The Association of Southeast Asian Nations (ASEAN)

Rapid Damage Assessment and Needs Analysis Manual

FINAL DRAFT

Quick Reference Guide December 2008

TABLE OF CONTENTS
List of Acronyms .......................................................................................................... 1 Preface ........................................................................................................................... 2 Background .................................................................................................................. 2 How to Contact ASEAN .............................................................................................. 2 ASEAN Coordinating Centre for Humanitarian Assistance on Disaster Management (AHA Centre) Field Coordination Support Unit ............................... 3 ASEAN Public Information ........................................................................................ 3 ASEAN Role in Response and Coordination............................................................. 4
Introduction ........................................................................................................................... 4 Coordination ......................................................................................................................... 4 Participatory ...................................................................................................................... 4 Impartial ............................................................................................................................ 5 Transparent ....................................................................................................................... 5 Understanding Strategic- and Operational-Level Coordination............................................ 5 Field Coordination Goals and Objectives ............................................................................. 5 Strategic ............................................................................................................................ 6 Operational ....................................................................................................................... 6

Policy, Guidelines and Governance ............................................................................ 7

ASEAN Agreement on Disaster Management and Emergency Response (AADMER)....... 7 PART IV: Disaster Preparedness ...................................................................................... 7 PART V: Emergency Response........................................................................................ 8 PART VIII: ASEAN Coordinating Centre for Humanitarian Assistance....................... 10 Annex: Terms of Reference of the ASEAN Coordinating Centre for Humanitarian Assistance ....................................................................................................................... 10

Mobilization and Mission .......................................................................................... 12

Standard Mobilizing Procedures ......................................................................................... 12 Mobilization ........................................................................................................................ 12 Phase 1: Information ....................................................................................................... 12 Phase 2: Alert.................................................................................................................. 12 Phase 3: Stand-By ........................................................................................................... 13 Phase 4: Dispatch ............................................................................................................ 13 Demobilization ............................................................................................................... 13 Termination of Mission .................................................................................................. 14 Personal Preparedness Checklist ......................................................................................... 14 Document Checklist........................................................................................................ 14 Personal and Team Items ................................................................................................ 14 Warm Weather Items ...................................................................................................... 15 Cold Weather Items ........................................................................................................ 15 Medical/Health ............................................................................................................... 15 Optional Personnel Equipment ....................................................................................... 16 AHA Centre Mission Support Equipment .......................................................................... 17

Vaccinations ........................................................................................................................ 17 Team Leader Checklist ....................................................................................................... 17 Collection of Baseline Data ................................................................................................ 18 Briefing File ........................................................................................................................ 18 International Travel ............................................................................................................. 19

The Purpose of an ASEAN Damage Assessment and Needs Analysis .................. 20

Scope of ASEAN ERAT Assessment ................................................................................. 20 Initial or Rapid Assessment ................................................................................................ 20 Comprehensive or In-Depth Damage and Needs Assessments .......................................... 21 The Impact of Assessments on Response and Recovery .................................................... 22 The Keys to Successful Assessments.................................................................................. 22

Assessment Process .................................................................................................... 24

Planning: ............................................................................................................................. 24 Monitoring .......................................................................................................................... 27

Information Management ......................................................................................... 28

ASEAN Reporting and Situation Reports (Sitreps) ............................................................ 29 Policy .............................................................................................................................. 29 The Reporting Systems ................................................................................................... 29 ASEAN ERAT Situation Report......................................................................................... 29 Format of ASEAN ERAT Situation Reports .................................................................. 30 Information Gathering and Analysis ................................................................................... 31 Information Sources........................................................................................................ 31 Collaboration with National/Local Authorities .............................................................. 31 Expert Advice ................................................................................................................. 31 United Nations ................................................................................................................ 31 Cultural Acceptance and Community Participation ....................................................... 32 Reliability and Credibility of Information Sources ........................................................ 32 Interpretation and Forecasting ........................................................................................ 33 A Log Book .................................................................................................................... 34 An Information Map ....................................................................................................... 34 Notice Board ................................................................................................................... 34 Pigeon Holes ................................................................................................................... 34

Working with the Media ........................................................................................... 35

Basic Media Rules .............................................................................................................. 35 Sample Media Release ........................................................................................................ 35

General Principles for Assessment by Sector .......................................................... 36

Health .................................................................................................................................. 36 Shelter and Personal Household Needs .............................................................................. 36 Water and Sanitation ........................................................................................................... 36 Food and Nutrition .............................................................................................................. 37 Displaced Persons Camps: Site Selection, Planning and Shelter ....................................... 37 Urban Search and Rescue (SAR) ........................................................................................ 38

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Water and Sanitation: Displaced Population Situation ....................................................... 38 Water System Disruption .................................................................................................... 39 Sanitation Displaced Population Situation ....................................................................... 39 Sanitation - Non Displaced Population Situation................................................................ 39

Detailed Assessments ................................................................................................. 40

Detailed Health Assessment................................................................................................ 40 Health.............................................................................................................................. 40 Detailed Shelter Assessment ............................................................................................... 42 Affected Population Profile ............................................................................................ 42 Materials ......................................................................................................................... 43 Detailed Water and Sewage Assessment ............................................................................ 43 Water and Sewage Baseline............................................................................................ 43 Hydro Facilities (Hydroelectric, Irrigation) .................................................................... 44 Detailed Food and Nutrition Assessment............................................................................ 45 Food: Baseline Data ....................................................................................................... 45 Effect of the Disaster Event on Food .............................................................................. 45 Food Availability ............................................................................................................ 46 Distribution Systems ....................................................................................................... 46 Social and Market Impact of Food Aid .......................................................................... 47 Other ............................................................................................................................... 47 Detailed Agriculture Assessment ........................................................................................ 47 Baseline Data .................................................................................................................. 47 Effect of the Disaster Event on Agriculture/Livestock/Fisheries ................................... 48 Other ............................................................................................................................... 49 Nutrition.......................................................................................................................... 49 Detailed Infrastructure and Communications Assessment ................................................. 50 Infrastructure................................................................................................................... 50 Electrical Power .............................................................................................................. 50 Communications ............................................................................................................. 51 Detailed Transportation Assessment ................................................................................... 53 Roads and Bridges .......................................................................................................... 53 Airports ........................................................................................................................... 54 Seaports .......................................................................................................................... 54 Detailed Distribution and Logistics Assessment................................................................. 54 Distribution Baseline ...................................................................................................... 54

Appendix A: Assessment Checklists........................................................................ 56 Appendix B: On-site Level of International Response .......................................... 67 Appendix C: Capacities and Assets ......................................................................... 71 Appendix D: ASEAN ERAT Standard Assessment Form .................................... 72 Appendix E: AHA Centre Support Resources ....................................................... 79 Appendix F: Sphere Project Emergency Indicators and Minimum Standards... 80

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List of Acronyms
AADMER AHA Centre ASEAN DANA DART DP ERAT FAO IFRC IO NGO OSOCC PIO PVO UN UNDAC UNDP UNHCR UNICEF WFP WHO ASEAN Agreement on Disaster Management and Emergency Response ASEAN Coordinating Centre for Humanitarian Assistance on disaster management Association of Southeast Asian Nations Damage Assessment and Needs Analysis Disaster Assistance Response Team Displaced Person Emergency Rapid Assessment Team Food and Agriculture Organization of the United Nations International Federation of Red Cross and Red Crescent Societies International Organization Non-governmental organization On-site Operations Coordination Center Public Information Officer Private voluntary organizations United Nations United Nations Disaster Assessment and Coordination United Nations Development Programme United Nations High Commissioner for Refugees United Nations Childrens Fund World Food Programme World Health Organization

Preface
The Association of Southeast Asian Nations (ASEAN) Damage Assessment and Needs Analysis Manual is intended as a quick reference guide for members of the ASEAN Emergency Rapid Assessment Team (ERAT). It is anticipated that ERAT members will use this guide before and during a disaster mission to an affected area. The manual is an accumulation of institutional procedural guidelines for conducting damage assessment and needs analysis. This guidebook should be updated and reviewed annually, and all ERAT team members should be familiar with how to access information in the manual. This manual is not intended to provide in-depth discussion or analysis; it is rather a practitioners tool for executing damage assessment and needs analysis.

Background
Damage assessments and needs analyses are crucial pieces of disaster response because they help convey the situation on the ground to response organizations and governments. Damage assessment and needs analyses also identify critical needs and prescribe the priorities for response and recovery activities. Although assessment schemes become more complicated when the magnitude of a disaster requires the involvement of regional and international responders, well-established methods and measurements can unify response efforts and enable more effective mobilization of assets. ASEAN damage assessment and needs analysis guidelines were developed through extensive experience in regional response, and in coordination with disaster policy makers, managers and other regional and international response organizations. The ASEAN Damage Assessment and Needs Analysis Manual and training are intended to increase country level capacities for undertaking assessments and analyses, as well as to develop a framework for collaboration among ASEAN Member States and other experts.

How to Contact ASEAN

During an ASEAN mobilization and mission ___ special lines will be opened exclusively for communications with ASEAN ERAT Members: Telephone: ____________________ Fax: _________________________ For any other purpose, or when an ASEAN team has not been activated, the following contact point should be used: Public Affairs Office The ASEAN Secretariat 70A Jalan Sisingamangaraja Jakarta 12110, Indonesia Phone: (62.21) 724-3372, 726-2991 Fax: (62.21) 739-8234, 724-3504 Email: public@aseansec.org

ASEAN Coordinating Centre for Humanitarian Assistance on Disaster Management (AHA Centre) Field Coordination Support Unit
Provided below are the office phone numbers and e-mail addresses of members of the AHA Centre Field Coordination Support Unit: Name Phone Number E-Mail Address

Emergency AHA Centre Contact Information Emergency Contact: _____________________ Telephone: ____________________ Fax: _________________________

ASEAN Public Information

Provided below is the contact information for the ASEAN Public Information Officer (PIO). All media requests when possible should be sent through this office: PIO: __________________________ ______________________________ ______________________________ Telephone: ____________________ Fax: _________________________ Additional media information including the official ASEAN press release can be found in the ASEAN ERAT briefing file deployed with ERAT team leaders.

ASEAN Role in Response and Coordination

Introduction
This chapter is intended to serve as an easily accessible pocket reference for ASEAN team members working in field-based coordination settings. It offers direction for working in response to a natural disaster and/or complex emergency. It describes the fundamentals for effective coordination during a disaster and outlines the policy guidelines governing each ASEAN response operation. The chapter also provides structure to team members who are faced with unique field events that cause coordination barriers.

Coordination
An emergency situation is characterized by overwhelming needs; competing priorities; destroyed or damaged communication and transportation infrastructure; a rapid influx humanitarian assistance providers and outbursts of mutual aid from local citizens; and highly stressed local governmental and non-governmental institutions. Given the nature of emergencies, coordination is essential to effective service delivery. The United Nations Disaster Assessment and Coordination (UNDAC) system defines coordination as a result of intentional actions to harmonize individual responses to maximize impact and achieve synergya situation where the overall effect is greater than the sum of the parts. The goal of coordination is to ensure that all ASEAN activities are working together to support the impacted nation, and to ensure that ASEAN ERAT activities are working to improve the delivery of critical services. It is important that humane, neutral, and impartial assistance is always being provided. Coordinated efforts, through the sharing of information and resources, allow for more effective relief efforts. Coordination begins long before a disaster impacts an area with the development of strong working relationships, and the sharing of information among agencies, organizations and nations active in disaster response. Through the development of a culture of coordination, relief providers are able to more effectively implement their programs of assistance by adapting and adjusting their efforts based on changing needs and agency/organization strengths and weaknesses. Coordination is not a sure thing, and it can be difficult to achieve when working within a response effort that requires multiple agencies and organizations. The coordinating agencywhich may be the host nation, AHA Centre, or ASEAN ERATmust establish a coordination process based on certain specific characteristics. To achieve the best possible coordination, the process should be:

Participatory
Coordination is developed through the legitimacy derived from involvement. The tasks of coordination must occur within a structure and process agreed upon by the actors in the emergency situation and supported by them. The coordinators must secure and maintain the confidence of the other actors, 4

engendering an atmosphere of respect and good will. Organizations need to participate in deciding the policies, procedures, strategies and plans which will affect them.

Impartial
The coordination process should not appear to favor one organization over another, but rather must identify the distinctive competencies of the various actors. Coordination should advocate the principle of impartiality, such that the provision of reliefby the actor most likely to achieve the desired outcometakes place solely on the basis of need, irrespective of race, religion, political affiliation, gender, or age.

Transparent
Coordination requires trust, and trust requires transparency: the willing flow of information, open decision-making processes, and publicly-stated, sincere and honest rationales for decisions. This includes the need to admit failure or, at least, falling short of objectives should this occur.

Understanding Strategic- and Operational-Level Coordination

Strategic Coordination is focused on the overall direction of the humanitarian program within the region. Thus, it includes the setting of accepted goals for the program, drawing on a common strategic analysis of the problem. It allocates tasks and responsibilities according to mandates and capacities to ensure that these are reflected in strategic plans. It includes the undertaking of advocacy of humanitarian principles. It ensures that resource-mobilization for the program is a process conducted in a manner which responds to agreed-upon priorities. It entails monitoring and evaluating the overall implementation of the program to ensure that changing circumstances and constraints are identified, and are then responded to in an agreed-upon manner. In so doing, it may address issues more generally regarded as operational when these issues are seen to have an impact on the program as a whole. The ASEAN Secretariat is the designated strategic coordinating agency. Operational Coordination is concerned with two requirements. The first is the need for substantive coordination, within the strategic framework of the humanitarian program, in relation to specific sectors, with regard to geographical areas or beneficiary groups. This is to ensure that, within each sector, the activities of different actors are conducted in a complementary manner and according to an accepted plan. The second requirement is to have common services for humanitarian actors. Thus, operational coordination ensures that matters such as security, communications and common logistical systems are managed in a manner best calculated to respond to changing operational needs. The AHA Centre is designated the lead in operational coordination.

Field Coordination Goals and Objectives

ASEAN works to provide coordination and support to member countries during and after a disaster. ASEAN Member States, as outlined in the ASEAN Agreement on Disaster Management and Emergency Response (AADMER),

will work together to provide relief support to the impacted nation(s). Furthermore, ASEAN will work to ensure better preparation for, as well as rapid and coherent response to, natural disasters and other emergencies.

Strategic
The ASEAN Secretariat will ensure a comprehensive and coordinated program of emergency management and humanitarian assistance by: Creating a framework and mechanism/platform and acting as the catalyst for strategic decision-making and consultation; Acting as a focal point within the region for supporting and strengthening national capacity for emergency response; Developing a unified approach that eliminates gaps and duplications; Promoting emergency assistance that is supportive of recovery and long-term development; Ensuring sufficient resources to accomplish tasks in a coordinated and systematic manner; Promoting the sharing of resources among nations and organizations for the purpose of humanitarian assistance; and Ensuring a steady and reliable flow of information to decision-making.

Operational
ASEAN, through the AHA Centre and Emergency Rapid Assessment Teams (ERAT), will ensure comprehensive and coordinated service delivery by: Providing coordination and support to impacted areas upon request of the member country; Providing support in the areas of coordination, advocacy and information to facilitate effective service delivery; Helping to facilitate the mobilization of humanitarian assistance among national, regional, and international organizations; Providing services that maximize the efficient use of resources for humanitarian assistance, such as consolidating, managing and disseminating information, including situation reports, early warning data and damage assessments and needs analyses; and Identifying critical needs and targeting resources to those needs. Lead Agency as Coordinator: In instances where assistance has been requested by the impacted nation, the AHA Centre will provide the necessary coordination to facilitate the delivery of emergency and humanitarian aid through its member countries.

