Sarvodaya Standard Operating Procedure - English by sarvodaya newspaper

STANDARD OPERATING PROCEDURE (SOP) For Disaster Response December 2017

SOP Responding To Disasters - SARVODAYAYA

STANDARD OPERATING PROCEDURE (SOP) For Disaster Response December 2017

Lanka Jathika Sarvodaya Shramadana Sangamaya (Incorporation) Act No. 16 of 1972

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA Preface by Lanka Jathika Sarvodaya Shramadana Sangamaya Content to be provided by Sarvodaya

SOP Responding To Disasters - SARVODAYAYA ACRONYMS DM DR DRT EOC EC ER HQ Sarvodaya SOP WASH NGO INGO CBO DMC DDMCU PESTEL GSMB CCD DOI DOM NBRO UNISOAR

Disaster Management Disaster Response Disaster Response Team Emergency Operation Centre Executive Council of Sarvodaya Early Response Sarvodaya Head Quarters Lanka Jathika Sarvodaya Shramadana Sangamaya Standard Operating Procedure for disaster response Water And Sanitation , Hygiene Non-Government Organization International Non-Government Organization Community based Organization Disaster Management Centre District Disaster Management center Unit Political Economical Social Technological Environmental Legal Geological Survey and Mine Bureau Coastal Conservation Department Department of Irrigation Department of Metrology National Building Research Organization United Nation Office for Disaster Risk Reduction

SOP Responding To Disasters - SARVODAYAYA

Part1. Overview 1.0 Global Disasters Trend

verview of disaster in the World of Asia & South-East Asia

Disasters that occur on the globe hurt the poor and vulnerable the most. Most of the losses are attributable to extreme weather events, and climate change threatens to push an additional 100 million people into extreme poverty by 2030. Natural disasters have had large and long-lasting impacts on poverty. The impact of disasters will continue to grow as climate change increases the frequency and intensity of extreme weather events. Global losses due to adverse natural events were estimated over $5 trillion between 1980 and 2017. During this period, such losses have increased rapidly, rising from $50 billion a year in the 1980s to nearly $250 billion a year in the last decade. Population growth and rapid urbanization are driving the increase in disaster risks. It is estimated that more than two-thirds of the worldâ&#x20AC;&#x2122;s population will live in cities by 2050. By 2030, without significant investment into making cities more resilient, natural disasters may cost cities worldwide $314 billion each year. Mainstreaming disaster risk management into development planning can reverse the current trend of rising disaster impact. If countries act decisively, they can save lives and assets. However, many developing countries lack the tools, expertise, and instruments to factor the potential impacts of disasters into their investment decisions. Despite increasing disaster risk in South Asian Region, awareness and understanding of this risk among individuals and governments remains low. As an emerging topic, exposure and vulnerability to natural hazards and their consequential impacts are not yet at the forefront of development agendas. Disasters result out of combination of three key elements: i) Natural hazards, including earthquakes, cyclones, excess rainfall, tsunamis, etc. ii) Exposure (of people and property to these hazards); iii) Vulnerability (of the human and physical capital exposed)

Physical, social, economic, political and environmental factors increase the susceptibility of a community to the impact of a natural hazard. To promote engagement in disaster and climate risk management practices, this guideline provides readers about the elements that are driving increases in disaster risk and way of eliminating or reducing risk. Further it shows rising disaster events and losses, the nature of the hazards, the drivers of current and future disaster loss, and provides an overview of activities that can reduce the vulnerability of exposed assets. Most Disasters happen in the world, based on the following Hazards

SOP Responding To Disasters - SARVODAYAYA

Global Policies and Frame work, All DRR related activities of Sarvodaya are in line with Global Disaster Risk Reduction (DRR) Policies issued by UN and National DRR road map Published by Disaster management center (DMC)By Sri Lankan Government.

SOP Responding To Disasters - SARVODAYAYA

Implementing the Sendai Framework for DRR by Sarvodaya

oint of actions to be followed at all levels from Head Quarter, district and community levels of Sarvoday movement to achieve DRR objectives with commitment to the Sendai framework priorities for Global disaster risk reduction.

Priority 1: Understanding Disaster Risk I. Organize sensitization meetings. Workshop, awareness on disaster Risk Reduction in Different layers in Sarvodaya structure and related partners. II. Create Disaster related mapping, resource mobilization; manage Database form HQ to Communities.

Priority 2: Strengthening Disaster Risk Governance bodies to Manage Disaster Risk I. Formation and strengthen of HQ, District, community level bodies with strong relationship to different DM policy related bodies. II. Identify flood prone/Land Slide and Other disaster prone areas â&#x20AC;&#x201C; future mitigation and resilient activities.

Priority 3: Investing in Disaster Risk Reduction for Resilience I. Allocate funds to HQ, District level & Community level bodies for DRR Activities. II. Disaster Management Depth of Sarvodaya has attended for disaster resilient building construction activities at all levels. III. Train and capacity building at different layers for disaster resilient building construction

Priority 4: Enhancing Disaster Preparedness for effective Response I. Regular meetings with Partners and Stakeholders. II. Meetings with the Forecasting Agencies at pre-disasters. III. Prepare Standard Drill for responding to Flood/Landslide /Tsunami Hazards etc.

1.1. Overview of disasters in Sri Lanka 1.1.1 Major Natural Disasters in Sri Lanka

n Sri Lanka, floods, landslides, cyclones, droughts, wind storms, coastal erosion, tsunami, Epidemic, sea surge, and sea level rise are the main natural hazards that generate disasters. Most of them are occurred due to hydrological, meteorological and climatological root causes. Growing trend of biological disasters such as animal accidents and insect infestation are also prevalence in recent past. These natural disasters have caused loss of life, and enormous damage and destruction to property. In addition to these natural disasters, the country also incurs heavy losses on account of manmade disasters occurred due to urbanizations, deforestation, indiscriminate coral, sand and gem mining, and industrial hazards besides ethnic conflicts and occasional political violence in the recent past.

SOP Responding To Disasters - SARVODAYAYA 1.1.2 Flood:

loods are more of common occurrence in Sri Lanka than the other natural disasters. Within this territory there are 103 river basins of which about 10 rivers are considered as major. Among these major rivers Kelani, Gin, Kalu, Nilwala and Mahaweli are vulnerable to floods. The increase in population and subsequent need for land have forced more and more people to live and work in these vulnerable areas, thereby intensifying the risk to life and property in the event of major floods. Heavy rainfall and runoff the large volume of water from the catchment areas of rivers, deforestation, improper land use and the absence of scientific soil conservation practices could be identified as the major factors for floods in Sri Lanka. Urbanization with the insufficient infrastructure facilities such as drainage system triggers the urban flash floods together with global phenomena like climate change, which increased rainfall intensities. The districts of Kegalle, Ratnapura, Kalutara, Colombo, Gampaha and Galle are subject to floods on account of Southwest monsoon rains, while Ampara, Trincomalee, Badulla, Polonnaruwa, Batticaloa, Matale and Monaragala suffer from the Northeast rains. In addition, most of districts in Sri Lanka Flooding on rainy season, because of unexpected extreme weather changes frequently due to sudden climatic changes happen in Bay of Bengal and suburb countries and continents.

Districts Vulnerable to Flood Hazard

Major floods are associated with the two monsoon seasons. Heavy rainfall in the Eastern and South-Western slopes is a principal cause of the flood risk. In addition, the drainage and topography of certain districts and land use patterns are also significant factors. The Western slopes receive rainfall in both Maha (September to January) and Yala (May-August) seasons, and is prone to flooding in these periods. The Eastern slopes of the country receive most of the rainfall during the Maha season (September to January). This is also the cyclone and storm season that can bring heavy rainfall in short time periods. Thus, the two regions show distinct flood seasonality. The District of Vavuniya shows a higher flood probability due to cyclonic storms. Even though the annual rainfall is lower than the Western highlands, Vavuniya and Mullaitivu in the North have recorded the highest rainfall intensities in the island. Sarvodaya District and grassroots volunteers should be aware and have a proper knowledge of the rainfall pattern and be able to deal with seasonal flood occurrences based on the hands on experiences to develop prepare, response and migratory (evacuation) plan according to the HQ guidance. Reliable source for information rain fall and Flood DMC, DDMCU DOM, DOI

SOP Responding To Disasters - SARVODAYAYA 1.1.3 Landslide:

The districts of Badulla, Nuwara Eliya, Ratnapura, Kandy and Matale are most prone to landslides. The highest risk is in the Kegalle District followed by Ratnapura and Nuwara Eliya Districts. Even within these Districts, there is spatial variability at Divisional Secretariat level. Changes in land use including cultivation of tobacco on steep slopes, land clearing in the hills, blocking of drainage paths, and the impact of the large reservoir construction may be the cause of the increase. Sarvodaya Land Slide prone relevant District office, Grass root volunteers must aware of Land slide and its root causes. Sarvodaya District and grassroots volunteers must be aware and have a proper knowledge of the landslides and its root causes and also should know how to deal with landslides based on the first hand experiences for develop prepare, response and migratory (evacuation) plan accordance with HQ guidance.

Districts Vulnerable to Landslide Hazard

xcessive rainfall, typical landform and geology, deforestation and unplanned land use practices combine to create landslide hazard especially during the last two decades in the mountain slopes of the Central and Southwestern regions of the Island. Landslides like any other natural disaster are a concern to us as they threaten the life and property of the people in the hill slopes.

Reliable source for information rain fall and Land Slide DMC, DDMCU DOM, DOI and NBRO

1.1.4 Drought:

Districts Vulnerable to Drought Hazard

rought is the most significant hazard in Sri Lanka in terms of people affected and relief provided. Drought occurs in the south-eastern, north central and north-western areas of Sri Lanka due to low rainfall during monsoons. In some areas, consecutive years of drought had lasting impact on livelihood options .The prevalence of drought maybe surprising given that Sri Lanka receives on average 1,800 mm of rainfall annually. However, it is distributed unevenly. A large part of the island is drought-prone from February to April and on to September if the subsidiary rainy season from May to June is dry. There is a stronger tendency to drought in the SouthEastern district of Hambantota and the North-Western region of the Mannar and Puttalam. The drought tendency is markedly less in the South-West corner of Sri Lanka where there is heavy rainfall. Main causes of drought are low rainfall, deforestation, improper land use and unplanned cultivation. Although droughts cannot be classified as sudden disasters, they do cause hardship and financial loss mostly to farmers. Sarvodaya District and grassroots volunteers should be aware and have a proper knowledge of the rainfall pattern and how to deal with seasonal Drought and agriculture based on the own experiences to develop and prepare response and migratory plan in accordance with HQ guidance.

Reliable source for information Drought & rain fall pattern DMC, DDMCU, DOM, DOI, and MOA

SOP Responding To Disasters - SARVODAYAYA 1.1.5 Earthquake:

ri Lanka is not located near any of the main plate boundaries that are prone to earthquakes. Indeed, it was head on a plate that extended from Australia to India. In the last decades, however this plate is beginning to rotate on account of accumulation of runoff from the Himalayas in the Bay of Bengal and other reasons leading to a fissure between the "Australian" and "Indian" plates. Some scientists believe that this is leading to a new plate boundary across the Southern Indian Ocean. This boundary is still approximately a 1000 km from the south of Sri Lanka. Yet, these shifts have to be more carefully monitored and seismological studies need to be carefully followed. The Geological Survey and Mining Bureau is the government agency entrusted with seismological studies and it hosts a seismic station at Pallekelle in the Kandy District which is part of the global network of seismographs. Further research is needed to elucidate the consequences of compressions set up in the India plate and the impact of the recent earthquake on the regional hazards and also more precisely estimate the probabilities of the risk of earthquakes closer to Sri Lanka.

1.1.6 Tsunami:

hile Sri Lanka is far away from the plate boundaries, yet it is close enough to the highly active seismic zone near Sumatra and other regions to its South-East that earthquakes generated in this region may lead to a Tsunami Hazard in Sri Lanka. Tsunamis are rarer in the Indian Ocean as the seismic activity is much less than in the Pacific. Tsunamis are extremely infrequent - the last major volcanic explosion in the Indonesian island of Krakatau led to a Tsunami in Sri Lanka in August of 1883. The wave heights that resulted however were much smaller than the 2004 Tsunami. While earthquakes could not be predicted in advance, once the earthquake is detected it is possible to about an hourâ&#x20AC;&#x2122;s notice of a potential Tsunami for every 500-km distance from the epicenter. Such a system of warnings is in place across the Pacific Ocean. Once the large amount of pent-up energy in the compression zones of the plate boundaries have been released, it takes another buildup of energy for another event of similar magnitude. Thus, another Tsunami at the same location is unlikely in the short-term from the same epicenter. In the future, Indian Ocean littoral regions should generate and pay attention to earthquake and tsunami warnings. Tsunamis are likely to have a more modest impact on the coastal zone from Killinochchi to Puttalam. Sarvodaya District and grassroots volunteers should be aware and have a proper knowledge of the tsunami and tidal waves based on the experiences to develop and prepare, response and migratory plan in accordance with HQ guidance. Reliable source for information rain fall and Flood DMC, DDMCU DOM, GSMB

ri Lanka has a coastline of 1585 km. More than half of her 19.5 million population live in villages, towns and cities of the coastal districts. The economic importance of the coastal areas has increased further with the rapid urbanization, the development of commercial harbors (Colombo, Galle and Trincomalee). Fishing harbors and anchorages, main lines of communication (road and rail) recreational facilities and tourism. It has been estimated that over 50- 55 percent of the shoreline is subjected to or threatened by coastal erosion. The effects of coastal erosion are largely felt in the west, south-west, and southern coastal belt. Coastal erosion severely affects infrastructure facilities such as the railway, road system and disturbs economic activities along the coast such as fishing, recreational and other coast-related activities. More over sea serge is also occur in within the Sri Lankan territory.

Districts Vulnerable to Coastal Hazard

1.1.7 Coastal Erosion:

SOP Responding To Disasters - SARVODAYAYA 1.1.8 Sea Level Rise:

urrent sea level rise has occurred at a mean rate of 1.8 mm per year for the past century and more recently, during the satellite altimetry era of sea level measurement, at rates in the range of 2.9-3.4 Âą 0.4-0.6 mm per year from 1993â&#x20AC;&#x201C;2010. Sri Lanka's marine ecosystem will be highly affected due to sea level rise. Apart from that increase of soil salinity and the deterioration of water quality is also another few impacts due to sea level rise. Sarvodaya District and grassroots volunteers should be aware and have a proper knowledge on the Coastal hazards and sea erosion based on the previous experiences to develop and prepare, response and migratory plan in accordance with HQ guidance. Reliable source for information Coastal hazard, Sea erosion and Coastal Flood DMC, DDMCU DOM, CCD

1.1.9 Cyclone:

ri Lanka has been affected mostly by cyclone activity occurring in the Bay of Bengal. The Eastern, Northern and North Central regions are the cyclone prone areas of Sri Lanka. Although cyclones do not occur frequently in Sri Lanka, these are not totally outside the range of disasters. The records show that cyclones have affected the Eastern, Northern and North Central Provinces. There have been four severe cyclones during the last 100 years as well as a number of severe and moderate storms. The cyclones that pass-through Sri Lanka originates from the Bay of Bengal during the North-East monsoon which develops in November and lasts a few months. Cyclone incidence shows a strong seasonality and 80% of all cyclones and storms occur in November and December. Incidences of cyclones that pass-through Sri Lanka in other seasons is rare due to geography and the regional climatology Sarvodaya District and grassroots volunteers should be aware and have a proper knowledge of the Cyclone hazards and sea erosion based on the previous experiences to develop and prepare response and migratory plan in accordance HQ guidance.

Cyclone Hazard of Sri Lanka

Reliable source for information Cyclone DMC, DDMCU DOM,

SOP Responding To Disasters - SARVODAYAYA

1.2. Justification for the need of SOP

arvodaya has identified responding to natural disasters as one of its core priorities. As a support organization in the provision of community development and welfare services, Sarvodaya has worked to actively promote disaster response through a range of activities from national level to district divisional level further expanding its roots of disaster response to village level such as raising the awareness of communities about disasters, disaster prevention and response, organizing relief efforts, preparing cash and relief items, and organizing relief activities. Consequently, the involvement of Sarvodaya in this area has been highly admired by the Government and the general public of Sri Lanka. It has contributed to recover the damage caused by disasters to a level which the Sarvodaya can be happy of. Nevertheless, DR to date remains an empirical effort and lacks consistency, coherence and professionalism, which somewhat lessens the expected outcomes. Reason behind this state of affairs is unearthed as the deficiencies of formal procedures in operation of activities. This SOP has been developed and to be applied by Sarvodaya in disaster response with the aim of creating a uniform and consistent approach in disaster response and to improve the professionalism and effectiveness in operations enhancing quality, safety, reliability, transparency accountability of the services to most vulnerable groups at onset of disasters.

