, line-of-site, only. Use a designated Ops channel.
When the site has access to/gains amateur radio capability, determine the designated radio frequency and make contact with EOC and/or another Hub.
Establish communications with the City EOC.
Work with the HSM to develop a situational report to the EOC.
Establish a method of communicating public information to members of the public seeking services.
Set up a temporary area to direct volunteers, answer questions, monitor and document issues, note resource needs and the neighborhood situation, and review the Catastrophic Event Playbook: Field Guide.
Establish on-site communications management protocols.
Depending on the site:
Assign “runners” (people on foot with a notepad) to conduct status checks and routine communication within the Hub.
Distribute FRS radios to Team Leads for use on-site only. (Ensure proper training in their use and instruct them to return radios during shift change.)
Establish communications with the MYN Neighborhoods served by the Hub Site.
Establish emergency communications to be used only for neighborhood checks and other movements outside of the Hub Site.
Assign volunteers to volunteer jobs within the Communications team.
Record in the water-resistant notepad/book who has been assigned as leads and for which stations.
Coordinate with Reception & Information function, as this becomes staffed.
Meet ongoing responsibilities.
Use the battery-powered weather radio to monitor alerts and updates for the area.
Radio Communication Guidelines
Keep messages brief. Communicate only important information about your situation.
DO NOT talk over others on the channel. Wait your turn. If Green Light is lit, someone else is on the channel. When the light is Red, you can talk.
Do not transmit private, personal information (such as a named person's medical condition) over the radio.
Persist If you don't get through or can't hear a message clearly. Keep trying!
Start each message with the name of the person you are calling. For example: “Dave, this is Sharon.”
Speak slowly and clearly.
End communication with the word “Over.”
Respond with the word “Copy” to acknowledge radio communications from another person. Repeat any instructions given to you.
Use "Affirmative” for "yes" and “Negative" for "no."
Note: Individuals may ask those with radios to reach people outside of the area. FRS radios only work within the area and are intended for emergency communications. Suggest using their cell phones or smart phones to send out-of-area messages via voice or text. This may work for a short period of time.
Logistics: Setup & Initial Operations Checklist
INITIAL OBJECTIVE: Establish resource management procedures. Assign volunteers and distribute supplies. Responsible for Volunteer and Donation Management. |
Select a Logistics Lead.
Locate the Logistics supplies in the Hub storage unit and set up the designated Logistics work area.
Set up Logistics work area.
Unpack the kit labeled " Logistics." Check inventory for this task.
Set up signage.
Assume command of volunteer management.
Establish Volunteer Sign-In/Sign-Out Procedures.
Set up signage and forms for signing in volunteers.
Locate credentialing information.
Assign volunteers to the functional areas.
Hand out color-coded vests (instruct volunteers to return them and sign out when leaving).
Manage Spontaneous Volunteers.
Establish and maintain a volunteer shift log.
Record volunteer assignments and monitor staffing levels.
Check in with Team Leads on staffing needs.
Check in with HSM on staffing levels and needs.
Prepare shift logs for future shifts.
Assume command of distributing supplies from the supply storage unit to the functional work areas.
Distribute supplies in initial setup phase to the Team Leads.
Inventory and control supplies remaining in supply storage unit and any other storage areas.
Implement procedures to receive and fulfill resources requests.
Establish documentation procedures and controls.
Distribute forms to Team Leads.
Instruct Team Leads on the proper routing of documentation. Assign runners for these tasks as necessary.
Implement the Volunteer and Donations Management Annex to the City CEMP.
Assign volunteers to volunteer jobs within the Logistics team.
The following is a suggested division of labor. Adjust as necessary to adapt to skills of available personnel:
Volunteer Management
Supplies & Materials Management
Transport Coordination
Documentation
Manage ongoing responsibilities for ongoing operations.
Site Safety & Operations:
Setup & Initial Operations Checklist
INITIAL OBJECTIVE: Establish site safety and ensure accessibility: Damage assessment, utilities, signage, traffic control |
Hub Safety Team (HST) Training & Credentialing. All members are expected to have Community Emergency Response (CERT) training and be certified with the community.