Policy, Guidelines and Governance

The policy, guidelines and governance section of this handbook outlines ASEAN-established protocols relating to regional disaster response, with particular consideration given to damage assessments and needs analyses. Provided below are excerpts from the ASEAN Agreement on Disaster Management and Emergency Response (AADMER).

ASEAN Agreement on Disaster Management and Emergency Response (AADMER)

Part and Article numbers in this section refer to the ASEAN Agreement on Disaster Management and Emergency Response. To obtain a complete copy of the document, contact the ASEAN Secretariat. Public Affairs Office The ASEAN Secretariat 70A Jalan Sisingamangaraja Jakarta 12110 Indonesia Phone: (62.21) 724-3372, 726-2991 Fax: (62.21) 739-8234, 724-3504 Email: public@aseansec.org

PART IV: Disaster Preparedness

Article 9. ASEAN Standby Arrangements for Disaster Relief and Emergency Response 1. On a voluntary basis, each Party shall earmark assets and capacities, which may be available for the regional standby arrangements for disaster relief and emergency response, such as: a. Emergency response/search and rescue directory; b. Military and civilian assets; c. Emergency stockpiles and disaster relief items; and d. Disaster management expertise and technologies 2. Such earmarked assets and capacities shall be communicated to each Party as well as the AHA Centre and updated as necessary by the Party concerned. 3. The AHA Centre shall consolidate, update and disseminate the data on such earmarked assets and capacities, and communicate with the Parties for their utilization. 4. To facilitate the utilization of assets provided for in paragraph 1, each Party shall designate a network of pre-designated areas as entry points for supplies and expertise from assisting Entities.

PART V: Emergency Response

Article 10. National Emergency Response 1. Each Party shall ensure according to their national legislation that the necessary measures are taken to mobilize equipment, facilities, materials, human and financial resources required to respond to disasters. 2. Each Party may forthwith inform other parties and the AHA Centre of such measures. Article 11. Joint Emergency Response through the Provision of Assistance 1. If a Party needs assistance in the event of a disaster emergency within its territory, it may request such assistance from any other Party, directly or through the AHA Centre, or, where appropriate, from other entities. 2. Assistance can only be deployed at the request, and with the consent, of the Requesting Party, or, when offered by another Party or Parties, with the consent of the Receiving Party. 3. The Requesting Party shall specify the scope and type of assistance required and, where practicable, provide the assisting Entity with such information as may be necessary for that Party to determine the extent to which it is able to meet the request. In the event that it is not practicable for the Requesting Party to specify the scope and type of assistance required, the Requesting Party and Assisting Entity shall, in consultation, jointly assess and decide upon the scope and type of assistance required. 4. Each party to which a request for assistance is directed shall promptly decide and notify the Requesting party, directly or through the AHA Centre, whether it is in a position to render the assistance requested, and of the scope and terms of such assistance. 5. Each Party to which an offer of assistance is directed shall promptly decide and notify the assisting entity, directly or through the AHA Centre, whether it is in a position to accept the assistance offered and of the scope and terms of such assistance. 6. The Parties shall, within the limits of their capabilities, identify and notify the AHA Centre of military and civilian personnel, experts, equipment, facilities and materials which could be made available for the provision of assistance to other Parties in the event of a disaster emergency as well as the terms, especially financial, under which such assistance could be provided. Article 12. Direction and Control of Assistance Unless otherwise agreed: 1. The Requesting or Receiving Party shall exercise the overall direction, control, co-ordination and supervision of the assistance within its territory. The Assisting Entity shall, where the assistance involves

military personnel and related civilian officials, designated in consultation with the Requesting or Receiving Party, a person who shall be in charge of and retain immediate operational supervision over the personnel and the equipment provided by it. The designated person, referred to as the Head of the assistance operation, shall exercise such supervision in co-operation with the appropriate authorities of the Requesting or Receiving Party. 2. The Requesting or Receiving Party shall provide, to the extent possible, local facilities and services for the proper and effective administration of the assistance. It shall also ensure the protection of personnel, equipment and materials brought into its territory by or on behalf of the Assist Entity for such purposes. Such military personnel and related civilian officials are not to carry arms. 3. The assisting Entity and Receiving Party shall consult and co-ordinate with each other with regard to any claims, other than an act of gross negligence or contractual claims against each other, for damage, loss or destruction of the others property or injury or death to personnel of both Parties arising out of the performance of their official duties. 4. The relief goods and materials provided by the Assisting Entity should meet the quality and validity requirements of the Parties concerned for consumption and utilization. Article 13. Respect of National Laws and Regulations 1. Members of the assistance operation shall refrain from any action or activity incompatible with the nature and purpose of this Agreement. 2. Members of the assistance operation shall respect and abide by all national laws and regulations. The Head of the assistance operation shall take all appropriate measures to ensure observance of national laws and regulations. Receiving Party shall co-operate to ensure that members of the assistance operation observe national laws and regulations. Article 14. Exemptions and Facilities in Respect of the Provision of Assistance In accordance with its national laws and regulations, the Requesting or Receiving Party shall: 1. Accord the Assisting Entity exemptions from taxation, duties and other charges of a similar nature on the importation and use of equipment including vehicles and telecommunication, facilities and materials brought into the territory of the Requesting or Receiving Party for the purpose of the assistance; 2. Facilitate the entry into, stay in the departure from its territory of personnel and of equipment, facilities and materials involved or used in the assistance; and 3. Co-operate with the AHA Centre, where appropriate, to facilitate the processing of exemptions and facilities in respect of the provision of assistance.

Article 15. Identification 1. Military personnel and related civilian officials involved in the assistance operation shall be permitted to wear uniforms with distinctive identification while performing official duties. 2. For the purpose of entry into and departure from the territory of the Receiving Party, members of the assistance operation shall be required to have: a. An individual or collective movement order issued by or under the authority of the Head of the assistance operation or any appropriate authority of the Assisting Entity; and b. A personal identity card issued by the appropriate authorities of the Assisting Entity. 3. Aircrafts and vessels used by the military personnel and related civilian officials of the Assisting Entity may use its registration and easily identifiable license plate without tax, licenses and/or any other permits. All authorized foreign military aircrafts will be treated as friendly aircrafts and will receive open radio frequencies and Identification Friend or Foe (IFF) by the Receiving Party authorities.

PART VIII: ASEAN Coordinating Centre for Humanitarian Assistance

1. The ASEAN Coordinating Centre for Humanitarian Assistance on disaster management (AHA Centre) shall be established for the purpose of facilitating co-operation and co-ordination among the Parties, and with relevant United Nations and international organizations, in promoting regional collaboration. 2. The AHA Centre shall work on the basis that the Party will act first to manage and respond to disasters. In the event that the Party requires assistance to cope with such a situation, in addition to direct request to any Assisting Entity, it may seek assistance from the AHA Centre to facilitate such request. 3. The AHA Centre shall carry out the functions as set out in ANNEX (outlined below) and any other functions as directed by the Conference of the Parties.

Annex: Terms of Reference of the ASEAN Coordinating Centre for Humanitarian Assistance
The ASEAN Coordinating Centre for Humanitarian Assistance on disaster management (AHA Centre) shall be established for the purpose of facilitating co-operation and co-ordination among the Parties, and will relevant United Nations and international organizations, in promoting regional collaboration. To this end, it shall perform the following functions: i. Receive and consolidate data as analyzed by the recommendations on risk level from the National Focal Points (Article 5.4); 10

ii. On the basis of such information, dissemination to each Party, through its National Focal Point, the analyzed data and risk level arising from the identified hazards (Article 5.4); iii. Where appropriate, conduct analysis on possible regional-level implications (Article 5.4); iv. Receive information regarding available resources for the regional standby agreements for disaster relief and emergency response (Article 8.4); v. Facilitate the establishment, maintenance and periodical review of regional standby arrangements for disaster relief and emergency response; vi. Facilitate periodic review of regional standard operating procedures (Article 8.6); vii. Receive data on earmarked assets and capacities, which may be available for the regional standby arrangements for disaster relief and emergency response, as communicated by each Party, and their updates (Article 9.1); viii. Consolidate, update and disseminate the data on such earmarked assets and capacities, and communicate with the Parties for their utilization (Article 9.2); ix. Receive information on measures taken by the Parties to mobilize equipment, facilities, materials, human and financial resources required to respond to disasters (Article 10.2); x. Facilitate joint emergency response (Article 11); xi. Where appropriate, facilitate the processing of exemptions and facilities in respect of the provision of assistance (Article 14.c); xii. Where possible and appropriate, facilitate the processing of transit of personnel, equipment, facilities and materials in respect of the provisions of assistance (Article 16.2); xiii. Facilitate activities for technical co-operation (Article 18.2); xiv.Facilitate activities for scientific and technical research (Article 19.2); xv. Receive from each Party information on designated National Focal Point and Competent Authorities and any subsequent changes in their designations (Article 22.2); and xvi.Regularly and expeditiously provide to the Parties and, as necessary, to relevant international organizations, information referred to in paragraph xv above (article 22.3).

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Mobilization and Mission

Provided below are guidelines for the mobilization and mission of ASEAN in response to a disaster.

Standard Mobilizing Procedures

Mobilization of an ASEAN Emergency Rapid Assessment Team (ERAT) will be initiated on the request of the impacted nation. The mobilization will follow an established routine in four (4) phases: 1) information, 2) alert, 3) stand-by, and 4) dispatch. The ASEAN mobilization procedures can be interrupted at any time by the transmission of a demobilization message. Two telephone numbers have been designated for communications with the AHA Centre responsible for coordinating the mobilization of teams. Telephone Line 1: _____________________ Telephone Line 2: _____________________ Fax: ___________________________ E-Mail: _________________________ Text Messaging: __________________

Mobilization
Phase 1: Information
When a large-scale emergency occurs, the AHA Centre will initiate contact with the impacted nation to offer assistance. If assistance is accepted and/or requested by the impacted nation the AHA Centre will proceed with notifying member countries of the request. The AHA Centre will utilize existing international systems to collect, track, and share critical information relating to the emergency with member countries. The AHA Centre will provide the member countries as well as the impacted area(s) with necessary information and tools to improve response to the emergency. The AHA Centre will function as a clearinghouse for information related to needs assessment and damage analysis throughout the mission.

Phase 2: Alert
The AHA Centre sends an alert message to the ASEAN Member States for mission support once a request has been received from the impacted nation. The request for support will notify member countries of the current emergency situation, and request the necessary personnel. Member countries will in a timely manner pass the request for personnel, by prearranged means of communication, to ASEAN ERAT team members.

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ERAT team members will confirm receipt of the alert message to their national mobilizing center and communicate their availability for the mission. Member countries will respond directly to the AHA Centre to indicate the availability of ERAT team members, provide contact points, identify the airport closest to their present location and state the earliest time they can be at the airport ready for departure to the disaster site.

Phase 3: Stand-By
The AHA Centre will evaluate available personnel and assemble the best team to meet the needs and requests of the member country impacted by the emergency event. The AHA Centre will send a stand-by message to the member countries, indicating the names of the selected members. Member countries will notify the selected team members by prearranged means of communication. Selected members will confirm receipt of the official stand-by message. Selected members will prepare for departure to the impacted area.

Phase 4: Dispatch
The AHA Centre, constantly monitoring the situation and events in the impacted area, will make the decision to dispatch the ERAT team members. The AHA Centre will coordinate flight reservations for the selected members, and arrange for the issuing of pre-paid tickets to be collected by the selected members at the airport of their departure. The AHA Centre will send a dispatch message to the member countries, notifying them of their decision to dispatch a team and providing the travel arrangements for each selected team member. The selected members will confirm receipt of the dispatch message. The selected members will depart for the ASEAN mission.

Demobilization
AHA Centre, in light of the development of the disaster situation, makes the decision to demobilize the ERAT team. The AHA Centre will send a demobilization message to all member countries. Member countries will in a timely manner pass the demobilization message, by prearranged means of communication, to ASEAN ERAT team members. All members will confirm receipt of the official demobilization message.

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Termination of Mission
Once an ASEAN ERAT team in country has completed its mission, the decision to terminate the mission will come from the AHA Centre in consultation with team leaders.

Personal Preparedness Checklist

It is of critical importance that members of the ASEAN ERAT Team always be personally prepared. Below are information and guidelines for establishing a personal Preparedness Checklist. Clothing and equipment requirements for an ASEAN mission will vary according to the location of the disaster, the climate and culture of the affected area. The season, extent of damage and many other factors can also change personal equipment requirements. However, team members are expected to maintain a high level of readiness to allow them to leave on a mission at very short notice and to be fully independent throughout the mission with regard to clothing and personal effects.

Document Checklist
Dispatch orders Passport and extra passport photos (6), with copies of the passport International certificate of vaccinations, with copies of the certificate International driving license, with copies of the license Credit cards, Travelers Cheques, foreign currency (including US dollars in small denominations) Clipboard, paper, pens, pencils

Personal and Team Items

Food and water for the first 72 hours of the mission Rucksack Clothing (at least 2 changes), including undergarments and sturdy walking shoes appropriate for the location, elevation, time of the year and expected duration of the mission (normally 10 to 14 days). Appropriate clothing (suit or jacket) for meetings with local officials. Rain gear Sleeping bag Foam / inflatable mattress Extra pair of glasses (contact lenses are not recommended) Two pairs of sunglasses ASEAN identification kit (ID, shirt, and field cap) Dust mask

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Mug, plate, and eating utensils Toilet paper Ear plugs Flashlight and extra batteries Swiss Army pocket knife Sewing kit Personal hygiene items Ball of string Plastic bags Matches Universal adaptors for telecommunication equipment Canteen

Warm Weather Items

Mosquito net Mosquito repellent with DEET Sunscreen (SPF 30+) Please remember that short sleeves and short pants may not be culturally acceptable in some countries. Check with the AHA Centre for further information regarding the culture and customs of the area.

Cold Weather Items

Winter jacket and protective outer gear Water-resistant snow boots Gloves Winter Hat Heavy socks Thermal underwear

Medical/Health
First-aid kit to include: Wash swabs Dry swabs Assorted bandages Gauze roller bandage First-aid rescue sheet

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Protective gloves Respiratory sheet Cleansing swabs Scissors Standard World Health Organization (WHO) health kit, to include: Antibiotic tablets Rehydration salts Diarsed (antidiarrheal medication) Anti-inflammatory cream Malaria prophylactics Prevention of mycosis (powder, sprays, and cream, etc.) Insect repellent Insecticide powder Single-use disposable syringes and needles Over-the-counter painkillers Prescription medicine for expected length of stay Water purification tables or drops Sunscreen (SPF 30+) Lip salve Certificate of blood type

Optional Personnel Equipment

Camera and film Compass Alarm clock Micro-cassette recorder Pocket-size binoculars Electrical adapters for appliances Gum, hard candy Dog Tag with name, nationality and blood type

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AHA Centre Mission Support Equipment

The AHA Centre Mission Support kit will be stored at the AHA Centre and will be deployed with members of the ERAT team as judged necessary: Telecommunications Equipment Global Positioning System (GPS) Emergency Office Kit Car Decals / Flags

Vaccinations
Stand-by team members should have their vaccinations up to date and registered in an international certificate of vaccination (WHO standard recommended). It is unlikely that there will be time to arrange for vaccinations before departure. Please note that vaccination against yellow fever is required by some countries for entry into their territory. In accordance with international health regulations and depending on the travelers point of departure and itinerary, the following vaccinations are recommended: Tetanus Polio Hepatitis A Hepatitis B Typhoid Meningitis

Team Leader Checklist

Where to meet the team Prepare briefing file Travel authorizations Team member contracts Visas Press Pack (pamphlets and handouts) Passport Team member Travelers Cheques Team equipment and customs papers (The AHA Centre Mission Support Kit) Insurance for equipment List of contact points (addresses and phone numbers) Preliminary division of roles/responsibilities of team members

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Collection of Baseline Data

The AHA Centre will serve as the point of contact for event data. Prior to the departure of an ERAT team, it is essential that an updated briefing file relating to the current conditions and activities within the impacted area be provided by the AHA Centre to the ERAT team members. This information will be critical for the successful performance of the mission and will be compiled during the mobilization phase.

