The Emergency Management National Response Framework says special needs populations may have additional needs before during and after an incident in functional areas such as Maintaining independence ID: 369657
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What are vulnerable populations?
The Emergency Management National Response Framework says “special needs” populations may have additional needs before, during and after an incident in
functional areas
, such as:Maintaining independenceCommunicationTransportationSupervisionMedical care
They are often constrained by:PovertyPhysical or mental disabilityHealth issuesLow English proficiencyTransportation disadvantageAgeand especially by combinations of these.
TCRP A-33 Communications with Vulnerable Populations: A Transportation and Emergency Management Toolkit
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TCRP A-33
Communication
with Vulnerable Populations: A Transportation and Emergency Management Toolkit
3Communication with Vulnerable Populations Is the Law
The Americans with Disabilities ActThe Stafford Disaster Relief and Emergency Assistance Act as amendedExecutive Order 13347SAFETEA-LUHomeland Security Presidential Directive 5Slide4
TCRP A-33
Communication
with Vulnerable Populations: A Transportation and Emergency Management Toolkit
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Washington Times headline upon release of National Council on Disability report, August, 2009Vulnerable populations represent significant elements of our communities. All of us are vulnerable at some point in our lives. Many of us have children or grandchildren, elderly parents , siblings, spouses, partners, friends, who may need extra assistance in emergencies. When we are planning for vulnerable populations we are also planning for ourselves and our loved ones. Slide5
TCRP A-33
Communication
with Vulnerable Populations: A Transportation and Emergency Management Toolkit
5 Impossible or at least hugely expensive? How can it be done?
It’s all about collaborationExisting agencies- local and state government agencies, communitybased (CBOs), faith-based (FBOs) and non-government or non-profitorganizations (NPOs) are already in the field working with a host ofvulnerable populations.Many don’t know about transportation and emergency management, and transportation and emergency managers don’t know about them.
The Toolkit is a step-by-step process of getting into existing networks or setting up a communication network with other organizations thatwill help reach vulnerable populations Slide6
Vulnerable
Populations
CBOs
FBOs
NPOs
Environmental
Justice
Initiatives
Transportation
Emergency
Management
Evacuation,
Security Coordination,
All Phases Emergency Planning
Public Communications
(customary conduit)
Public Health
(emerging partner)
TRCP
A-33
TCRP A-33
Communication
with Vulnerable Populations: A Transportation and Emergency Management Toolkit
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Four Steps and the Tools to Do Them
Executive Summary
Introduction
Chapter 1: Gather InformationToolsAdditional InformationChapter 2: Build or Add to a NetworkToolsAdditional InformationChapter 3:
Communicate Through the NetworkToolsAdditional InformationChapter 4: Sustain the NetworkTools Additional InformationConclusion, Glossary, ResourcesTCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit
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What it is (and isn’t)
The toolkit does not provide
specific messages for emergency
planning, response & recovery. It lays out a process for building the collaborative partnerships necessary to communicate messages & implement activities in any locale.
Plans aren’t worth the paper they are written on. The relationships you build while making those plans are golden. - Houston veteran of Hurricanes Katrina and RitaTCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit8Slide9
Chapter 1: Gather Information
1. Get started
Transportation & Emergency Management begin to talk- is there a champion? is leadership buy-in needed?
2. Collect population information- define, locate vulnerable pops.3. Assess hazards & community vulnerability4. Assess agency resources- current plans? committees? staff?5. Identify existing networks- e.g. United We Ride, community service links
6. Keep a contact listTCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit9Slide10
Chapter 1 Tools
Securing leadership buy-in (memo template, tips for handling resistance)
Tip sheet on identifying vulnerable populations (research &
factfinding, community engagement)Working with metropolitan planning organizationsRural planning organizationsPotential network partners (list)Network contact database (template)Preliminary contact info.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit10Slide11
Pointers: Getting off to a good start
Do some initial homework on who is in your community
Are you the champion? Can you find one?
Is your leadership leading the way or in the way- if the latter, get them on board- gradually if necessaryLook at your transportation and emergency plans– are vulnerable populations specifically included?Look for existing networks- who knows who, why do they meet, when do they meet?Keep the names!