1.3. Purpose and target user

he purpose of the SOP is to ensure that a systematized and consistent set of procedures is followed within the entire system of Sarvodaya to effectively support DR activities, to clearly define the roles and responsibilities of different levels, and to facilitate the coordination and collaboration with relevant agencies. The SOP will be followed invariably across the entire Sarvodaya Sangamaya and partners that support Sarvodaya in Disaster Response. In addition, when emergency situation a user can use the user friendly “brief overview” attached pink documents (……..) for better operation practices of the hole DRR related activities.

1.4. Structure of the document

he SOP consists of seven parts and the annexes. The main contents include each levels of operation as deliver essentials or principles, regulations, and steps on the procedure and allocation of duties at each level responsibility. The annexes include detailed guidelines and essential formats.

SOP Responding To Disasters - SARVODAYAYA

Part 2. Role of Sarvodaya in disaster response 2.1. Legal framework The specific roles and responsibilities of Sarvodaya in Disaster Response activities are defined in the following sections of its incorporation Act.

1. Lanka Jathika Sarvodaya Shramadana Sangamaya (Incorporation) Act. No. 16 of 1972 Provisions made under the general objects of the corporation and specifically under the No. (7) &(8) of general objects which is to

• General Object (7) – To train and organize groups of youth who are ready to come forward and render voluntary service in times of national distress, as well as in community development and social welfare programs. • General Object (8) – To collect and mobilize the maximum possible resources of the people such as their time, intelligence, energy, land, wealth, specialized skills and technological knowledge which they are prepared to donate of their own free-will, and utilize these scientifically to bring about the general economic and social progress of the people.

2. Lanka Jathika Sarvodaya Shramadana Sangamaya (Incorporation) Act. No. 16 of 1972 Provisions made under the general Principles of the corporation and specifically under the No. (4) General principle which is to

• General Principle (4) – To assist in the national development and social welfare projects of the government. For more details - Lanka Jathika Sarvodaya Shramadana Sangamaya (Incorporation) Act. No. 16 of 1972, please refer Annex I.

2.1.2. Ethical Framework for DRR

ulture and tradition of Sri Lankans are to help affected people in disaster with passion and most Sri Lankans are willingly help affected vulnerable people without considering religious, ethnic, cast, race, gender or any other differences in social layers. Sarvodaya is a local Non Governmental Organization and purely Sri Lankan blood. Main objective of Sarvodaya is to mobilize human resources towards self - sustainability with local norms, promoting values through global standard. Hence Sarvodaya has social responsibilities and ethical responsibilities build the layers and structures help to communities towards disaster risk reduction and resilience.

SOP Responding To Disasters - SARVODAYAYA 2.2. Organizational Structure of Sarvodaya in DR from HQ Level to Community level Proposed organizational structure in responding the disaster relief General Secretary

Executive Director

Head Of the EOC Director Finance Director Field Operation

Regional Head

District Coordinator

Regional Head

District Coordinator

Regional Head

District Coordinator

Different Community Groups

District Coordinator

SOP Responding To Disasters - SARVODAYAYA 2.3. Roles of various echelons of Sarvodaya in DR The specific roles of various levels in the Sarvodaya hierarchy, departments and units of the Executive committee and DR teams are described in the table below. Main Level

Sub Level General Secretary &Governor’s

ED / DM Department

ED Depth International /Local Relations for Development

ED Healthcare Department HQ ED Finance Accounting Department

ED Communication Department

Youth and Volunteer Department

ED Administration/ Office

Role  Direct DR activities of the Sarvodaya.  Approving annual disaster preparedness and response plans and alternatives.  Decision making and guiding DR and early recovery activities.  Approving the issuance of relief appeals.  Receiving and processing disaster information.  Developing DR plans and coordinating implementation of DR plans.  Completing DM-related administrative procedures.  Conducting DR monitoring and evaluation.  Sharing and receiving disaster and DR information with and from international partners.  Responsible for drafting and launching international /Local appeals, and reporting the results of the international appeals  Providing advice on mobilizing international /local resources for disaster response and recovery.  Supporting administrative procedures and receiving international /Local Monitoring.  Guiding healthcare response. Psychological support before, during and post disasters.  Implementing post-disaster sanitation and epidemic control efforts before, during and post disasters.  Providing advice on coordination of financial resources. Participate in budgeting, disbursement, and reporting expenditures for DR.  Receipt and management of assets and relief items for DR.  Build the Image of Accountability and qualitative work  Providing information on disasters and DR to the media.  Organizing mass media to participate in DR activities in affected areas.  Publicize in the mass media and Sarvodaya website information on individuals and organizations donating resources.  Organizing and mobilizing youth and Sarvodaya volunteers to participate in DR.  Provide training on DR skills for Youth and Sarvodaya volunteers.  Organizing and mobilizing youth and Sarvodaya volunteers to participate in DR.  Provide training on DR skills for Youth and Sarvodaya volunteers.  Receipt of relief items used in DR and management of warehouses.

SOP Responding To Disasters - SARVODAYAYA  Distributing relief items. Arranging transportation of supplies for use in DR according to decisions of Sarvodaya HQ.  Participate in the receipt and mobilization of national and international resources for Disaster Response and Recovery.  Volunteer and staff recruit, training, evaluation District Manager

District

Community

Role of Sarvodaya Community volunteers

DR teams

 Developing annual Community and district DM plans and reporting to HQ  Collecting preliminary information and images on the damage and needs for organizing DR activities and reporting. Making recommendations and submitting reports to HQ  Receiving and distributing cash and relief items. Mobilizing cash and relief items for DR. Purchasing and managing relief items.  Organizing the emergency response with available resources. Paying attention to highlight Sarvodaya visibility. Providing advice on the coordination of the emergency response and recovery activities under the plans of the Sarvodaya HQ.  Developing and implementing local DR and early recovery plans. ‐ Providing technical guidance and support to partners behalf of Sarvodaya HQ and its lower level.  Collaborating and assisting with Response tools and other organizations in the field.  Auditing, monitoring, evaluation, and reporting on results of DR and early recovery to HQ and related agencies

 Collecting preliminary information and images on the damage and needs assessment, and reporting to the district Sarvodaya and related agencies.  Resource mobilize for DR and early recovery.  Organizing emergency response, receiving and distributing relief cash and items to disaster affected people.  Guaranteeing supply and, human security and safety in local DR missions.  Assisting District and HQ teams in the field.  Reporting on the performance of DR and early recovery efforts to District Sarvodaya and related agencies.

 Maintaining communication with the supervising Sarvodaya village comities.  Being ready to take on a mission as requested.  Participating in training and participating in DR and early recovery activities as assigned.

SOP Responding To Disasters - SARVODAYAYA DR teams

 Maintaining communication with the supervising Sarvodaya unit.  Being ready to take on a mission as requested.  Participating in training and participating in DR and early recovery activities as assigned. Response Unit  Keeping track of forecasts and of the real-time disaster situation.  Conducting damages and needs assessment.  Providing support in identifying beneficiaries and the distribution of relief aid.  Providing technical support to Communities, District, and HQ level in the planning and implementation of the disaster response.  Monitoring, evaluating, and reporting DR implementation. Relief team  Receiving ,safeguarding and Distribute relief cash and items to affected beneficiaries  Sharing information with related units in Sarvodaya and consulting in the release of relief cash and items.  Maintain of items , distribution list , beneficiary list and other related documents Procurement team

 Planning and organizing the procurement of relief items in compliance with existing regulations of the Government and donors.  All procumbent process adhere to financial manual and given procumbent system by Government  Collaborating with relevant Departments in providing advice on the local distribution of aid.

SOP Responding To Disasters - SARVODAYAYA 2.4. Relationships with governmental agencies, international organizations and other relevant entities The type of relationship with various government and non-government and other key partners in relation to DR is described in the table below. Name of the Government Ministry /Department / Authority/Centre etc. Ministry of Disaster Management

Relationship in relation to DR Participation for national meetings periodically Formal member of DMC National Committee

Ministry of Health, Nutrition and Indigenous Medicine

Member of Health Disaster Management National Committee

National Building Research Organization

Obtaining technical advice when required

District and Divisional secretariats

Implementation of immediate disaster relief operations

Grama Niladhari

Implementation of immediate disaster relief operations

Name of the Organization, Agency

Relationship in relation to DR Funds for immediate relief (NRF), WASH activities response, DRR and capacity building Funds for immediate for WASH activities, preschool renovations, DRR awareness and education Funds for WASH activities

USAID/OFDA (USA) UNICEF Swiss Embassy AJJDC (Israel)

Funding for immediate relief Funds immediate relief (Food and Non-food items) Funds forWASH activities, rebuilding the infrastructure and provision of cash grants Support for the disaster relief operations

Mercy Singapore Helvetiaâ&#x20AC;&#x2122;s (Swiss Solidarity ) Local religious organizations

Levels of intervention In Government Strategies , UN strategies ( Sendai framework 2030 ) ,other agencies flat forms ,forums & District level

Relationship in relation to DR

UN Humanitarian Country Team (HCT)

Sarvodaya participate in UN HTC in decision making in terms of disaster relief and mitigations (a member of HCT)

Asia Pacific Alliance for Disaster Management

Participation for the summit

World Humanitarian Summit and Follow â&#x20AC;&#x201C; up

Active participation in all communication process and an implementing partner of plan of actions

Asian Disaster Reduction and Response Network (ADRRN)

Member of the committee

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SOP Responding To Disasters - SARVODAYAYA

Government Stakeholders

Donor Agencies and Organizations

SARVODAYA 6

Strategic interventions in platforms of the Government, UN agencies and international forums

Community

1. Inputs- Ground level experience and the updates of the situations and support for the relief operations 2. Technical inputs and updates on the national planning and response 3. Donor funding for immediate relief, capacity building and disaster resilience 4. Access for the ground level info and for the community engagement 5. Inputs - Ground level experience and the updates of the situations Partnerships, collaborations and regional networking 6. Technical inputs and strong collaborations 7. Immediate relief, awareness, capacity building and other benefits Threshold Levels of Emergency Operation

â&#x20AC;˘ If 05 villages are affected at least, it will be considered as district level disaster and the district office will do the operations.

â&#x20AC;˘ If 02 or more districts are affected, it will be considered as National level disaster

SOP Responding To Disasters - SARVODAYAYA

Part3. Disaster Response 3.1. Disaster response procedures in Sarvodaya

Disaster Response

SOP Responding To Disasters - SARVODAYAYA

District Disaster Response - SOP Introduction

his document outlines the procedures relating to emergency response operations conducted by the Sarvodaya at District level. It includes how operations will be undertaken, the activation, operation and administration of a District Emergency Operation Centre (EOC) to manage and coordinate relief operations during a period of disaster. Its purpose is to provide all Sarvodaya personnel, field staff and volunteers with clear procedures in order to carry out efficient and effective response operation in accordance with the goals, principles and approach outlined in the Disaster Response Framework, along with the fundamental Principles of Disaster Response.

Response Priorities Sarvodaya HQ, District and Communities respond in meeting both immediate relief and recovery needs and will do so in the following prioritised sectors with the outlined options. • Early Warning • Evacuation • WATSAN • Health • Non Food Relief Items (NFRI) • Livelihoods • Shelter • Food (Dry Rations)

• Protection • Well Cleaning • Education • RFL • Search and Rescue • Psychosocial • Cash Grants

Classifications of Incidents / Disaster The classification of an incident is determined by the magnitude, scope and stage of the emergency event. Only those functions and positions that are required to meet current response objectives need to be activated. The status of activation can change during an emergency and the escalation or de-escalation of the activation status will be determined by the HQ. As incidents grow in size they become more complex and demanding. The following table classifies the complexity of incidents into two levels. Category 1

Category 2

Low intensity beyond capacity of the Community • If 05 villages are affected at least, it will be considered as district level disaster and the district office will do the operations • Localized operation and incident management

Medium intensity, beyond capacity of District response.

• If 02 or more districts are affected, it will be considered as National level disaster • HQ to provide leadership and direction • Establish District EOC or HQ EOC • Mobilize response tools to District level –Other Special Teams, Surge staff, Specialized skills when request • Release contingency funds • Launch national domestic appeal

SOP Responding To Disasters - SARVODAYAYA National Emergency Operations Unit Function The Emergency Operations Unit (EOU) will be established at HQ in order to support Category 2, where overall direction, inter agency and government coordination and resource management can occur in support of an emergency. The functions undertaken by the EOU when activated are to: • Co-ordinate and direct the Sarvodaya response to any emergency that requires the activation of any Sarvodaya resources. • Support activated District • Receive, assess and disseminate information for all responding agencies. • Provide logistical support to District • Ensure effective communications are established between national response organizations. • Coordinate planning, collection, analysis, impact assessment information with/from partner organizations. • Provide the ED with advice and information to enable them to make strategic decisions. • Support Disaster Management Centre level emergency recovery coordination processes.

Disaster Response Manager Responsibilities During a disaster response operation the DM unit head will usually fill the role of response manager at HQ level responsible for implementation of all activities within affected areas. During a category 1 incident the District manager will manage deployment of local disaster response resources with Team Leader of the community responsible for management of activities in the affected area. During a Category 2 disaster response manager will activate a HQ EOC to effectively manage the response operations. The Team leader responsibilities will include: • Management of all activities undertaken to command the incident, • Establish a EOC structure (as and when required) in order to effectively manage all aspects of the response operation, • Approve plans and strategies to command the response operations, • Manage the incident as effectively and efficiently as the circumstances allow, • Maintain systems and procedures for the safety and welfare of all persons working on the response operation, • Establish procedures to identify and manage all risks, • Responsible for all planning and decision making in order to undertake response operations including request for resources and personnel from Disaster Response Manager to ensure effective response, • Provision of reports to ED to update on progress and provide ability for prioritization, problem solving and decision making at the national level, • Ensure that effective liaison and cooperation is established with all relevant persons, including internal partners, external partners and the affected communities through district managers, • Keeping all relevant people, including those in any affected community and in the involved organizations, informed and aware of incident progress. • Responsible for all actions undertaken by personnel involved in the response operation through EOC management (Planning, Operations and Logistics) as outlined below.

SOP Responding To Disasters - SARVODAYAYA EOC Planning Function Planning is vital to effective response operations as it provides a framework for effective decision making and allows for efficient management of resources. Planning should be utilized from response to recovery including short and long term approaches. The EOC DM is responsible for collecting, evaluating, processing and disseminating information for use in decision making and response operation activities. The Planning Function includes: • development of a Response Plan that provides clear strategic direction incorporating comprehensive lists of objectives, tactics and strategies to effectively resolve the incident • collection, evaluation and dissemination of information relevant to the current and forecast situation, • collection and maintenance of records relating to resources utilized in the incident including tasking and roistering • Provision of management support services. The complexity of an incident may dictate that HQ support the planning for transition from response to recovery phase along with provision of resources to undertake recovery activities, also further support and specialist resources are dedicated to particular tasks or functions such as: Function

Task

Situation

• Monitors and predicts the incident’s behavior, including the weather • Collect information on the current and projected incident situation • Prepares alternative strategies and identifies the risks and likely outcomes • Produces Situation Reports • Responsible for mapping information • Collects and evaluates external information relating to the incident • Ensure that progress against the response plan is communicated regularly to the Response Manager

Resources

• Develop and maintain an effective register of all resources requested, en route, allocated to, and released from the incident. • Monitor resources, including physical and personnel • Develop tasking and roistering system • Records number of hours worked • Records completed incident reports • Determines how many resources will be required; where resources will be sourced from and which resources have been used • Contributes to plans for stand-down/demobilization

Recovery Planning

• Develops recovery transition • Provides timely, accurate and relevant information to internal and external stakeholders • Community engagement forums to disseminate information, community needs and risks that may have been overlooked

Management Support

• Develop, and review as necessary, a communications plan • Administrative support to other parts of the EOC • Assists with reception, photocopying, and taking minutes at meetings • Document management and record keeping

SOP Responding To Disasters - SARVODAYAYA In the event of incident, the DM EOC is responsible for all of the responsibilities of the Operation. As an incident increases in size or complexity, the Operations Manager may be supported by experienced Staff/volunteers to oversee specialized activities/locations within the response operation. Function

Task

Personal Support

• Determine areas / location for personal support • Establish appropriate records and beneficiary lists • Provide personal support records to the operations Manager.

