Managing Unaffiliated Volunteers in Disaster The Volunteer Response Center model Caitlin Brooking Volunteer Mississippi Objectives of This Session Understand why we manage unaffiliated volunteers in disaster ID: 771225
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Managing Unaffiliated Volunteers in Disaster The Volunteer Response Center modelCaitlin Brooking, Volunteer Mississippi
Objectives of This Session Understand why we manage unaffiliated volunteers in disasterUnderstand the scope and objectives of a Volunteer Response CenterUnderstand the context of launching a VRC (indicators that one is needed, when to launch, estimated timeline of operations) Understand what is necessary to operate a VRC
Why Manage Unaffiliated Volunteers after a Disaster? Maximize all available resources/skillsReduce chaos & channel energy Engage the community in own recoveryThey are coming anyway
What is a VRC? Connector/first stop for unaffiliated volunteers Coordinator for responding voluntary orgs Work request intake center Info hub for community
How Do We Know When to Launch a VRC? Local Resources are OverwhelmedLarge Influx of Unaffiliated VolunteersExtensive Media Coverage of Disaster Necessity of Coordinating Work Orders & Voluntary Efforts
What Do We Need to Launch a VRC? Coordinating Agency Trained Volunteers/StaffSpace Ability to Document Needs & Match Vols Phone/(ideally) Internet Access Info About Ongoing Response
What are the Outcomes/Objectives of the VRC? Track & report volunteer activity Ensure expeditious volunteer assignment Document needs matched with volunteers/resources
VRC Resident Requests for Assistance NGO Requests for Additional Volunteers Field Reports: Volunteers Deployed and Status of Work Orders Volunteer Registration Info MEMA Sit Reps Work Assignments/ Referrals Vol Hrs Reports for FEMA match NGO Req for Vols Resident Work Order Request Work Order Status Sheet, Agency Vol Sign-In-Out Vol Reg Forms Compiled Agency Vol Sign-In-Out Work Order Status Sheet, VolSol VRC/MCVS Info, VRC & Agency Sign-In-Out VRC Info Flow
3-7-13 (Cumulative to date) Volunteers pre-registered: 166 Volunteers Registered with VRC: 1094 Forrest County VRC Volunteers Deployed to Forrest County agencies: 608Estimated Forrest County Hours: 3690.5Documented Volunteers*Southern Baptist Disaster Responders: 773 volunteers, 6184 hoursSamaritan’s Purse: 1657 Volunteers, 10188 hours Lamar County Documented Volunteers* Lamar County FD: 486 volunteers, 1935 hours The Volunteer Response Center hours have changed. The VRC will now be open and operated by Volunteer Hattiesburg: Monday - Friday 8 am - 4 pm, Saturday 8 am – Noon, Sunday – Closed. SAMPLE MCVS SIT REP
VRC Launch Timeline Before disaster (if possible):Establish partnerships with MCVS, EMA, local VOAD groups, and resource groups (space, supplies, volunteers)Train VRC volunteers Disaster Strikes:Determine the status of the area (MCVS, EMA): what is the damage? Is it safe to deploy volunteers in the area? Who else is working here? Where will we send volunteers?
VRC Launch Timeline 2-5 Days after Disaster:Determine with EMA & MCVS whether a VRC is neededOutline the specific duties the VRC will fulfillRegister & deploy unaffiliated Record volunteer dataIntake work order requestsActivate Mutual Aid AgreementsOpen doors
VRC Launch Timeline During VRC Operations (daily)Stay in daily touch with EMA, MCVS & responding orgsPlan to be open at least 7 am – 3 pm Re-assess the ongoing situation Closing the VRC (2-4 weeks out in most cases)Identify the long term recovery partnersLet MCVS/EMA know you are closingTransition any data to LTRCs Create a final report, if possible
To Sum It Up… VRCs = volunteer matching & data collectionFlexibilityDisasters start and end locallyEfficiency & Effectiveness = more people served & resources deployed where needed Any questions?
Where do response agencies fit in? VIP: Very Important Partnership!Receiving & managing unaffiliated volunteers on the spotAffiliate volunteers (provide training & credentialing) VRC can serve as coordinating point for agenciesStrategyWork order intake & assignmentData collection for the county
What do you think? Do you see any challenges to partnering with a VRC?Would you pursue a partnership with a local VRC operator in advance of a disaster?Would you be able to provide vol job descriptions to activate upon VRC opening?What additional functions do you think would be useful for a VRC to serve?Work Order IntakeData Collection Point
Thanks! Caitlin BrookingDeputy DirectorMS Commission for Volunteer Service/ Volunteer Mississippi601.432.6252cbrooking@ihl.state .ms.us