Concept of Operations

This Agency has adopted the Concept of Operations presented in the State of Texas 2010 Title IV-B Annual Progress and Services Report, Section VII. Disaster Plans (ACYF-CP-PI-10-09). During events that threaten or disrupt [Agency] business functions, the Refuge House Incident Command Team is activated and implements the Disaster Recovery and Business Continuity Plan in order to mitigate impact or recover from disruption of Refuge House mission critical activities. Refuge House positions listed below are authorized to activate the Incident Command Team in accordance with the guidelines listed in this document.

Communication Tree

· Emergency Director (according to the authority tree)

o Incident Commander (according to the authority tree)

§ Case Manager Supervisor

ú Case Manager

· Foster Caregiver(s)

In the above communication tree, each level of the tree is responsible for direct communication with the subordinate level. In the event that a branch in the tree is unable to participate in the communication, the next level in the tree is activated for the communication link. This communication may be reassigned as appropriate in each scenario.

Facilitating Communications

In the event of any emergency situation, the following communications methodologies should be attempted until the communication tree has been successfully established.

· Agency Office Number – in the event of a state of emergency, the Office Number shall be staffed, forwarded and/or a message providing instructions shall be left on the machine.

· Agency On-Call Emergency Number – the On-Call Emergency phone shall be staffed and assigned to ensure 24x7 coverage.

· Agency Assigned Mobile Phone – each staff member who is provided with a cell phone must maintain power and availability on their Agency assigned mobile phone.

· Personal Mobile Phone or Home Phone– each staff member and caregiver should be available at a phone number listed in the file.

· Agency email, personal email, social networking sites – staff and caregivers may establish and maintain communication via any electronic means, as available.

· http://www.refugehouse.org/ - in the event that phone communications are unavailable, the Agency will load emergency contact information and/or instructions on the home page

Each staff member and caregiver is responsible for attempting all means possible until communication is successfully coordinated and the whereabouts of all children in care established Agency-wide.

Methods to physically protect and/or recover child’s records (including electronic records):

To prevent a computer data recovery problem all computer documents are stored and backed up on tape and on hardware drives. A third backup is located off-site in a secure location. All child records are stored electronically (including, but not limited to, placement information, medical authorizations, Medicaid cards, STAR Health cards and educational portfolio). In the event that the primary data repository is damaged or unavailable, a daily, weekly or monthly backup may be restored at another location within 24-48 hours and all records may be accessed as needed. (Contract Section 30.C.vii)

Contact information for a child’s DFPS Caseworker and Caseworker Supervisor are stored with the child’s electronic record. Additionally, this information is provided to and updated with the child’s caregiver. In the event that a situation necessitates contact of the child’s DFPS worker or supervisor, this information may be accessed by the caregiver and Refuge House staff electronically and remotely by Refuge House employees and/or the child’s caregiver and may also be accessed in the information provided to the foster parents. (Contract Section 30.C.vi)

Loss of telephone service at Refuge House

In the event of a loss of telephone service, all pertinent personnel will use the cell phones and or 2-way radios made available through Refuge House.

Disaster Planning Training

Refuge House employees/administrative personnel will review these policies and procedures with Refuge House staff upon each new hire and at each subsequent review or update of the Disaster Plan. Foster/adoptive parents will receive training by the RH Home Developer during screening and assessment. All foster/adoptive families will be responsible for completing the Foster/Adoptive Disaster and Emergency Plan form provided at the beginning of this document and providing it to Refuge House prior to verification and upon each update or revision of the plan denoted by the plan title (2010-A, B, etc). Foster parents and employees will be provided with the handout “Are You Ready” prepared by the Florida Institute for Family Involvement. Policies and procedures and their Foster/Adoptive Home Disaster Plan form will be reviewed with foster/adoptive parents during biennial reviews in the foster/adoptive home. Foster/adoptive parents must immediately notify Refuge House of any changes in this plan. (Contract Section 30.C.xiii and .xiv, RCCL §749.2801(b))

If Disaster Impacts Refuge House Office and/or Employees

In the event of a disaster that affects the Refuge House administrative building, all employees will be notified by supervisory personnel. Case Managers will then be expected to contact foster/adoptive families to communicate the extent of the disaster and its impact on the delivery of services. Michele Gorman or the Administrator will contact Refuge House’s RCCL Representative and Residential Contract Manager to communicate to them the extent of the disaster, its impact on the delivery of services, relocation plans, and plans for the storage of records. Employees may encounter personal problems and issues during a disaster. In this case, employees who are affected by a disaster should contact Michele Gorman, or the Administrator at the numbers above as soon as possible to provide them with information regarding their ability to be included in the provision of services to foster/adoptive families.

Refuge House Emergency Response, Disaster Plan (ERDP)

Refuge House will review the ERDP at least once yearly to ensure that plan remains current and in compliance with applicable contract and licensing standards. The Plan and related Foster/Adoptive home plans will be denoted with the current year and revision (i.e. ERDP 2010-A, B, etc.). Refuge House will ensure that the ERDP, policies and procedures remain current and are reviewed when changes in administration, construction, or emergency phone numbers occur. Refuge House will provide a copy of their disaster plan to foster/adoptive parents and ensure that each home has a written ERDP which will be updated as necessary and at each re-verification. Refuge House will maintain a copy of each home’s ERDP in its records, which also indicates receipt and acknowledgement of the related Refuge House Disaster Plan. (Contract Section 30.C.xiii and .xiv, RCCL §749.2801(b))