Shelter

• Emergency tarpaulins and tents • Support to evacuation centers

Health

• Immediate care given to disaster affected persons of injured sudden illness until more advanced care arrives. • Medical &First aid camps and stations • Health awareness activities

Search and Rescue

• Organize evacuations • Assist government agencies in search and rescue activities • Boat operations

Relief Distribution

• NFRI • Dry Rations • Water distribution

WATSAN

• Well cleaning • Water tanks • Water containers

RFL

• Tracing • Messages

Cash Grants

• Unconditional cash grants to cover cost of recovery as required • Livelihoods cash grants to support small business

Education

• Distribution of school books and bags to affected children • School cleaning activities

Psychosocial

• Provision of psychological first aid to affected population as required

SOP Responding To Disasters - SARVODAYAYA EOC Logistics Function The Logistics Function takes responsibility for managing all activities and resources necessary to provide logistical support to all personnel during the incident. The Logistics Function includes: • Acquisition of all resources (people and material) as requested, • Tracking all of resources, • IT and communications support, • Facilities support, • Booking of transportation and accommodation for personnel, • Monitoring, tracking, and processing of financial requirements of the incident, and • Coordination of meals for personnel. Logistics provides all the support required in order for the Operations Section to carry out the objectives of the response plan. Logistics works closely with the EOC DM planning Section to ensure personnel in transit, in the field, and in the EOC are properly supplied and supported. In the event of a small incident, the Logistics Manager may be responsible for all logistic activities. As an incident increases in size or complexity, the Logistics Manager may appoint an experienced BDRT member to assist with logistics support requirements. The areas within the Logistics responsibility are described in further detail below: Function

Task

Supply

• Acquires and supplies: o NFRI o Clothing, Uniforms, PPE o Fleet (vehicles) o Other, as required

Communications & Information technology Support

• Provides technical support to the IT and communications equipment used in the field including: o Mobile phones, laptops, other, as required

Staff & Volunteer Support

• Provides the human resources required to meet the operational needs. • Provides support required for personnel, including booking travel and accommodation. • Induct spontaneous volunteers

Catering

• Coordinates meals and refreshments for personnel o Consider use of prepared meals for site operations. o Determine delivery times and availability of transportation. o Develop plan for feeding personnel in remote sites in the event of supply problems or inclement weather. o Maintain casual meal invoicing and documentation process.

Ground support (Transportation)

• Responsible for transportation of personnel, supplies, food, and equipment; fuelling, service, maintenance, and repair of vehicles and other ground support equipment; and implementing the Transportation Plan for the incident.

Finance

• Monitors, tracks and processes any financial requirements of the operation from beginning to end.

SOP Responding To Disasters - SARVODAYAYA Resource requests All requests for resources should be auctioned and provided at the lowest level of response. When resources cannot be obtained locally, a resource request will be made district or HQ. It is the responsibility of HQ to have suitable skilled and experience volunteers and staff on standby to meet capacity requirements at District level for the duration of a response operation. At the onset of any disaster of Category 2,HQ needs to put out an alert to its Disaster Response team rosters to check availability of all personnel for deployment to support any ongoing relief operation. Then as per national procedure appropriate volunteers or staffs are to be made available to provide rotation and surge support to affected District is. Whenever a person is replaced in any position at an EOC /District/Communities there should be a detailed handover conducted to ensure continuity of activities. Volunteers will be activated to one of the following • Notification and availability (alert / advisory about an event and are they available if required) • Standby • Activation • Stand-down

EOC Reporting requirements Reporting is an extremely important issue in all response operations. There is a demand for timely and accurate reporting, not only at the end of the operation but also especially during the initial phase, on a daily basis in order to keep HQ updated on the situation and progress of the operation.

Status Reports

Status reports are send daily from the field or when significant changes occur by All operational functions to Planning to provide information for progress, problem solving and decision making. They are also consolidated into District situation report to be sent to HQ.

Situation Reports

A daily formal situation report that is sent from the District to HQ

24 hour needs assessment

Initial assessment providing an outline of the impact of the disaster, estimate of affected population and immediate needs

72 hour needs assessment

Further assessment outlining more detail around affected population, needs in the community, location of evacuation centers, current actions by government and other actors. Actions taken so far by District and what support is required – resources and personnel

SOP Responding To Disasters - SARVODAYAYA Post Response Activities Once teams return to their own location the following actions are required; • Monitor team welfare needs • Replenish equipment • Post operational reports Sarvodaya’s DR procedures are described in the following diagram. DR steps are outlined in Table 1 below and key items are discussed in detail.

Level HQ

District

Response Activity Early Warning Assessment

Related Document

Annex Code

Early Warning Form

SAR/SOP/EW-HQ/001

Rapid Assessment Detail Assessment

SAR/SOP/DNA-HQ/001 SAR/SOP/DNA-HQ/002

Emergency Relief

Relief Distribution Summery Sheet

SAR/SOP/DRI-H-003

Search and Rescue Medical First aid Temporary Shelter Food and None Food Supplies Water and Sanitation

Detail Summery Sheet

SAR/SOP/SR/001

Healthcare and First aid Standard

SAR/SOP/HF/001

WASH - Stranded

SAR/SOP/WASH/001

Early Warning Assessment

Early Warning Form

SAR/SOP/EW-D/002

Rapid Assessment Detail Assessment

SAR/SOP/DNA-D/002 SAR/SOP/DNA-D/002

Emergency Relief

Distribution Check list

SAR/SOP/DRI/BDA/D/001

Relief Distribution Summery Sheet Relief Distribution Center

SAR/SOP/DRI/H/003

Plan of Action & budget for Relief Distribution

SAR/SOP/DRI/006

Search and rescue Equipment Check list

SAR/SOP/SR/002

Search and

Sphere Summary Camping SAR/SOP/DRI/008 and NFRI Sphere Summary Camping SAR/SOP/DRI/008 and NFRI

SAR/SOP/DRI/007

Relief

Search and Rescue Medical First aid

Relief Distribution Summery Sheet Relief Distribution Center

SAR/SOP/DRI/H/003

Plan of Action & budget for Relief Distribution

SAR/SOP/DRI/006

Search and rescue Equipment Check list

SAR/SOP/SR/002

Lifesaving Equipment check list Healthcare and First aid Stranded

SAR/SOP/SR/003

Detail Summery Sheet FA Service kit check list

SAR/SOP/HF/HQ/-003 SAR/SOP/HF/004

List For Health Camp Equipmentâ&#x20AC;&#x2122;s Medical Camp Arrangement Medical Camp inside Structure

Temporary Shelter Water and Sanitation

Community

Assessment

Distribution of relief items Water and Sanitation Search and Rescue

SOP Responding To Disasters - SARVODAYAYA

SAR/SOP/DRI/007

SAR/SOP/HF/001

SAR/SOP/HF/005 SAR/SOP/HF/006 SAR/SOP/HF/007

Sphere Summary Camping and NFRI

SAR/SOP/DRI/008

WASH - Standard

SAR/SOP/WASH/001

Well Cleaning Equipment List Well Cleaning - initial assessment check list

SAR/SOP/WASH/002

Well Cleaning - Sanitary Survey form Well Cleaning - Detail Form Well Cleaning Process Calculation of the volume of the water in the well

SAR/SOP/WASH/004

Rapid Assessment

SAR/SOP/DNA-C/001

Detail Assessment

SAR/SOP/DNA-D/001

Relief Distribution Sheet

SAR/SOP/DRI/C005

Well Cleaning Equipment List

SAR/SOP/WASH/002

Search and rescue Equipment Check list

SAR/SOP/SR/002

Lifesaving Equipment check list FA Service kit check list

SAR/SOP/SR/003

SAR/SOP/WASH/003

SAR/SOP/WASH/005 SAR/SOP/WASH/006 SAR/SOP/WASH/007

SAR/SOP/HF/004

SOP Responding To Disasters - SARVODAYAYA 3.2. Preparation and development of emergency response plan Annually the Sarvodaya District levels will prepare a disaster preparedness and response plan or Contingency Plan (CP) based on pre prepared community plans with participation of grass root level structures and also share to HQ to incorporate HQ National plan based on PESTEL (Political, Economical, Social, Technical, Environment and Legal)and past lesson learnt experiences.

Community 30th August /Unit

District

30th October

Updated plan should disseminate all levels and share with the Partners and Stakeholders for their references. The specific pre-disaster responsibilities in preparation and development of emergency response plan of various levels of Sarvodaya include: Level HQ

Responsibilities Steps 1. Warning - Sending official correspondence (SMS , CDMA ,fax, email, telephone). Steps 2. Quick damages reporting and emergency response Quick report: - Compiling and reporting all information about the disaster and DR plans to the ED and SG. - Reporting about situation and results of DR to the Government and the Partyâ&#x20AC;&#x2122;s agencies and other relevant agencies. Emergency response: - Guiding District Sarvodaya in organizing relief works. - Organizing the emergency response, including deployment of Response teams at various levels based up on damage assessments Step 3. Damage and needs assessment - Compiling damage and needs information. - Sharing information with related agencies. - Decision making on disaster response. Step 4. Damage and needs reporting - Collecting damage and needs information from the District. - Sharing with other agencies. DM Department, International /Local relations Development Dept., MediaDept. - Deciding on whether to respond or not or degree of response. Decision making on DR and relief activities. Step 5. Coordinating emergency supplies - Developing the emergency relief plan and coordinating relief resources based on needs assessment. - Making decisions on provision of aid. - Guiding affiliated Sarvodaya units to implement disaster response. - Monitoring, supervising and evaluating the relief performance.

SOP Responding To Disasters - SARVODAYAYA Level

Responsibilities

HQ (cont..)

Step 6. Recovery needs assessment - Compiling District needs. - Sharing information with stakeholders. - Develop the appeal or proposal for donors to fund raising and projects for recovery.

District

Steps 1. Warning - Sending official correspondence (SMS , CDMA, fax, email, telephone). - Issuing disaster alert warning by telephone/SMS. - Sending officers for on-site coordination. Steps 2. Quick damages reporting and emergency response Quick report: District Sarvodaya report to HQ. Emergency response: Based on assignment from local and resource availability of District Sarvodaya Step 3. Damage and need assessment - Compiling information from communities. - Reporting HQ. - Sending officers for joint damage/needs assessment at the communities. Step 4. Damage and needs reporting - Compiling and reporting to HQ on: damages, needs, and the on-site response Step 5. Coordinating emergency supplies - Receiving relief cash and items. - Planning on distribution of relief cash and items. - Sharing information with related agencies. - Providing guidelines and implementing emergency and recovery relief. - Monitoring and evaluation. Step 6. Recovery needs assessment - Compiling community needs for recovery - Sharing information with stakeholders - Reporting to the HQ. - Mobilize resources and fund raising.

Community

Steps 1. Warning - Broadcasting on public address systems or predesigned System - Delivering public notices if pre warning received ( religious placers , public placers ,office, school, health center). - Personal communication (handheld megaphones, face-to-face notification, Social medias , meetings etc.) On disaster forecasts and DR will be implemented by the Sarvodaya. Steps 2. Quick damages reporting and emergency response Quick report: - Community report to District Sarvodaya. Emergency response: - Based on assignment from the District and resource availability of the Community.

SOP Responding To Disasters - SARVODAYAYA Level

Responsibilities

Community (cont..)

Step 3. Damage and needs assessment - Collecting and compiling information. - Quick reporting to District Sarvodaya. - Reporting on damage/needs. Step 4. Damage and needs reporting - Compiling and reporting to district on: damages, needs, and the on-site response. Step 5. Coordinating emergency supplies - Developing DR plans. - Locating and selecting beneficiaries. - Preparing beneficiary lists and distributing coupons/token for relief supply receipt. - Distributing relief supplies. Step 6. Recovery needs assessment - Participating in needs assessment for the recovery period. - Preparing the assessment report and proposal on plans and recommendations on implementation to district .

3.3. Early warning 3.3.1. Principles • Provision of accurate and timely information. • Using reliable sources of information& verification before disseminate. • Maintaining two-way communication: HQ Sarvodaya District and vice versa. • Combination of traditional experience and advanced measurement methods. 3.3.2. Procedure

Risk related info/ knowledge

30th August

Monitoring and warning

30th October Communication Dissemination

TIMELINE

Response

SOP Responding To Disasters - SARVODAYAYA 3.3.3. Responsibilities Name of Level/ Unit

Focal Person

District Sarvodaya

District Coordinator

Community

Community Leader

Responsibilities Follow-up situation of potential disasters. Updating information on potential disasters from various sources. Follow-up situation of potential disasters in the field and verification Follow-up situation of potential disasters in the field and verification

3.3.4. Reports and forms  SAR/SOP/EW-HQ/001  SAR/SOP/EW-D/002

3.4. Disaster communication and reporting 3.4.1. Principles

 Provision of accurate and timely information.  Initial information on the disaster must be reported to the HQ /District onset of the disaster. Daily updates will follow.

3.4.2. Procedure

 The District will gather information with community leaders on the disaster and damages and send it to higher levels.  The Sarvodaya units of various levels will report via telephone, fax, and email to the higher level vice versa  The HQ /District will compile information on disasters and share it with various partners and other disaster response stakeholders.

SOP Responding To Disasters - SARVODAYAYA 3.4.3. Responsibilities Name of Level/ Unit

Focal Person

Responsibilities Follow-up and compiling local information on disasters, damages and preliminary response.

Reporting to SG /EDs on information and recommendations on disaster response options Sharing information with stakeholders

District

District officer

Follow-up and compiling information on disasters, damages and the preliminary response from the communes. Reporting to the HQ on disasters and damages; making recommendations for the emergency response. Sharing information with stakeholders.

Community

3.4.4. Reports and forms  SAR/SOP/DCR/HQ-001  SAR/SOP/DCR/D-001  SAR/SOP/DCR/C-001

Community leaders

Follow-up and compiling information on disasters, damages and the preliminary response. Reporting district Manager committees on disasters and damages; making recommendations for the emergency response

SOP Responding To Disasters - SARVODAYAYA 3.5. Search and rescue 3.5.1. Principles

 Participating in community-based search and rescue as requested.  Guaranteeing the safety of those participating in search and rescue efforts.  Securing remuneration and benefits for people participating in search and rescue in accordance with existing laws.

3.5.2. Conditions for participating in search and rescue

 Skills update training.  Exercises and drills.  Availability of safety equipment  Proper Logistics for the mission

3.5.3. Responsibilities Name of Level/ Unit

Focal Person

District

District officer

Responsibilities Delivery of training & Proper logistic and system for the updating of skills. Provision of search and rescue manuals throughout the system. Assigning and mobilizing human resources for search and rescue as requested and depending on the unit’s capacity. Submit report to HQ

Community

Community leader

Assigning and mobilizing human resources for search and rescue as requested and depending on the unit’s capacity. Submit report to District office

3.5.4. Reports and forms  SAR/SOP/SR/001  SAR/SOP/SR/002  SAR/SOP/SR/003

SOP Responding To Disasters - SARVODAYAYA 3.6. Damage and needs assessment 3.6.1. Principles and methodology

 Guaranteeing impartiality and timeliness.  Community’s participation is essential.  Cooperating and sharing information with local stakeholders.  Focusing on collection of information on damages and human needs.  Conducting damage and needs assessment in line with DMC/DS,GN or relevant government officers  Using information about damages from official reliable government sources or any trusted partners in Sarvodaya

3.6.2. Procedure

 Setting up the assessment group with the Disaster response teams at the core of the group.  Developing and agreeing on the purpose, plans, methodology, time and place of the assessment.  Collaborating with Sarvodaya communities at various levels and other stakeholders for on-site assessment.  Accumulating and analyzing collected information; suggesting relief options.  Reporting to the relevant agencies for approval.

3.6.3. Responsibilities Name of Level/ Unit

Focal Person

Responsibilities Running the assessment group. Regularly reporting on assessment results and proposing relief plans. Sharing assessment findings with stakeholders. Conducting the assessment. Working with local stakeholders for assessment verifications.

District

District Manager

Community

Community leader

Assisting assessment teams in field assessment work. And guide them for maximum output and obtain valid data Assisting assessment teams in field assessment work.

