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1. Assessments

Introduction

When disaster strikes, the immediate aftermath can be chaotic and overwhelming. Accurate assessments help bring order to this chaos by providing a clear picture of the situation on the ground. They enable responders to make informed decisions, allocate resources efficiently, and develop effective recovery plans. Without proper assessments, efforts can be misdirected, resources wasted, and critical needs overlooked.

• Assessment teams usually visit the site before sending volunteers to work. However, this is often done on the spot as teams are approached while working, so it’s beneficial for all Team Leaders to be trained in assessing homes.

• Be compassionate with the residents. Listen attentively and show them that you care. It’s not uncommon for volunteers to be the first people survivors confide in. Watching their homes being gutted and emptied onto the roadside can be the most heartbreaking part of their journey, so we must be prepared for heavy emotions.

Glossary

• Scope of Work: Outlines the specific tasks and activities that your organization is equipped to perform during a project.

• Work Descriptions

  • • 2’, 4’, 6’, or 8’ Gut: Indicates the height at which the walls will be marked and removed. Includes removal of flooring (except tile), upper cabinets, and any other accessories to this height.

    • Floor to Ceiling: Same as 8’ Gut, but indicates the walls should be stripped all the way the ceiling, leaving the ceiling and attic insulation intact

    • Full Gut: Same as Full gut but includes removal of the ceiling and attic insulation

    • Subfloor: Indicates that the subfloor needs to be removed 

    • Crawlspace: indicates that the crawlspace requires a standard gut including insulation, vapor barrier and flex duct.

Work Type Acronyms

• HE – Heavy Equipment

• DR – Debris Removal

• CH – Sawyer 

• MG – Muck and Gut

• CS – Crawlspace Muck Out

• SANI – Sanitation 

• SS – Sort and Salvage

• DEMO – Full Demolition

• RT – Roof Tarp 

• AR – Assessments 

• DC – Distribution/Donation Center

• AD – Admin 

• DRC – Disaster Resource Center

• VRC – Volunteer Reception Center

Section 1: S.A.F.E.R.

1. Situational Hazards

   • As the first person from your organization to lay eyes on a worksite it is critical to maintain awareness and use a great deal of caution when moving about the area. One should assume that all potential hazards the event may create are present until determined otherwise.

   • Avoid digging into debris, entering compromised structures, and other activities that increase the potential for injury.

   • Keep in mind that Emergency services may still be very busy and slow to respond during this time.

2. PPE

   • N95 mask

   • Boots

   • Hard Hat

   • Pants and long-sleeved shirt

   • Combo respirator If sewage is present

Section 2: Tools

• First-Aid kit

• Screwdrivers

• Hammer

• Razor Knife

• Flat bar

• Contactless voltage tester

• Headlamp

• Moisture Meter

Section 3: Performing the Assessment

1. Utilities:

   1. Locate the utility services to the home to verify that none are posing an immediate risk.

   2. Shut off power, gas, and water to the property to prevent electrical shocks or gas leaks. Any unusual locations of shut offs should be noted on the assessment form at this time.

   3. Instruct the homeowner to have an electrician inspect the system before turning the power back on.

2. Assess the Safety of entering the site:

   1. Wait for the floodwaters to recede completely.

   2. Ensure the home is structurally sound by checking for sagging ceilings, cracked walls, or unstable floors. Consult a professional if you're unsure.

   3. Check for potential ACM’s (Asbestos Containing Materials)

   4. Stop, Look, and Listen when entering each room of the home. This will give you the opportunity to hear any shifting that may be occurring in the structure or any wild animals or pets that may be within the debris and observe the lines of the structure for any deformations. 

   5. Use the voltage tester to verify that electricity is off to all appliances and outlets.
      There may be alternative service in the home that is not disconnected by the main.

3. Fill Out the Work Request:

   1. Collect any personal information that is not pre-filled on the work request

   2. Review the scope of work offered in detail with the homeowner. Be sure they are clear about what work will and will not be done by your organization!

   3. Take photos and videos of every affected area. This documentation is crucial for insurance and FEMA claims. *Never begin working on an insured home until cleared to do so by the insurance company. Doing so may complicate the claim process.

   4. Assess the work to be done keeping the homeowner advised throughout. 

      1. Database ID and Crisis Cleanup ID: Enter the unique identifiers for the database and crisis cleanup in the provided spaces.

      2. Assessor Information: Fill in the name of the assessor and the date of the assessment.

      3. Approval Status: Check the appropriate box to indicate whether the request is approved or denied. *This section may be reserved for office use only. 

      4. Level: Indicate the priority level of 001(low), 002(medium), or 003(high). *This section may be reserved for office use only

      5. Resident Information:

         1. Enter the resident's name, phone number, and secondary contact information.

         2. Fill in the street address, city, county/parish, and zip code.

         3. Indicate whether the resident is an owner or renter.

         4. Note the total number of people living in the residence at the time of the disaster, including any temporary or transitional residents who were affected.

         5. Note the total number of residents in each demographic category: veterans, single parents, elderly, children, and disabled persons in the home

         6. Provide the age of each resident. (Optional)

         7. Indicate any pertinent medical conditions the residents choose to disclose. (Optional)

         8. Indicate if the residents are displaced from the home due to damage from the declared event

      6. Additional Information:

         1. Indicate if the resident needs to be called prior to working and if notice of a certain time before working is required. i.e. call prior to working, needs to be notified 3 days ahead of time.

         2. Specify if work can be done without the resident present.

         3. Note if insurance will cover the damage.

      7. Work Request Details:

         1. Describe the work requested in the provided space. Refer to the ‘Assessment Glossary’ for standardized terminology developed to ensure clarity and efficiency 

         2. Indicate the scale of exterior and interior damage from 1-minor damage/cosmetic) to 5-destroyed.

         3. Identify any materials that may be needed to work on site, such as tarps and firring strips for tarping roofs or plywood and planks for walking on unstable subfloors.

         4. Provide any special skills needed. i.e. Sawyer, electrician, plumber

         5. Estimate the number of people that can be used on site.

         6. Include any notes or special instructions.

      8. Work Types Needed: 

         1. Check the boxes for the types of work needed, such as salvage/sorting, debris removal, gutting, demolition, sanitation, muck out, or roof tarp. 

         2. Indicate tree work needed by type.

      9. Utilities: 

         1. Indicate the status of Electric and Gas service as On, Off, or Disconnected (from the home)

         2. Indicate whether the Water is shut off at the main

         3. Indicate if there is Freon present 

         4. Indicate if the resident has been advised of utility shut offs that are necessary prior to work being done.

      10. Signatures: Ensure all necessary signatures are obtained, including the liability waiver, photograph release, and COVID waiver.

4. Review

   1. Review all details of the work request with the homeowner ensuring they fully understand all details of the intended work. It is important to clarify that we will help IF we and get a team to them, and cannot make any guarantees due to the uncertainty of volunteer attendance or productivity. NEVER MAKE PROMISES  

   2. Review all waivers and signature pages with the homeowner

   3. Provide up to date contact information for the organization

5. Get signatures (Sample forms located in resources section)

   1. Liability Waiver/Work Release

   2. Photograph Release

   3. Covid Waiver