Closing an Implementation

As the hotline call volume begins slowing down, partners may discuss winding down the DLS implementation and closing the hotline.

As a general rule, the hotline should not close out before the final FEMA appeals deadline for that disaster passes. Consult with your FEMA contact to find the specific date.

If the date has passed and hotline call volume is minimal, consult with FEMA, the DLS Director, and your local partners to agree upon a hotline termination date.

As conversations to wind down the hotline gain traction, host the final Coordination Call with all partners. The final agenda is in the agenda template document, but in general the meeting will cover:

• Confirming the submission of the final Hotline Activity Report

• Confirming the Hotline Host's plans to seek reimbursement

• Looking back on the successes and challenges of the implementation

After this meeting, you'll have all the details you need to close out the implementation.

Hotline Activity Reports - After the hotline's final day, ask the Hotline Host to submit their final Hotline Activity Report.

Reimbursement Requests - If the Hotline Host intends to seek reimbursement, ask them to submit their formal reimbursement request and supporting documentation.

This report gathers the details of the implementation and officially ends your duties on a specific disaster implementation. You should only use it once the final Coordination Call has been conducted and the final Hotline Activity Report has been submitted by your implementation's Hotline Host.

Once you submit it, several things will happen:

• You will get a copy of the report to download and review,

• The DLS Director, your DLS Team Member Liaison, and our ABA Program Specialist will receive a copy of the report, and

• Your FEMA contact will receive a final count of the Hotline Activity Report figures.

Review the downloadable report once you get it. If there are any corrections you'd like to make, just email your updated document to the DLS Director.

Once you're happy with the final report, share it out to all implementation partners and thank them for their support during the implementation. Be sure to also upload the final report to your Implementation Folder.

🎉 Congratulations on a successful implementation! 🎉