Briefing File
The following list outlines information to be included in the briefing file provided by the AHA Centre as available. Additional material can also be added if appropriate to the mission objectives. 1. The Situation Information/Situation Reports on the disaster Field Situation Reports Support Agency Reports (International Federation of Red Cross and Red Crescent Societies, or IFRC, UNDAC, etc) 2. Country Information Country profile Media Reports 3. Maps Maps covering the whole country Maps covering the affected area (large scale) 4. Correspondence Request for assistance from the host nation Announcement to the host nation of ASEAN ERAT support Latest information on contributions, pledges and financial support from ASEAN. 5. Reference Material Reports on previous disasters in the area List of resources available through AHA Centre request 6. Forms Standard Survey forms Contact Point forms Log Forms Rapid Assessment Forms 7. ASEAN Media Packet ASEANs Official Position on the Disaster ASEAN Activities AHA Centre PIO Information

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International Travel
International travel is very demanding and team members are encouraged to take the opportunity to get as much rest as possible, since they will be expected to start work immediately upon arrival in the affected area. Should anything unforeseen occur during travel to the affected area, the traveler should immediately alert the AHA Centre. Travelers should also keep in mind that the journey to the affected country may involve several flight changes and that they will begin work upon arrival; members should pack their equipment in a way that they can carry on-board the most vital items. It is recommended that members take advantage of the maximum normal entitlement for hand-carried luggage.

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The Purpose of an ASEAN Damage Assessment and Needs Analysis

The overall purpose of an ASEAN assessment is to assist the government of the affected country in identifying critical needs that require international disaster relief assistance, and to facilitate a timely and appropriate response by the international community. In particular, the ASEAN ERAT teams will assist in an onsite assessment of: The nature of the disaster; Damage, including secondary threats; Effects on the population; Ongoing relief activities and local response capacity; The need for international assistance; The means for delivering international assistance; and Expected developments.

Scope of ASEAN ERAT Assessment

In order to delineate the scope of the ASEAN assessment, it is useful to distinguish between the two types of assessments defined below.

Initial or Rapid Assessment

Initial assessments comprise both situation assessments and needs analyses in the early, critical stage of a disaster to determine the type of relief needed for immediate response. Initial or rapid assessments could take days, weeks or even months depending on the severity of the disaster. Initial assessments aim to: Identify the impact a disaster has had on a society and its infrastructure and the ability of that society to cope; Identify the most vulnerable segments of the population that need to be targeted for assistance; Identify the level of response by the affected country and its internal capacity to cope with the situation; Identify the level of response from the international community; Identify the most urgent relief needs and potential methods of meeting them most effectively; Make recommendations which define and set priorities for the actions and resources needed during the immediate response; Highlight special concerns regarding the development of the situation; Draw attention to geographical areas/substantive sectors needing indepth assessments.

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Comprehensive or In-Depth Damage and Needs Assessments

Comprehensive or in-depth assessments include both situation assessments and needs analyses. An in-depth assessment usually starts after the initial surveys and will cover critical sectors that have to be addressed for mediumand long-term relief as well as rehabilitation and reconstruction assistance. Indepth assessments are carried out by specialists in the sectors concerned. An ASEAN ERAT does not replace a traditional inter-agency mission for an indepth analysis of medium- and long-term rehabilitation/reconstruction needs emanating from an emergency. The ASEAN team focuses on initial rapid assessment as soon as possible after the impact of a sudden-onset disaster. The ASEAN assessment should help determine the extent of a disaster, its impact on the population, and identify needs for international assistance during the immediate relief or survival phase. During this phase, exceptional measures have to be taken to meet the basic needs of survivors with regard to water supply and sanitation, nutrition, food aid, shelter, and health services.

Determining when to begin a comprehensive or in-depth assessment

Disasters create a dynamic environment with constantly changing needs. Comprehensive assessments are completed to better understand the impact a disaster has had on a critical sector within a community. This type of assessment facilitates the development and implementation of an effective response and recovery plan. Comprehensive assessments are best completed by teams of experts, to include local representatives. So when should a comprehensive assessment begin? Utilize the information below to determine how best to respond: Comprehensive assessments will begin as rapid or initial assessments are coming to an end. (There may even be some overlap).
o o

Has the Initial Assessment been completed? Based on the Initial Assessment, which sectors require a comprehensive assessment?

Comprehensive assessments focus on long-term sector specific recovery. (Remember, acute emergency needs will be identified in the initial or rapid assessment).
o

How has the economy and culture been impacted by this disaster? What are the critical sectors that must be restored to ensure long term viability of society?

Comprehensive assessments are constantly being up-dated and reviewed and can be part of an ongoing process that takes months or years.

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The Impact of Assessments on Response and Recovery

It is important to remember that all recommendations resulting from an ASEAN ERAT assessment should be simple, support the use of local materials and systems, and be sustainable by the affected country. Historically, many relief programs have created dependencies and/or reduced the ability of residents in the impacted area to cope with the next disaster. All relief should be provided in a way that allows the survivors to sustain the activities and develop more robust emergency management mechanisms.

The Keys to Successful Assessments

Identification of Information that is vital for the user: The user of an ASEAN assessment is normally the government of an affected country and/or relief agencies. The ASEAN assessment checklist serves as a general guide, and it will be the responsibility of the trained team members to accurately identify vital information. Team members should attempt to collect substantive rather than anecdotal data, and to coordinate efforts to share information with other agencies and organizations in an effort to verify critical information. Triangulation of information is vital. Application of Standards/Indicators: By applying indicators and standards to the presentation of data, key relationships can be quickly noted. For example, daily death rates in a displaced-persons camp should be calculated and compared to the international standard. Reference material of Minimum Standards in Disaster Response in various sectors can be found in Appendix F of this manual. Timing of the Assessment: Timing can affect the accuracy of an assessment. Remember that situations and needs can change dramatically from day to day. Relief needs are always relative but, as a general rule, initial rapid assessments should be broad in scope and should determine overall patterns and trends. More detailed information can wait until emergency operations are well established. Obtain Accurate Information: If the information must be obtained from checklists, it is important that the areas being assessed provide an accurate picture of needs and priorities. Distinguish Between Emergency Needs and Chronic Needs: Virtually all developing countries have long-standing chronic needs in most, if not all, sectors. It is important to design an assessment that will distinguish between chronic and emergency needs. The surveyors must differentiate between what is normal for the location and what is occurring as a result of the disaster, so that emergency aid can be provided at the appropriate level. Thus, baseline information provided by the AHA Centre in the team briefing packets is critical. The briefing packets should include information about the status of the area prior to the disaster so it can be used to differentiate between chronic and emergency needs. Use of Recognized Terminology, Standards and Procedures: To provide a basis for evaluating the included information, the ASEAN 22

ERAT should be careful to follow recognized survey and data collection methods and use the terminology indicated in the glossary and standards provided in the reference materials by sector. Consideration of Country-Specific Sensitivities: The ASEAN ERAT must be sensitive to the situation in the affected country. The team needs to structure its assessment questions so that expectations are not created. It should be clear to the authorities at all levels what the role of ASEAN is. The assessment team must also be aware of the pressures it will feel from the affected country and others to identify needs. A recommendation of no additional assistance is required may be a valid response if an on-site visit reveals that the disaster is not as severe as first indicated and/or that national resources are capable of responding effectively.

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Assessment Process
The following information defines the elements of an assessment process.

Planning:
An accurate assessment depends on thorough planning and preparation. Most information needs can be identified in advance, a process that will be headed by the AHA Centre. A plan of action will then be established as a result of the planning phase. In the planning stage, the following points must be taken into consideration: Specific tasks of the team (adaptation of the terms of reference in discussion with the ASEAN Team Coordinator and Impacted Nation) Initial size and composition of ASEAN ERAT team, and a consideration of its abilities and limitations Disaster situation Type/occurrence Timing of mission Possible future developments of the disaster Data and information availability (reliability) Stricken area (size, topography, accessibility, population density, urban/rural, etc.) Weather / climatic conditions / season In-country logistics (means of transport, communication, mission support - food, medical, etc.). Access and Security levels to be checked with appropriate ASEAN authorities. Time available Possible information sources in the area Local cultural and other social factors Political situation (security, freedom of movement, other restrictions) In-country ASEAN member country representative (good source of information) Presence of any other international relief teams (such as Military, IFRC, Disaster Assistance Response Team or DART) Based on consideration of the above factors, a plan of action should be developed with the following elements: Precise definition of the field survey Area(s) to survey Itinerary Time frame Team composition 24

At least two team members should stay together when carrying out an assessment. Every attempt should be made to have an ASEAN member from the impacted area assigned to each ERAT team. Remember to take a translator. Distribution of tasks The special expertise of individual team members should be taken into account when determining the distribution of responsibilities. If possible, a female UNDAC member should be a part of the team as it may ease access to women in some areas. Main tasks to be fulfilled: o Keeping a logbook of team activities o Recording assessment data o Photographic documentation (with record keeping) - preferably with digital camera o Communications o Reporting o Logistics and mission support (water supply and food, fuel, keeping of receipts, medical kits, maps, etc.) Methods of data collection: Taking into account the available data collection methods, a choice of appropriate methods and information sources must be made. The participative tools and methods most frequently used are: o Focus groups o Semi-structured interviews o Open questions o Walk through a village o Wealth ranking o Gender activity profiles o Time-line needs Use of the ASEAN Standard Assessment Form (see Appendix D) is the best way to ensure that all information is reported in a uniform way. ASEAN members may also study assessments conducted by others (example: UNDAC, IFRC) and try to inform themselves of the approach used, and then use this material, as appropriate, in their reporting. In this case, the source should always be indicated. IFRC in most countries is an extremely useful source because of the presence of local chapters in country. Equipment for the field trip o Personal o Team

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Announcement of itinerary and contact points o Regional/local authorities o Central government (letter of reference) o UN agencies/missions in the area, non-governmental organizations (NGOs), and other international teams (e.g. DART teams) In an initial assessment, the gathering of information must proceed rapidly. Assessors should look for patterns and indicators of potential problems. Sources of all information should be identified. Examples include whether it was observed, reported by a key informant in a discussion, collected through a checklist, etc. The information will be more meaningful to those interpreting it (especially with conflicting reports) if a source is indicated. The following list outlines some of the most common ways of collecting data in emergencies. As the ASEAN team carries out an initial assessment, it will not normally have an opportunity to use all of these methods in a truly systematic and repeatable way. The knowledge of these methods may, however, help to apply a more objective approach and may also be useful in judging the reliability and validity of assessments carried out by others. Automatic, first responder capabilities, initial self-assessment and local assessment (e.g. staff of "lifeline" systems). This can involve planned damage reporting by emergency management authorities or authorities involved in the emergency response. Visual inspection, semi-structured interviews, and focus groups conducted by specialists. Methods can include observations and checklists. Remember to interview a proportionate number of men and women to get a gender balanced review of the situation to achieve rapid appraisal of area damage. Take the following actions while conducting a rapid assessment in the field: o Meet with the local authority; state who you are. o Walk through areas as much as you can. o Visit markets, schools, community centers. o Listen to people. o Ask questions. o Triangulate information with a different group of people. o "Sentinel" surveillance. This is a method widely used in emergency health monitoring, where professional staff establish a reporting system that detects early signs of particular problems at specific sites. The method can be applied to a variety of other problems where early warning is particularly important.

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Monitoring
An ASEAN assessment should not be seen as an end in itself, but rather as one part of a continuing process of re-assessing needs and the appropriateness of responses to the disaster situation. In general, monitoring following an ASEAN assessment should be carried out by the ERAT. The timing and frequency of continued monitoring will be determined by the AHA Centre.

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Information Management
One of the primary responsibilities of the ASEAN ERAT team is to collect, collate, analyze, and disseminate information regarding the emergency. This information should convey general information on the humanitarian effects of the emergency, resource needs and availability, response activities, achievements, constraints, gaps, duplications, and unmet needs. At the onset of the mission, the ASEAN team will need to determine, in conjunction with the AHA Centre, the extent of the teams information management responsibilities. The ASEAN teams information management responsibilities may include all or some of the following types of activities. (Details relating to event specific information management responsibilities will be found in the mission brief provided to each team member through the AHA Centre.) Serve as the focal point for all information on humanitarian activities; develop and maintain a relationship with other information sources such as Local Emergency Management Authority (LEMA), International Federation of Red Cross and Red Crescent Societies (IFRC), agency information officers and military information liaison officers; and classify information according to its credibility and reliability. Establish rapid and effective reporting networks, develop electronic communication systems, and facilitate internal communication systems. Compile and maintain an up-to-date picture of the humanitarian situation by cluster / organization / geographic area, facilitate the flow of information from and to field offices, and provide real-time monitoring and plotting of humanitarian incidents. Collect, collate, analyze and disseminate information regarding the plans, operations, stockpiles, information needs, and ongoing resources and needs of assistance providers. Monitor donor contributions and resources provided. Establish and maintain an ongoing information system/database on the emergency to serve as the institutional memory. Prepare and submit periodic humanitarian situation reports and other reports as determined in the plan of action. Provide information to the media and news agencies, monitor media reports, organize and convene press conferences, liaise with the AHA Centre and ASEAN representatives. Provide briefings for senior level staff, visiting dignitaries, and donor missions. Arrange to handover established information management systems to incoming ASEAN information management officers, the AHA Centre, or other responsible bodies.

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ASEAN Reporting and Situation Reports (Sitreps)

Policy
Reporting is one of the most important functions of an ASEAN ERAT team. Reports should be clear, concise, accurate and professional. All reporting by an ASEAN Team should be addressed to the National Emergency Management Agency of the impacted ASEAN Member Country with a copy provided to the AHA Centre. All reporting should be cleared with the team leader before release. For contacts outside the above channel of reporting, all information should be verified with the relevant authority of the affected country. Reports should always be written in English.

The Reporting Systems

ERAT Situation Reports (Sitreps): The ASEAN ERAT Sitreps are to be sent to the AHA Centre. The AHA Centre will use these reports together with all other information to compile a comprehensive ASEAN Field Situation Report. Field Situation Reports: The AHA Centre coordinates the generation of Field Situation Reports, which provide a very important source of information during the aftermath of a disaster. Frequent Sitreps will be issued by the AHA Centre and provided to the international community, agencies, and donors. The AHA Centre will further coordinate the Situation Reports with the UN to provide support to relief program development. End of Mission Report: An end of mission report is to be submitted by the ERAT team to the AHA Centre as soon as possible after a mission and at the latest one week after completion of the mission. The purpose of the report is to inform ASEAN of the nature and scope of the mission and to highlight the follow-up actions to be taken after the mission.

ASEAN ERAT Situation Report

Send the first ERAT Sitrep as early as possible upon arrival at the disaster site, and send subsequent Sitreps daily with whatever information is available at the time. Do not delay reports because certain information is lacking; send it next time. An ERAT Sitrep should be sent once a day unless specified otherwise by the AHA Centre. Remember, an ERAT Sitrep is processed information and carries considerable credibility. It should be informative, authoritative and timely especially in the current age of instant media access to disaster sites. Either provide a complete list of unmet needs in each report, or specifically state which items remain unchanged from the previous report while providing new information for other items. Indicate if needs can be met locally or require international assistance. While writing the report, imagine yourself at the receiving end, and try to write what you would want to know as well as how you would want it presented. Be explicit and precise and always double check figures. Try to anticipate a 29

potential donors likely questions, and answer them in the report. Do not repeat information that has already been sent, and if there is no new information under a specific heading, state this clearly. Avoid vague and ambiguous words and phrases. A statement such as 7,000 people are affected does not give any indication on, for example, how those people are affected, to what degree, what is already being done, and how many people there are in the area altogether. Use the ASEAN ERAT Standard Assessment Form in Appendix D to provide details about the event. Always remember that when reporting damage or assessed needs, specify the source of the information. Take care to check the final text before sending and if possible have another team member review it.