Reporting Structure:
A “Hub Safety Lead” (HSL) is responsible for managing the Hub Safety Team (HST) and reports to the Hub Command Team, operationally. The Incident Commander (IC) for the Hub is the “Hub Manager” (HM) and manages the Hub Command Team. HMs report to the Emergency Operations Center (EOC) and Hub Leaders
Members are staff at specific assigned Hubs or “floaters” to other Hubs as determined by emergency conditions and are designated to a “Hub Safety Team.”
Scope of Responsibility:
Assess the structural integrity of the Hub facility for safety issues (Note: if professionals in this area of expertise are available, their input will take precedence.)
Determine if facility is safe to open and remain open.
Alert Incident Commander to major hazards that may necessitate evacuation of facility.
Remove or isolate minor hazards (tree branches, broken glass, damaged hand railings that are sharp) to ensure safe and effective operations of facility.
Establish and maintain ingress to and egress from the assigned Hub for both vehicles (ambulances) and walk-in pedestrian traffic.
Observe events that occur outside of the building (but within property boundaries) and report relevant information to Hub manager.
Fill staffing needs at the Hub within the scope of training.
Procedures Post-Disaster Event
Go to your assigned Hub or nearest Hub location when available after taking care of yourself, family, and immediate neighborhood’s needs.
Be prepared to manage a 12-hour shift assignment in adverse weather conditions before departing and bring your CERT Identification Card or other appropriate I.D.
Report in to the Hub Manager (HM) before joining your Safety Team, so staffing resources can be accounted for. Then report to your Hub Safety Lead (HSL) for a specific Safety Team assignment.
Be flexible for reassignment as disaster conditions and staffing requirements dictate, but always operate within your CERT-credentialled training.
Hub Safety Team Upon-Arrival Procedures:
Arrive at Hub.
Use “What Is My Role & Who Do I Report to?” decision flow chart.
Check in with your supervisor.
Hub Safety Lead Ongoing Responsibilities:
Assignment Station Location: When not running a specific protocol, you should be stationed on premises but outside of the facility.
Ongoing Responsibilities & Functions: These items do not require specific permission from the Incident Commander/Hub Manager:
Direct inbound and outbound vehicle traffic.
Direct inbound and outbound pedestrian traffic (crowd control).
Remain on premises at all times.
Assist those entering or exiting the property (if this can be done safely).
Monitor events that trigger a specific protocol” and execute relevant protocol.
Incident Command System
If you see something out of the ordinary, report it to your Incident Commander.
Do not take your own initiative within the Incident Command System. This is colloquially known as “Freelancing.” Well-trained CERT members and responders operating under the Incident Command System never freelance.
If you want to do something outside that deviates from your default ongoing assignment, you RECOMMEND the course of action to your Incident Commander and see if they will issue that ASSIGNMENT to you.
Decision Flow Charts
Chart #1: What Is My Role & Who Do I Report to?
HUB SAFETY LEAD: TRIGGERING EVENTS
When any of the following events occur, the Hub Safety Lead should follow the protocols listed below:
Upon First Shift of Operating Period
Execute “Site Safety Inspection” Protocol.
Execute “Site Ingress/Egress” Protocol.
Upon Observing a Major Change in Safety Conditions (e.g., earthquake aftershock, new damage to facility during shift, vehicle crashes into building)
Execute “Update Incident Commander” Protocol.
Re-execute “Site Safety Inspection” Protocol.
Re-execute “Site Ingress/Egress” Protocol.
Execute “Notify Incident Commander—Assignment Complete” Protocol.
Upon Observing a Change in Safety Conditions for Property or Facility
Execute “Update Incident Commander” Protocol.
Execute “Recommend/Request Assignment” Protocol.
Upon Observing an Issue of Concern Off Premises
Execute “Off Premises Issue” Protocol.
Upon Witnessing Events and Activities Relevant to Hub Mission That Exceed Your Standard Operating Procedures
Execute “Update Incident Commander” Protocol.