SOP Responding To Disasters - SARVODAYAYA 3.6.4. Notes in conducting assessments:  Performing field surveys in the communities/villages with the most damage.  Surveys should be conducted in represent all sites and represent affected communities  Conducting field assessments through on-site observations.  To collect as much information as possible by interviewing key information sources (including village heads and representatives of civil societies , affected community representatives , Government representatives) in order to obtain a multi-dimensional perspective on the needs of the people affected by the disaster.  Holding a meeting with those most affected, involving both men and women. Asking questions about the problems they are facing, including lodging, food, clean water, sanitation, and health.  Interviewing the most vulnerable groups who have already suffered from disaster damage, including single women, households with disabled members, and orphans. Semi-structured interviews or questionnaires may be used.  Existing information and information collected from the assessment should be verified.  Reviewing carefully the response capacity of the affected communities (villages, communities etc.).  Interviewing some key district and provincial officials to check on the needs of other communities affected by similar disasters with the surveyed area.  When it is not possible to conduct a needs assessment, relief indicators are to be used to estimate the needs of a community/village. This is to ensure that viable estimates of needs are collected so that the adverse impact of a disaster can be fully understood. This is only applicable to disaster-affected areas of relatively similar geographical and demographic nature.  Sharing and verifying collected information with respective levels of Sarvodaya and other partners Such as Gov. , Local Gov., Local community leaders, CBO`s or reliable information providers.  Assessment team should consider the quality and quantity of the assessment coverage. 3.6.5. Reports and forms  SAR/SOP/DNA/HQ-001  SAR/SOP/DNA/002  SAR/SOP/DNA/D-001  SAR/SOP/DNA/C-001

3.7. Developing emergency response plan 3.7.1. Principles

 Making sure that emergency response planning is based on the damage and needs assessment findings and any overlaps should be avoided.  Based on the existing capacity and resources.  Giving priority to locally available resources.  Response plans need to be in accordance with the natural and socioeconomic conditions of the affected site.  Cooperating and sharing information with local stakeholders.  Basic standard such as “SPHERE” should be referred and applied.( http://www. spherehandbook.org)

Search & Rescue Training

SOP Responding To Disasters - SARVODAYAYA 3.7.2. Procedure

 Sarvodaya at grassroots level: preparing the plan and submitting it to the higher  Level. The plan should include: place, time, target groups, quantity and types of relief items, roles and responsibilities, and budget.  The higher level: reviewing, verifying and compiling response plan by each and every level.  Approving the response plan submitted by the lower level.  Implementing and monitoring implementation of the plan.  Proposing changes and updates to the plan.

3.7.3. Responsibilities Name of Level/ Unit

Focal Person

District

District Manager

Responsibilities Receiving the plan from the District. Review and assessment of the plans. Compiling the overall plan. Reporting to the SG or Committee for approval of the plan. Notifying approval outcomes to District. Receiving the plan from the commune units. Review and assessment of the plans. Compiling the overall district plan and send to HQ. Informed/implement approved plan by HQ Approving the response plan and informed to communities Reporting progress of the implement plan to the HQ Guidance of technical &outcomes and expect impact from the communities.

Community

Community leader

Prepare and implement of response plan and reporting to the district

3.7.4. Notes:

 Selecting relief sites basing on the criteria defined annually by the HQ  Districts are responsible for selecting relief Communities.  Community leaders are responsible for selecting relief Locations.  Collaborating with GN/Community leaders and other stakeholders in selecting the relief sites.  Beneficiary Verification for relief should disseminate by Sarvodaya volunteers, village leaders,GN and related Government Officers, Community leaders in public place.  Community scrutinizing the list of beneficiaries/families for further verification if applicable.

SOP Responding To Disasters - SARVODAYAYA 3.7.5. Reports and forms  SAR /SOP/DERP/C-001  SAR /SOP/DERP/D-001  SAR /SOP/DERP/HQ-001

3.8. Selection of beneficiaries 3.8.1. Principles

 Giving priority to the most heavily affected people and most vulnerable groups.  Avoiding overlaps between agencies in distributing relief. Ensuring fair redistribution of relief amongst the entire community.  Guaranteeing disclosure and transparency.  Involving the community.  Collaborating with other stakeholders.  Random checking of beneficiary lists.  Verification should inform to beneficiaries and communicate to community leaders, Government officers- GN, DS, other agencies if request by Sarvodaya Community leader /district manager.

3.8.2. Procedure

 The HQ and Districts will set the beneficiary selection criteria.  Development of beneficiary selection guidelines.  Announcement of beneficiary selection criteria on the media and in public places.  Holding village meetings to nominate beneficiaries.  Preparing a list of beneficiaries.  Posting the beneficiary list in public places and in the media.  Reaching consensus on the list with government authorities obtaining the approval of the local government agencies.  Submitting the list to the Sarvodaya Districts Office.

SOP Responding To Disasters - SARVODAYAYA 3.8.3. Responsibilities Name of Level/ Unit

Focal Person

Responsibilities Developing beneficiary selection criteria depending on the specific relief mission and types of supplies. Developing implementing guidelines for beneficiary selection. Conducting means tests once the District report is produced. Monitoring beneficiary selection. Conducting means tests and monitoring beneficiary selection at the communes. Countersigning the list of beneficiaries.

District

District Manager

Reporting to the HQ and stakeholders. Informing results of beneficiary list approval to the communes Receiving and handling complaints related to the list of beneficiaries Receiving and disseminating information on eligibility criteria and public meeting results Assembling village meetings to select beneficiaries.

Community

Community leader

Preparing the beneficiary list and submitting it to the commune for future verification. Forwarding the beneficiary list to the district Sarvodaya unit for approval Receiving and handling complaints related to the list of beneficiaries.

3.8.4. Reports and forms

ď ś SAR/SOP/SB/001

SOP Responding To Disasters - SARVODAYAYA 3.9. Distribution of relief items 3.9.1. Principles

 Relief items will be distributed directly to the beneficiaries at least down to the commune level.  Distribution of relief items must be public, convenient, and respectful to beneficiaries.  The set procedures and steps must be complied with.

3.9.2. Procedure

 Training volunteers on distribution steps in the field.  Notifying beneficiaries at least one day in advance on the types of supplies available, and on the time and place to receive the supplies.  Preparing adequate quantities of items for distribution at the communes and checking the samples.  Preparing the distribution site and necessary logistics (security, safety, banners, slogans etc.).  Posting the list of beneficiaries at the distribution venue.  Announcing the purpose and launch of the event.  Distributing the supplies in line with the set procedures.  Monitoring and evaluation of the distribution process (through random interviews on how satisfied the beneficiaries are).

3.9.3. Responsibilities Name of Level/ Unit

Focal Person

Responsibilities Developing and guiding the distribution procedures. Collaborating with the purchasing team to prepare supplies and necessary logistics (transportation, warehousing) for distribution of relief supplies at the community through district level. Monitoring the distribution process. Providing leadership and support to distribution of supplies from HQ or locally purchase at the communities.

District

District Manager

Mobilizing and training volunteers to support distribution of supplies at the community. Reporting to the HQ and stakeholders on the distribution of relief supplies. Monitoring and evaluation of distribution at the community. Receiving and handling complaints related to distribution of supplies.

SOP Responding To Disasters - SARVODAYAYA Name of Level/ Unit

Focal Person

Responsibilities Preparing necessary logistics to receive and store supplies. Notifying beneficiaries on the types of supplies, and the place and time of distribution.

Community

Community leader

Preparing venues, volunteers, and necessary logistics for the distribution of relief supplies in line with applicable procedures. Distributing supplies to the beneficiaries Receiving and handling complaints related to the distribution of supplies to the community. Record keeping & Reporting to District

3.9.4. Reports and forms

 SAR/SOP/DRI/BDA/C001  SAR/SOP/DRI/BDA/D001  SAR/SOP/ERI/001  SAR/SOP/DRI/H-003  SAR/SOP/DRI/D-004  SAR/SOP/DRI/C-005  SAR/SOP/DRI/006  SAR/SOP/DRI/C-007  SAR/SOP/DRI/008

3.10. Cash Grant Distribution 3.10.1. Principles

 Market assessment must be conducted prior to decision making on cash grant distribution.  Building capacity on cash grant management for Sarvodaya volunteers/ staff is a must.  Adequate security and safety requirements must be guaranteed for cash grant to take place.  Minimize the misuse of purpose of cash grant.

3.10.2. Procedure: refer to the financial manual on cash grants.

SOP Responding To Disasters - SARVODAYAYA 3.10.3. Responsibilities Name of Level/ Unit

Focal Person

Responsibilities Developing and guiding the distribution cash grant procedures. Collaborating with the banks and beneficiaries Account Numbers for direct fund transfer or Send the cash to district manager based on verified beneficiary list Monitoring the Cash Donation, distribution process. Providing leadership and support to Donate /distribution cash from HQ guidance and list verified by Community leaders and partners

District

District Manager

Mobilizing and training volunteers to support distribution of Cash at the communities. Reporting to the HQ and stakeholders on the donate /distribution of cash. Monitoring and evaluation of distribution at the communities. Receiving and handling complaints Preparing necessary arrangement cash grant to selected beneficiaries Notifying beneficiaries on the types of donation, and the place and time of cash Grant /distribution.

Community

Community leader

Preparing venues, volunteers, and necessary logistics for the Donation/ distribution of Cash in line with applicable procedures. Distributing Cash to the beneficiaries Receiving and handling complaints related to the distribution/donation of supplies to the communities. Record keeping & Reporting to District

SOP Responding To Disasters - SARVODAYAYA 3.11. Water and sanitation Hygiene (WASH) 3.11.1 Principal

 Continue Water & sanitation facility provision is the one of the major essential and continues need for affected communities. Hence from emergency up to recover process this matter should consider strongly because varies health issues coming behind of the lack of attention of above matter in emergencies. Sarvodaya attend Water Supply in emergency disaster situation for drinking and sanitation purpose following way  Bottle drinking water - Emergency stage  Establish tanks in affected areas and fill the water through water carriers /or distribute water through mobile transport (Bowsers ) - Early recovery  Well cleaning – Rehabilitation & Recovery  Water source which taken water must reliable approved by NWSDB ( water Board ) or other recommended bodies  Water Carriers should recommend condition of water supply and its free from contamination of physical, chemical, biological , radioactive materials  Trained volunteers establish for the handling water against cross contamination Qualitative and Quantitative parameters of Water and sanitary stranded maintain refer SPHERE STANDERD by UNHCR. ( http://www.spherehandbook.org)

3.11.2 Procedure

 Community leaders should asses the need and inform to relevant district office water ,sanitary and health needs  District level immediate response to communities based on HQ guidance  Consider of environment when distribute drinking water bottles

3.11.3. Responsibilities Name of Level/ Unit

Focal Person

Responsibilities Financial support, logistic support for district purchase items for water, sanitary hygiene needs requested by communities.Collaborating with the banks and beneficiaries Account Numbers for direct fund transfer or Send the cash to district manager based on verified beneficiary list Provide technical support when request by district Monitoring the program

SOP Responding To Disasters - SARVODAYAYA Name of Level/ Unit

District

Focal Person

District Manager

Responsibilities Providing leadership provide necessary need for full fill water sanitation hygiene health requested by communities Mobilizing and training WASH volunteers to support communes. Reporting to the HQ and stakeholders on the situation. Monitoring and evaluation of WASH at the communes Receiving and handling complaints Preparing necessary arrangement establish for water distribution and improve hygiene facilities Notifying beneficiaries and guide and aware them usage of water ,sanitary equipment’s , toilets

Community

Community leader

Preparing venues, volunteers, and necessary logistics for establish water point, toilets, bathing points and drainage and waste management. Aware and train to the leaders of beneficiaries self-handling and sustainable use way provided resources Receiving and handling complaints related to the distribution/donation of supplies to the communes. Record keeping & Reporting to District

3.10.4. Reports and forms

 SAR/SOP/WASH/001  SAR/SOP/WASH/002  SAR/SOP/WASH/003  SAR/SOP/WASH/004  SAR/SOP/WASH/005  SAR/SOP/WASH/006  SAR/SOP/WASH/007

SOP Responding To Disasters - SARVODAYAYA 3.12. Healthcare in emergency 3.12.1. Community-based medical service & first aid In emergency situation most of importance relief response is provide first aid and medical aid for affected communities. sic , disable, pregnant, Children , Accidental victims , medication aging group among most vulnerable group in the disaster situation because of less access or no access of the place for medical and first aid treatment. Hence mobile First aid and medical service importance manage situation. 3.12.1.1 Essentials

 Train and competence staff or volunteers should assign for provide service  Necessary Basic Equipment should place when deploy the volunteers for services  Record keeping of the beneficiaries must consider after service  First aiders ,medical teams should wearer Personal protective equipment (PPE ) when provide service to affected communities  Dignity of the beneficiaries

3.12.1.2 Procedure

 When emergency situation response volunteers/Staff should consider of First aid and medical service in all the operation process  Based on community request special team mobilize when necessary to community with logistics, safety measures, First aid and medical materials , drugs and equipment’s  Treatment place or center should have safer access for all  Record keeping & share the record when request by government or other related organizations  Excreta disposal and treatment should be handled in proper way.

3.12.1.3 Responsibilities Name of Level/ Unit

Focal Person

Responsibilities Assessment and guidance of the quality of the service, capacity building of the staff and volunteers first aid and medical servicers. Provide training, necessary logistics, office /working spaces and upgrade materials and equipment. Develop the format and checklist to upgrade & Monitoring the systems & services.

SOP Responding To Disasters - SARVODAYAYA Name of Level/ Unit

Focal Person

District

District Manager

Responsibilities Identify the training needs in relevant community health volunteers and conduct training accordingly. Strong monitoring mechanism is established quality ,reliability ,sustainable service delivery to communities through volunteers Deploy the additional support equipment ,materials ,HR when requested by health volunteers and community leaders etc. Establish date collection and reporting system Identify the safe places and disseminate information to beneficiaries , partners, district office about first aid services and medical camps

Community

Community leader

Data collection & reporting to District office Provide proper guidance to medical response team Provide Community support to expedite services Participate in Management of camps located in the community.

3.12.1.4 Report formats

 SAR/SOP/HF/001  SAR/SOP/HF/C-003  SAR/SOP/HF/HQ-003  SAR/SOP/HF/D-003  SAR/SOP/HF/004  SAR/SOP/HF/005  SAR/SOP/HF/006  SAR/SOP/HF/007

SOP Responding To Disasters - SARVODAYAYA 3.13. Restoring family links (RFL) support 3.13.1. Implementing procedure

 Restoring family links in both disaster-prone and non-disaster areas.  Receiving information from people in disaster areas and relaying the information to their relatives outside the disaster zones; mustering and posting lists of dead, injured and missing people on mass media and at public places.  Collaborating and sharing information with Hospitals ,DMC and related ministries and also mandatory agencies Ex ICRC

3.13.2. Fundamental services in restoring family links

 Publish information in social medias, hot lines and websites.  Provision of other types of communication (Satalite phones etc.…)

3.14. Monitoring and evaluation 3.14.1. Principles

 Monitoring and evaluation is a mandatory component in the emergency response to recover process and it’s all levels  All stakeholders must participate (relevant levels of Sarvodaya teams Government, civil societies, beneficiaries etc.).  Pre-evaluation, intra-evaluation, and post-evaluation procedures must be in place and continuously adhered to.  Random monitoring.  Internal and external evaluations.  Evaluation findings must be drawn and built upon to improve future responses and relief efforts.

3.14.2. Procedure

 Developing monitoring and evaluation plans.  Performing monitoring and evaluation, and field trips.  Holding verification meetings with the community to ensure the accuracy and adequacy of information.  Writing monitoring and evaluation reports.  Evaluation and review meetings

SOP Responding To Disasters - SARVODAYAYA

Part 4. Working with other disaster response teams for early recovery Religious Organizations

Medias

Local CBOs

SLRCS

World Vision

SARVODAYA

UN Agenesis

Oxfam Caritas

MOSS MOH

MOE

CCD

MOEN

SARVODAYA Local Government

NBRO

DOM

GA/DS/ GNs

DMC

SOP Responding To Disasters - SARVODAYAYA

Part 5. Logistics 5.1. Essential relief items 5.1.1. Classification

Disaster relief items available to Sarvodaya may be classified as follows:

 By stage of disaster response:  Relief items.  Early recovery items.  By types of items:  Food supplies: rice, instant noodles, bottled drinking water,  Canned foods etc.  Non-food supplies: household kits, water purification tablets, medicines, clothing, plastic sheets, tents, production tools, seedlings and livestock, building materials etc.  Cash. 5.1.2. Principles

 Locally made goods: Sri Lankan regulations on standards of goods must be adhered to standard refer to consumer affairs authority, Food and drug control authority  Imported goods: Minimum Sri Lankan regulations on the standards of goods must be met custom regulation ,consumer affairs authority, Food and drug control authority

5.1.3. List of essential supplies and minimum specifications Essential relief supplies

Minimum specifications

Early recovery supplies

Minimum specifications

5.2. Procurement procedure 5.2.1 Principles

 All procurement of goods for relief or related items must comply with the Bidding Law and implementing documents of the Sri Lankan Government & Sarvodaya procurement / finance manual on the procurement of goods and equipment. In special cases and if the donor’s rules specify otherwise, the donor’s rules will apply.  Single-source procurement or direct purchase will be applied if allowed by the respective authority (ED) in Sarvodaya.  Except in emergency case and approval given by ED When the procurement must follow technical specification verified by nominated competence person or institution and also follow prior approved limits of each levels of Sarvodaya.