Format of ASEAN ERAT Situation Reports

Format The format of the ASEAN ERAT Sitrep given below should be followed by using the parts that are relevant for the specific assessment mission. The Sitrep should consist of all the items mentioned below; if there is no information on one or more of the items then state it explicitly (i.e. Nothing New). Example of an ASEAN ERAT Sitrep The structure of the below ASEAN ERAT Sitrep corresponds to the Field Sitrep provided by the AHA Centre to the emergency response community worldwide. Please refer to Appendices A to C for detailed checklists of items that may be included under each heading of the Sitrep. I Situation 1. Nature of the disaster 2. Area Affected 3. Impact 4. Projected evolution/secondary threats II In Country Response 1. Organization: national and local authorities 2. Administrative measures 3. Operations 4. Constraints III On-Site Level of International Response 1. International resources arrived on-site/mobilized 2. Coordination 3. Constraints IV Assistance

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1. Priority relief Needs V Means of Delivery of International Assistance 1. Logistics and distribution systems 2. Possible channels for contributions VI Other Information

Information Gathering and Analysis

It is useful to distinguish between the terms data and information. Data are simply collections of words, numbers, and other characters with a structure. Information is useful data. Data becomes information when it is useful, meaningful, relevant and understandable to a particular audience with a specified purpose or mission.

Information Sources
Interviews with key informants in government, private voluntary organizations (PVOs), NGOs, international organizations (IOs), and with particular groups of affected people can provide valuable information. Always remember to be respectful while interviewing the impacted population and attempt to interview an equal number of men and women. Detailed critical-sector assessments will need to be conducted by technical specialist(s) for sectors such as health and nutrition, food, water supply, electrical power and other infrastructure systems.

Collaboration with National/Local Authorities

Close coordination should be maintained with the national services and local authorities. Existing equipment, resources and organizational structures should be used to the extent possible.

Expert Advice
To the extent possible, advice should be sought from experienced experts with local knowledge. In addition, all information collected should be doublechecked and compared with that from supporting sources.

United Nations
In many instances, the assessment team will need to work in coordination with other agencies to obtain information and the UN agencies are particularly valuable assets. Within the UN system, a number of specialized agencies have the responsibility and/or capability to perform a detailed sector assessment of needs in accordance with their mandate and operational experience.
Sector Health Food and Nutrition Supplementary Feeding Water Sanitation and Environmental Services Camp Planning / Refugees Competent UN Agency or Association WHO, UNICEF WFP UNICEF UNICEF UNICEF UNHCR

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Sector Agriculture and Fisheries Infrastructure Rehabilitation

Competent UN Agency or Association FAO UNDP

Cultural Acceptance and Community Participation

Assistance must be culturally acceptable and appropriate to the needs of the affected population. Community participation in the development and implementation of response measures is essential. Systems must be operated with minimal external involvement.

Reliability and Credibility of Information Sources

There is a need for appreciating the reliability of the source of information and the credibility of the information collected. The consistent application of the following tried-and-tested system identifies the reliability of the source providing the information and then, separately, the credibility of the information being provided. By consistently applying this approach, team members can identify the significance of reports received with some degree of confidence.
A. B. C. D. E. F. Reliability of Source Completely Reliable Usually Reliable Fairly Reliable Not Usually Reliable Unreliable Truth cannot be judged 1. 2. 3. 4. 5. 6. Credibility of Information Confirmed by other sources Probably True Possibly True Doubtful Improbable Truth cannot be judged

This information can be further described:

Rating A Description Completely Reliable refers to a tried and tested source, which can be depended upon with confidence. These are extremely rare and should only be assigned if you have absolute confidence. Usually Reliable refers to a source which has been successful in the past, but for which there is still some element of doubt in a particular case. This rating is many times used when information has been obtained from an agency with known integrity, such as UN agencies, military imagery, some major NGOs, etc. Fairly reliable refers to a source which has occasionally been used in the past and upon which some degree of confidence may be based. Some press sources and NGOs could fit in here. Not usually reliable refers to a source which has been used in the past but has proved more often than not to be unreliable. Some press sources and NGOs could fit in here. Unreliable refers to a source which has been used in the past and has been proven unworthy of any confidence. Reliability cannot be judged refers to a source which has not been used in the past.

D E F

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Rating 1

4 5

Description Confirmed by other sources is applicable when a source different than the originally reporting one confirms the information independent of the first source. Probably true indicates confirmation of essential parts of reported information by another source. Aerial imagery is included in this category. Possibly true means that investigation of a reported fact or action has revealed no further information, but the information is compatible with previous actions or background information available. Doubtful is applicable to an item of information if it conflicts with previously reported and validated information. Improbable is applicable if an item of information contradicts previously reported and validated information. Truth cannot be judged is applicable if any freshly reported item of information cannot be compared with information from any other source. It is used when 1-5 cannot be applied. It is preferred to use a rating of 6 rather than an inaccurate 1-5 rating.

Always keep in mind that the above scales are not progressive degrees of accuracy; it only helps to formalize the credibility of information received. It is not foolproof. The letters and numerals are independent of each other and give an overall evaluation of the information. For example, a source known to be unreliable (E) might provide accurate information which is confirmed by other sources. The report would therefore be given the rating of E1. Additionally, a report evaluated as F6 may be totally accurate and should not be arbitrarily thrown out.

Interpretation and Forecasting

Thorough analysis of the information gathered is a critical step in the assessment process. The ASEAN team should be careful to record and report the factual information as objectively as possible. In performing the analysis, the information must be linked to the country-specific situation (such as disaster history, traditional coping mechanisms, etc.) and possible future developments. The ASEAN team should try to detect and recognize trends and indicators of problems, and link the information to recommendations for action to be taken.

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A Log Book
The ASEAN ERAT team should maintain a Log Book into which all telephone and radio messages received or sent are logged with action taken. This should be a simple log with the same column headings and layout as the table below. The use of the Log Book will allow ASEAN to: Have a running record of all information and actions, enabling staff coming to the area or joining the team to update themselves on activities. Base briefings and sitreps on a consistently available and reliable source.
Serial Number Time Received/Sent From/To Message Content Action Taken Initials

An Information Map
An information map that covers the extent of relief operations should be displayed on a wall of the ERAT operations area. On this map (which should be laminated), mark the following information: Locations of various relief organizations. Locations of critical facilities such as police stations, hospitals, communication centers, etc. Location of key logistics features. Any security incidents. On the margins of the map, list the telephone numbers of major partners in the relief operation. Encourage visitors to update information on the map relating to their specialty area. If kept updated, this Information Map will soon become a magnet for relief workers, since there are very few places where all the above information is displayed.

Notice Board
Next to the information map, make available a blank notice board on which relief organizations can leave notices regarding relief operations, coordination meetings, assessment missions, etc. This facilitates the communication and matching of needs and resources between relief organizations, and promotes the flow of information.

Pigeon Holes
Create pigeon holes, or a central location for photocopies of other organizations sitreps, and additional information from humanitarian partners. The more information from a variety of sources is made available, the more worthwhile it will be for relief workers to visit the ASEAN field headquarters. This will create additional opportunities to gather critical information.

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Working with the Media

Wherever there is a newsworthy situation the media will be present. Thus, an ASEAN team member may be approached by the media at any time. During damage assessment and needs analysis deployments team members and the media can benefit each other. ASEAN team members can be vital sources of accurate and appropriate information for the media, while media outlets can help with important tasks like raising funds for relief efforts. It is therefore of critical importance that the team help keep the media informed. Team members will receive as part of their briefing packets from the AHA Centre the official ASEAN position with regards to the disaster. It is important to provide only confirmed factual information to the media in a structured way. The ASEAN team leader will set the guidelines for relations with the media. Normally, one team member should be appointed as the focal point or public information officer (PIO) of the team. All requests for information should go through the PIO. However, if approached by the media, team members can comment on the current task being carried out. Dont feel pressured by the media, but always be pleasant and work with the PIO to facilitate the exchange of information.

Basic Media Rules

Make an ASEAN Press Pack to provide media representatives with background information on ASEAN and the current activities of the ERAT team. Try to be the first to supply information, thereby establishing the team as a useful source for the media. Try to have an up-to-date description of ASEAN emergency-related activities that can be provided to the media. If possible, know the main points you want to make clear before you carry out an interview. Know what you do, and do not, want to say before you start talking. Do not favor one media outlet over another. Know who you are talking to and make a media log (journalists name, the news agency, local address and telephone). Provide accurate information on a regularly scheduled basis.

Sample Media Release

City, Nation. In response to the recent disaster, ASEAN and its member states are working to support the local response. An ASEAN ERAT team has been deployed and will be conducting damage and needs assessments. Additional information can be obtained by contacting the ASEAN Public Information Officer.

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General Principles for Assessment by Sector

Health
In sudden-onset disasters such as earthquakes, or during civil strife disasters, there can initially be significant need for curative care, particularly trauma care within the population. Health services for displaced people should be focused on preventative measures such as proper nutrition and public health services, rather than curative measures. Any detailed listing of medications that might be submitted to the ASEAN ERAT should be referred to the WHO for guidance unless it is part of an Emergency Health Kit.

Shelter and Personal Household Needs

Only the necessary minimum of time, effort and resources should be committed to temporary emergency shelter. Permanent reconstruction should be promoted as soon as possible. Refer to SPHERE guidelines for international standards for household items, clothing and housing. Cash contributions for local/regional purchase of traditional housing material for temporary shelter are often preferable to contributions in kind, purchase of tents, prefabricated housing material or other solutions not adapted to the local context. If possible, materials should be provided which can be reused later in permanent reconstruction. Maximum use should also be made of materials salvaged from damaged buildings. Highest priority should be given to roofing. Individual family initiatives should be encouraged to the greatest possible degree in meeting shelter needs (e.g., through the provision of basic materials, guidance for self-help programs, food-for-work programs, etc.) Shelter, including communal buildings, should be built by the victims themselves, provided material support is given. This will help ensure that the housing will meet their particular needs. It will also help reduce their sense of dependency and can cut costs considerably. "Temporary housing" (usually prefabricated) is to be avoided. In fact, it is rarely replaced. The units are often very expensive, absorbing resources that might be better directed towards permanent reconstruction. Such units and/or the sites chosen for them have often been found unsuitable for local patterns of family life and cultural traditions.

Water and Sanitation

People can survive longer without food than without water; providing potable water demands immediate attention. An adequate quantity of reasonably safe water is preferable to a smaller quantity of pure water. Treatment should be avoided, if possible. Minimum quantities of reasonably safe water should be provided as

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close to homes as possible. Safe storage of water should be provided at the community and household levels. Availability will generally be the determining factor in organizing a supply of safe water. An assessment of available sources of water must be made by specialists. If these sources are inadequate, new sources must be developed or water must be delivered. In an emergency situation, act first and systems to meet immediate needs can be The swift provision of a basic human preferable over the delayed provision of simplest technologies should be applied. improve later. Temporary improved or replaced later. waste disposal system is an improved system. The

Food and Nutrition

Foods prepared locally with local ingredients are preferable to imported foods. In cases where unfamiliar foods or new methods of cooking and preparation have to be introduced to the population, simple nutrition education is important. If possible, organize dried food distribution to allow families to prepare their own meals. Infants, children, pregnant and lactating women, the sick and elderly are often most vulnerable to malnutrition and have special needs. Cereals should only be provided at the onset of an emergency. Do not include dried/skimmed milk into a general food distribution. Middle upper arm circumference is used to give a rough idea of the malnutrition rate. However, weight-for-height indicators are used in an anthropometric nutritional survey. Micronutrient deficiencies for population age less than 5 years are prevalent.

Displaced Persons Camps: Site Selection, Planning and Shelter

A suitable site and adequate shelter are critical during the early stages of emergencies involving displaced people. A lack of both can adversely affect the well-being of displaced people and, in some cases, their protection as well as the delivery of assistance to them. Avoid high-density camps. Plan for the long term, since so-called temporary arrangements often last much longer than expected. Camp planning should reflect a decentralized, small community approach, preserving past social arrangements. Involve the displaced people (for whom the camp will be home) in planning and implementation. Expertise may be required in the fields of geology, settlement, planning, engineering and public health. A familiarity with local conditions in both the displaced population's area of origin and at their present location is important, as is previous experience with similar emergency situations. 37

Urban Search and Rescue (SAR)

International assistance with urban search and rescue might be required when: o A large urban area is affected; o Hospitals and other buildings of more than two stories have collapsed; o Buildings are constructed of reinforced concrete or other materials, which will leave spaces where trapped victims could survive for several hours. The chance of survival of trapped victims declines rapidly after 24 to 36 hours. ASEAN recommends that the mobilization of international SAR teams reach the AHA Centre as soon as possible after an earthquake to allow for the coordination and mobilization of units. Spontaneous search and rescue is usually provided by survivors and local relief teams, and succeeds in rescuing those not requiring major resources of equipment and manpower. International assistance is therefore focused on intensive efforts to locate and extract trapped victims by using cutting and lifting equipment as well as sophisticated, intensive "heavy rescue" techniques. Expertise in disaster medicine is required to supervise and aid in victim extraction and provide immediate care. In earthquakes, the potential for damaging aftershocks is a continuous threat. When establishing a base for the ASEAN operation and for international relief teams, security and safety considerations are important factors.

Water and Sanitation: Displaced Population Situation

Determine the amount of water available per person per day. Determine the source and quality of the water. Determine for how long the daily amount has been available. Determine the evidence of water-related diseases. Determine the length of time users wait for water. Determine whether there is safe access to water for vulnerable groups. Determine the types of wells, water transport, and/or storage systems used. Determine if there are problems with well repair/rehabilitation. Determine if there is equipment/expertise onsite, on order, or available if needed. Determine the availability of additional sources of safe water if required. Determine the need for water engineers to assist with evaluating requirements.

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Water System Disruption

Describe the types of systems and sources that existed prior to the disaster in the affected areas. Specify how many people have been deprived of a functional water supply. Determine who is in charge of the local water system(s) (community group, committee, national authority). Determine whether the system is still functional or what the requirements are for repair. Determine the need for an engineering specialist to assist with evaluating requirements.

Sanitation Displaced Population Situation

Determine the placement, number, and cleanliness of latrines. Determine if the design and placement of latrines are affecting their use because of cultural taboos. Determine if there is a sanitation plan if the population increases. Determine if there is safe access to latrines for women and girls. Determine the evidence of water-related diseases. Determine the proximity of latrines and refuse areas to water sources, storage areas, and distribution points. Determine the placement and plan for the disposal of corpses. Determine if there is a plan for insect and rodent control. Determine if there is a plan for the collection and disposal of refuse. Determine the need for a specialist to assist with evaluating requirements.

Sanitation - Non Displaced Population Situation

If the disaster occurs in a rural area, waste disposal is usually not a problem unless sewage ponds in a public area. Determine if this is occurring. If you are on an island affected by a hurricane or in an area affected by flooding, determine if the sewage drainage system is still open. Determine the adequacy of sewage disposal facilities in any public buildings or other areas being used to temporarily shelter homeless people.

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Detailed Assessments
The information supplied in the following section outlines the key components of the ASEAN detailed assessments. ERAT Members should use this information as a guide to provide direction during an operation, and to ensure that issues concerning the disaster are included and clearly documented as part of the assessment.