Execute “Recommend/Request Assignment” Protocol.
Upon Completing an Assignment from Incident Commander
Execute “Notify Incident Commander—Assignment Complete” Protocol.
Return to Station Location and Continue Ongoing Assignments.
Upon Being Relieved by Another Member During Operating Period
Execute “Change in ‘Command’” Protocol.
Upon Taking Over Hub Safety Lead Responsibilities from Someone Else
Execute “Taking over ‘Command’” Protocol.
Upon End of Operating Period (end of the day when nobody is relieving you)
Execute “End of Operating Period” Protocol.
PROCEDURES
List of Procedures
Site Safety Inspection
Site Ingress/Egress
Update Incident Commander
Notify Incident Commander—Assignment Complete
Recommend/Request Assignment
Off Premises Issue
Change in “Command”
Take over “Command”
End of Operating Period
Procedure #1: Site Safety Inspection
Conduct Site Safety Inspection using the “Site Safety Inspection” Checklist and Assessment Form below.
Procedure #2: Facility Ingress/Egress Protocol
Are pre-existing entrances and exits to the facility parking lot still intact?
Mark any pre-existing entrances and exits that are damaged with caution tape to prevent attempted usage
Given available existing and makeshift entrances and exits, determine a traffic flow pattern for emergency medical transport vehicles (e.g., ambulances, aid cars, private vehicles used to transport patients to higher level of care) that ensures fast, easy, unobstructed ingress and egress.
If possible, medical loading and unloading area should be covered for partial protection from rain
Establish traffic flow pattern and designated parking areas for non-emergency and non-medical vehicles such that they will not block ingress and egress for emergency medical transport vehicles
If traffic flow plan requires utilizing makeshift entrances, create clearly visible signage for
how vehicles should enter and exit the parking area
Where emergency medical vehicles should go for rapid pick up
Where non-emergency vehicles should go for parking or slower pace delivery / pickups
Procedure #3: Update Incident Command
Communicate with Incident Commander and provide update on what you observe
Why this is Important:
The incident commander must maintain situational awareness at all times.
You serve as the “eyes” and “ears” for the Incident Commander from your vantage point. Since you’re often outside and the Incident Commander is typically inside, you help the IC have a clearer picture of what’s going on
The Incident Commander’s job is to make well informed tradeoff decisions
Your job is to make sure the incident commander is well informed (from the information you possess that the IC does not yet know about)
Procedure #4: Notify Incident Commander - Assignment Complete
Communicate with Incident Commander that you have completed specifically requested assignment
Check to see if Incident Commander has any additional specific assignments
If not, let Incident Commander that you will be returning to your station assignment and resuming your on-going assignment
Why this is Important:
The incident commander must maintain situational awareness at all times.
When you report an assignment as complete, this alters the Incident Commander’s mental model of what is going on at the facility.
The Incident Commander’s job is to make well informed tradeoff decisions. Your job is to make sure the incident commander is well informed
IC will now operating assuming the task requested has been completed
IC will now assume you have not been injured during the assignment
IC will now know where you will be located
IC will now assume you’re available for additional ad hoc assignments (but if you fail to report in that your assignment is complete, other assignments requiring staffing may be delayed under the incorrect assumption that you’re busy with a previous assignment)
Procedure #5: Recommend / Request Assignment
Optional: Recommend a specific course of action that you would like to take given the circumstances as you see them (bearing in mind that you do not have full information of the entire incident but the incident commander does)
Ask Incident Commander for an assignment (that deviates from on-going assignment)
Why this is Important:
The incident commander must maintain situational awareness at all times.
The incident commander assumes you are located at your assignment station location and performing the on-going assignment duties outlined in this document
If you leave your station or on your own initiative and deviate from your on-going assignment, this causes several problems:
In the absence of a change in your assignment, the Incident Commander assumes you’re at your station location and that your responsibilities are covered.
If you change your location and/or deviate from your default on-going responsibilities, the Incident Commander’s understanding of the incident is no longer active.
