STANDING OPERATING
PROCEDURE (SOP)
FOR
SUPPORT OF
SHELTER MANAGEMENT
OPERATIONS
FOREWORD
In 2001
the volunteer agencies working with the Texas Division of Emergency Management (DEM)
surfaced a concern regarding a shortage of volunteers to staff emergency shelters during man made or natural
disasters where there were evacuees
requiring shelter. In discussions
between the these agencies and DEM, a recommendation surfaced to have a trained pool of shelter management
personnel available, which would assure the manpower to alleviate their shortfall of
volunteers. The suggestion was offered
to utilize
An initial
agreement was reached between the American Red Cross, the Division of Emergency
Management and the Adjutant General’s Department for the Texas State Guard to
accept this mission and proceed with a train up of TXSG personnel. During 2001 and 2002 over 300
In September
of 2004, the effects of Hurricane Ivan upon the
It is
important to note that TXSG personnel will only supplement volunteer agency shelter
managers in crisis times and they will not report for assignment until ordered
to state active duty through the Directorate of Military Support
The
Standing Operating Procedure (SOP) contained herein is the guidance and
direction for commanders who have been tasked to support shelter management operation. Commanders at all level have a responsibility
to know the contents of this SOP and act in accordance with it.
TABLE OF CONTENTS
I Training TXSG personnel for ARC Shelter
Management Operation - - - -1
II.
Preparation for call to State Active Duty - - - - - - - - - - - - - - - - - - -
- - - - -2
III. The call to State Active Duty procedure - - - -
- - - - - - - - - - - - - - - - - - - - 4
IV. Reporting
for ARC Shelter Management Operations - - - - - - - - - - - - - - 6
VI. Conducting support for shelter management operations - -
- - - - - - - - -8
VII Stand Down from State Active Duty - - - - - - - -
- - - - - - - - - - - - - - - - - - -11
VIII. Annexes
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - - - - - 13
TRAINING TXSG PERSONNEL
FOR
SHELTER OPERATIONS
a.
Introduction to Disaster Services. This course provides fundamental
information about disasters, the community response, and the role of the Red
Cross Disaster Services.
b. Mass Care. This training provides basic information about
the activities of the Mass Care function.
Participants will learn about the skills and abilities needed by Mass
Care workers in a crisis situation.
c.
Shelter
Operations. This course
prepares the Red Cross and supporting agencies’ staff to effectively and
sensitively manage shelter operations as a team, to meet the needs of people
displaced as a result of disaster.
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Preparation for call to
State Active Duty
1.
The Brigade Commander has the overall responsibility
for shelter management preparedness.
a.
Brigade Commanders are to appoint on orders, an LTC
or MAJ within the brigade with specific responsibility of shelter management training
and preparedness.
b.
Brigade shelter management OIC’s
are to align personnel in units of six, with a competent NCOIC in charge of
each unit of six. A unit of six can
expect to be the TXSG support package for one shelter.
c.
Brigade OIC’s are to be prepared
to respond to a State Active Duty call up with any where from one to twelve
units of six.
d.
The command structure for the units of six will be as
follows:
(1)
one to four units of six No
higher than CPT
(2)
up to eight units of six No higher than MAJ
(3)
nine or more units of six No higher than LTC
2. Brigade /
Battalion / Company Personnel Roster
a.
Each brigade commander is responsible for developing
a roster of qualified personnel to support shelter management operations.
b. A personnel
roster is to be maintained in the format as illustrated in Annex A.
c.
The personnel roster is to be updated, consolidated
at brigade level and forwarded to HQ, TXSG G3 at each quarter.
3. Ready Bag
a.
Each TXSG guardsman who trained to support shelter
management operations will have a ready bag available upon call to State Active
Duty and be prepared to stay at least three days.
b. Items to be
contained in the individual ready bag are listed in Annex B.
-2-
4. Ready Packets
a.
The OIC will be responsible for preparation and
maintenance of a Ready Packet.
b. The Ready
Packet will contain a minimum the following materials as prescribed in Annex C
5. Transportation
to the shelter site.
a.
Each brigade is to develop a transportation plan to
ensure that TXSG personnel will arrive in a timely manner at the designated
assembly area or shelter site. Unit
member’s personal vehicles will be the primary source of transportation.
(1)
The units of six concept should be the basis of
the transportation plan.
(2)
Drivers must keep account of all mileage driven by recording the
odometer reading. Per diem and travel allowance may or may not be authorized.
b. TXSG
personnel can expect to travel directly to a shelter site or may move to an
assembly area in preparation to move to a shelter site. This will be delineated in the operations
order.
-3-
The Call to State Active Duty Procedure
1.
There is one and only one procedure for units and members of the
2.
In order for a unit or individuals to respond to a call up for shelter
management operations, the following must have occurred.
a. The volunteer
agency providing shelters in a district where the
disaster has
taken place will notify local civil authorities and
will then be
referred to the District Disaster Chairman of the
impending need for additional shelter management staffing.
The DDC is usually the Department of
Public Safety Captain
or Lieutenant in
the district where the disaster has occurred and
serves as liaison
with the Division of Emergency Management
in
including the
Department.
b. The need for
shelter managers is verified at the DEM.