Detailed Health Assessment

The following information outlines the key components of the ASEAN detailed health assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Health
Ascertain demographic information, including: o Total number affected; o Age-sex breakdown (under 5, 514, 15 and over); o Identification of at-risk population (children under 5 years of age, pregnant and lactating women, disabled and wounded persons, and unaccompanied minors); o Average family or household size, and number of femaleheaded households; o Rate of new arrivals and departures. Determine background health information, including: o Main health problems in home area; o Previous sources of health care (for example, traditional healers); o Important health beliefs and traditions (for example, food taboos during pregnancy); o Social structure (for example, whether the displaced are grouped in their traditional villages and what type of social or political organization exists); o Strength and coverage of public health programs in home area (immunization, reproductive health, etc.). Determine the crude mortality rates. Morbidity rate: Determine the age- (under and over age 5) and sexspecific incidence rates of diseases that have public health importance. Document the method of diagnosis (clinical judgment, laboratory test, or rumors).

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Immunization programs: o Determine the need for immunization programs or the effectiveness and coverage (percent of children under age 5 and between ages 514) of those in place, especially measles vaccinations. o Dates of vaccinations. o Determine the capability of relief officials to begin or sustain a program (for example, logistics, infrastructure, and cold chain availability). Determine or estimate the number of major injuries and the rate for each type of injury. Specify traumatic injuries requiring surgery or hospitalization (for example, fractures, head injuries, internal injuries). Determine the number and locations of health facilities that existed prior to the disaster. Determine the number of facilities that are still functioning and the total number of usable beds. Determine the number of local health personnel who are available. Determine the amount and type of medical supplies and drugs that are available onsite or in-country. Determine additional amounts and types of medical supplies and drugs needed immediately from sources outside the stricken area. Determine what additional medical equipment is needed and can be readily obtained to deal with major injuries. Suggested data sources include: o National/provincial health officers; o Hospitals; o Clinics; o Traditional healers; o Local leaders; o Fly-over; o Walk-through surveys. Environmental conditions: o Determine climatic conditions. o Identify geographic features and influences. o Identify water sources. o Ascertain the local disease epidemiology. o Identify local disease vector. o Assess local availability of materials for shelter and fuel. o Assess existing shelters and sanitation arrangements.

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Determine if a health information system is in place to monitor the affected population and provide surveillance. The information system should also include intermittent population-based sample surveys that: o Follow trends in the health status of the population and establish health care priorities; o Detect and respond to epidemics; o Evaluate program effectiveness and coverage; o Ensure that resources go to the areas of greatest need; o Evaluate the quality of care delivered. Determine if the affected country has in place or plans to begin programs in: o Health information systems; o Diarrhea disease control; o Expanded programs of immunization; o Control of endemic diseases; o Reproductive health programs; o Nutrition programs; o Continuing education programs for health workers; o Vector control.

Detailed Shelter Assessment

The following information outlines the key components of the ASEAN detailed shelter assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Affected Population Profile

Determine the number of people requiring shelter and whether the need for shelter is temporary (a few weeks), or if it is a displaced population requiring shelter for an indeterminate time. Determine the average number of people in an individual dwelling. Identify obstacles that prevent victims from meeting their own needs, both for temporary and permanent shelter. Determine the area affected (for example, a portion of a municipality, several villages, or a large area of a country). Approximate the number of private dwellings (single-family, attached, low-rise and high-rise multiple family), and public buildings (schools, churches, hospitals), damaged or destroyed by city, village, or region. Determine the number of damaged dwellings that are: habitable without immediate repair; habitable only after repair; and uninhabitable and must be destroyed.

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Inventory existing structures and public facilities that can be used as temporary shelters, giving careful consideration to access to sanitation and water.

Materials
Identify the construction styles and materials normally used in the affected structures. Determine the availability and costs of indigenous materials to meet both cultural and disaster-resistance requirements. Identify any suitable material substitutes, locally or externally available, that would meet the cultural and disaster resistance requirements. Identify the type and quantity of building materials that the victims can provide for themselves for temporary or permanent shelter. Identify the type and quantity of building materials that the affected government can provide for the victims for temporary or permanent shelter. Determine the type and quantity of materials needed from external sources for temporary or permanent shelter. Assess the suitability (that is, infrastructure support) of available sites for both temporary and permanent shelters, including, where necessary, mass sheltering. Determine if relocation is necessary due to the nature of the disaster. Identify the problems this may cause with the local population. Assess the potential hazard and security vulnerabilities of available sites for both temporary and permanent shelters. Assess the environmental conditions that would impose constraints on temporary shelters or camps, such as all-season accessibility, proximity to sources of essential supplies (shelter materials, cooking fuel, water, etc.), soil, topography, drainage, and vegetation. Identify any problems related to land use, such as grazing, cultivation, sanitation, and land tenure issues.

Detailed Water and Sewage Assessment

The following information outlines the key components of the ASEAN detailed water and sewage assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Water and Sewage Baseline

Describe the preexisting systems: for water, water source, treatment facilities, mains, pump stations, and distribution network; for sewage, the treatment facilities and pump stations. Estimate the number of people who depend on the water sources by type (for example, river, municipal water system). 43

Determine why water (especially potable water) is not available (that is, at what point the system was damaged). Check the integrity of the water source. Assess the condition of water and sewage treatment facilities and of the distribution network. Are pump stations operational? Determine whether water mains are broken. Are leaks in the sewage system contaminating the water supply? Outline the impact of water loss on key facilities and on individual users. How quickly can the responsible ministries be expected to restore services? Describe options for restoring minimum essential services. Evaluate possible alternative water sources. Identify local/regional suppliers of equipment and materials. Check cost and availability. Determine the local/regional availability of technical services available for repair.

Hydro Facilities (Hydroelectric, Irrigation)

Describe the function of the facilities, their proximity to the stricken area, and their relationship to the disaster itself. Identify the host country organization that controls and operates the facilities. Identify the suppliers, contractors, and/or donors that built the facilities (that is, what were the equipment and technical sources?). Describe any damage to systems. Check the soundness of the structures and outlet works. Are the reservoirs watertight? Identify any immediate or near-term safety risks (generating and control machinery, structural defects, power to operate gates, etc.). Assess the condition of canals or downstream channels. Identify any changes in watershed conditions (for example, saturation, ground cover, streambed loading, new impoundments). Determine whether water is being contaminated. Evaluate the management of the facilities. Determine whether storage and outflow quantities are being managed in accordance with prescribed curves. Identify preparations for follow-on storm conditions (for example, emergency drawdown of reservoirs).

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Describe the probable impact of discharging on downstream damage and/or relief efforts (for example, depth at river crossings, releases into damaged canals). Is there a need to impound water until downstream works can be repaired? Outline the options for restoring minimum essential services. Outline the repair plans of the responsible host country officials. Check on any proposed assistance from the original donors of the facilities. Identify local/regional sources of equipment and technical expertise.

Detailed Food and Nutrition Assessment

The following information outlines the key components of the ASEAN detailed food and nutrition assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Food: Baseline Data

Describe the normal consumption pattern (food basket) of the affected population, any taboos, and acceptable substitutes. Describe the normal food marketing system (including government involvement, imports, subsistence). Indicate what food aid programs, if any, exist and describe them. Outline the indigenous food processing capacity.

Effect of the Disaster Event on Food

Ascertain the disasters effect on actual food stocks and standing crops (damaged/destroyed). Determine if access to food (for example, roads, milling facilities) has been disrupted and, if so, how long it is likely to remain disrupted. Check market indicators of food shortages, such as: o Absence or shortage of staple grains and other foods on the market. o Price differential. o Change in supplies on the market (for example, an increase in meat supplies may indicate that people are selling animals to get money). o Change in wholesale grain availability. o Unusual public assembly at a warehouse or dockside when grain is being unloaded. o Changes in warehouse stocks. o Black market price changes or increase in black market activities. 45

o Commercial import changes or proposed changes. o Sale of land, tools, draft animals, etc. Check nutritional indicators of food shortages by sex, such as: o Signs of marasmus, kwashiorkor, or other signs of malnutrition. o Increased illness among children. o Change in diet (that is, quantity, quality, type). Check social indicators of food shortages, such as: o Increased begging/fighting/prostitution o Migration from rural to urban areas

Food Availability
Determine how much food can be expected from future and/or specially planted, quick-maturing crops. Where in the production cycle was the affected area when the disaster struck? Estimate the local government stocks on hand and those scheduled to arrive. Is borrowing of stocks on hand a possibility? Estimate the local commercial stocks on hand and scheduled to arrive. Estimate the local PVO/NGO/IO stocks on hand and scheduled to arrive. Is borrowing a possibility? Estimate local personal stocks on hand and those scheduled to arrive. Determine regional availabilities. Canvass other donors to find out what they expect to contribute. Estimate how much food aid would be required during specific time periods.

Distribution Systems
Describe existing food aid distribution systems (for example, government rationing, PVO/NGO/IOs). Describe the effectiveness of the distribution system. Describe the role of women in the distribution system. Describe government marketing mechanisms. Judge the capacity of the above to expand/begin emergency aid. What is their record of accountability? Describe potential alternatives. Explain the countrys (agencys) previous experience with mass feeding. Determine the availability of facilities and materials, including fuel. Determine whether repackaging facilities exist.

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Social and Market Impact of Food Aid

Analyze the likely price impact on normal food suppliers. Describe the suppliers. Decide whether food aid would free cash and labor for other aspects of relief, or divert labor and create a dependent attitude.

Other
Research any legal impediments to importation of certain foods.

Detailed Agriculture Assessment

The following information outlines the key components of the ASEAN detailed agriculture assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Baseline Data
Describe crops grown in the affected area following the points listed below: o Crop name. o Average area planted (per data available). o Average production (per data available). o Planting season(s) (dates) and time to maturity. o Are crops climate-specific? requirements. If so, identify the climatic

o Are hybrid seeds being used in the area? If so, identify them. o Are they cash or subsistence crops? Describe domestic animals present in each affected area following the points listed below: o Approximate number of animals in the area. o Value of individual animals. o Use of animals for food. o Use of animals for work. o Use of animals for cash production. o Are breeding stock used in the area? Describe the agricultural system, including the following: o Main agriculturist in family units (male/female). o Land-use systems. o Agricultural labor system/land tenure. o Crop preferences. o Inputs.

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o Seeds (reserved or purchases): Is treated seed used? o Fertilizer. o Machinery/tools. o Pesticides. o Storage (farm, government, private). o Agribusiness facilities, processing of local or imported commodities. Describe the local fishing industry.

Effect of the Disaster Event on Agriculture/Livestock/Fisheries

Ascertain the extent of damage to crop/livestock/fisheries by area, noting at what point in the production cycle the event occurred. State the source of the information. Estimate the loss in production (tonnage/head) livestock/fisheries and by zone within the affected area. Analyze whether losses will increase over time and state why. Describe the damage to agricultural machinery. Describe the damage to irrigation systems. Describe the damage to seed, fertilizer, and pesticide stocks. Describe the damage to fishing gear. For a drought, compare the current rainfall to the normal or recent past precipitation. Identify any unusual or untimely grazing changes. Describe any threats from insects or disease that might follow the disaster. Agricultural production capabilities. Availability of inputs by type (for example, seed, fertilizer, pesticides, tools, machinery, veterinary medicines, fishing boats, nets, breeding stock). Estimate the local government stocks on hand and when they are scheduled to arrive. Estimate the local commercial stocks on hand and when they are scheduled to arrive. Estimate the local personal stocks on hand and when they are scheduled to arrive. Ask the victims how they plan to cope with losses. Ascertain what other donors plan to supply. Outline what further inputs would be required to restore minimum productivity. 48 by crop/

Find out if repackaging facilities for seed, fertilizer, and pesticides exist. Distribution systems/technical infrastructure. Outline host government (Ministry of Agriculture) operations in the affected area. Does it provide: o Extension service? o Crop storage/silos? o Veterinary services? o Irrigation services? o Research facilities? o Hybrid seed? o Fertilizer? o Other plants (fruit trees)? o Pesticides?

Other
Describe any agricultural projects and inputs provided by foreign organizations/governments. Describe the operations of rural or agricultural credit organizations, cooperatives, or credit- sharing organizations that exist in the affected area. Judge the capacity of the above to incorporate rehabilitation disaster assistance.

Nutrition
Determine the prevalence of protein energy malnutrition (PEM) in population less than 5 years of age. Ascertain the prior nutritional status. Determine the prevalence of micro nutrient deficiencies in the population less than 5 years of age (for example, scurvy, anemia, pellagra). Determine the percentage of children less than 5 years of age with either moderate or severe acute malnutrition. Determine the average daily ration (food basket and calories/person/day) and method and intervals of distribution (for example, wet/dry on a daily/weekly/monthly basis). Determine the length of time the above ration level has been available.

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Determine the attendance and effectiveness of supplementary and therapeutic feeding programs. Determine the incidence of low birth weight. Determine rate of weight gain or loss of children registered in MotherChild Health clinics. Determine oral rehydration salt needs and distribution system.

Detailed Infrastructure and Communications Assessment

The following information outlines the key components of the ASEAN detailed infrastructure and communications assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Infrastructure
Determine the pre-disaster condition of the infrastructure. Ascertain from the affected government the minimum needs for infrastructure recovery.

Electrical Power
Describe the power system, including: o Baseload facility. o Peaking facility. o Number of units. o Fuel source. o Plant controls. o Output capability (specify voltage and cycle). o Mobile plants. o Other standby capability. o Switching facilities. o Transmission facilities. o Distribution facilities (number of substations). o Interconnections. Inventory auxiliary equipment that may be available locally (for example, from construction companies). Determine why power is not available (that is, at what point the system has been damaged). Ascertain the condition of generating units. Check the integrity of the fuel system. Determine whether towers, lines, and/or grounding lines are down.

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Assess the condition of substations. Outline the impact of power loss on key facilities, such as hospitals and water pumping stations. Describe the options for restoring minimum essential services. Ascertain whether load shedding and/or switching to another grid can restore minimal services. Identify local/regional suppliers of equipment and materials. Check the cost and availability. Determine the local/regional availability of technical services available for repair.

Communications
Describe where the systems facilities are located. Determine the broadcast/reception area or zone of influence (for example, towns serviced by the system). Identify the organization/firm that is responsible for operation and maintenance of the system. Is there a disaster response plan with identification of priority facilities, material supply, and priority screening of messages? Obtain technical information, such as: o Broadcast power. o Operating frequencies, call signs. o Relay/transmission points. o Hours of operation. o Standby power sources. o Mobile capability. o Repair/maintenance facilities, manufacturers local agent. o Language of transmission. Identify key personnel maintenance). (owners, management, of operations and and including capabilities of

Determine the degree of communications networks.

integration

military

civilian

Note the source(s) of the above information. Determine what communications facilities exist that are operable or easily repaired and could be used to pass on assessment information and assist in coordination of life-saving responses. Identify the type of system assessed: o Radio. o Private ownership.

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o Commercial. o Broadcast. o 2-way. o Amateur ham radio. o Citizens band (personal) radio. o Public systems. o Police. o Armed forces. o Government agencies (which ministries have communications facilities?). o Telephone. o Cable and wireless. o Television. o Newspaper. o Other. Describe specific reasons why a system is not operating. o Unavailability of: i. Personnel ii. Power. iii. Fuel. iv. Access to facilities. o Damage to system, including: i. Broadcast/transmission equipment. ii. Antennae. iii. Buildings. iv. Transmission lines. v. Relay facilities. vi. Power source. vii. Other. Note source(s) of the above information. Outline options for restoring minimum essential services. Identify local/regional suppliers of communications equipment and materials available for repair. Check cost and availability. Determine the local/regional availability of technical services available for repair.

