Pdf shelter field guide fema p 785

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Shelter Field Guide

FEMA P-785

Shelter Field Guide

With contribution from:

American Red Cross Federal Emergency Management Agency Missouri State Emergency Management New York City Department of Homeless Services San Francisco Department of Emergency Management

Table of Contents

Introduction ........................................................................1 Fundamental Objectives of Sheltering.........................................2 Using This Guide.........................................................................3

Design...............................................................................3 Position Icons....................................................................4 Training..............................................................................4

Before Opening A Shelter..................................................5 Determine if the Shelter Is Necessary.........................................5 Establish Relationships with Local Emergency Management.......5 Complete a Site Review...............................................................6 Determine the Scope of Shelter Services Needed......................6 Site Layout and Setup..................................................................7

Parking Areas....................................................................7 Drop-off Area....................................................................7 Waiting Area......................................................................7 Registration Area..............................................................7 Dormitory Areas................................................................8 Children and Family Areas................................................8 Household Pets Area........................................................8 Feeding/Food Preparation and Serving Areas.................8 Snack Area........................................................................9 Health Services and Mental Health Services Areas........9 Lounge and/or Recreation Areas......................................9 Storage Areas...................................................................9 Shelter Management Offices............................................9 Staff Area..........................................................................9

Sample Shelter Floor Plan...........................................................10 Establish Shelter Rules................................................................11 Staffing.........................................................................................11

Shelter Positions...............................................................12 Considerations When Planning Staffing...........................12 Forecasting Staffing Needs..............................................12 Shifts.................................................................................13 Scheduling........................................................................13 Orienting Your Staff...........................................................13 Keeping Track of Your Staff..............................................13 Resident Volunteers..........................................................14

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Sample Staffing Chart.................................................................15

Sample Organizational Chart......................................................16

Staffing Shortage/Overage Challenges.......................................17

Staff Shortages.................................................................17 Staff Overages..................................................................17

Logistics.......................................................................................17

Identify Potential Resources.............................................17 Procurement......................................................................18

Safety and Security......................................................................18

Assessing Shelter Security...............................................18 Potential Security Issues...................................................19 Security Precautions.........................................................19 Safety and Security Incident Documentation...................20

Fire Safety....................................................................................20

Access and Functional Needs Support Services........................21

People with Visual Disabilities..........................................22 People Who Are Deaf or Hard of Hearing........................22 People with Mobility Disabilities........................................22 People with Cognitive, Intellectual and Mental

Health Disabilities.............................................................22

Service Animals................................................................23 Household Pets.................................................................24

Other............................................................................................25

Opening a Shelter...............................................................26

Establish Schedules for Daily Activities.......................................26

Registration Staff Duties..............................................................27

#1 Register Residents.......................................................27 #2 Conduct an Initial Health and Mental Health

Screening..........................................................................28

#3 Identify Unaccompanied Minors..................................28 Shelter Residents Whose Legal Status Affects

Their Placement In Shelter Housing.................................28

Privacy and Information Sharing.......................................29 Dormitory Management....................................................29 Health Services and Mental Health Services...................30 Common Mental Health Concerns in Shelters.................31 Preventing Contagious Disease Outbreaks......................31

Feeding........................................................................................33

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Logistics.......................................................................................33

Site Maintenance and Custodial Services........................33 Inventory Management.....................................................34 Inventory Management Challenges..................................35

Monetary and Material Donations...............................................35 Communication............................................................................36

Residents..........................................................................36 Shelter Staff......................................................................37 General Public...................................................................37 Media.................................................................................37 Supporting Agency and Local EOC..................................38

Ongoing Shelter Operations..............................................39 Reporting.....................................................................................39

Establish the Reporting Structure.....................................39 Create and Implement Reporting Tools............................39

Adjusting Operations to Changing Requirements.......................40

Utilizing Shelter Resident Leadership...............................40 Competing Priorities..........................................................41 Inadequate Shelter Space/Overcrowding.........................41

Reunification Services.................................................................41 Transportation..............................................................................42

Closing a Shelter.................................................................43 Shelter Closing Considerations...................................................43 Shelter Closing Coordination.......................................................44 Closing Schedule.........................................................................45 Document Retention....................................................................45

Checklists............................................................................46 Shelter Operation Functions........................................................46 Using the Checklists....................................................................47 Shelter Manager Checklist...........................................................48

Opening.............................................................................48 Ongoing.............................................................................49 Closing..............................................................................50

Registration Checklist..................................................................51

Opening.............................................................................51 Ongoing.............................................................................52 Closing..............................................................................52

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Feeding Checklist........................................................................53

Opening.............................................................................53 Ongoing.............................................................................54 Closing..............................................................................55

Dormitory Checklist.....................................................................56

Opening.............................................................................56 Ongoing.............................................................................57 Closing..............................................................................57

Staffing Checklist.........................................................................58

Opening.............................................................................58 Ongoing.............................................................................58 Closing..............................................................................58

Logistics Checklist.......................................................................59

Opening.............................................................................59 Ongoing.............................................................................60 Closing..............................................................................60

Health Services and Mental Health Services Checklist..............61

Opening.............................................................................61 Ongoing.............................................................................61 Closing..............................................................................62

Coaching Aids.....................................................................63

Preparing to Train........................................................................ 63

Shelter Manager Coaching Aid....................................................64

Self Study..........................................................................64 Discussion Points..............................................................64 Demonstrate......................................................................65 Observe.............................................................................65 Reinforce...........................................................................65

Registration Coaching Aid...........................................................66

Self Study..........................................................................66 Discussion Points..............................................................66 Demonstrate......................................................................67 Observe.............................................................................67 Reinforce...........................................................................67

Feeding Coaching Aid.................................................................68

Self Study..........................................................................68 Discussion Points..............................................................68 Demonstrate......................................................................69

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