SOP Responding To Disasters - SARVODAYAYA 5.2.2 Procurement by bidding

he procedure is described in the figure below, which clearly indicates the steps of bidding, submitting quotations, bidder selection, and evaluation of items. In addition, Sarvodaya has also developed the procedure for quality assessment (particularly for rice and cereals; for other goods, the actual needs and situations will be considered). Related departments and units of Sarvodaya will prepare and regularly update lists of external service providers as a bidder quality check. Where necessary and as requested by the Procurement team, the ED/DM will leverage additional human resources from related departments and units to share the workload with the procurement team in case of a large procurement volume and an urgent timeline.

5.3. Transportation and storage of relief items 5.3.1 Principles

 Relief items must be transported to the distribution points were house or temporary storage points  During the relief process the amount of time that relief items are in stock must be minimized.  Localities are responsible to make the necessary preparations for the receipt of their relief goods.  The minimum warehousing requirements must be adhered to and the movement of relief items is to be monitored.

5.3.2 Procedure

 Preparing a list of transportation companies.  Assigning a focal point officer in charge of contacting the companies.  Preparing a list of warehouses based on location and capacity. Minimum warehousing requirements such as stockpiling rules, how long supplies are kept in storage, and inventory management.  Assigning focal point officers in charge of transportation and warehousing management.  Communicating with other departments and Sarvodaya of various levels.

5.3.3 Warehouse regulations

 According to the Sri Lankan regulations for warehousing of all types of goods (goods can be stored long-term as long as the quality of goods is not affected based on the first in first out principle)  Prioritized items in storage: household kits, dry food items, plastic sheets, and water &purification tablets. Quantity of stored items is dependent on the capacity of each districts and communities.  Regulations on the procedure for the release of inventories in an emergency  Were houses free from insects, pets and other animals?  Minimum of cross contaminations- store in racks and pallets

SOP Responding To Disasters - SARVODAYAYA

Part 6. Mobilization and management of resources 6.1. Mobilization of resources 6.1.1. Principles

 When there is a natural disaster or man-made disaster, the mobilization of resources by Sarvodaya may be done at all levels of the organization.  Depending on the extent of the damage caused by a disaster, a local, national some time international appeal will be considered.  The Executive Committee / ED/District Manager decide to hold a levels appeal based on approval in line managers.

6.1.2. Procedure

 Based on the extent of damage caused by disasters, decisions will be made on whether local, National or international resources need to be called upon. To be specific: if the disaster overwhelms the local response capacity, a national appeal may be considered; if the disaster goes beyond the national response capacity, an international appeal may be considered.  The Administrative Department will work with the DM Department to prepare domestic appeals. The International Relations and Development Department will work with DM Department and Administrative Dept.in consultation with the Executive Committee/ED to launch national and international appeal.  The International relations Department is responsible for collaborating with the Executive Committee /ED for mobilizing international resources.

6.1.3. Emergency relief fund of Sarvodaya Level of contingency Funds No 1 2 3

Levels

Amount ( Rs )

HQ District Communities

10 million 1 million 0.2 million

Level Unit in charge Responsibility Sarvodaya levels

Unit ED/DMC/ District Manager and different department

Roll • Launching of the domestic appeal and the international appeal. • Developing proposals and plans on the use of resources and information’s • Receiving cash and relief items. • Organizing events, campaigns, and press releases for future fundraising

SOP Responding To Disasters - SARVODAYAYA 6.2. Financial resources management in DR Key financial resources to be used for disaster response by Sarvodaya come from the following origins. ‐ Donations and contributions of domestic and international individuals and entities ‐ Disaster Response Fund( contingency Buffer funds ) ‐ Any other source if available Ex CSR , partnerships Specific financial procedures applicable to the emergency response must include separate provisions to ease the bureaucracy burden and to be provided in time for the procurement and distribution of relief supplies to those affected by disasters. Applicable financial management regulations must obey the existing rules of the Sri Lankan government, the Ministry of Finance, and the guidelines of the Sarvodaya Financial Manual. In addition, Sarvodaya has established a procedure for the quick release of financial resources from the HQ to Districts and to communities to be used for disaster response activities. The ED has assigned the Finance Department has develop a suitable set of rules and a system of reporting to the each levels.It clearly identifies the key person in charge and the backup person in charge in case the former is absent. Specific financial management regulations in different disaster response stages include: 6.2.1 In emergency response stages: ‐ After receiving the official decision about emergency relief from HQ, the Sarvodaya districts will make a cash advance to implement the emergency response. ‐ The disbursement of emergency relief and payments to Districts within few days of the emergency response will be processed according to Sarvodaya Finance Manual. ‐ Financial statements and related vouchers need to be submitted to the Finance Department at HQ according to the guidelines issued by HQ on the release of cash and relief items. 6.2.2 In the early recovery stages the common financial management regulations of the Sri Lankan government and the donors will be applied. 6.2.3 Budget planning for response activities District/ Divisional Sarvodaya will take the initiative in preparing the budgetary plans for their own response based on the following priority considerations. ‐ Damage caused by the disaster. ‐ Needs of the affected people. ‐ Availability of local resources and other support. ‐ The affected areas that have benefited from HQ support. District and community Sarvodaya are responsible for preparing distribution plans, implementing relief activities, and settling the relevant financial accounts after the response mission has been carried out. These must be in accordance with the emergency response timeline.

SOP Responding To Disasters - SARVODAYAYA 6.3. Human resources management in DR In case of disasters causing detrimental effects beyond the response capacity of a single locality, multiple localities or the entire nation, the Sarvodaya will solicit available human resources of the Society from the central to the local levels to provide prompt support to people affected by the disaster. The human resources used for the disaster response of Sarvodaya include: ‐ Sarvodaya officers of all levels: departments and divisions of the HQ, District, Village community level. ‐ DR volunteers. ‐ Members, partners, stakeholders of the Sarvodaya movement. During the disaster response period, officers of the departments and divisions of the HQ that can be mobilized to the disaster response teams may include: disaster response team (DRT), Aid Receiving Team, Procurement Team, Relief Team. Mobilization of personnel will be implemented according to the instructions of the leaders of ED and designated DM managers of the related departments and units. Mobilization of volunteers in the disaster emergency response will be subject to the regulations on volunteer management of Sarvodaya. Specific regulations on matters such as human resource management, remuneration and benefits are subject to the common rules of Sarvodaya and the operating rules of the Disaster Response Team. New Recruitment and appoint of technical staff, supporting staff ,volunteers or any other assigned to work consist of appointment with Job description , Job safety and job security ,wages ,allowances ,leaves ,insurance , basic human need regulation of ministry of Labor and HR manual of Sarvodaya.

Part 7. Procedure of SOP update and revision The Sarvodaya HQ will be responsible for updating and revamping the disaster response standard operating procedures (SOP) on an annual basis. Any updates or supplements must be approved by the Executive Committee and articulated to all relevant departments, local Sarvodaya units. All updates and changes to the SOP must align with national and international regulatory and normative documents related to the Sarvodaya activities and the disaster response. This includes:

 Lanka Jathika Sarvodaya Shramadana Sangamaya (Incorporation) Act. No. 16 of 1972  Considering of Strategic Directions of Global DRR by published UN Agencies  Updated Disaster Management Road Map published by DMC ,DRR Related Ministries Strategic Directionsand plans,  Agreements between Sarvodaya, and partner organizations,  Fundamental principles of the Sarvodaya movement, and its sister organization  Regulations of all other partners involved in the disaster response.

SOP Responding To Disasters - SARVODAYAYA 7.1 Report Formats

 SAR/SOP/PSOPUR/HQ- 001  SAR/SOP/PSOPUR/002  SAR/SOP/PSOPUR/003  SAR/SOP/PSOPUR/004  SAR/SOP/PSOPUR/005



Date

Type of Massage

EW Massage received from (Institute*)

EW Massage Delivery to (District / Location) Sender

Target Receiver

*Institute : DMC,DOM ,DOI ,GSMB,NBRO,CCD,MOH.. etc

EOC Manager

Approved By : ……………………………….

Importance : EW Massage should verify with relevant Authorities before Delivery to receivers : Massage receiver should train & disseminate prior relevant technical matters and related actions

Time

Early Warning (EW ) Massage Communication Form-SHQ

SAR/SOP/EW-HQ/001

SOP Responding To Disasters - SARVODAYAYA

Annexe

3.3 Early warning



Date

Type of Massage

EW Massage received from (Institute)/ HQ

EW Sender Massage Name Delivery to ( Community/vill age )

Target Receiver

District Coordinator

Approved By: ……………………………….

*Institute: HQ, DDMCU, DOI, Police, NBRO, CCD, MOH, DS, GN etc

Importance : EW Massage should verify with relevant Authorities before Delivery to receivers : Massage receiver should train & disseminate prior relevant technical matters and related actions

Time

Name of the District:

Early Warning (EW) Massage Communication Form - SDC

SAR/SOP/EW-D/002

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA 3.4 Disaster Communication and Reporting SAR/SOP/DCR/HQ-001



Disaster Situation Report -SHQ Date:………………….Time:……………………… No

Districts

Division , GNs , Villages etc

Total Affected

Situation in brief:( root course , physical , social impact )

No of Affected Total families: Death:

Individuals: Injured:

Missing:

Others:

Damage in Brief :

Actions Taken &Furture Astons who attend Actions So far:

Furture need to be Attend ;

Response Manager ……………………………………………..

SOP Responding To Disasters - SARVODAYAYA

SAR SOP DCR C-001

Situation Report-Community Name of Community :…………………………….

Date:……………………………Time

GN/GNs ………………………………………………………… Village

Area

No of affected

Situation in brief( Each areas )

No of Effected Total families Death

Individuals Injured

Missing

Others

Actions Taken & Need to be Attend Who Attend Actions So Far :

futureExpect :

Community Leader :……………………………….

SOP Responding To Disasters - SARVODAYAYA SAR SOP DCR C-001

Situation Report-Community Name of Community :…………………………….

Date:……………………………Time

GN/GNs ………………………………………………………… Village

Area

No of affected

Situation in brief( Each areas )

No of Effected Total families Death

Individuals Injured

Missing

Others

Actions Taken & Need to be Attend Who Attend Actions So Far :

futureExpect :

Community Leader :……………………………….

Type of Accidence

Verify signed

ID No/ any

Name /

Victim

Location

Any actions taken by rescue team

Search and Rescue Details Form

SOP Responding To Disasters - SARVODAYAYA

Rescue Team Leader :………………………………………..

No Date & Time

SAR/SOP/SR/001

Rescuer Remarks Details

SOP Responding To Disasters - SARVODAYAYA

3.5 Search and Rescue

Basic Search and Rescue Equipment Check List

No/Item Code

Crow bar

Knife

Types of Bag

Portable Generator ( Battery or gasoline )

Different type Rope

Mosquito Net

SOP Responding To Disasters - SARVODAYAYA

Personal Protective Equipment (PPE ) Gum Boot (set ), Blanket ,eye protectors, Helmet& caps , Aprons/ Jacket or overall, Different type Gloves sets,

Tents and accessories

Different type Masks

Equipment

Rescue team shroud prior train and competence of rescues and equipment usage

Date

Equipment differ based on type of rescue such as fire , building & debris , water, dead bodies ,confined space , road accidents & domestic

WHERE HOUSE /LOCATION:

SAR/SOP/SR/002

Out

Remark

SOP Responding To Disasters - SARVODAYAYA

Rescue team leader …………...

Candles

Communication equipment -Mobile phones ,CDMA line ,Mega phone , Radio , GPS , Internal communication Network (workie tokay) ,

First Aid Box /Bag with materials

Rechargeable Torch

Head Lamp - Front Table

Lighter

Red ,White color flags

Torch and Extra Torch Battery

whistle

Stretchers

Hand free light

Lanterns

Drinking Water Bottle

SAR/SOP/SR/002

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/SR/003

Life Saving Equipment Check List Were house/Location : 

Rescue team shroud prior train and competence of rescues and equipment usage

Item No/ Code

Equipment

Date Out

Rescue Boats Rescue Rope Rescue Tube Rescue Ring Spine Boat Set Safety Helmets Life Jacket Rechargeable Torch Fuel Tank - Carosine Fuel Tank - Petrol Rescue Kayak Intensive Risk Boat (IRB) Boat Engines 1.5 hoarse Boat Engines 3HP Flash Light Emergency Light Stick

Rescue team leader:…………………..

Remark In

SOP Responding To Disasters - SARVODAYAYA 3.6 Damage and Need Asessment SAR/SOP/DNA/HQ-001

Rapid Assessment -SHQ (To be prepared within 24 hours time) Type & date of disaster: (Ex – Flood, Landslide….) Cause of disaster(s) Location of disasters: Name District

Grama Niladari (s) Fully affected Partially affected (People)

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/HQ-001

People affected : Total families: 1 Death:

Individuals: Injured:

Missing:

Infrastructure conditions Road Bridge Water Electricity

Actions from govt. or other Organizations Govt./NGOs

Actions

Sources of information: Verified by: Response Manager …………………………..

Interventions so far

Others:

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/HQ-002

Detail Assessment- SHQ

(To be prepared & submitted within 72 hours time) Type & date of disaster: (Ex – Flood, Landslide….) Cause of disaster(s)

PEOPLE AFFECTED: Total families: 1 Death:

Individuals: Injured:

Missing:

Others:

NO. OF AFFECTED PEOPLE – DISTRICT WISE No

Name of District

# of Families

# of People

Male

Female

Children Boys Girl

# of Disabled

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/HQ-002 LOCATION OF DISASTERS: No

District

Locations

Fully affected families

Partially affected

EXTREMELY VULNERABLE GROUPS Total Number

Total Number

# of pregnant mother

# of old aged person

# of children (<5 years)

# of physically handicap

# of women headed family

ASSET/PROPERTIES DAMAGES Total Number

Total Number

# of houses fully damaged

Extent of crops damaged

# of houses partly damaged

Extent of livestock losses

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/HQ-002

HEALTH CONDITIONS Diseases / health & hygiene issues

Areas /locations ( MOH, PHI,PHM etc.. )

INFRASTRUCTURE CONDITIONS Road accessibility Water

Electricity

RESPONES FROM GOVERNMENT OR OTHER ORGANIZATIONS Govt./NGOs

Interventions so far

No of Victims

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/HQ-002

SARVODAYA ACTION, SO FAR

OTHER INFORMATION: Weather condition Bridges/culvert conditions Any obstructions Transport & fuel availability Security situations

Prepared by:

Date

Response Manager

Validated by:

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001

Detail Assessment –Communities (To be prepared & submitted within 72 hours time) Name of the Community :…………………………. Date & Time…………………………… Type & date of disaster:

(Ex – Flood, Landslide….) Cause of disaster(s)

PEOPLE AFFECTED: Total families: 1 Death:

Individuals: Injured:

Missing:

Others:

LOCATION OF DISASTERS: No Name of Area

Fully affected families

Partially affected

Total

Remarks

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 NO. OF AFFECTED PEOPLE - AREA WISE No

Name of Areas

# of Familie s

# of People

Male

Female

Children Boys

Girl

# of Disabled

EXTREMELY VULNERABLE GROUPS Total Number

Total Number

# of pregnant mother

# of old aged person

# of children (<5 years)

# of physically handicap

# of women headed family

ASSET/PROPERTIES DAMAGES Total Number

Total Number

# of houses fully damaged

Extent of crops damaged

# of houses partly damaged

Extent of livestock losses

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 SARVODAYA COMMUNITIES ATIONS, SO FAR

Is a District intervention recommended?