If you’re not where you’re supposed to be and not doing what you’re supposed to be doing, this creates a lot of confusion and chaos
The Incident Commander’s job is to make well informed tradeoff decisions. Your job is to make sure the incident commander is well informed
Example: You spot a safety problem across the street from the facility (i.e., off the premises). You decide to use your own initiative to go address the problem. You get injured and are unconscious. This poses several problems:
Nobody is monitoring and protecting the safety of the premises and facility
Nobody is backfilling the safety role
Incident Commander is unaware of the risk that nobody is covering exterior safety requirements
You’re missing, with no information regarding your whereabouts, direction of travel or intended destination
You operated in the field (i.e, off premises) without 1 or 2 buddies
Nobody is with you that can help you
Nobody is with you that can go get help
The Incident Commander now has a missing persons Search and Rescue situation
Given the lack of information regarding your intended destination, Incident Commander now needs to initiate a search in ALL directions of travel. This expands the time or resources needed to conduct a search by 8 - 16 times.
Additional resources must be pulled from the mission of the Hub to search for you
Procedure #6: Off Premises Issue
If you observe an issue of concern that occurs off the premises or if you encounter a member of the public that reports an issue that has occurred off the premises, use this procedure.
Under no circumstances do you leave your post to address an off-premises issues unless Incident Command has requested that you do so.
If you are requested to leave premises to address an off-premises issue, you must go with at least one other person (and preferably two other people).
Direct Observation:
Gather as much data about the issue of concern as possible without leaving the premises
If you can address and resolve the issue of concern, and it is within the CERT and Safety Team scope, and you can do so without leaving the premises, address the issue
Example: If you see someone across the street that may appear injured, without leaving your post use a loud voice to:
Ask if they are okay (“Are you ok?”)
Ask if they need medical help (“Are you hurt? Do you need first aid?”)
Ask what’s their chief medical compliant (“What’s the problem?”)
Ask if they can walk to you, get on premises where you can then help them to triage (“Can you come to me on your own?”)
If they need assistance to move, determine how many people are needed to assist and:
If appropriate, execute “Update Incident Commander” Protocol.
If appropriate, execute “Recommend / Request Assignment” Protocol
Receive 3rd Party Report
Gather the following information from a 3rd party reporter
Name of Individual
Contact Info
Location, address or GPS coordinates of incident in question
Ask if they had direct observation or heard about incident from a 3rd party
Ask if there if there are any injuries
How Many?
How severe? (life threatening?)
Ask about severity of injuries
Ask if they have any photos, and look at the photos to do your own assessment
If appropriate, execute “Update Incident Commander” Protocol
If appropriate, use walkie talkie radio to report the 3rd party reported incident to the Radio Communications team who will then forward report to Emergency Operations Center for prioritization and potential staffing for verification & resolution.
Procedure #7: Change in “Command”
If you’re exiting the premises, done for the day, or simply taking a break (and planning to return to your post) and someone is coming to take over for your responsibilities, this is known as a change of command type situation.
Provide the person that is taking over your responsibilities with a situation report that includes the following:
What has happened
What is the current safety situation with the facility
What is the current safety situation of the premises (i.e., outside the facility building)
What will be happening next (e.g., you expected a EMS transport to be arriving within 15 minutes while you’re on your lunch break)
Procedure #8: Taking Over “Command”
Request a Change in “Command” briefing from the person from whom you’re taking over the Hub Safety Lead role.
Communicate to the Incident Commander that you have taken over the “Hub Safety Lead” role and that you are at your station.