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit11Slide12
Chapter 2: Build or Add to a Network
Begin outreach to key personnel
Plan 1
st meetingManage meeting logisticsConduct the meetingUpdate contact list6. Plan next steps
7. Transition to an organized network8. Set parameters9. Choose a name for the network10. Document the workTCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit12Slide13
Chapter 2 Tools
Network fact sheet
Sample invitation
Meeting accommodation formPlanning accessible meetingsAccessible meeting facility checklistMeeting agenda templateMaking meetings work tip sheet (intros, discussion ?s, etc.)Sample presentation outlineSign-in form (template)Follow-up memo template
Goals and objectives templateTCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit13Slide14
Pointers: Building the Network
Make your meetings meaningful, inclusive, and accessible to all
As you transition to a more formal, organized network, it may help to:
Establish / adopt the purpose for the networkCommunicate the network’s benefitsCreate an organizational frameworkDevelop a plan for working together (who does what, how often do we meet, by phone, etc.)Define network goals & objectivesEstablish requirements for participating in the network
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit14Slide15
Chapter 3: Communicate Through the Network
Define communication procedures
Establish communication roles & responsibilities
Assess communication resources (questions to help identify and evaluate resources including registries)4. Reassess hazards & community vulnerability5. Plan for communicating about transportation
6. Test the network7. Communicate through the network8. Document the workTCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit15Slide16
Chapter 3 Tools
Network member roles and responsibilities
Network member planning checklist
Communication channels by sectorRegistries fact sheet (pros and cons on different types)Communicating with vulnerable populations tip sheet (appropriate & diverse channels, keeping messages simple, adapting messages, etc.)How to conduct a network testAlert template
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit16Slide17
Pointers: Using the Network
Ask questions to establish procedures
What does it mean to activate the network?
Who can activate it?When will it activate?How will network members be notified? How can network partners communicate back “up the line”??s to define roles and responsibilitiesWhat will members be asked to do when they receive an alert?What happens outside of work hours?
Are the roles of public sector partners different from voluntary and private sector communication roles?TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit17Slide18
Chapter 4: Sustain the Network
Engage network members regularly
Update network contacts
Look for opportunities to expand the network structureStrategically grow the networkForm agreementsEquip network members to perform their rolesEvaluate policy implicationsEstablish common terminologyEvaluate & improve the networkDocument the work
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit18Slide19
Chapter 4 Tools
Social media tip sheet
Contact information update
Forming agreements tip sheet (MOUs, etc.)Network-building checklistPost-event evaluation tool Performance measures for communicating with vulnerable populationsDesigning & implementing baseline & post-activation surveys tip sheet
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit19Slide20
Pointers: Sustaining the Network
Keep it going
Convene periodic meetings with at least 1 face-to-face / year
Regular conference callsUse technology- website, listserv, social networkingUpdate contacts at least annually, preferably quarterlyKeep it growingExpand structure with committees, advisory panels, subgroups- take on projects, new partnersEvaluate the list for gaps, ask members to recommend new members, reach out
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit20Slide21
More Pointers on Sustaining
Equip members to perform their roles
Individual preparedness
Continuity of operations plansBackup communication devices, power sourcesAlternate language translation, sign interpretation servicesEvaluate & improveExercise network regularlyDevelop performance measuresConduct annual surveyEvaluate after an event requiring activation
Invite network members to participate in “mainstream” exercisesTCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit21Slide22
Conclusion, Glossary, Resources
Additional resources:
Demographic & database research- more detailed source information
Functional needs additional help matrix: responses to each major threat (evacuate, shelter, other) arrayed with functional needsIntroduction to Emergency Management: Terms and Organization – help orient non-EM peopleEmergency planning exercise design fact sheet – help orient non-EM people as to what to expect
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit22Slide23
TCRP A-33
Communication
with Vulnerable Populations: A Transportation and Emergency Management Toolkit
23Final Lessons Learned
On a day-to-day basis, people that have full communications and mobility capabilities do not think about the people who may not.Key lesson 1: Inclusive planning is essential. Include representatives of and advocates for diverse groups of vulnerable people (not stand-ins!) in planning and exercises. Your network will help you find volunteers! Volunteers with service animals, mobility devices (from walkers to scooters), who have limited English skills, are deaf/ hard of hearing, blind / with limited vision, and with moderate cognitive disabilities will provide much more realistic trials and clearance times and will help figure out “what is missing” before the emergency. Key lesson 2: All successful planning for emergencies is local. Slide24
For More Information
Website address
Deborah Matherly, Principal Investigator, The Louis Berger Group, Inc.
dmatherly@louisberger.comJane Mobley, Co-Principal Investigator, Jane Mobley Associates jmobley@janemobley.com TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit
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