Yes

If YES, what are the immediate needs? NFRI

Quantity

Location

NFRI

Quantity

Food Items

Quantity

Location

Food Items

Quantity

Other requirements 1. 2. 3. 4.

Quantity

Location

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 SARVODAYA COMMUNITIES ATIONS, SO FAR

Is a District intervention recommended?

Yes

If YES, what are the immediate needs? NFRI

Quantity

Location

NFRI

Quantity

Location

Food Items

Quantity

Location

Food Items

Quantity

Location

Other requirements 1. 2. 3. 4.

Quantity

Location

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 Explain the reason

What capacities are exist at Community level (Human resources, Volunteers ,Transport ,emergency funds, etc?)

Do you recommend District deployment? If so, how many District members , what capacities and how long?

Do you recommend any immediate Special interventions? Intervention

Quantity

Location

# of people required

For how many days

Is there any warehouse available? Yes, District owned/rented If YES, who is owner

1. 2. 3.

Warehouse Name

Capacity/Space

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001

OTHER INFORMATION: Weather condition Bridges/culvert conditions Any obstructions Transport & fuel availability Security situations

Prepared by:

Community leader

Date

Validated by:

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/RNA/C001

Rapid Assessment - Communities (To be prepared within 24 hours time)

Name Of the Community …………………………

Date & Time ……………………………

Type & date of disaster:

(Ex – Flood, Landslide….) Cause of disaster(s)

Location of disasters: No

Locations

Grama Niladari (s)/Villages Fully affected Partially affected

Total Numbers

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/RNA/C001 People affected: Individuals:

Total families: 1 Death:

Injured:

Missing:

Others:

Infrastructure conditions in District Road Bridge Electricity Water

Actions from govt. other organizations Govt./NGOs

Interventions so far

Actions from Sarvodaya Community/communities

Is there any need to respond by Branch?

Yes

If NO, explain the reason

If YES, what are the immediate needs? Do you need further assessment? Please write down.

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/RNA/C001

Sources of information:

Verified by: Community Leader ……………………………

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 B

Detail Assessment - SDC

(To be prepared & submitted within 72 hours time) Name of the Branch :…………………………. Date & Time…………………………… Type & date of disaster:

(Ex – Flood, Landslide….) Cause of disaster(s)

PEOPLE AFFECTED: Total families: Death:

Individuals: Injured:

Missing:

Others:

LOCATION OF DISASTERS: No Name of GN Division

Families Fully Partially affected affected Families Families

Total

Remarks

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 NO. OF AFFECTED PEOPLE - AREA WISE No

Name of GN Division

# of Familie s

# of People

Male

Female

Children Boys

Girl

# of Disabled

EXTREMELY VULNERABLE GROUPS Total Number

Total Number

# of pregnant mother

# of old aged person

# of children (<5 years)

# of physically handicap

# of women headed family

ASSET/PROPERTIES DAMAGES Total Number

Total Number

# of houses fully damaged

Extent of crops damaged

# of houses partly damaged

Extent of livestock losses

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001

HEALTH / HYGINE CONDITIONS Location

Root Courses

Condition

INFRASTRUCTURE CONDITIONS Road accessibility Electricity

RESPONES FROM GOVERNMENT OR OTHER ORGANIZATIONS Govt./NGOs

Interventions so far

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 SARVODAYA COMMUNITIES ATIONS, SO FAR

Is a District intervention recommended?

 Yes

If YES, what are the immediate needs? NFRI

Quantity

Location

NFRI

Quantity

Food Items

Quantity

Location

Food Items

Quantity

Other requirements 1. 2. 3. 4.

 No

Quantity

Location

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001

Explain the reason

What capacities are exist at Community level (Human resources, Volunteers ,Transport ,emergency funds, etc?)

Do you recommend District deployment? If so, how many District members , what capacities and how long?

Do you recommend any immediate Special interventions? Intervention

Quantity

Location

Is there any warehouse available? Yes, District owned/rented If YES, who is owner

1. 2. 3.

Warehouse Name

Capacity/Space

# of people required

For how many days

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DNA/C-001 OTHER INFORMATION: Weather condition Bridges/culvert conditions Any obstructions Transport & fuel availability Security situations

Prepared by:

District Coordinator

Date

Validated by:

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/RNA/D-001

Rapid Assessment - SDC Name Of the District

(To be prepared within 24 hours time) Date & Time ……………………………

Type & date of disaster:

(Ex – Flood, Landslide….) Cause of disaster(s)

Location of disasters: No Name of DS Division

Grama Niladari (s) Fully affected Partially affected

Total Numbers

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/RNA/D-001

People affected: Total families: 1 Death:

Individuals: Injured:

Missing:

Others:

Infrastructure conditions in District Road Bridge Electricity Water

Actions from govt. other organizations Govt./NGOs

Interventions so far

Actions from District Branch GN Division

Activity

No of Beneficiaries

Remakes

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/RNA/D-001 Is there any need to respond by Branch?  Yes

 No

If NO, explain the reason

If YES, what are the immediate needs? Do you need further assessment? Please write down.

Sources of information:

Verified by: District Coordinator

Approved By Community leader:…………………………………

Appeal to District and steak holders

Activity

Other Speciﬁc Activities

Develop Operation Plan By EOC – community leader Response Operation Evacuation Assessment Emergency Relief Search and Rescue Medical & First aid Restoring family Link Temporary Shelter Food and None Food Supplies Water and Sanitation Medication Construction Re settle families Lively hood Development Coordinate with other Stakeholders Logistic Arrangement Finance and Budgeting Monitoring Evaluation and Reporting

Activity

Name Of the Community:………………………………

Date:………………………………………………………

No/Target group

Responding To Disasters - SARVODAYAYA SOP 1

Area/Location

Period /Date / time

Responsibility

Area/Location No/Target Period /Date Responsibility group / time

Disaster /Emergency:…. ………………………………

Response Planning Format-Communities

SAR /SOP/DERP/C-001

SOP Responding To Disasters - SARVODAYAYA

3.7 Developing emergency response plan

Approved By: District Coordinator:

Fund raising Proposal development Appeal to HQ and Steak Holders

Activity

Other Specific Activities

……

Area Location

No Target group

Period Date time

Responsibility

Area Location No Target Period Date Responsibility group time

District Name :……………………….. Disaster Emergency

Develop Operation PlanByEOC Response Manager Response Operation Evacuation Assessment Emergency Relief Search and Rescue Medical& First aid Restoring family Link Temporary Shelter Food and None Food Supplies Water and Sanitation Medication Construction Re settle families Lively hood Development Coordinate with other Stakeholders Logistic Arrangement Finance and Budgeting Monitoring Evaluation and Reporting

Activity

Date

Response Planning Format SDC

SAR SOP DERP/D 001

SOP Responding To Disasters - SARVODAYAYA

Approved By ED/BOD

Fund raising Proposal development

Activity

Other Specific Activities

â&#x20AC;Śâ&#x20AC;Ś

No Target group

Period Date time

Responsibility

Area Location No Target Period Date Responsibility group time

Area Location

Disaster Emergency

Activity

Date

Response Planning Format SHQ

SAR SOP DERP/HQ 001

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA 3.8 Selection of beneficiaries SAR/SOP/SB/001

Criteria for Registration of Beneficiaries The assistance to people affected by disasters- whether natural or man made is provided no matter what their sex, nationality, race, religion, social condition or political opinion. The assistance is provided in accordance with the Fundamental Principles of the SARVODAYA Movement. It is made available solely on the basis of relative importance and urgency of individual needs. Relief assistance will therefore be provided based on assessed needs as opposed to loss resulting from the disaster alone. Immediate relief to be provided based on priority needs Due to the limit of both SARVODAYA responsibility and resource for disaster response it will not always be possible for the SARVODAYA to provide full relief assistance to all disaster victims. It will therefore sometimes be necessary to make priorities. The SARVODAYA will therefore in such cases direct their assistance to those classified as the most vulnerable. The most vulnerable are- those who are unable to survive/recover and who’s suffering cannot be alleviated without external assistance. The selection of beneficiaries is done mainly on the basis of a door –to door survey. Judging the immediate survival needs and degree of destitution: Visit villages and select people according to their needs. Ensure as much participation of the local community as possible. Avoid using intermediaries in the preparation of the list Avoid carefully duplication of person/families Use SARVODAYA volunteer who know the area in door –to door surveys Provided tag/token for selected Confirm beneficiary list by GN Disseminate selected list in public Establish the Flat foam for Sudjetions and complain

-1

Assessments Selection will always be based on a personal judgment, but the following groups of people are normally considered by SARVODAYA being most vulnerable in a community structure: Elderly Sick or handicapped Families headed by separated, divorced or widowed without source of income. Pregnant or lactating mothers Destitute children NB ** This is a simplification as it is the interaction of many other factors that helps define who will be at higher risk from a certain threat. For example: * Proximity and exposure Certain people are more exposed to hazards than others * Poverty People who have few options, few resources cannot well protect themselves from threats. Poverty is often linked to lack of education, lack of political influence and good leadership. * Exclusion/ Marginalization People who are left out of economic and social systems due to prejudice and discrimination are generally more vulnerable. Please note that a single women or man is not necessarily a vulnerable person. It depends on his or her social and physical/medical situation. As rations are normally issued to families with an average of five persons, the registration of single person should be justified too. Single people such as windows should be encouraged to unite with their relatives or neighbours to benefit from the family ration arrangement. GENDER IN RELIEF The SARVODAYA Movement has endorsed the policy of incorporating women’s needs resources into disaster relief. It is considered that women, along with their dependants most often make up the largest percentage of the most vulnerable. Sometimes a lot of destitute women, such as divorced, abandoned or widowed women and women whose husbands were away from home, do not get relief. The solution is to consider the women to be suitable representative of the family and distribute relief goods through them.

Response manager………………………….

10.

District

Relief Items

Disaster /Emergency …………………………………… Date of distribute

Date :………………………………………

Relief Dispatch Summery Sheet- SHQ Received Officer

SAR/SOP/DRI/H-003

SOP Responding To Disasters - SARVODAYAYA

3.9 Distribution of Relief items

Division

Distribution Centre/ Village

Sarvodaya District Coordinator

..................................

10.

Accountant

No of Benefici aries

.......................................

Social Program Coordinator

Distribute Items Name and Quantity

...................................

Distribute Date &Time

Date ………………………………………..

Relief Distribution Summery Sheet – SDC

District Name: ………………………………

SAR/SOP/DRI/D-004

Community Leader

SOP Responding To Disasters - SARVODAYAYA

................................. Community Leader

10.

Name of the family/ Beneficiary name & Address

ID Number

............................................. Sarvodaya District Manager

Family Size F Total

SOP Responding To Disasters - SARVODAYAYA

Signature

................................................. Other Government officials

Name and Quantity of the Relif Item Name

Distribution Centre:....................................

Distribution Date:...........................................

............................................ Gramer Niladari

Signature

Village:......................................................

GN Division:..........................

Distribution Time:....................................

Relief Distribution Sheet â&#x20AC;&#x201C; Community

District:..................................

SAR/SOP/DRI/C-005

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DRI/006 Format for Plan of Action & budget for Relief Distribution – District Level The Plan of Action prepared by the branch should include following details in brief, providing an overview of the relief activities and their management. SN

Topics

What to include

Background

[brief description of the disaster occurrence- date, location and nature of disaster]

Objectives

What immediate community needs SARVODAYA district branch wish to support? Define if it is supplementary or full ration.

Timeframe of the operation

For the initial phase of relief.

Areas & nature of intervention

Which parts of the district are to be supported by SARVODAYA branch? What services will be offered? Package size and number of distributions planned? NFRI? Shelter material/ plastic sheeting?

Number of beneficiaries

Categorise: How many and how long, where

Capacities and resources within SARVODAYA

Provide material and financial resources available with SARVODAYA branch/ partners who have agreements/ have committed. What support is expected from nearby districts or NHQ?

Human resources

Provide role and responsibilities of groups/ teams formed, including team leaders. What support is expected from nearby districts or NHQ?

Logistics

How branch will manage distributions? Warehousing? Transport? What support is expected from nearby districts or NHQ?

Monitoring

What parameters will be measured, to assess the effectiveness of the intervention? What support required from NHQ?

Reporting arrangements

Who will provide “What report” and when?

Focal Person & contact Details

1. Who is responsible for the entire operation? Contact details? Whereabouts if not in district? 2. Who is next in command? Contact details?

Format for Budget (SARVODAYA) Item Unit

Total

Qty

Rate/ Price

Amount

SOP Responding To Disasters - SARVODAYAYA

SAR/SOP/DRI/C-007

Distribution Planning in the Field Site Plans Site Planning is required to perform distribution in an efficient manner. It is required that site plan is developed in a manner that: 1. Crowd is under control, and only those registered are allowed to go into distribution area. 2. Distribute relief Sample disseminate and explain to Benificiaries as common sesson 3. Relief goods are distributed in an agreed manner, and with minimum delay/ waiting. 4. Police/ Army/ political & religious elements stay out of the area to allow independent functioning of SARVODAYA community or district Registration & Verification

Entry Store/ Stocks

Crowd Is managed outside Movement of beneficiaries (Should be smooth flow)

Distribution points

Exit Simple Site Plan scheme, showing basic elements.

-1

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DRI/008

SPHERE PROJECT

MINIMUM STANDARD IN DISASTER RESPONSE

I. Shelter, Settlement and Non-food items 1.

Shelter and Settlement Standard 1: Strategic planning Existing shelter and settlement solutions are prioritized through the return or hosting of disaster-affec households, and the security, health, safety and well-being of the affected population are ensured. Standard 2: Physical planning Local physical planning practices are used where possible, enabling safe and secure access to and use of shelters and essential services and facilities, as well as ensuring appropriate privacy and separation between individual household shelters.

Standard 3: Covered living space People have sufficient covered space to provide dignified accommodation. Essential household activities can be satisfactorily undertaken, and livelihood support activities be pursued as required. Key Indicators: The initial covered floor area per person is at least 3.5m2 The covered area enables safe separation and privacy between the sexes, between different age groups and between separate families within a given household as required. Essential household activities can be carried out within the shelter. Key livelihood support activities are accommodated where possible Standard 4: Design The design of the shelter is acceptable to the affected population and provides sufficient thermal comfort, fresh air and protection from the climate to ensure their dignity, health, safety and well-being. Basic Requirements (01)

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DRI/008 (02)

(03)

(04)

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DRI/008 (04)

(05)

(06)

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/DRI/008 Standard 5: Construction The construction approach is in accordance with safe local building practices and maximises local livelihood opportunities. Standard 6: Environmental impact The adverse impact on the environment is minimised by the settling of the disaster-affected households, the material sourcing and construction techniques used. 2.Non-food items Standard 1: Clothing and bedding The people affected by the disaster have sufficient clothing, blankets and bedding to ensure their dignity, safety and well-being. Key Indicators: Women, girls, men and boys have at least one full set of clothing in the correct size, appropriate to the culture, season and climate. Infants and children up to two years old also have a blanket of a minimum 100cmx70cm. People have access to a combination of blankets, bedding or sleeping mats to provide thermal comfort and to enable separate sleeping arrangements as required. Those individuals most at risk have additional clothing and bedding to meet their needs. Culturally appropriate burial cloth is available when needed. Standard 2: Personal hygiene Each disaster-affected household has access to sufficient soap and other items to ensure personal hygiene, health, dignity and well-being. Key Indicators: Each person has access to 250g of bathing soap per. Each person has access to 200g of laundry soap per month. Women and girls have sanitary materials for menstruation. Infants and children up to two years old have 12 washable nappies or diapers where these are typically used. Additional items essential for ensuring personal hygiene, dignity and well-being can be accessed. Standard 3: Cooking and eating utensils Each disaster-affected household has access to cooking and eating utensils. Key Indicators: Each household has access to a large-sized cooking pot with handle and a pan to act as a lid; a medium-sized cooking pot with handle and lid; a basin for food preparation or serving; a kitchen knife; and two wooden serving spoons. Each household has access to two 10- to 20-litre water collection vessels with a lid or cap (20-litre jerry can with a screw cap or 10-litre bucket with lid), plus additional water or food storage vessels. Each person has access to a dished plate, a metal spoon and a mug or drinking vessel. Standard 4: Fuel, stove and lighting Each disaster-affected household has access to communal cooking facilities or a stove and an accessible supply of fuel for cooking needs and to provide thermal comfort. Each household also has access to appropriate means of providing sustainable artificial lighting to ensure personal security. Standard 5: Tools and equipment Each disaster-affected household responsible for the construction or maintenance and safe use of their shelter has access to the necessary tools and equipment.

