Starting an Implementation

The DLS Program is only activated if:

1. The President makes a major disaster declaration (MDD) and approves Individual Assistance (IA) benefits for survivors.

2. FEMA decides that it is necessary to implement DLS in the affected area, and

3. FEMA emails a "Letter of Intent" to implement services to the DLS Director and ABA Staff. 

Until then, DLS is not formally activated, though in large-scale disasters we may begin coordination before the LOI is delivered. The DLS Director and/or your DLS Team Member liaison will reach out to let you know you can start coordinating. 

Preparing for the Needs Assessment Call

Once you receive notice that coordination can begin, it's time to get the first DLS Coordination Call, in which a needs assessment will take place, as soon as possible. 

To coordinate the first call, simply create a group email to:

• All of the individuals/organizations listed on the state's Disaster Legal Services Plan

• DLS Co-Vice Director, Shrushti Kothari (kotharis@lsc.gov), and 

• The FEMA Point of Contact for your disaster (the Director will make sure you have those details). 

These will be your core partners throughout the implementation. They should be included on all correspondence going forward unless they decline participation.

Request the meeting as soon as possible, and get prepared to lead the meeting. 

Organizing Your Documents

Once you know DLS will be activated in your jurisdiction, go into your state's folder and navigate to "2 - Disaster Implementations." Create a new folder labeled like "Hurricane Ida (DR-4611)." Then, make a copy of the Agenda Template from the New Implementation Toolkit and place it in the newly-created implementation folder. You'll use that agenda to run the meeting and document implementation notes going forward. Throughout the implementation, please put your notes directly into the Google Doc via your browser. That way, the DLS team can have good records of the implementation and visibility into what's going on if information is requested by FEMA.

The first meeting should cover an introduction to DLS (for partners that need it), a report of the current situation from FEMA, a review of the DLS needs assessment criteria, and the selection of a DLS Implementation Tier. All of these items are outlined in the Agenda Template that you copied over to your folder, and the accompanying Initial Needs Assessment presentation.

Tips:

• Feel free to add partners directly to the agenda and notes Google Doc, or download the file and share over email afterward. But as a reminder, please use the Google Docs file so notes are automatically updated and visible by the DLS team.

• In the agenda template, there's a link to a standard powerpoint that introduces the DLS program. A copy is also in the New Implementation Toolkit, which also includes a flyer of Frequently Asked Questions that can be shared with partners.

As soon as you finish the first coordination call, set up the recurring meeting invitation. To do that, contact the DLS team's ABA Staff Liaison, Renee Lugo (renee.lugo@americanbar.org) and provide her:

1. The day/time and frequency the group agreed to meet, and 

2. A list of all partner emails that should be included on the invite

Tips:

• Schedule  the  recurring calls  for  30-45  minutes, depending on the size of the disaster and number of partners involved.  

• Be  mindful  of  work  schedules  and  different  time  zones.  Use  a time  zone  converter if helpful. 

As soon as the hotline details and partners have been confirmed, prepare the DLS press release and begin getting local partner approvals. 

To do that, simply use the DLS Press Kit Creator to enter in the requisite data to produce the press release and other marketing materials.

After you complete the app, you will get a "Next Steps" document that outlines what to do with it, which largely involves getting approval at the local level before uploading the final version to the Press Kit Creator for final review by the ABA. Do not allow for publication without approval.

*If necessary

FEMA has authorized the reimbursement of reasonable expenses related to the implementation and management of a hotline for this declared disaster. Most costs related to hosting the hotline have already been pre-authorized by FEMA. Those items not requiring pre-authorization can be found on the allowable costs list, and are approved up to $5,000.  Only receipts for expenditures are required.

If costs are expected to exceed $5,000, or if other costs are anticipated (e.g., staff time), have the partner email the anticipated expenditure amount and a brief explanation to director@abaylddls.org.

The DLS Program has a Volunteer Interest Form to capture volunteer information. This information can be shared with the local partners at whatever intervals the partners deem appropriate. If the local partner has their own volunteer interest form, it may be added to our national form, and we can route interested volunteers directly to that partner's website. 

With the hotline up and running and calls starting to come in, DLS partners should meet regularly to provide updates and raise any issues. 

The cadence will be decided on the selected Implementation Tier.  If the group requests or agrees to a change in frequency, contact Renee and have her adjust the existing calendar invite to avoid confusion / duplicate calendar invites.

The meetings can cover whatever the partners desire. However, use the agenda template described above as the foundation for the meeting to make sure information is flowing well to all partners.