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Detailed Transportation Assessment

The following information outlines the key components of the ASEAN detailed transportation assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Roads and Bridges

Describe the road networks in the affected area by type. What is the load capacity of the bridges? Identify the responsible ministries and district offices and constraints on their operations. Describe any damage to the network. Determine which segments are undamaged, which can be traveled on with delays, and which are impassable. Describe any damage by type, including: o Blockage by landslides, fallen trees, etc. o Embankments. o Drainage structures. o Bridges/tunnels. o Road surfaces. Identify alternate crossings and/or routes. Evaluate the importance of the road network to the relief effort and rehabilitation. Outline the options for restoring minimum essential service. Determine which elements must be restored first. Describe the need for traffic control (police, military, other) on damaged or one-way segments. Determine how long the emergency repairs can accommodate relief traffic (size, weight, volume). Will emergency maintenance and fuel points be needed in remote areas? Identify the host country agencies, military, and/or civilian forces that are available to make repairs. Do they have equipment, spare parts, and maintenance support? Check whether local or expatriate construction companies can loan equipment and/or expertise. Check regional sources of equipment and/or expertise that are available for repair. Ascertain whether arrangements can be made for standby forces at damaged sections to keep roads open.

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Airports
Describe the airports in the affected area. Identify the responsible ministries and district offices and constraints on their operations. Describe any damage to the transportation network as a result. Determine which areas / components are undamaged, which can be utilized and which are destroyed. Describe any damage by type, including: o Blockage of runways by landslides, debris, etc. o Drainage structures. o Terminal damage. o Surfaces. o Control tower and administrative functions. Identify alternate airports and/or routes.

Seaports
Describe the seaports in the affected area. Identify the responsible ministries and district offices and constraints on their operations. Describe any damage to the seaport system. Determine which segments are undamaged, which can be opened for ship travel and which are impassable. Describe any damage by type, including: o Blockages. o Damage to docks. o Disruption of ship movement. Identify alternate routes.

Detailed Distribution and Logistics Assessment

The following information outlines the key components of the ASEAN detailed distribution and logistics assessment. ERAT Members should use this information as a guide, while ensuring issues related to the current disaster are documented clearly in the assessment.

Distribution Baseline
Determine the accessibility to the affected areas for both assessment and delivery. Determine the availability of a distribution mechanism (local, regional, national, international) to distribute shelter materials (temporary or 54

permanent) to the victims. Identify committees, credit unions, government agencies, or co-ops that can mobilize forces to help implement a shelter program. Determine if an equitable means of allocation and an appropriate medium of exchange for the building materials can be implemented.

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Appendix A: Assessment Checklists

A.1 Assessment Checklists The following assessment checklists are intended to assist the ASEAN ERAT Team in planning, formatting, and conducting a complete initial assessment. The answers to the checklist questions will provide the information needed to complete the disaster reports outlined in the previous section on reporting. These assessment checklists are divided into major sectoral areas. They are meant to be as inclusive as possible of the types of questions that need to be answered in initial assessments of various disasters. To be answered completely, some of the questions would require extensive assessment work to gather primary or secondary data, work which the team may or may not have the capacity to perform. However, the information may already exist, and the task of the team may be to gather assessment information assembled by others and evaluate the information for accuracy, timeliness, and completeness. An Assessment Team may also find it necessary to develop new or expanded questions to gather the required information for specific disasters. A.2 Victims / Displaced Population Profile: General Characteristics Determine the approximate number of displaced people. Determine their locations. Are they moving? To where? How many? Determine how many are arriving per week. How many more could come? Determine how they are arriving. Are they scattered individuals or families, or clans, tribal, ethnic, or village groups? By what means are they traveling? How did those already there arrive? What is the average family size? Determine the approximate numbers and ages of men, women, and children (ages 05, 614, 15 and over). Identify ethnic/geographic origin (urban or rural). Indicate: o Sedentary or nomadic background? o What is the average family/household size? o How many households are headed by females? o What are their customary skills? o What languages are used? o What is the customary basic diet? o What is the customary shelter? o What are the customary sanitation practices? o What is the general distribution of socio-economic status (poor, middle class, wealthy)within the population?

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A.2.1 Nature of the Disaster Event Main event: _______________________________________________ o Date: _____________________________________________ o Local time of onset: _________________________________ o GMT time of onset: __________________________________ o Duration: __________________________________________ o Strength: __________________________________________ Subsequent events: _________________________________________ o Aftershocks: _______________________________________ o Weather conditions: _________________________________________________ o Other: _________________________________________________ Current conditions: __________________________________________ Expected development: ______________________________________ o Weather forecast: ___________________________________ o Water level rising/falling: ______________________________ o Flooding expected to spread/recede: ____________________ o Other: __________________________________________________ A.2.2 Affected Area Describe the affected area. Indicate: Name of affected provinces/districts (indicate names found on international maps, reference points). Major cities/urban centers/villages affected. Approximate size of affected area in square kilometers (sq. km.). The estimated number of people living in the disaster-affected area, including those who do not belong to the primary affected population (specify source). Topography: o Mountainous. o Flat. o Low-lying coastal. o Other.

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Type of area affected and socio-economic characteristics (sources of livelihood) of population, such as: o Urban. o Rural. o Low-income. o Agricultural. o Industrial. o Nomadic. o Other. Worst-affected areas (identify by geographical names). Possibility of access to affected area(s). Any affected areas about which no data is presently available. Special considerations that may affect the disaster situation or relief operations, including: o Political considerations. o Civil strife or conflict. o Problems of ethnic, religious or cultural minorities. o Population movements (to/from affected areas). o Special security problems. o Other. A.2.3 National Authorities National authority in charge of coordinating domestic response to the current emergency. o Name of authority: __________________________________ o Name of official in charge: ____________________________ o His/her title: ________________________________________ o Office telephone, facsimile, telex numbers: __________________________________________________ o Office hours: _______________________________________ o Emergency 24-hour telephone number: __________________ o Street address: __________________________________________________ National authority (if separate from above) coordination/focal point for international response. in charge of

o Name of authority: ____________________________________ o Name of official in charge: ______________________________

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o His/her title: _________________________________________ o Office telephone, facsimile, telex numbers: ___________________________________________________ o Office hours: ________________________________________ o Emergency 24-hour telephone number: ___________________ o Street address: ___________________________________________________ A.3 Damage A.3.1 Buildings Indicate predominant building type and construction material, including: o Type of structure, such as: _____________________________ Wattle-and-daub buildings. Masonry buildings (adobe, brick, concrete blocks, stone masonry). Reinforced concrete (r.c.) structures (r.c. frames with brick infill, r.c. frames with load-bearing). Masonry walls structures) (r.c. bearing walls, prefabricated

Steel structures (multi-story steel structures, steel frames filled in with reinforced concrete). Timber structures. Other: _________________ o Type of roof, such as: _________________________________ Reinforced concrete. Steel. Wood. Grass. Other: __________________ o Roof covering, such as: ________________________________ Tiles. Lightweight asbestos cement. Metal sheets. Other: __________________ o Indicate percentage (and, if possible, number) of buildings damaged or destroyed, by affected area, according to the following categories:

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No significant damage: # ________ % ________ Minor damage (repairs required, but habitable): #_________ % _________ structure is

Major damage (structure is not habitable, major repairs required) : # ________ % ________ Destruction (structure is not habitable and irreparable): # ________ % ________ Describe extent of damage to the following types of buildings: o Public buildings (religious facilities, schools, community centers, etc.): ______________________________________________ o Multi-family tenement housing with more than two stories destroyed: _________________________________ o Low-income traditional housing (adobe, wattle-and-daub, stone, etc.): ______________________________________________ o Residential houses: ___________________________________ o Industrial buildings: ___________________________________ o Other: _____________________________________________ Use the following categories to assess the status of lifelines and critical facilities, or LCF, (primarily roads and means of communications to affected area) listed below: o Intact. o Level of operations adequate for relief activities. o Use limited or operations totally disrupted. If operations are totally disrupted or use limited: o Describe damage and negative consequences per area, as applicable (e.g., key areas or installations that cannot be reached by road). o Specify current level of operations (e.g., indicate capacity that a damaged bridge/airport can still support, or functions that can still be performed by a hospital). Describe how affected areas can be reached by road networks and related facilities (urban roads, main inter-city roads, access roads, bridges, tunnels, etc.). Include: o Type of road. o Road capacity. Describe secondary transportation facilities, including: o Airports. o Harbors/ports. o Railways.

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Telecommunications network (telephone, telex, radio: public - police, armed forces, government and private - commercial (broadcasting), amateur). Describe medical facilities (hospitals, clinics, health posts, laboratories) relate damage to number of facilities normally operational in affected area. Describe electric power generation and distribution, including: o Transmission lines. o Pylons. o Generators. o Power stations. o Other. List any nuclear power plants. Describe gas/oil/fuel distribution and availability. Describe water supply systems, including: o Systems normally available, such as: Water pipes to houses. Water pipes to village/street. Communal wells. Individual wells. Towers/storage tanks, pumping stations, etc. Water treatment facilities. Other. o Type of damage/problems, such as: Exposure to salt water (salination). Broken water pipes. o Contamination with sewage by: Damaged pumping stations. Other. Describe sanitary sewer systems, including: o Treatment facilities. o Pumps. o Sewage pipes. Indicate police stations/fire fighting facilities.

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List government buildings in affected area, including: o Emergency operation centers. o Government administrative buildings. A.3.2 Agriculture and Fisheries If there has been damage to crops, specify: o Types of crops cultivated and stage in the crop cycle. o Recently sown crops. o Standing crops. o Due for harvest in month ______. o Crops ready to be harvested. o Subsistence crops. o Cash crops (for export from disaster area). Describe the extent of damage to crops by type and affected area, indicating percentage of crop (in relation to crop production area): o Destroyed (unsalvageable). o Damaged (salvageable). o Undamaged. What is the estimated loss of stored food, both produced and imported? Indicate percentage or absolute numbers in tons and explain: o Type of food lost. o Why it is lost. o Whether or not a portion is salvageable. If relevant for the relief phase, assess extent of damage to agricultural infrastructure: o Destruction of harvesting equipment. o Damage to storage facilities leading to the loss of stocks required in the short term. o Other. Indicate livestock losses, only if livestock is a main source of subsistence for the primary affected population: o Livestock type: _______________________________________ o Percentage (and, if possible, number) of dead or missing.

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Assess extent of damage to fisheries, only if fisheries are a main source of subsistence for the primary affected population, including: o Percentage of fishing boats (where possible, give number) damaged/destroyed. o Type and percentage of fishing equipment damaged/destroyed. o Estimated loss of fishing catch (in percent). A.4 Secondary Threat Identify potentially hazardous sites (dams, installations with toxic/hazardous/nuclear substances), indicating those which have been damaged and pose a potential threat. Indicate also if there is any known presence of landmines in the area. Indicate existence of secondary threats, including: o Landslides. o Floods. o Fire. o Release of toxic/hazardous substances, such as: Explosives. Gases. Inflammable liquids. Inflammable solids. Oxidizing substances. Poisonous (toxic) and infectious (containing viable microorganisms) substances. Radioactive material. Corrosive substances. Miscellaneous dangerous substances. Others. Specify population and key points at risk, indicating location(s). Specify areas where landmines are known to be present or suspected. A.5 Effects on Population Primary affected population: ________________________________ Estimate number of primary affected persons (break down by population categories and identify groups at risk).

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Reported number of casualties (indicate source and area(s) covered): o Dead: _____________ o Missing: ____________ o Injured (including sick): ______________ Re-estimated number of homeless (including evacuated). Indicate, if possible: o Estimated number of persons/families whose homes are permanently uninhabitable. o Estimated number of persons/families whose homes are temporarily uninhabitable. Average size of family. Vulnerable segments of the population affected, such as: o Population already displaced before the disaster. o Refugees. o Children, pregnant and lactating mothers. o Other. A.6 Health Can the surviving facilities in the disaster area cope with the caseload of injured patients? Has there been any damage to specific medical equipment or installation of key importance for treating disaster victims (e.g. x-ray facilities following an earthquake)? If yes, describe the damage. Is any action being taken to evacuate injured patients to emergency medical centers outside the disaster area? If yes, provide details. If required, have arrangements been made to bring specific types of equipment/services/medicaments to the disaster area from other medical centers? Are any problems being encountered due to inadequate power or water supply to medical facilities? Was a system of epidemiological surveillance in place prior to the disaster? If so, is it still operational after the disaster?

DO NOT o Try to identify specific types and numbers of injuries. o Compile a list of urgently needed medicaments. o Focus on chronic medical problems that existed prior to the disaster.

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A.7 Shelter And Personal/Household Utensils Estimate the number of homeless or evacuated accommodated in public shelters or evacuation centers. persons

Specify locations and conditions of shelters/evacuation centers, including: o Type of shelter (tents, tarpaulins, makeshift shelters, public buildings). o Concentration of population in shelters. o Services provided (distribution of food, water supply, sanitation, etc.). o Services urgently required but not currently provided. o Safety of location. o Other. Describe actions people are taking to provide shelter for themselves. Is survival threatened by a lack of adequate shelter (exposure to rough climatic conditions)? If yes, estimate number of persons concerned. Is survival threatened by a lack of blankets, clothing, etc.? o If yes, estimate number of persons of concern. o If applicable, indicate appropriate type of clothing and age/sex groups. Which essential household (cooking, cleaning, storage, etc.) utensils are in critical shortage? Is there enough storage capacity for food aid? A.8 Water and Sanitation Are at least minimum quantities of drinking water available to all communities? If not, estimate how many people have been deprived of drinking water supply. Describe any evidence of sanitation problems, including: o Stagnant water. o Poor hygienic conditions. o Sewage disposal problems. o Overcrowding in shelters. o Reports of pollution/contamination. o Areas with escaping/overflowing sewage. o Water pipes running in the same conduits as sewer lines. o Other.

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A. 9 Food Describe the normal food consumption pattern of the affected population and specify unacceptable food (maize, rice, beef, pork). Indicate whether food is available: o To residents (stocks, purchasing power, and food on the market) o From government or agencies for free distribution. o On the market for bulk purchases. If immediate food shortages have been observed or are likely to occur during the relief phase, indicate: o Which basic items affected groups are unable to obtain or provide for themselves. o Seriousness. o Time frame. o Estimated number of affected people. o Reasons for food shortages: Loss of stock, seeds, or crops ready to be harvested. Loss of storage or processing capacity. Lack of purchasing power. Breakdown of transport facilities, roads, tractors. Other. Are households able to prepare food for family meals and for small children? If not, specify reasons, such as: o No cooking utensils. o No energy supply. o Other. What are the sharing habits in households? o Do women/girls eat last? o Who controls goods within the family? Describe local coping mechanisms to deal with problems encountered in the food sector.