SOP Responding To Disasters - SARVODAYAYA

Name of the benificiary

…………………………………………………………. Signature of Divisional Secretary

NIC No

BNF. Name as per the Bank Pass book

Address

…………………………………………… Signature of District Coordinator

Name of the business

Fund Transfer Sheet

SOP Responding To Disasters - SARVODAYAYA

3.10 CashKind Grant Distribution

Bank Name

Branch

Bank A/C No

Amount Rs Male

Female

Female headed families

SOP Responding To Disasters - SARVODAYAYA

Male headed families

Differently Able

Elderly people

SOP Responding To Disasters - SARVODAYAYA 3.11Water and Sanitation with well cleaning SAR/SOP/WASH/001 MINIMUM STANDARD IN DISASTER RESPONSE (WASH) I. Water Supply, Sanitation and Hygiene Promotion Sector 1. Hygiene Promotion Standard 1: Programme Design and Implementation. All facilities and resources provided reflect the vulnerabilities, needs and preferences of the affected population. Users are involved in the management and maintenance of hygiene facilities where appropriate Key Indicators: Key hygiene risks of public health importance are identified Programmes include an effective mechanism for representative and participatory input from all users, including in the initial design of facilities All groups within the population have equitable access to the resources or facilities needed to continue or achieve the hygiene practices that are promoted Hygiene promotion messages and activities address key behaviors and misconceptions and are targeted for all user groups. Representatives from these groups participate in planning, training, implementation, monitoring and evaluation Users take responsibility for the management and maintenance of facilities as appropriate, and different groups contribute equitably 2. Water Supply Standard 1: Access and Water Quantity All people have safe and equitable access to a sufficient quantity of water for drinking, cooking and personal and domestic hygiene. Public water points are sufficiently close to households to enable use of the minimum water requirement. Key Indicators: Average water use for drinking, cooking and personal hygiene in any household is at least 15 liters per person per day. The maximum distance from any household to the nearest water point is 500 meters. Queuing time at a water source is no more than 15 minutes. It takes no more than three minutes to fill a 20-litre container. Water sources and systems are maintained such that appropriate quantities of water are available consistently or on a regular basis. These guidelines assume that the water point is accessible for approximately eight hours a day only; if access is greater than this, people can collect more than the 15 liters per day minimum requirement. Standard 2: Water Quality Water is palatable, and of sufficient quality to be drunk and used for personal and domestic hygiene without causing significant risk to health.

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/001 Key Indicators: A sanitary survey indicates a low risk of fecal contamination. There are no fecal coliforms per 100ml at the point of delivery. People drink water from a protected or treated source in preference to other readily available water sources. Steps are taken to minimize post-delivery contamination. For piped water supplies, or for all water supplies at times of risk or presence of diarrhea epidemic, water is treated with a disinfectant so that there is a free chlorine residual at the tap of 0.5mg per liter and turbidity is below 5 NTU. No negative health effect is detected due to short-term use of water contaminated by chemical (including carry-over of treatment chemicals) or radiological sources, and assessment shows no significant probability of such an effect. Standard 3: Water use facilities and goods People have adequate facilities and supplies to collect, store and use sufficient quantities of water for drinking, cooking and personal hygiene, and to ensure that drinking water remains safe until it is consumed. Key Indicators: Each household has at least two clean water collecting containers of 10-20 liters, plus enough clean water storage containers to ensure there is always water in the household. Water collection and storage containers have narrow necks and/or covers, or other safe means of storage, drawing and handling, and are demonstrably used. There is at least 250g of soap available for personal hygiene per person per month. Where communal bathing facilities are necessary, there are sufficient bathing cubicles available, with separate cubicles for males and females, and they are used appropriately and equitably. Where communal laundry facilities are necessary, there is at least one washing basin per 100 people, and private laundering areas are available for women to wash and dry undergarments and sanitary cloths. The participation of all vulnerable groups is actively encouraged in the siting and construction of bathing facilities and/or the production and distribution of soap, and/or the use and promotion of suitable alternatives. 3. Excreta Disposal Standard 1: Access to, and number of, toilets People have adequate numbers of toilets, sufficiently close to their dwellings, to allow them rapid, safe and acceptable access at all times of the day and night. Key Indicators: A maximum of 20 people use each toilet. Use of toilets is arranged by household(s) and/or segregated by sex. Separate toilets for women and men are available in public places (markets, distribution centers, health centers, etc.). Shared or public toilets are cleaned and maintained in such a way that they are used by all intended users. Toilets are no more than 50 meters from dwellings.

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/001 Control of human body lice is carried out where louse-borne typhus or relapsing fever is a threat. Bedding and clothing are aired and washed regularly. Food is protected at all times from contamination by vectors such as flies, insects and rodents. Standard 2: Physical, environmental and chemical protection measures The numbers of disease vectors that pose a risk to peopleâ&#x20AC;&#x2122;s health and nuisance vectors that pose a risk to peopleâ&#x20AC;&#x2122;s well-being are kept to an acceptable level. Key Indicators: Displaced populations are settled in locations that minimize their exposure to mosquitoes. Vector breeding and resting sites are modified where practicable. Intensive fly control is carried out in high-density settlements when there is a risk or the presence of a diarrhoea epidemic. The population density of mosquitoes is kept low enough to avoid the risk of excessive transmission levels and infection. People infected with malaria are diagnosed early and receive treatment. Standard 3: Chemical Control Safety Chemical vector control measures are carried out in a manner that ensures that staff, the people affected by the disaster and the local environment are adequately protected, and avoids creating resistance to the substances used. Key Indicators: Personnel are protected by the provision of training, protective clothing, use of bathing facilities, supervision and a restriction on the number of hours spent handling chemicals. The choice, quality, transport and storage of chemicals used for vector control, the application equipment and the disposal of the substances follow international norms, and can be accounted for at all times. Communities are informed about the potential risks of the substances used in chemical vector control and about the schedule for application. They are protected during and after the application of poisons or pesticides, according to internationally agreed procedures. 5. Solid Waste Management Standard 1: Collection and Disposal People have an environment that is acceptably uncontaminated by solid waste, including medical waste, and have the means to dispose of their domestic waste conveniently and effectively. Key Indicators: People from the affected population are involved in the design and implementation of the solid waste programme. Household waste is put in containers daily for regular collection, burnt or buried in a specified refuse pit.

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/001 All households have access to a refuse container and/or are no more than 100 meters from a communal refuse pit. At least one 100-litre refuse container is available per 10 families, where domestic refuse is not buried on-site. Refuse is removed from the settlement before it becomes a nuisance or a health risk. Medical wastes are separated and disposed of separately and there is a correctly designed, constructed and operated pit, or incinerator with a deep ash pit, within the boundaries of each health facility. There are no contaminated or dangerous medical wastes (needles, glass, dressings, drugs, etc.) at any time in living areas or public spaces. There are clearly marked and appropriately fenced refuse pits, bins or specified areas at public places, such as markets and slaughtering areas, with a regular collection system in place. Final disposal of solid waste is carried out in such a place and in such a way as to avoid creating health and environmental problems for the local and affected populations. 6. Drainage Standard 1: Drainage Works People have an environment in which the health and other risks posed by water erosion and standing water, including stormwater, floodwater, domestic wastewater and wastewater from medical facilities, are minimized. Key Indicators: Areas around dwellings and water points are kept free of standing wastewater, and storm water drains are kept clear. Shelters, paths and water and sanitation facilities are not flooded or eroded by water. Water point drainage is well planned, built and maintained. This includes drainage from washing and bathing areas as well as water collection points. Drainage waters do not pollute existing surface or groundwater sources or cause erosion. Sufficient numbers of appropriate tools are provided for small drainage works and maintenance where necessary.

Few Rope (15M)

Few Power cable / Ware code and accessories

Water Motor ( Electric /Gasoline ) 2hp with extra Motor

Machinery and Accessories

SOP Responding To Disasters - SARVODAYAYA

Mass

Helmets or Hard hat

Gloves Pair

Jackets/Overall

Boots

Personnel protective Equipment

Few rubber horse (15M) and hoarse Clips

Out In

Equipment Quantity Date

Well Cleaning /Dredging Equipment Checklist

Tool Kit ( wrench ,player ,tester ,plumbing accessories ,flat and star screw drive …… )

Warehouse/Location

SAR/SOP/WASH/002

Remark

SOP Responding To Disasters - SARVODAYAYA

SAR/SOP/WASH/002

SOP Responding To Disasters - SARVODAYAYA

Chlorine Residual measuring kit ( if available )

Torch and Battery

Dustbins

Few Baskets (2L.5 L)

Eckel Broom ,Broom ,Shovel ,

Other Accessories

Goggles

Well Cleaning /Dredging Equipment Checklist

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/003 Well cleaning - Initial Assessment Check List Date: ______________ Well code: ___________________________ Name of owner: ____________________________________________________ Village: _______________________________________________ Address: _____________________________________________________________________ 1. Accesses to well side Clear Debris Surrounded Still Flooded Dead Bodies Mud or Slippery Field Risk of Collapse If Clear: go for assessment If Still Flooded: Check the drainage option to drain the Stagnated water If risk observed: Level the well until a safe condition is reach for future assessment If dead bodies or debris observed: proper action required to remove them 2. Ownership of the well Private Common 3. Nature /Type of the well Fully protected Semi Protected Unprotected (If semi or unprotected: plan for activities to protect the well with apron and drainage â&#x20AC;&#x201C; cover lid) 4. Nature of Flood Fully Merged Flooded If fully Merged: go for de watering process following assessment If only flooded in the surrounding area: Check the turbidity of the water.

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/003 5. Safety Assessment No slippery Ground/moss No risk of collapse of soil 6. Assessment of the Well wall: No repair required Checks Collapsed 7. Assessment of apron (Drainage Curtain): No repair required Checks Collapsed 8. Assessment of drainage: No repair required Checks Collapsed 9. Water volume calculation: Diameter Depth Amount of water in (L) (Use the equation for Calculation) 10 Seasonal Yield (in Feet)/ litters per day Normal After Flooding During last drought

Signature of assessor

Date and Time

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/004

Sanitary Survey Form of well Sanitary survey form for the assessment of risk of contamination of drinking water sources Source type: DUG WELL

Date of Survey:

A. Location Ds Division GN Owner/Caretaker Village Site Code Conductivity / TDS B. Specific Diagnostics information for Assessment No Yes No 1 Is there any defecation area or human excreta within 10m of well 2 Is there any other source of pollution within 10m of well (e.g. animal excreta or rubbish) 3 Is the drainage inadequate that it cause stagnate water within 2m of the well 4. Is the well without a wall or an adequate collar, which would allow surface water to enter the well 5 Does the well have minimum 1m-wide concrete apron round the well 6 Are the rings or wall of the well inadequately sealed at any point 3m below the ground level? 7 Are the lifting rope and bucket left in such apposition that they be contaminated? Or not clean? 8 Is the well flooded with polluted water recently, which has not been cleaned? 9 Is there any debris or rubbish inside the well? 10 Is anyone using the well water for drinking having diarrheas? Total Score of risk Yes……………………..

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/004

A=0-2 Yes Low risk no action required

B = 3-5 Yes Intermediate , need follow up

C = 6-7 Yes D = 8-10 Yes High risk , need Very High risk, review and action need immediate action or discard source

C. Result and Recommendation The following important point of risk noted and authority on remedial action Note Recommendations

Signature of Surveyor

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/005

Benificiary Satisfaction Form - Well Cleaning 1. Date:……………………………………………………… 2. Name:…………………………………………………….. 3. Address:…………………………………………………… 4. Phone Number:……………………………………………. 5. DS Division:………………………………………………. 6. GN Division:………………………………………………... 7. MOH & PHI Area :………………………………………… 8. Well Code :……………………………………………….. Well Cleaned , Disinfected ( Chlorinated ) & aware of usage. ( ) Highly Satisfy

Satisfy

Partially satisfy

Not satisfy

Comments

Thanking for Well Cleaning

……………………… Well Owner

…………………… Community Leader

………………… GN

………………… PHI

……………........ MOH

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/006

Step by Step process of well Cleaning

Start

Is the well accessible for assessment?

Step1: preparation of site, including cleaning the access to the well/debris clearance

Yes Step3: Calculation of the volume of the water in the well

Step2: Assess the condition of the damaged well (Use the Checklist)

Need for repairs external to the wall? Assessment result: Need for well cleaning? Step4: repairs to the headwalls, apron (Drainage Curtain), cover and lifting mechanisms

Yes

Step6: Disinfecting the wall

Step5: Dewatering

Apply the Chlorine solution and allow it for recharge

Dewater and allow it for recharge

Measure the water quantity after natural recharge and calculation the chlorine requirement NO

Has the residual chlorine level reached 0.5mg/L? Yes

END

Step 7: Final repairs of the well Well cover and water lifting mechanism

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/WASH/007

Calculation of the volume of the water in the well (Refer calculation method in the box below) Calculation the Volume of the water in the well using the following equation Volume of the water in the well = 3.14*(D2/4)* (d)……. (1) D- Diameter of the well, d- Depth of the water, Tool: Measuring tape, bucket with rope Methods/ Steps: 1. Measure the depth of the well using a bucket on the end of piece of rope 2. Drop the bucket or a stone tied to one end of a rope slowly to the bottom of the well. 3. When the rope is withdrawn from the water, the wet part of the rope can be measured using the measuring tape to determine the depth. 4. Measuring the diameter of the well using the measuring tape 5. Substitute the values in the equation (1) to calculate the volume of the water in the well.

Sample calculation: Well diameter – 3.2 meters, Depth of the water – 4.6 meters. D=3.2 m, d= 4.6 m Volume= 3.14*((4, 6m*4.6m)/4)*3.2 = 3.14*5.29m2*3.2m =53.153m2 =53.153 liters of water

SOP Responding To Disasters - SARVODAYAYA 3.12 Healthcare and First aid SAR/SOP/HF/001

MINIMUM STANDARD IN DISASTER RESPONSE (Health Care) 1. Health Emergency 1. Health system and infrastructure Standard 1: Prioritizing health services All people have access to health services that are prioritized to address the main causes of excess mortality and morbidity. Standard 2: Supporting national and local health systems Health services are designed to support existing health systems, structures and providers. Standard 3: Coordination People have access to health services that are coordinated across agencies and sectors to achieve maximum impact. Standard 4: Primary health care Health services are based on relevant primary health care principles. Standard 5: Clinical services People have access to clinical services that are standardized and follow accepted protocols and guidelines. Key Indicators: The number, level and location of health facilities are appropriate to meet the needs of the population. The number, skills and gender/ethnic balance of staff at each health facility are appropriate to meet the needs of the population Adequate staffing levels are achieved so that clinicians are not required to consistently consult on more than 50 patients per day. If this threshold is regularly exceeded, additional clinical staff is recruited. Utilization rates at health facilities are monitored and corrective measures taken if there is over- or under-utilization. Standardized case management protocols are established by the lead health authority, and adhered to by health agencies. A standardized essential drug list is established by the lead health authority, and adhered to by health agencies. Clinical staff are trained and supervised in the use of the protocols and the essential drug list. People have access to a consistent supply of essential drugs through a standardized drug management system that follows accepted guidelines. Drug donations are accepted only if they follow internationally recognized guidelines. Donations that do not follow these guidelines are not used and are disposed of safely. Bodies of the deceased are disposed of in a manner that is dignified, culturally appropriate and is based on good public health practice.

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/HF/001 Standard 6: Health information system The design and development of health services are guided by the ongoing, coordinated collection, analysis and utilization of relevant public health data. 2. Control of Communicable Diseases Standard 1: Prevention People have access to information and services that are designed to prevent the communicable diseases that contribute most significantly to excess morbidity and mortality. Standard 2: Measles prevention All children aged 6 months to 15 years have immunity against measles. Key Indicators: An estimation of measles vaccination coverage of children aged 9 months to 15 years is made at the outset of the emergency response, to determine the prevalence of susceptibility to measles. If vaccination coverage is estimated to be less than 90%, a mass measles vaccination campaign for children aged 6 months to 15 years (including administration of vitamin A to children aged 6-59 months) is initiated. The vaccination campaign is coordinated with national and local health authorities, including the Expanded Programme on Immunization. Upon completion of the campaign: o at least 95% of children aged 6 months to 15 years have received measles vaccination; o at least 95% of children aged 6-59 months have received inappropriate dose of vitamin A. All infants vaccinated between 6-9 months of age receive another dose of measles vaccine upon reaching 9 months. Routine ongoing vaccination of 9-month-old children is established to ensure the maintenance of the minimum 95% coverage. This system is linked to the Expanded Programme on Immunization. For mobile or displaced populations, an ongoing system is established to ensure that at least 95% of newcomers aged between 6 months and 15 years receive vaccination against measles. Standard 3: Diagnosis and case management People have access to effective diagnosis and treatment for those infectious diseases that contribute most significantly to preventable excess morbidity and mortality. Standard 4: Outbreak preparedness Measures are taken to prepare for and respond to outbreaks of infectious diseases. Standard 5: Outbreak detection, investigation and response Outbreaks of communicable diseases are detected, investigated and controlled in a timely and effective manner. Standard 6: HIV/AIDS People have access to the minimum package of services to prevent transmission of HIV/AIDS.

