ADRA Emergency Management

NSW Operating Procedures

for ADRA Disaster Volunteers

ACTIVATION: Community Services Manager will call the ADRA Team Leader to ACTIVATE or place us on STANDBY.

TEAM MEMBERS ADVISES ALL TEAM MEMBERS to assist either as part of the initial team(s) or with relief as required.

TEAM MEMBERS REPORT TO THE EVACUATION / RECOVERY CENTRE as directed by Community Services Manager taking your ADRA emergency Kit with you! Upon arrival, have each team member log on using the form in your kit. (NB: Log Off when leaving).

SET UP THE ADRA WORK AREA with facilities for a Team Leader, 2 Team Members (min) and 1 Scribe (behind the team and away from public access).

BRIEFINGS by Community Services throughout the event are to be attended by ADRA team leader. Determine from briefings the likely impact on our accommodation services and report back to your team

AVAILABLE ACCOMMODATION. From your database (in kit) select and contact venues and determine the accommodation available. Record details on the ACCOMMODATION VENUES form, using one form for each venue. Ensure your available accommodation exceeds the likely evacuee numbers.

YOU ARE NOW READY TO RECEIVE EVACUEES after they are Registered by Red Cross and Assessed by Community Services. Only those evacuees assessed as requiring accommodation can be attended to by ADRA so ensure the Community Services Registration form they present has ACCOMMODATION authorised on it, otherwise refer the matter to the attending Community Services officers for clarification.

ALLOCATING ACCOMMODATION. Each team member attending to evacuees is allocated Venue Forms by the Team Leader. From these forms, determine the appropriate accommodation for their needs and complete the triplicate accomodation form fully.

· Hand the completed white copy to the evacuee to take to the venue.

· Record details on the Venue form and adjust available accommodation columns.

· Hand the Green and Yellow Copies to the Scribe.

THE SCRIBE has the important role of keeping record of evacuee placements and maintaining statistics for Community Services. The Scribe will:

· File the Green copy of the triplicate accommodation form in alphabetical order (this copy is for Community Services)

· From the Yellow Copy, transfer the information onto the Accommodation Flow Chart. The Chart has space for several reallocations and an extension form should evacuees move to alternative accommodation.

· Information regarding the placement of evacuees can be given ONLY to Community Services. This is most important.

File the Yellow copy of the Accommodation Form in alphabetical order for ADRA's records.

ROSTERING in extended disasters is essential.

· In the initial call out, the team(s) should be prepared to attend for up to 8 hours.

· Once the ADRA response has been established, backup team(s) should attend. A shift of 8 hours is suggested. (don't forget to log on/off).

· Ensure there is an information handover and debrief period of 30 minutes at each roster change. Incoming teams must refer to the file of Operation Log/Message Reports.

COMMUNICATIONS of instructions and actions taken must be recorded on the Operation Log/Message Report forms in your kit.

ACCOUNT RECONCILLIATION is a task carried out following the disaster.

· DoCS Management may forward accommodation accounts to ADRA.

· Cross check accommodation accounts to the Accommodation Flow Chart/Venue and Yellow Accommodation forms to ensure details such as names and nights charged are correct.

· Highlight any unauthorised expenses such as telephone and alcohol for the attention of Community Services. Do not contact the venue regarding such matters.

· Return the accounts, together with the relative green DoCS copy of each accommodation form, to Community Services management.

ADRA EXPENSES incurred during the disaster are to be recorded on the Expenses Form (in your kit) and forwarded together with relevant receipts/accounts to the State Manager for reimbursement.

A TEAM LEADER REPORT covering ADRA's part in the management of the disaster should be prepared by the Team Leader or a nominee and forwarded to your Area Coordinator as soon as possible after the finalisation of our involvement.

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