Procedure #9: End of Operating Period
Use this protocol when you’re leaving your station (such as at the end of the day or operating period) and there is nobody coming to replace you immediately. In this situation, there is a lag time between when you leave the role (say at the end of the day) and someone else picks up the role (at the start of the next day). In this scenario, it is important to rely on written documentation to provide the next person taking over the role with full situational awareness regarding what has happened, what was going on at the end of the last operating period, and what issues they should be aware of or concerned about in the new operating period
Review Hub Safety Team Activity Log (see below) to ensure all major activities have been documented
Review / update the Hub Safety Evaluation Assessment form (so next Safety Lead can determine if any damage noticed is a known issue or is something new the occurred overnight)
Hub Safety Inspection Form
(Part 1 of 4)
Hub Location:
Today’s Date: Time Inspection Completed:
Exterior Accessibility | Notes of Significant Hazards, Actions Taken, or Areas of Concern |
|
Hub Safety Inspection Form
(Part 2 of 4)
Hub Location:
Today’s Date: Time Inspection Completed:
Exterior: Structural Assessment | Notes of Significant Hazards, Actions Taken, or Areas of Concern |
|
Structural Geometry: Quick Guide
Hub Safety Inspection Form
(Part 3 of 4)
Hub Location:
Today’s Date: Time Inspection Completed:
Interior: Accessibility | Notes of Significant Hazards, Actions Taken, or Areas of Concern |
|
Hub Safety Inspection Form
(Part 4 of 4)
Hub Location:
Today’s Date: Time Inspection Completed:
Interior: Structural Assessment | Notes of Significant Hazards, Actions Taken, or Areas of Concern |
|
Hub Safety Team Activity Log
Hub Location:
Today’s Date:
Time(24 Hr Clock) | Action Taken (w/any relevant notes) | Your Name |
Reception & Information
Setup & Initial Operations Checklist
INITIAL OBJECTIVE: Manage and sort persons arriving at Hub site. Collect intake information regarding persons seeking and receiving services. Communicate public information and official communications from the EOC to members of the public. |
Select a Reception & Information Lead
Set Up the Reception & Information Area
Locate the Reception & Information supplies in the Hub storage unit and set up the designated Reception & Information work area.
Unpack the kit labeled " Reception & Information." Check inventory for this task.
Signage
Tents, Info Boards
Coordination with Site Safety and Ops – Traffic volunteers
If cell service is available? Establish cell phone/device recharging station near the info boards?
Establish public information boards to provide basic information to members of the public seeking services.
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Coordination w/ Comms and HSM/PIO
Establish Reception Table and Intake Log.
Implement Intake Documentation Procedures
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Assign volunteers to volunteer jobs within the Reception & Information team.
Greeters
Task is to greet and make a quick determination of needs:
If need is medical – direct to Medical Triage area
If need relates to information – direct to information boards
If need relates to receiving a service on site other than medical – direct to Client Intake process.
If community member has a MYN report, is a volunteer, or is offering supplies or other resources – direct to [Logistics?]
Client Intake Team
Task is to work with community members seeking services, complete the intake information form, and direct the person to the appropriate services at the Hub Site.
Coordinate with Shelter, Communications, and Medical functions, as they become staffed.
Ongoing guidelines for operational responsibilities
Community Care & Sheltering
Setup & Initial Operations Checklist
INITIAL OBJECTIVE: Establish shelter and community care operation. Locate, prepare, and stage shelter areas with heat and light to temporarily house displaced people and their pets. Establish inventory of MYN resources and procedures for connecting needs with resources. |
Select a Community Care & Sheltering Lead
Set Up the Community Care & Sheltering Area
Locate the Community Care & Sheltering supplies in the Hub storage unit and set up the designated area.
Unpack the kit labeled "Community Care & Sheltering." Check inventory for this task.
Signage
Coordination with Site Safety and Ops
Set up Community Care areas
Set up Shelter areas
Assign volunteers to volunteer jobs within the Community Care & Sheltering team.
Community Match
Task is match needs with community resources – primarily through MYN.
Shelter Care
Implement Registration Documentation procedures
Monitoring/staffing
Food
Pets
Establish Coordinate with Reception & Information, Communications, and Medical functions, as they become staffed.
Ongoing guidelines for operational responsibilities
Emergency Medical Response
Setup & Initial Operations Checklist
INITIAL OBJECTIVE: Provide emergency medical response (triage and first aid). |
Select a Medical Lead
Depending on patient influx quantity, a second medical lead may be appointed.
Both medical leads will work together in establishing a workflow.