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/HF/001 Key psychological and psychiatric intervention indicators (to be read in conjunction with the guidance notes) Individuals experiencing acute mental distress after exposure to traumatic stressors have access to psychological first aid at health service facilities and in the community. Care for urgent psychiatric complaints is available through the primary health care system. Essential psychiatric medications, consistent with the essential drug list, are available at primary care facilities. Individuals with pre-existing psychiatric disorders continue to receive relevant treatment, and harmful, sudden discontinuation of medications is avoided. Basic needs of patients in custodial psychiatric hospitals are addressed. If the disaster becomes protracted, plans are initiated to provide a more comprehensive range of community-based psychological interventions for the postdisaster phase Standard 4: Chronic Disease For populations in which chronic diseases are responsible for a large proportion of mortality, people have access to essential therapies to prevent death. Key Indicators: A specific agency (or agencies) is designated to coordinate programmes for individuals with chronic diseases for which an acute cessation of therapy is likely to result in death. Individuals with such chronic diseases are actively identified and registered. Medications for the routine, ongoing management of chronic diseases are available through the primary health care system, provided that these medications are specified on the essential drug list.

10.

Type of the Situation (Injury/Medical Emergency)

.................................. Community Team Leader

Location

Date

Beneficiary Details Name &Address

SOP Responding To Disasters - SARVODAYAYA

Action which Taken (First aid /Medical Treatment/Health Awareness) Age

Gender M F

Sig

Type of Disaster/Incident/Emergency……………………….…………… PHI/MOH…………………………………………

Healthcare and First Aid – Detail Summery Sheet – Communities

Name Of Community :…………………………… GN………………………………………………

SAR/SOP/HF/C-003

SOP Responding To Disasters - SARVODAYAYA

10.

District Coordinator

Location

..................................

Community/GN

Action which Taken (First aid /Medical service/Health Awareness)

................................

Accountant

Type of Injury/Medical Emergency

Type of Disaster/ Incident/ Emergency………………………………………….

Team leader /

........................................

FA/Treatment

Social Program Coordinator

Date

Healthcare and First Aid – Detail Summery Sheet – SDC

Name Of District:………………………………….

SAR/SOP/HF/D-003

SOP Responding To Disasters - SARVODAYAYA

First Aid Kit Check list

Dressing & Bandages

Cleaning Pad

Strip Plaster

Before

After

Available Quantity

Handed over to :

Date of the return:

Items

Name of User/Users:

: ____________________

Date/Period of the used:

First Aid Kit Number

Remarks

Name of ware house/Location : ___________________________________________________________________________

SAR/SOP/HF/004

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/HF/004

First Aid Kit Check list Name of ware house/Location : ___________________________________________________________________________ First Aid Kit Number

: ____________________

Date/Period of the used:

Name of User/Users:

Date of the return:

Handed over to :

Items

Available Quantity Before

Dressing & Bandages Strip Plaster Cleaning Pad Cotton Wool Triangular Bandage Bandage Creep Bandage Plaster Roll Scissor Twister Eye Pad Dressing Pad Splint Paper Plaster Roll

Disinfection Solutions & Ointments Providone Iodine Pad Dettal Bottle Gloves Pair Siddhalepa Cold Ice Pack Wincreame Soframycin Vaseline Gauze Sill Cream

After

Remarks

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/HF/004

ORS & Basic Medicine Jeewani Packet Paracetamol

Other Thermometer Torch with Battery Eye Cap Rescue Blanket CPR Face Shield

District Manager/Community Leader:……………………………………………..

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/HF/005

HR, EQUPMENT AND DRUG LIST FOR HEALTH AND MEDICAL CAMP (For 500 beneficiaries)

1. HR List Doctors Nurses/ Assistance First Aiders Volunteers

– 04 – 04 – 02 – 10

2. Equipment List Digital Blood Pressure Meter Stethoscopes IR Thermal Meters Digital Gluco Meter Gluco Meter Strips Torch Nebulizer Examination Gloves Surgical Mask Writing Pads Note pad paper Medical Camp Banner Red Cross Flags Medicine Envelop Canopy Hut Foldable Tables Foldable Chairs White Bed Sheets

– 04 – 04 – 04 – 04 – 04 (Pct) – 04 – 01 – 04 (box) – 20 – 04 (A5 size) – 1000 (A6 size) – 02 – 10 – 3000 – 02 (Min 10 x 10 feet) – 06 – 12 – 10

Dressing Items (To Serve 100 people) Dressing Jar Dressing Pot Steel Box Kidney Tray Artery Forceps White Bed Sheets Dressing Scissors Dressing Tray Ice Box Dustbin with cover First Aid Flag Canopy Hut Folding Table Folding Chairs Surgical Gloves Plastic Stools

– 02 – 04 – 02 – 02 – 04 – 04 – 04 – 01 – 02 – 04 – 01 – 01 (Min 10 x 10 feet) – 02 – 04 – 01 (Box) – 04

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/HF/005

3. DRUG List (For 10-15 Medical Camps â&#x20AC;&#x201C; 5000-7500 patients) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26.

Paracetamol 500mg Chlorpheniramine (Piriton) 4mg Promethrzine 10mg Prednisolone (5mg) metacchlova propamide (Maxolon) 10mg Domperidone 10mg Nitifurantoin 50mg Vitamin C 100mg Mulitivitamin Metondozola 200mg Famotidine 20mg Antacids Actal Gelucil Omeprozole 20mg Salbtanol 4mg Salbutomol 2mg Ibuprofen 200mg Diclofenoc sodium 50mg Vitamin B complex Mebendazole 100mg Pyrantal pamoata125mg Diozepam 50mg calcium Lactrate tablets 300mg Griseofulvin tablets 500g probothine Lomotil Vitamin A&D

Capsules /Antibiotics 1. Amoxylin 2. 3. 4.

Eythromycn O.Penicillin Ciprefloxacine

Cloxoclin

Syrups 1. 2. 3. 4.

250mg 500mg 250mg 250mg 250mg 500mg 500mg 250mg

Paracetamol (100ml bottle) Chlophenirom (100ml bottle) Salbutanol (100ml bottle) Promethizine (100ml)

20000 tablets 3000 tablets 1500 tablets 1500 tablets 1000 tablets 2500 tablets 2000 tablets 3000 tablets 3000 tablets 1000 tablets 1000 tablets 2000 tablets 1000 tablets 3000 tablets 2000 tablets 1500 tablets 2000 tablets 3000 tablets 3000 tablets 1500 tablets 500 tablets 1000 tablets 1000 tablets 2000 tablets 2000 tablets 1000 tablets 2000 tablets 4000 tablets 1200 tablets 2000 tablets 500 tablets 2000 tablets 1000 tablets 1000 tablets 1000 tablets 1000 bottles 1000 bottles 500 bottles 200 bottles

Injections 1. Tetonus toxoids 2. Metachlorpropanide 3. Hydrocitisone

20 vaccines 10 vaccines 10 vaccines

Dry Powder bottles 1. Amoxycillin (100ml) 2. Eythromycin (100ml) 3. Caphelexin (100ml) 4. Cloxocillin (100ml)

1000 bottles 250 bottles 250 bottles 100 bottles

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/HF/005

Creams / local applications 1. Hydrocartisone (10g) 2. Miconozute Cream - Micagel (10g) 3. Soframycine (10g) 4. Emulsifying oihtnate (100g) 5. Ciproflexoc eye drops 6. Methel salicylotes or Jonac Gel 7. Siddhalepa (10g) 8. Iodex (10g)

2000 Tubes 3000 Tubes 1000 Tubes 10 containers 10 Nos 1500 Tubes 1000 packs 1000 packs

31.0 mm

51 1/2 mm

SAR/SOP/HF/006

31.0 mm

31 mm

82.7 mm 51 1/2 mm

SOP Responding To Disasters - SARVODAYAYA

tre d Cen i A t s Fir

51.6 m

31.0

SOP Responding To Disasters - SARVODAYAYA

51 1/2 mm

31.0 mm

51 1/2 mm

SOP Responding To Disasters - SARVODAYAYA

31 1/2 mm

SAR/SOP/HF/007

23 1/2 mm 23 1/2 mm

47 mm

Chair

Waste Bin Table 47 mm

23 1/2 mm

Examination Bed

Bench

Chair

23 1/2 mm

Table

23 1/2 mm

23 1/2 mm 23 1/2 mm

23 1/2 mm

205 mm

Wash Basin

31 1/2 mm

94 mm

23 1/2 mm

Chair

47 mm

Water Filter

78 1/2 mm

Red Cross Banner

1mm=1inch 6feet Bar - 08 9feet Bar - 03

SOP Responding To Disasters - SARVODAYAYA

Residence

Contact No

Community Leader

Date of Signs Missing of Identificatio n

Family details Name of guardian /spouse/relationship Address Tell

Action taken so far

RESTORING FAMILY LINK (RFL) & TRACING OF MISSING PEOPLE

…………………………………………

No Name of Missing Person

Name of the Community:

SAR/SOP/RFL Com/001

Action to be taken future

sig

SOP Responding To Disasters - SARVODAYAYA

3.13Restoring family links (RFL) support

Residence

Contact No

District Coordinator

Date of Signs Missing of Identificatio n Family details Name of guardian /spouse/relationship Address Tell

Action taken so far

RESTORING FAMILY LINK (RFL) & TRACING OF MISSING PEOPLE

…………………………………………

No Name of Missing Person

Name of the District:

SAR/SOP/RFL Com/001

Action to be taken future

sig

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA 5.1 Essential Relief Items SAR/SOP/ERI/001 Description of Kits Family Kit (Non- Food) 1-Sarees (Female) 2-Sarong (Male) 3-Cotton Cloth (3m)1pc 4-SleepingMats (plastic)-2pcs 5-Plastic Sheets (6x4m) pc 6-Water Purification Tabs- ?? 7-Bed sheets (2pcs) 2 pairs 8-Knife(medium) 1pc 9-Jerry Cans (10L) 2pcs 10-Kitchen Set 1pc 11-L/Soap 12-Manila Rope- 40m 13-Almunium wire (20m) 1pc 14-Hammer (1kg) 1pc 15-Axe (1kg) 1pc 16-Nails (2&3 inch) 250mg 17-Hurrican Lamps-1pc 18-Matches (small box) 1pc 19-Candles (packet with 10pcs)1pkt 20-Jute Bag (Cap: 100 kg) 1 pc One Kitchen sets contains the following items: Aluminium Cooking pots 7 litres One aluminium frying ban 2.5 litres One aluminium cooking pot 5 litres with lid 5 stainless steel bowls 5 stainless steel plates 5 stainless steel cups 5 stainless steel table spoon 5 Stainless steel fork 5 stainless steel knife One kitchen knife One wooden spoon

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/ERI/001 Hygiene Kit. 1-Toilet soap(100gm)-5pcs 2-Tooth paste (75ml)-5tubes 3-Tooth Brush (medium)-5pcs 4-Shampoo (250ml)-2 bottles 5-Razor Blade (disposable)-5pcs 6-Hygienic pad(normal)-8pcs 7-Bath towel(65X130cm)-1pcs 8-Baby power (100gm)-1 pcs 9-Comb-plastic (3pcs) 1 pk 10-Ssissors -1pair

SOP Responding To Disasters - SARVODAYAYA 5.3 Tranpotation and Storage of relief items Before Transport Relief items consider following points Relief Type to be transport Size of relief Weight of Relief Transport Method Transport Root Whether condition of area Storage, warehousing & transport If it is a new warehouse, determine: Capacity of the warehouse How long is it available for? If it has to be rented, find out cost per square meter. Assess the adequacy of the warehouse construction Ventilation Lighting Hard and flat flour Fire proofing Condition of the roof Security (locks and access through windows) The following principals apply for warehousing: Goods must NOT be stored directly against walls, pillars or partitions. Put food and perishable items on pallets or plastic sheets. A corridor at least 1, 20 meter in width must be left between the deferent storage stacks. Food stuffs must be separated from each other and other materials. Different items, different packages, consignments from different sources, and consignment arriving at different times should be kept at different stacks.

-1

SOP Responding To Disasters - SARVODAYAYA When receiving relief actions to follow Befor Reception: • Plan storage • (Re) Arrange space in the WH • Engage Workmen for off loading as required through ONS During Reception: • Quantity and Quality checked by Storekeeper and Recorded • Sign WAYBILL / DELIVERY NOTE • Remark any discrepancy, loss or damage • Issue GOODS RECEIVED NOTE • Store the Goods at the defined space

-2

SOP Responding To Disasters - SARVODAYAYA

SOP Responding To Disasters - SARVODAYAYA 7.Procedure of SOP update and revision SAR SOP PSOPUR HQ 001

Training and Capacity Building SHQ  Participants Category _____________________________________________________________  Name Of the training Workshop _____________________________________________________________  Date/s of the training work shop ______________________  Place of the training Work shop _____________________________________________________________  Objective of the training _____________________________________________________________ _____________________________________________________________  Content of the training

Facilitator Name

Head of training and capacity building

SOP Responding To Disasters - SARVODAYAYA SAR SOP PSOPUR 002

Training and Capacity Building -SDC  Participants Category ________________________________________________________________________  Name Of the training/Work shop ________________________________________________________________________  Date/s, Perid of the training/Work Shop _______________________________________  Place of the training/Workshop ______________________________________________  No of participants :______________________  Objective of the training/Workshop ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________  Content of the training

 Facilitator Name& Related Qualifications _____________________________________ ________________________________________________________________________

………… District Coordinator

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/PSOPUR/003

Training and Capacity Building -Community level Participants Category: _____________________________________________________ Name Of the Training/workshop: ____________________________________________ Date/s of the Training/Workshop: ___________________________ Place of the Training/Workshop: _______________________________________________________________________ No Of participants : ________________ Objective of the Training: __________________________________________________ _______________________________________________________________________ Content of the Training

Facilitator Name and Related Qualifications: _____________________________________________________________ _____________________________________________________________

………………………… Community Leader

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/PSOPUR/004

Training Evaluation Sheet Name Of the Training/Workshop :……………………………………………………….. Training Date: …………………………….. Training Place: ……………………………. You’re Expectation of the Training

……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… Did You Meet Your Expectation through this Training? ……………………………………………………………………………………… ……………………………………………………………………………………… ………………………………………………………………………………………. ……………………………………………………………………………………… ………………………………………………………………………………………. Did you satisfy all the areas of this training? ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… ……………………………………………………………………………………… Total Training Evaluation Excellent 100% - 80%

Good 79% - 60%

Average 59% - 40%

Poor 39% >

SOP Responding To Disasters - SARVODAYAYA SAR/SOP/PSOPUR/004

Presentation Skills Evaluation Lecture

Evaluate Area

Subject Knowledge Presentation Method Subject Knowledge Presentation Method Subject Knowledge Presentation Method Subject Knowledge Presentation Method Subject Knowledge Presentation Method

Excellent

Good

Average

Poor

100% 80%

79% 60%

59% 40%

39% >

Your ideas for more effective training ……………………………………………………………………………………………………………… ……………………………………………………………………………………………………………… ……………………………………………………………………………………………………………… ……………………………………………………………………………………………………………… ……………………………………………………………………………………………………………… ……………………………………………………………………………………………………………… ……………………………………………………………………………………………………………… Thanks your valuable comments Head of Learning & Development

Name Of the participants

SOP Responding To Disasters - SARVODAYAYA

Address

Participants Attendance Sheet

Authorize oﬃcer………………………………………………………………………………

Participants Details

Date of the attendance

Place of the Training / Workshop

Name Of the Training/Workshop

SAR/SOP/PSOPUR/005

Contact number

Signature

SOP Responding To Disasters - SARVODAYAYA