The request
to call the
Adjutant General’s Department and, if
approved, is tasked to the
Directorate of Military
Support. (DOMS) DOMS issues a
warning
order to the HQ,
TXSG staff to begin the call to State Active Duty.
DOMS is the entity that issues the
official order that provides the
legality for the
shelter management operations for the
State Guard.
c. HQ, TXSG staff will notify commanders
/ OIC of impending
operation,
allowing preparation time. Upon receipt
of the
official
order from HQ, TXSG staff, either verbal or by e-mail,
the
unit may commence operations
.
d. An operations
order will be e-mailed to the commander / OIC
outlining specifics of the operation. The operations order will
state the precise number of personnel needed to support
the
operation. Commander’s / OIC’s may not exceed
this figure.
-4-
e. At no time will an individual or unit of
the TXSG respond directly
to the volunteer agency to support shelter
operations unless the
procedure
outlined herein has been followed.
3. Movement to
an Assembly Area
a. Prior to movement, the commander / OIC will accomplish the
following:
(1)
Thoroughly review this SOP
(2)
Review the Transportation Plan
(3)
Conduct an equipment check
(4)
Exercise the alert plan
(5)
Ensure each TXSG Guardsman has clear instructions to
arrive at the assembly area or shelter.
(6) Exercise the unit’s
communication plan
(7) Ensure the Ready Packet has all blank forms required for
strength accountability / operations locations
/
reimbursement ( if authorized) instructions.
a. During a call to State Active Duty to
support shelter management
operations, communications may be sporadic and difficult.
b. In preparation for call up, each OIC
should have the following
equipment ready to transport.
(1)
1 lap top computer
(2)
2 cell phones with chargers
(3)
1 certified Amateur Radio RTO with equipment
c. Each unit is to publish and have ready a communications
directory for their personnel on SAD
-5-
REPORTING FOR
SHELTER MANAGEMENT OPERATIONS
1. Reporting
to an Assembly Area
a. TXSG units may be called to State Active
Duty before there is an actual need to staff shelters.
b. A Point of Contact (POC) at the disaster
area assembly point will be identified prior to the unit’s departure.
c. Units should be prepared to move to the
nearest TXARNG armory in the absence of orders while on standby.
d. The TXSG OIC is to report in immediately
upon arrival to begin coordination with the District Disaster Chairperson.
(1)
The OIC will be given reporting location prior to departure.
(2)
Location will probably be the regional Texas Department of
Public Safety HQ, (HQ, for DPS DDC)
(3)
OIC will report first to the District Disaster Chairperson
(4)
OIC will begin coordination with the agency sponsoring
shelters
e. OIC
will execute plans to staff shelters in the area of
operation
2. TXSG OIC actions
a. As
TXSG personnel are dispatched to staff shelters, the OIC
will maintain a specific, by name, tracking
record.
(1) The following information is
required and to be and
updated:
(a) Name / rank / unit of TXSG personnel staffing
the
shelter
(b) Time of
departure to travel to shelter
(c) Time of
arrival at shelter
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(d)
Name of shelter
manager
(e)
Time shelter support operation commenced
(f) Status reports – 0800 and 1600 daily
(g)
Shelter closing report
(h)
Time of departure for HOR
(i) Time of arrival at HOR
(2) OIC’s are to
collect this information from each team and
forward a copy
to HQ, TXSG
3. The
District Disaster Council
a. The OIC may be tasked to provide liaison
to the DPS regional
District Disaster Council during the time of crisis.
b. Representatives from other
local and state agencies will serve on
the District
Disaster Council or provide liaison to the DDC.
c. The responsibilities of the TXSG OIC to the council are to:
(1)
Provide current TXSG status reports to the council.
(2 Monitor DEM conference calls to anticipate
future direction
(3 Input any TXSG
needs for support
(4) Report council outcomes to brigade EOC
-7-
CONDUCTING SUPPORT FOR
SHELTER MANAGEMENT OPERATIONS
1. Reporting
for Shelter Management Operations
a. TXSG personnel should plan to arrive at
their assigned shelter as
expeditiously as possible.
b. A unit of six TXSG personnel will
usually be required to staff a
shelter; however, larger shelters may require
two or more units.
c. Upon arrival to
the shelter:
(1) The ranking individual will be the OIC /
NCOIC
(2) The OIC / NCOIC will report directly to the
shelter manager
(3) All TXSG personnel should be prepared for
immediate duty
(4) The shelter OIC / NCOIC will submit a closing
report to the
Operations
OIC
2. TXSG
shelter responsibilities will be designated by the shelter manager
a. TXSG personnel can
expect to assist in the following ways:
(1) Assist with overall shelter
management
(2)
Conduct registration of incoming evacuees
(a) Ensure all residents are registered
(b) Maintain a system for checking occupants in
and out
(c) Manage the system of record keeping for
shelter
registrations.
