Guidelines for the Management of Evacuation Centers Department Order No. 36, Series of 1994 I.

Rationale In view of the implementation of Republic Act 7160 otherwise known as the Local Government Code of 1991, the LGU is mandated to undertake the function of providing immediate basic assistance such as food, clothing, emotional support, and temporary shelter as well as the rehabilitation needs of disaster victims. Evacuation usually takes place because of threats or the actual occurrence of flooding, volcanic eruption, fire and other calamities causing serious damage to or destruction of lives and properties. In line with the new mandate of the DSWD to provide technical assistance to the LGU s in the provision of immediate assistance to disaster victims, not only after the immediate impact of disaster but even before the occurrence of the threat, the following standards, rules and guidelines are formulated for direction and guidance of LGUs and ensure system and order in the management of evacuation centers. II. Objectives: General Objective: To save lives and properties, minimize sufferings, and deal with the immediate damage caused by the disaster. Specific Objectives: To handle with reasonable effectiveness the pre, during and post evacuation processes; 2. To provide temporary refuge to individual families who are potentially at risk or in actual danger because of the hazard; 3. To ensure that displaced disaster victims are immediately attended to and provided temporary shelter, food, clothing, domestic items and comfort giving; 4. To provide opportunities, in case of prolonged evacuation, for recovery, rehabilitation and developmental activities through work group/team/room organizing activities, skills development and engaging income generating projects which facilitate recovery of the evacuees to normal family life. Pre-Evacuation Process: Planning Prior to disaster months, preparatory activities, should be planned out such as: 1. Identification of hazards that are likely to pose threats to the community and the families who are potentially at risk. 2. Inventory of resources in the community which includes among others human, physical, and infrastructure resources. 3. Inventory of needs and requirements. 4. Ensure availability of viable communication/information facilities for accurate, timely and clear dissemination of information and warning. 5. Set up system for immediate dissemination of warning with special consideration on type, methods, warning and procedures of dissemination. 6. Determine system of control and coordination of evacuation movement considering: - number of people involved - types of transport used - number of vehicles available - designation of routes and alternative routes - designation of pick-up points - identification of staff coordinating movements - flow of communication/decisions and feedback 7. Identification of evacuation centers considering the following: a. number of families/persons who are in actual danger needing immediate movement or transfer to safer areas. b. number of families/persons who are potentially at risk in the neighboring areas likewise needing evacuation. c. transport facilities to be prepositioned to ferry the families/evacuees. d. viable communication facilities.

Set-up latrines (one latrine for every 20 people) in areas accessible from any part of the camp to encourage its use. 1566. candles. water containers c. Carefully plan out reception requirements at evacuation centers which shall cover the following: . 1.assurance of security for evacuees homes and property .Conduct inspection of available facilities and amenities required in evacuation centers.communication with the evacuation authority .feeding . releases and receipt of relief goods/supplies and materials IV. Evacuation Process: 1. 1. If not possible. 2. 11.1 Water facilities such as the presence of the following: a. 13. gas lamps. water pumps or artesian wells or water tanks b. There should be at least one worker and four volunteers to attend to every one hundred (100) families.inquiries .D. at least one (1) toilet for every 20 families.evacuees self-help B.2 Lighting facility or installation of electricity.5 Stockpile for one week of relief supplies and other domestic items . Organization: 1. Staffing: 1.3 Adequate comfort rooms or toilets.general care. potable water for drinking 1. 14. 3.registration . 1 Center Coordinator 2 SWO I to assist in direct relief service delivery 1 SWO I to handle NGOs desk and volunteers activities 1 Welfare Assistance to act as Public Relation Officer and take charge of reporting and records 1 Welfare Assistance to take charge of the food distribution. mats or cartons for sleeping areas b. 1. The number of support staff for every 500 families and above in prolonged evacuation are as follows: (Please refer to annex the functions of the workers).Conduct drills and exercises in evacuation centers to ensure order in the movement of disaster victims.medical and health arrangements . blankets and mosquito nets 1. clothing. 10. The various teams of the DCC should be organized during the pre-disaster months. 9. Latrines shall be put up. 12.4 Space/material/supplies for sleeping purposes: a. flashlights. a Disaster Coordinating Council shall be organized at the Provincial level down to the barangay level. C. As provided for in P. 2. domestic items and medicines to be able to immediately meet the needs of disaster victims to include reporting forms. The DCC specially the Relief and Rehabilitation service teams/ committees. The number of support staff for the evacuation center shall be dependent on the number of evacuees. Conduct training/orientation of worker including volunteers involved in the management of evacuation centers. welfare and accommodation . matches and other indigenous lighting system in the area should be made available. Preparation of spot maps indicating the danger zones to ensure order and avoid panic and chaos during the actual evacuation. Installation/posting of directional signs in conspicuous places to direct people to the location of the evacuation centers. These should be sustained and functional as a planning body in the identification/designation/setting up of permanent and alternate evacuation centers. Preposition stockpile of foodstuff.8.