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Appendix B: On-site Level of International Response

B.1 International Resources Arrived On-Site/Mobilized Has specific expertise/technical assistance been made available by: o ASEAN Member States? o UN agencies? o International non-governmental organizations? o Inter-governmental organizations (such as those providing emergency telecommunications)? o Bilateral donors? o Other international actors? If yes, specify and indicate whether this expertise is used for any detailed sectoral assessment of relief needs in certain areas/sectors. Indicate communication/transport/logistics support provided by international actors. Describe main items of relief goods distributed in the disaster area. List any contributions/pledges of relief goods or cash as announced to the ASEAN team in the field by NGOs, bilateral donors, etc. Include: o Source of information. o Type and value of assistance. o Time frame for implementation. o Number of beneficiaries / target group(s). Have any international teams arrived in the disaster area? If yes, indicate: o Name of team. o Approximate number of members. o Dispatching country/organization. o Brief description of functions: Medical assistance. Logistics support. Assessment. Other. B.2 Coordination Describe mechanisms for the coordination of international assistance at the local level, including:

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o Relevant meetings. o Decisions on distribution of tasks. o Coordination of operational teams / establishment of an on-site operations coordination center (OSOCC). o Communication flow: central to local level. B.3 Constraints Have any problems been encountered with the international assistance provided so far? Problems might include: o Coordination. o Provision of relief goods that are not required. o Provision of non-sorted unlabelled relief goods. o Congestion at certain logistical points. o Logistical problems created by international elements (transport, control, etc.). o Inadequate storage. o Inadequate distribution. o Other. B.4 Assistance Requirements Describe immediate corrective action required to mitigate effects on population in addition to relief measures already under way. List the priority needs that have been identified as a result of the initial assessment of the affected area under the following sub-headings: o Search and rescue. o Medical teams and supplies. o Shelter, blankets and clothing, household utensils. o Water and sanitation. o Food items. o Logistics (in-country transport, storage and handling of relief supplies). o Communications, o Repairs to infrastructure. o Coordination of expertise for detailed sectoral assessment and/or restoration of critical facilities. o Other. In each case describe as far as possible:

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o Whether contributions in kind or in cash are recommended. o Whether items of acceptable quality can be obtained locally. o The precise type, specifications and quantities of supplies, equipment and services needed. o Estimated purchase and delivery costs. o Numbers and expertise of any personnel required. o When applicable, whether relevant data have been checked with personnel of specialized UN agency concerned (WHO, UNICEF, WFP, FAO). o Relative priorities of the various items. o If items are quantified, specify whether this is: The total requirement. The requirement after deduction of pledges/contributions. Indicate which pledges/contributions have been taken into account. o Any assistance items which donors may intend to provide, but which are not needed? Explain why. B.5 Means of Delivery of International Assistance B.5.1 Logistics and Distribution System Describe logistics system for receipt and transport of international relief goods arriving in disaster area: o Recommended airport(s) or other points of entry. If required, indicate characteristics. o Transport from airport/points of entry to disaster area/distribution points. o Availability of storage space, handling equipment, manpower. o Availability of fuel. o Major logistics bottlenecks or problems. B.5.2 Possible Channels for Contributions List the service(s)/organization(s) operational on-site with capacity to receive and manage international donations. B.5.3 Other Information Describe trends in the development of the situation. For example:

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o Are there signs that life is returning to normal? o Are there any particular events or actions which might either accelerate or retard the re-establishment of self-reliance? Did early warning/disaster preparedness measures in the affected area help to reduce the impact of the disaster?

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Appendix C: Capacities and Assets

C.1 Capacities What percentage of male and female population is literate? What emergency-related skills (for example, health workers, and individuals with logistical/organizational relief skills) are represented within the population that could be drawn upon by relief organizations? C.2 Assets Determine what the displaced population has as personal property and what was lost as a result of the disaster. Estimate the number and types of blankets needed (according to climatic conditions). Identify what blankets are available within the country from personal, commercial, UN/PVO/NGO/IO, or government stocks. Determine how many blankets are needed from external sources. Describe the clothing traditionally worn, by season and area. If clothing is needed, estimate the amount by age group and sex. Determine if used clothing is acceptable, and if so, for which groups. Describe normal heating/cooking practices. Determine whether heating equipment and/or fuel is required. Estimate the types and quantities of heating equipment and fuel needed over a specific time period. Determine appropriate fuel storage and distribution mechanisms. Identify what fuel is available locally. Identify the quantity of fuel needed from external sources. Determine whether other personal effects, such as cooking utensils, soap, and small storage containers are needed. Determine whether displaced persons (DPs) brought financial assets with them. Would those assets be convertible to local currency? Determine whether livestock accompanied DPs. Determine whether shelter materials accompanied DPs. Determine whether other possessions, such as cars, bicycles, or boats accompanied DPs.

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Appendix D: ASEAN ERAT Standard Assessment Form

TEAM MEMBER ITINERARY DATE TIME

NAME OF LOCATION Administrative Unit and Division Local Authorities Interviewed (Name and Title) Estimated Total Population

Worst-Affected Area(s)

Area(s) Currently Inaccessible FIELD NOTES:

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BUILDINGS Minor Damage Major Damage Destroyed FIELD NOTES:

Number (#)

Percentage (%)

LIFELINES and CRITICAL FACILITIES (LCF) Roadways Bridges Communication Networks Health Facilities Electricity Network Water Supply System FIELD NOTES:

Number Damaged

Number Destroyed

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AGRICULTURE / FISHERIES Crops

Type

% Losses

Livestock

Fisheries FIELD NOTES:

EFFECTS ON POPULATION Primary Affected Population Number Dead Number Missing Number Injured Number Homeless Number Evacuated in Public Shelters FIELD NOTES:

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SECONDARY THREATS Potentially Hazardous Sites FIELD NOTES:

RESPONSE OPERATIONS

Agency/Organization Name

Assistance Provided

National/Local Services

NGOs / International Organizations

FIELD NOTES:

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LOGISTICS and DISTRIBUTION

Availability of Storage Facilities

Means of Transport and Fuel

Distribution Criteria FIELD NOTES:

PRIORITY RELIEF NEEDS and ITEMS

Specifications

Quantity

FIELD NOTES:

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INFORMATION SOURCES: 1. 2. 3. 4.

GENERAL FIELD COMMENTS:

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CONTACT POINTS Name of Authority / Org. Name of Official-in-Charge His / Her Title Office Telephone Number Office Fax Number Emergency 24-hr Contact Number Street Address Coordinating domestic response at the national level. Focal Point for international response Responsibility Coordinating arrival of relief goods/distribution Coordinating response at local level Relief / response action Scientific Monitoring Other: ___________________________

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Appendix E: AHA Centre Support Resources

For an assessment and coordination team to work in the field under sometimes very difficult circumstances in areas were there are no means of communication, no basic office equipment, and no (or very little) food to be had, it is of great importance that these things are made available. It can also be of value to know what comprises the ASEAN response system and what resources can be provided. The following Appendix will describe the support that an ASEAN ERAT team can draw on, and the various assets found within the structure of the AHA Centre.

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Appendix F: Sphere Project Emergency Indicators and Minimum Standards

The following excerpt Chapter 1: Minimum Standards Common to All Sectors from the SPHERE document outlines the minimum standards applicable to all sectors. For more sector-specific information, please reference the complete SPHERE document located on the companion DANA Reference CD-Rom or access the PDF document at: http://www.sphereproject.org/index.php.

How to use this chapter

This chapter details eight core process and people standards that are relevant to each of the technical sectors. The standards are: 1) participation, 2) initial assessment, 3) response, 4) targeting, 5) monitoring, 6) evaluation, 7) aid worker competencies and responsibilities and 8) supervision, management and support of personnel. Each contains the following: The minimum standards: these are qualitative in nature and specify the minimum levels to be attained; Key indicators: these are signals that show whether the standard has been attained. They provide a way of measuring and communicating the impact, or result, of programmes as well as the process or methods used. The indicators may be qualitative or quantitative; Guidance notes: these include specific points to consider when applying the standards and indicators in different situations, guidance on tackling practical difficulties, and advice on priority issues. They may also include critical issues relating to the standards or indicators, and describe dilemmas, controversies or gaps in current knowledge.

The chapter is followed by a select list of references, which point to sources of information on both general and specific technical issues relating to the standards.

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Contents
Introduction .............................................................................. 24 1. Participation ......................................................................... 28 2. Initial Assessment................................................................ 29 3. Response .............................................................................. 33 4. Targeting ............................................................................... 35 5. Monitoring............................................................................. 37 6. Evaluation ............................................................................. 39 7. Aid Worker Competencies and Responsibilities .............. 40 8. Supervision, Management and Support of Personnel ...... 41

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Introduction
These common standards relate to each of the chapters in this handbook and are integral to all of them. By implementing the standards described here, agencies will support the realisation of the standards outlined in the technical chapters.

Links to international legal instruments

Everyone has the right to life with dignity and respect for their human rights. Humanitarian agencies have the responsibility to provide assistance in a manner that is consistent with human rights, including the right to participation, non-discrimination and information, as reflected in the body of international human rights, humanitarian and refugee law. In the Humanitarian Charter and the Code of Conduct for the International Red Cross and Red Crescent Movement and Non- Governmental Organisations (NGOs) in Disaster Relief, humanitarian agencies undertake to make themselves accountable to those they seek to assist. The common standards outline the responsibilities of organisations and individuals when providing protection and assistance.

The importance of the standards common to all sectors

Programmes that meet the needs of disaster-affected populations must be based on a clear understanding of the context. Initial assessments will analyse the nature of the disaster and its effect on a population. The affected peoples capacities and available resources should be identified at the same time as assessing their needs and vulnerabilities and any gaps in essential services. No single sector can be considered in isolation from the others, or in isolation from economics, religious and traditional beliefs, social practices, political and security factors, coping mechanisms or anticipated future developments. Analysis of the causes and effects of the disaster is critical. If the problem is not correctly identified and understood then it will be difficult, if not impossible, to respond appropriately. Response depends on a number of factors, including an organisations capacity, area(s) of expertise, budget constraints, familiarity with the region or situation and security risks for staff. The response standards detailed here are designed to clarify who does what when. Once an appropriate response has been determined, targeting mechanisms should be established that enable agencies to provide assistance impartially and without discrimination, according to need. Monitoring systems should be established early in the process to continuously measure progress against objectives and to check on the continuing relevance of the programme within an evolving context. An evaluation, which may be carried out during or at the end of the response, determines the overall effectiveness of the programme and identifies lessons that may improve similar programmes in future. The quality of humanitarian assistance will depend on the skills, abilities, knowledge and commitment of staff and volunteers working in difficult and sometimes insecure conditions. Sound management and supervision are key elements of an assistance programme and, along with capacity building, can help to ensure that minimum standards of humanitarian assistance are respected. Given the importance of gender and other cross-cutting issues, diversity in human resources should be taken into account when building a team. The participation of disaster-affected people including the vulnerable groups outlined below in the assessment, development, implementation and monitoring of responses should be maximised to ensure the appropriateness and quality of any disaster response. Systematic sharing of knowledge and information among all those involved in the response is fundamental to achieving a common understanding of problems and effective coordination among agencies.

Links to other chapters

It is critical that this chapter be read first, before turning to the relevant technical sector.

Vulnerabilities and capacities of disaster-affected populations

The groups most frequently at risk in disasters are women, children, older people, disabled people and people living with HIV/AIDS (PLWH/A). In certain contexts, people may also become vulnerable by reason of ethnic origin, religious or political affiliation, or displacement. This is not an exhaustive list, but it includes those most frequently identified. Specific

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vulnerabilities influence peoples ability to cope and survive in a disaster, and those most at risk should be identified in each context. Throughout the handbook, the term vulnerable groups refers to all these groups. When any one group is at risk, it is likely that others will also be threatened. Therefore, whenever vulnerable groups are mentioned, users are strongly urged to consider all those listed here. Special care must be taken to protect and provide for all affected groups in a nondiscriminatory manner and according to their specific needs. However, it should also be remembered that disaster-affected populations possess, and acquire, skills and capacities of their own to cope, and that these should be recognised and supported.

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The Minimum Standards Common standard 1: participation

The disaster-affected population actively participates in the assessment, implementation, monitoring and evaluation of the assistance programme. design,

Key indicators (to be read in conjunction with the guidance notes)

Women and men of all ages from the disaster-affected and wider local populations, including vulnerable groups, receive information about the assistance programme, and are given the opportunity to comment to the assistance agency during all stages of the project cycle (see guidance note 1). Written assistance programme objectives and plans should reflect the needs, concerns and values of disaster-affected people, particularly those belonging to vulnerable groups, and contribute to their protection (see guidance notes 1-2). Programming is designed to maximise the use of local skills and capacities (see guidance notes 3-4).

Guidance notes
1. Representation of all groups: the participation of disaster-affected people in decision-making
throughout the project cycle (assessment, design, implementation, monitoring and evaluation) helps to ensure that programmes are equitable and effective. Special effort should be made to ensure the participation of a balanced representation of people within the assistance programme, including vulnerable and marginalised groups. Participation should ensure that programmes are based on the willing cooperation of disaster-affected people and that they respect local culture, where this does not undermine the rights of individuals. Assistance programmes should reflect the interdependency of individuals, households and communities and ensure that protection elements are not overlooked.

2. Communication and transparency: the sharing of information and knowledge among all those involved is fundamental to achieving a better understanding of the problem and to providing coordinated assistance. The results of assessments should be actively communicated to all concerned organisations and individuals. Mechanisms should be established to allow people to comment on the programme e.g. by means of public meetings or via community-based organisations. For individuals who are homebound or disabled, specific outreach programmes may be required. 3. Local capacity: participation in the programme should reinforce peoples sense of dignity and
hope in times of crisis, and people should be encouraged to participate in programmes in different ways. Programmes should be designed to build upon local capacity and to avoid undermining peoples own coping strategies.

4. Long-term sustainability: long-term benefits are usually realised during the course of strengthening local capacities to deal with disasters. A disaster response programme should support and/or complement existing services and local institutions in terms of structure and design and be sustainable after the external assistance stops. Local and national governmental organisations have fundamental responsibilities for populations and must be consulted in the longer-term design of programmes when feasible.

Common standard 2: initial assessment

Assessments provide an understanding of the disaster situation and a clear analysis of threats to life, dignity, health and livelihoods to determine, in consultation with the relevant authorities, whether an external response is required and, if so, the nature of the response.

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Key indicators (to be read in conjunction with the guidance notes)

Information is gathered using standardised procedures and made available to allow for transparent decision-making (see guidance notes 1-6). The assessment considers all technical sectors (water and sanitation, nutrition, food, shelter, health), and the physical, social, economic, political and security environment (see guidance note 7). Through consultation, the assessment takes into account the responses of the local and national authorities and other actors and agencies (see guidance note 7). Local capacities and strategies to cope with the disaster, both those of the affected population and the surrounding population, are identified (see guidance note 8). Whenever feasible, data are disaggregated by sex and by age (see guidance note 9). The assessment is underpinned by the rights of those affected by disasters, as defined by international law. The assessment takes into account the responsibility of relevant authorities to protect and assist the population on the territory over which they have control, and also takes into account national law, standards and guidelines applicable where the affected population is found, as they conform with international law. The assessment includes an analysis of the operating environment, including factors affecting the personal safety and security of the affected population and of humanitarian staff (see guidance note 10). Estimates of population numbers are cross-checked and validated with as many sources as possible, and the basis for the estimate made known. Assessment findings are made available to other sectors, national and local authorities and representatives of the affected population. Recommendations are made on the need for external assistance, and on appropriate responses that should be linked with exit or transition strategies (see guidance note 11).

Assessment checklists for individual sectors can be found in the appendices at the end of each technical chapter.

Guidance notes
1. Initial assessments provide the basis for delivering any immediate assistance that may be needed and also identify the areas on which a more detailed assessment should focus. An initial assessment is not an end in itself, but should be seen as a first step in a continuous process of reviewing and updating as part of the monitoring process, particularly when the situation is evolving rapidly, or when there are critical developments such as large population movements or an outbreak of disease. Frequently it may not be possible to adequately address or consult all sectors or groups within the population. When this is the case, it should be clearly stated which groups have been omitted, and efforts should be made to return to them at the first opportunity. 2. Checklists: these are a useful way of ensuring that key areas have been examined, and
examples of checklists are provided in appendices to each of the technical chapters of this handbook. Additional information can be found in Appendix 1: References on page 43.

3. Timeliness: an initial assessment should be carried out as soon as possible after the disaster
occurs, while addressing any life-threatening or other critical needs. The report should normally be generated within days and its format and content should allow planners and analysts to easily identify priorities and provide sufficient information to rapidly design an appropriate programme. A

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more in-depth assessment will be needed later to identify gaps in assistance and to provide baseline information.