Set Up the Medical Triage Area
Locate the Medical supplies in the Hub storage unit and set up the designated Triage Area first.
Unpack the kit labeled " Medical Triage." Check inventory for this task.
Signage
Medical Volunteer Sign in Area
Medical lead to assign a volunteer to assist in signing in and signing out volunteers.
Sign in volunteer:
Have each volunteer sign in and sign out when volunteering at the activation site.
All volunteers must have their COBI badge on them.
Verify licensure status (ask the volunteer if they have an active license).
Yes🡪Can deploy anywhere.
No 🡪 Remind volunteer they may not perform invasive treatments.
Medical lead to deploy volunteer as needed (triage area, treatment area, runner, etc.)
Screening, initial assessment and triage should be performed by MRC or BIEMRS?
An MRC medical volunteer with higher scope of practice (physicians, advanced practice providers) can assist with medical evaluations.
Triage Area
Set up the triage area - Locate a dry space uphill and upwind from any nearby hazards.
Lay out the colored tarps to triage received injured persons.
Red tarp: Urgent Care - Patient will deteriorate without immediate significant intervention; needs evacuation. If evacuation is not possible, designate medical volunteers to continue monitoring and/or treating patients with available resources.
Yellow tarp: Priority Care - Patient has serious injuries but is unlikely to deteriorate within the next 4 hours without care. Evacuation Recommended. Designate 1-2 medical volunteers to continue monitoring patients periodically and reassess need to escalate triage level.
Green tarp: Routine Care - Patient has injuries, unlikely to deteriorate within 24 hours without care.
Black tarp: Morgue - Locate this tarp in a secure location where it can't be seen from treatment or the other stations.
Morgue: Each hub will have a stationed trailer that can be used as a temporary morgue if needed. Bodies will be placed within body bags by the medical volunteers. MRC, BIEMR, CERT can assist in this process?
Deploy team to each triage station and provide as much comfort and care as possible. You might only be able to provide comfort care for the critically injured.
Transport Area
[Coordinate this with Site Safety/Traffic]
Treatment Area
MEDICAL PODS
Individuals triaged as red and yellow should be brought to the medical treatment area?
Individuals exhibiting signs of psychological distress should still be evaluated for any urgent medical needs, prior to moving them to a PFA pod.
PFA PODS?
PFA volunteers to assist in providing psychological care. If patient exhibits signs of medica decompensation, report to medical lead immediately.
Provide medical triage and basic first aid as necessary to members of the public seeking services.
Provide limited first aid to those in need of medical care.
Find volunteers with first-aid training and experience to assist.
Determine what level of care is needed using basic triage standards. You might not be able to treat everyone in need of care.
Provide
onlybasic treatment (ABCDE, treat for shock, stop the bleed, stabilize broken bones}. Utilize available resources.
Establish and implement medical Client Intake Log and medical documentation procedures.
Implement Intake Documentation Procedures
Intake
Treatment Lanyard Card
Treating volunteer to fill out treatment card and place on each patient being treated. Lanyard card will remain on patient for the duration of the activation until discharged from HUB and through transport to higher level of care.
SOAP Notes -Document each injured person along with triage tag level (red, green, yellow).Fill out and attach a triage tag for each patient in your treatment area.
Implement Medical Documentation Procedures
Assign volunteers to volunteer jobs within the Medical team.
Triage
Task is to greet and make a quick determination of needs:
Treatment
Task is to provide appropriate first aid
Perform patient assessment and complete documentation.
Each patient being treated will receive a treatment lanyard card that will be filled out by the treating medical volunteer. This card will remain on the patient until the patient has been “discharged” from the HUB. If patient is being transported to a higher level of care, leave the card on the patient through transport.
Provide treatment using available resources. Escalate high priority needs (i.e., epinephrine pen, oxygen, AED) to the medical lead.
Medical lead-to coordinate with communications to determine if additional resources are available.
Patients that are safe to be “discharged” from the HUB must be communicated to the medical lead.
Coordinate with Shelter, Communications, and Medical functions, as they become staffed.
Ongoing guidelines for operational responsibilities