(3)
Feeding
(a) Supervise on-site food preparation
(b) Advise logistics supervisor of needed
supplies
(c) Ensure a food ordering system is established
(d) Keep inventory of food supplies ordered and
expended
(e) Prepare and monitor the food staff work
schedule
(f)
Record the work hours of personnel as
requested
-8-
-
(4)
Disaster Health Services (Under the direction of a
medical
consultant)
(a) assist in protecting
health / preventing disease
(b) provide first aid
for shelter residence
(c)
maintain
records
(d)
Provide 24 hour coverage in the shelter
(5) Information Services
(a) Provide access to factual information about
the disaster
(b) Post the location and hours of shelter agency’s service
center
(c) Post the location and hours of other agency
service
centers
(d) Establish bulletin boards
(e) Hold shelter meetings to dispel rumors
(6) Dormitory Management
(a) Set up sleeping areas
(b)
Assign residence to sleeping areas
(c) Coordinate with Logistics staff for cots /
blankets / comfort kits
(7) Other Client Services
(a) Organize and administer play areas /
recreation /
`` transportation
and other services (long stay)
(b) Identify residents needing additional
services
(c)
Coordinate with Family Services for
additional assistance.
(8 Logistics
(a)
Provide support for the use of the facility
(b) Ensure the safety / security /
sanitation of the shelter
(c) Procure / store / distribute
supplies and equipment
(d)
Ensure the building is properly used
-9-
b. TXSG personnel are
expected to provide quality customer care
(1)
Respect for the Clients.
(a) Treat each shelter resident as an individual
(b) Safeguard the privacy and confidentiality of
residents
(c) Appreciate and respect the diverse
backgrounds of
shelter residence
(d) Accommodate those with disabilities as best
possible
(e) Treat all the shelter residence the way you would
want
to be treated
(2) Rules
(a) Explain or furnish copies of the shelter
rules to all
residents
(b) Make sure the rules are posted and conveyed in
the l
of the shelter
residents
(c) Rules are for safety of everyone
(d)
Basic rules are:
·
No alcohol
·
No illegal drugs or weapons
·
Quiet hours are enforced
(3)
Routines – Maintain consistency when scheduling:
(a) Meal time
(b) Shelter meetings
(c) Recreational activities
(d) Lights
out
c. Status Reports
(1) The shelter NCOIC will e-mail or telephone
NLT two status reports
each day of the operation
(2) The Operations OIC will determine contact
times.
(3) The status report should include but not be
limited to:
(a)
Status of TXSG personnel supporting the shelter
(b)
Number of residents in the shelter
(c) Problems or concerns
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STAND DOWN
FROM
STATE
ACTIVE DUTY
1. TXSG
personnel supporting shelter operations will remain on duty
until properly relieved.
2. The shelter manager
will coordinate the closing of the shelter
a. The shelter manager notifies the DDC of the date /
time the
Shelter will cease operations.
b. The shelter NCOIC
will contact the Operations OIC and confirm the
closing of the shelter.
c. The shelter manager will be the releasing
authority for TXSG
support personnel
d. The TXSG shelter
NCOIC will contact the Operations OIC stating the
time of departure of the TXSG shelter team
e. All
personnel will report to the brigade EOC for out processing
3. Operations
OIC Stand Down Procedures
a. Log all closure
reports from departing teams
b. Report all
departures to the brigade EOC as they occur
c. Ensure all TXSG
have been released
d. Return to the
brigade EOC for out processing
4. Out
processing – brigade EOC
a. Upon return of
TXSG personnel to the brigade EOC, the following
actions will be taken.
(1) S1 Personnel & Administration
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(a) Coordinate completion of pay documents
(b)
Collect and forward all pay documents to HQ, TXSG
(c)
Document all injuries / illness to TXSG personnel
(d) Evaluate for clearly outstanding individuals for
awards
(e) Prepare final closing report
(2)
S3 Operations
(a)
Collect shelter team
(b)
Develop final
(3)
S4 Logistics
(a) Coordinate turn in of equipment and supplies
(b) Account for shortages and losses
5. Final
Reports to HQ, TXSG
a. Submit a
telephonic closing report and termination of operations
b. Submit an e-mail
final operation report
c. Submit an
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Annex A
_______BRIGADE
ARC SHELTER MANAGEMENT OPERATIONS
Personnel Roster
Team 1.
*Name Rank Unit Contact Information
Name Rank Unit Contact Information
Name Rank Unit
Contact Information
Name Rank Unit Contact Information
Name Rank Unit Contact Information
Name Rank Unit Contact Information
Team 2.
*Name Rank Unit Contact Information
Name Rank Unit Contact Information
Name Rank Unit Contact Information
Name Rank Unit Contact Information
Name Rank Unit Contact Information
Name Rank Unit Contact Information
* Shelter Team NCOIC
Continue listing out as many teams as the brigade can
support
-13-
Annex B
Individual Ready Bag
1 set BDU’s (extra)
Extra underclothing / socks
Shaving Kit
1 set of wet weather gear
cot
sleeping bag
flash light
unit cell phone directory
bottled water
note book / pen
non perishable foodstuffs
-14-
Annex C
OIC Ready Packet
Pay / per diem software
Pay / per diem example forms
SITREP report forms
Accident / Injury Report Forms
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