4. Assessment team: a gender-balanced team, composed of generalists and relevant technical specialists and with clear terms of reference, which seeks to actively involve the population in a culturally acceptable manner, will improve the quality of an assessment. Local knowledge and previous experience of disasters in the country or region are critical. 5. Collecting information: team members should be clear on the objectives and methodology of
the assessment and on their own roles before field work begins, and a mix of quantitative and qualitative methods appropriate to the context should normally be used. Some individuals or groups may not be able to speak openly, and special arrangements may be considered to collect sensitive information. Information must be treated with the utmost care and confidentiality must be ensured. Following the individuals consent, consideration may be given to passing on this information to appropriate actors or institutions. Staff operating in conflict situations need to be aware that information collected may be sensitive, could be misused and could compromise the agencys own ability to operate.

6. Sources of information: information for the assessment report can be compiled from primary sources, including direct observation and discussions with key individuals, such as agency staff, local authorities, community leaders (of both sexes), elders, children, health staff, teachers, traders and other relevant actors, and from secondary sources, such as existing literature and reports (both published and unpublished), relevant historical material and pre-emergency data. National or regional disaster preparedness plans also provide an important source of information. Comparing secondary information with direct observation and judgement is crucial in order to minimise potential biases. The methods used for collecting information and the limitations of the resulting data must be clearly communicated to portray a realistic picture of the situation. The assessment report should clearly indicate specific concerns and recommendations expressed by all groups, notably those who are particularly vulnerable. 7. Sectoral assessments: a multi-sectoral assessment may not always be possible in the initial phase of a disaster and may delay action to meet critical needs in specific sectors. When individual sectoral assessments are carried out, extra attention should be paid to linkages with other sectors and to broader contextual and protection issues, in consultation with other actors and agencies. 8. Relationship with host population: the provision of facilities and support for displaced
populations can cause resentment amongst the host community, especially where existing resources are limited and have to be shared with new arrivals. In order to minimise tensions, host populations should be consulted and, where appropriate, the development of infrastructure and services for displaced populations should lead also to a sustainable improvement in the livelihoods of the host population.

9. Disaggregation of data is important for various reasons. It enables users of an assessment to check the accuracy of results and allows comparison with earlier studies on the same area. In addition to age, gender, vulnerability, etc., it is useful to include average family size and number of households as key disaggregated information, as this will help in planning a more appropriate response. In the early stages of a disaster, it may be difficult to disaggregate data by age and gender. However, mortality and morbidity for children under five years old should be documented from the outset, as this section of the population is usually at special risk. As time and conditions allow, more detailed disaggregation should be sought, to detect further differences according to age, sex and vulnerability. 10. Underlying context: the assessment and subsequent analysis should take account of
underlying structural, political, security, economic, demographic and environmental issues. Likewise, any changes in living conditions and community structures of both host and displaced populations in relation to the pre-disaster phase should be considered.

11. Recovery: analysis and planning for the post-disaster recovery period should be part of the initial assessment, as external aid can slow recovery if not provided in a way that supports the local populations own survival mechanisms.

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Common standard 3: response

A humanitarian response is required in situations where the relevant authorities are unable and/or unwilling to respond to the protection and assistance needs of the population on the territory over which they have control, and when assessment and analysis indicate that these needs are unmet.

Key indicators (to be read in conjunction with the guidance notes)

Where peoples lives are at risk as a result of disaster, programmes prioritise lifesaving needs (see guidance note 1). Programmes and projects are designed to support and protect the affected population and to promote their livelihoods, so that they meet or exceed the Sphere Minimum Standards, as illustrated by the key indicators (see guidance note 2). There is effective coordination and exchange of information among those affected by or involved in the disaster response. Humanitarian agencies undertake activities on the basis of need, where their expertise and capacity can have the greatest impact within the overall assistance programme (see guidance note 3). Organisations, programmes and projects that either cannot address identified needs or are unable to attain the Minimum Standards make any gaps known so that others may assist (see guidance notes 4-5). In conflict situations, the assistance programme takes into account the possible impact of the response on the dynamics of the situation (see guidance note 6).

Guidance notes
1. Responding to actual need: humanitarian response must be organized to meet assessed needs. Care should be taken that superfluous items that could interfere with the delivery of essential items are not included in the delivery channels. 2. Meeting the Minimum Standards: response programmes and projects should be designed to
close the gap between existing living conditions and the Sphere Minimum Standards. It is nevertheless important to make a distinction between the emergency needs and the chronic needs of an affected population. In many cases, humanitarian needs and the resources that would be required to bring a community, area, region or even country up to the Minimum Standards are far greater than the resources available. An agency cannot expect to bring this about singlehandedly and communities, their neighbours, host governments, donors and other local and international organisations all have an important role to play. Coordination among those responding to a disaster situation is essential to address critical gaps.

3. Capacity and expertise: in situations where an organisation is highly specialised, or mandated to respond to particular needs (or groups), it should aim to provide the greatest humanitarian impact possible using its own resources and skills base. Even within the specific limits of an agencys expertise or mandate, however, it is likely that the overall humanitarian need will outstrip its organisational resources. Where the agency finds itself with excess capacity, it should make that capacity known to the wider humanitarian response community and contribute when and where necessary. 4. Making gaps known: while humanitarian agencies prefer to demonstrate programme successes and positive evaluations of ongoing initiatives to help fund future programmes, they must nevertheless be prepared to promptly acknowledge gaps in their capacity to meet basic needs. 5. Sharing information: organisations identifying critical needs should make them known to the wider community as quickly as possible, to enable those agencies with the most appropriate

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resources and capacity to respond. Wherever possible, recognised terminology, standards and procedures should be used to help others mobilise their responses more quickly and more effectively. The use of standard survey formats and associated guidelines, agreed among the host government and agencies at country level, can help significantly in this regard.

6. Maximising positive impact and limiting harm: conflict and competition for scarce resources often lead to increased insecurity, misuse or misappropriation of aid, inequitable distribution or diversion of aid. Understanding the nature and source of conflict helps to ensure that aid is distributed in an impartial way and reduces or avoids negative impact. In conflict-affected settings, an analysis of the actors, mechanisms, issues and context of the conflict should be carried out prior to programme planning.

Common standard 4: targeting

Humanitarian assistance or services are provided equitably and impartially, based on the vulnerability and needs of individuals or groups affected by disaster.

Key indicators (to be read in conjunction with the guidance notes)

Targeting criteria must be based on a thorough analysis of vulnerability (see guidance note 1). Targeting mechanisms are agreed among the affected population (including representatives of vulnerable groups) and other appropriate actors. Targeting criteria are clearly defined and widely disseminated (see guidance notes 2-3). Targeting mechanisms and criteria should not undermine the dignity and security of individuals, or increase their vulnerability to exploitation (see guidance notes 2-3). Distribution systems are monitored to ensure that targeting criteria are respected and that timely corrective action is taken when necessary (see guidance notes 4-5).

Guidance notes
1. The purpose of targeting is to meet the needs of the most vulnerable, while providing aid
efficiently and in a way that minimises dependency.

2. Targeting mechanisms are the ways in which assistance is made available impartially and without discrimination, according to need. Options include community-based targeting, administrative targeting, self-targeting, and combinations of these methods. Agency workers should be aware that self-targeting can sometimes exclude certain vulnerable groups. To ensure that the disaster-affected population is consulted and is in agreement with the targeting decisions, a representative group of women and men, boys and girls and people from vulnerable groups should be included in the consultation process. In conflict situations, it is essential to understand the nature and source of the conflict and how this might influence administrative and community decisions about targeting assistance. 3. Targeting criteria are usually linked to the level or degree of vulnerability of a community, household or individual, which in turn are determined by the risks presented by the disaster and the coping capacity of the recipients. Individual dignity may be unintentionally undermined by improper targeting criteria and mechanisms and appropriate measures must be taken to avoid this. Some examples include:
administrative and community-based targeting mechanisms may ask for information about an individuals assets. Such questions may be perceived as intrusive and can potentially undermine social structures. households with malnourished children are often targeted for selective food assistance. This may undermine peoples dignity since it may encourage parents to keep their

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children thin so that they continue to receive selective rations. This can also apply when general rations are provided.

where assistance is targeted through local clan systems, people who fall outside such systems (e.g. displaced individuals) are likely to be excluded.
displaced women, girls and boys may be exposed to sexual coercion. people suffering from HIV/AIDS may be exposed to stigma. Confidentiality should be observed at all times. 4. Access to and use of facilities and services: peoples use of facilities and goods provided are affected by many factors, such as access, security, convenience, quality and whether they are appropriate to needs and customs. Access may be particularly constrained in situations of armed conflict, and by factors such as corruption, intimidation and exploitation (including for sex). Wherever possible, factors that limit the use of facilities should be dealt with through community mobilisation or revisions to the programme. It is essential to ensure that consultation before and during programme implementation includes adequate discussion with women, children and other vulnerable groups, for whom the constraints on use are likely to be greatest. 5. Monitoring errors of exclusion and inclusion: when a targeting system fails to reach all of the vulnerable people in need following a disaster, individuals or groups can quickly develop critical needs. Provision should be made for updating and refining targeting and distribution systems to achieve more effective coverage.

Common standard 5: monitoring

The effectiveness of the programme in responding to problems is identified and changes in the broader context are continually monitored, with a view to improving the programme, or to phasing it out as required.

Key indicators (to be read in conjunction with the guidance notes)

The information collected for monitoring is timely and useful, it is recorded and analysed in an accurate, logical, consistent, regular and transparent manner and it informs the ongoing programme (see guidance notes 1-2). Systems are in place to ensure regular collection of information in each of the technical sectors and to identify whether the indicators for each standard are being met. Women, men and children from all affected groups are regularly consulted and are involved in monitoring activities (see guidance note 3). Systems are in place that enable a flow of information between the programme, other sectors, the affected groups of the population, the relevant local authorities, donors and other actors as needed (see guidance note 4).

Guidance notes
1. Use of monitoring information: disaster situations are volatile and dynamic. Regularly
updated information is therefore vital in ensuring that programmes remain relevant and effective. Regular monitoring allows managers to determine priorities, identify emerging problems, follow trends, determine the effect of their responses, and guide revisions to their programmes. Information derived from continual monitoring of programmes can be used for reviews, evaluations and other purposes. In some circumstances a shift in strategy may be required to respond to major changes in needs or in the context.

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2. Using and disseminating information: information collected should be directly relevant to the
programme in other words, it should be useful and acted upon. It should also be documented and made available proactively as needed to other sectors and agencies, and to the affected population. The means of communication used (dissemination methods, language, etc.) must be appropriate and accessible for the intended audience. 3. People involved in monitoring: people who are able to collect information from all groups in the affected population in a culturally acceptable manner should be included, especially with regard to gender and language skills. Local cultural practices may require that women or minority groups be consulted separately by individuals who are culturally acceptable.

4. Information sharing: monitoring and evaluation activities require close consultation and cooperation across sectors. For example, during a cholera epidemic, information should be continually shared between water and sanitation agencies and health agencies. Coordination mechanisms such as regular meetings and the use of notice boards can facilitate this exchange of information.

Common standard 6: evaluation

There is a systematic and impartial examination of humanitarian action, intended to draw lessons to improve practice and policy and to enhance accountability.

Key indicators (to be read in conjunction with the guidance notes)

The programme is evaluated with reference to stated objectives and agreed minimum standards to measure its overall appropriateness, efficiency, coverage, coherence and impact on the affected population (see guidance note 1). Evaluations take account of the views and opinions of the affected population, as well as the host community if different. The collection of information for evaluation purposes is independent and impartial. The results of each evaluation exercise are used to improve future practice (see guidance note 2).

Guidance notes
1. Establishing criteria: evaluating humanitarian assistance programmes is not an easy task
since disasters are characterised by rapid changes and a high degree of uncertainty. While qualitative methods are more likely to capture the intricate nature of disaster responses, those evaluating such programmes should be prepared to use different methods and compare and weigh the results to arrive at valid conclusions.

2. Subsequent use of information: evaluations should result in written reports, which are shared to contribute to transparency and accountability, and which allow for lessons to be learned across programmes and agencies that lead to improvements in humanitarian policies and practices.

Common standard 7: aid worker competencies and responsibilities

Aid workers possess appropriate qualifications, attitudes and experience to plan and effectively implement appropriate programmes.

Key indicators (to be read in conjunction with the guidance notes)

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Aid workers have relevant technical qualifications and knowledge of local cultures and customs, and/or previous emergency experience. Workers are also familiar with human rights and humanitarian principles. Staff are knowledgeable about the potential tensions and sources of conflict within the disaster-affected population itself and with host communities. They are aware of the implications of delivering humanitarian assistance, and pay particular attention to vulnerable groups (see guidance note 1). Staff are able to recognise abusive, discriminatory or illegal activities, and refrain from such activities (see guidance note 2).

Guidance notes
1. Staff need to be aware of the extent to which crimes of violence, including rape and other
forms of brutality against women, girls and boys, can increase during times of crisis. Fear of harassment and rape forces women into forming alliances with soldiers and other men in positions of authority or power. Young males are vulnerable to forced conscription into fighting forces. Staff and field partners should know how to refer women, men and children seeking redress for human rights violations, and be familiar with procedures for referring survivors of rape and sexual violence for counselling, medical or contraceptive care.

2. Staff must understand that responsibility for control over the management and allocation of
the valuable resources involved in disaster response programmes puts them and others involved in their delivery in a position of relative power over other people. Staff must be alert to the danger that this power may be corruptly or abusively exercised. Staff should be aware that women and children are frequently coerced into humiliating, degrading or exploitative behaviour. Sexual activity cannot be required in exchange for humanitarian assistance nor should aid workers be party to any such forms of exchange. Activities such as forced labour and illicit drug use and trading are also prohibited.

Common standard 8: supervision, management and support of personnel

Aid workers receive supervision and support to ensure effective implementation of the humanitarian assistance programme.

Key indicators (to be read in conjunction with the guidance notes)

Managers are accountable for their decisions and for ensuring adequate security and compliance with codes/rules of conduct as well as support for their staff (see guidance note 1). Technical and managerial staff are provided with the necessary training, resources and logistical support to fulfil their responsibilities (see guidance note 2). Staff working on programmes understand the purpose and method of the activities they are asked to carry out, and receive subsequent feedback on their performance. All staff have written job descriptions, with clear reporting lines, and undergo periodic written performance assessment. All staff are oriented regarding relevant health and safety issues for the region and environment in which they are to work (see guidance note 3). Staff receive appropriate security training.

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Capacity-building systems for staff are set up and these are subject to routine monitoring (see guidance notes 4-5). The capacity of national and local organisations is built up to promote long-term sustainability.

Guidance notes
1. Managers at all levels have particular responsibilities to establish and/or maintain systems that promote the implementation of programmes, of relevant policies, and to ensure compliance with rules/codes of conduct. Some humanitarian agencies already have codes or rules that relate to staff and institutional conduct with respect to issues such as child protection or sexual exploitation and abuse. As the importance of such rules is widely recognised, many humanitarian agencies are in the process of developing codes of conduct. Managerial accountability for ensuring compliance is a crucial aspect in the success of such codes. 2. Humanitarian agencies should ensure that their staff are qualified and competent, and
properly trained and prepared, before assignment to an emergency situation. When deploying emergency teams, agencies should seek to ensure that there is a balance of women and men among staff and volunteers. Ongoing support and training may be necessary to ensure that staff can fulfil their responsibilities.

3. All staff should receive appropriate briefings on security and health issues, both prior to their
deployment and when they arrive on-site. They should receive vaccinations and malaria prophylaxis medications (where needed) prior to deployment. Upon arrival, they should receive information aimed at minimising security risks, and should also be briefed on food and water safety, prevention of HIV/AIDS and other endemic infectious diseases, medical care availability, medical evacuation policies and procedures, and workers compensation.

4. Special efforts should be made to promote diversity within the various levels of an organisation. 5. Capacity building is an explicit objective during the rehabilitation phase following a disaster. It
should also be undertaken, to the extent possible, during the disaster/relief phase itself, especially when this is protracted.

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