8 Compost pits.enhance the complementation and supplementation of the services between GOs and NGOs during disaster operations and the implementation of developmental activities that may be pursued after the disaster operations as part of rehabilitation.2 A Disaster Welfare Inquiry Desk shall: . police and security warehouse. few chairs and sleeping space for use of workers assisting the evacuees.respond to inquiries of people residing within the country or abroad on the status and/or conditions of their relatives. pain. fears and trauma.Standard Operating Procedures .1 An NGO Desk shall: . Briefly make a run-down of agreements along: . 5. Activate the Disaster Welfare Inquiry Desk and Non Government Organization (NGO) Desk.serve as advisory/source of advise/information for NGOs as the areas/ centers needing assistance. 6. the type and volume of assistance manpower needed and the number of persons/families needing such assistance. stressing that round the clock service will be provided for the victims.Visibility thru use of identification cards/name plates. empty big cans/drums and large plastic bags for garbage disposal. jackets.7 Space for working which can accommodate at least a table. acquaintances who are victims of disasters especially those in evacuation centers or those in communities adversely affected by disasters. 1. Activate the evacuation center. friends. 6. shirts. elderly.serve as the source of advise/information for media and other concerned units/individuals. washing and laundry. designate and appropriately level specific locations of Disaster Operation Center. disabled and pregnant women.organize and systematize distribution of relief assistance by NGOs. 1.1 Identify and immediately extend comfort giving to victims manifesting anxiety. Designate the persons incharge and review its main functions and responsibilities: 3. Disaster Welfare Inquiry Desk. . with markings for easy identification . 4. NGO Desk and rooms for occupancy by victims classified by places of origin. 2. Conduct a short briefing of all the staff to be involved in the operation.and materials. Streamers and signboards shall be displayed at Evacuation Centers for identification and visibility. blazers. 6.3 Immediately provide mass feeding or RTEF during the first two (two) days of emergency operation. . Special attention is given to unaccompanied children. Provide evacuees with basic requirements of food and non-food items. 6.2 Ensure availability at all times of adequate supply of water for drinking. 1. sick. GOs and POs to disaster victims in order to maximize use of resources by avoiding duplication of services and assistance thus covering more areas and reaching more beneficiaries/effected population . emergency clinics/health station. Register names and places of origin of incoming evacuees and assigned to their designated rooms.6 Storage space for stockpile commodities. flow of information and feedback 3. .Decision-making. 3.

name. 14. age and sex of family head .8 Plan out drills and exercises for evacuees to undertake while in the evacuation center to be prepared at all times for impending danger. 14.2 Mobilize the working groups among evacuess.4 Receive/allocate/distribute relief goods either purchased/donated.9 Conduct periodic group and general assembly meetings to discuss policies. 14. to get them involved in the activities at the evacuation centers. Committee on survey and masterlisting c. 7. 14. Committee on sports and recreation 12. 10. including their membersinformation to be gathered shall be limited only to the following: .5 Evacuees shall sign in the relief distribution sheets for any assistance received. Conduct orientation of Committee members on their duties/ responsibilities 13. 14. such assessment should not interfere with immediate provision of food assistance during the first three (3) days of disaster operation.10 Prepare updates and submit disaster monitoring reports regularly or as often as needed. 9. 6.7 Post spot maps indicating location of families and danger zones.5 Set up rules and guidelines for all entities operating in evacuation centers. Undertake/Implement the following activities/services at Evacuation Center: 14. 14. 14. sick persons and the the elderly evacuated at the center. Committes to be organized shall include but not limited to the following: a. Committee on drills and exercises f. services extended. Conduct a masterlisting of families evacuated. 14.3 Undertake updating of masterlist opf evacuees as basis for allocation/distribution of relief goods and for the preparation of rehabilitation activities for victims. Assess other needs of evacuees and determine their eligibility for other social welfare 11. Assist the evacuees in the identification and selection of their respective room leaders. Post masterlist of occupants in their respective rooms. Committee on relief (tasks to undertake food distribution and preparation of relief distribution sheets for ready use. workers manning the center including NGOs and GOs including policies and procedures in allocation/ distribution of relief goods to avoid confusion/complaints among evacuees and guidance to entities operating in the center.4 Give priority attention to 0-6 years old children. 14. ages and sex of family members 8.1 Set up community kitchen and undertake mass feeding immediately or as necessary. Reports/Documents to be prepared shall . 14. d. Committee on community kitchen/mass feeding and food preparation e. source/costing of assistance. concerns/problems and plans and option of evacuees. However.6 Maintain and update disaster bulletin board indicating number of evacuees by families/persons. places of origin. Committee on cleanliness and sanitation b.6. Organize evacuees into work brigades/committes/sub-committes. Consolidate masterlist and come up with profile of evacuees.

Ensure proper management of resources including donations received. Relief Distribution Sheet h. 1. Special attention should be given to long term problems caused by disasters.3 assessment on the strengths and weaknesses of systems and strategies employed during the emergency operation. Stock inventory and request for replenishment of stocks 14. other NGAs/ volunteers operating in the evacuation center to ensure systematic and orderly operation and management of the evacuation center.1 The evacuees shall sign in the relief distribution sheets for any assistance received. goods received. 15.2 All donations to centers received should be properly receipted/ acknowledge/recorded.include but not limited to the following: a.1 extended need for medical need 16. Weekly updates/consolidation or relief goods received and released.11 Install recording/filling system 14.needs and problems . Minutes of meetings of staff. Assist families in preparing their rehabilitation plan. Post-Evacuation Process Conduct assessment to cover the following areas: 1. Stock cards to be posted at bodega g. 16. 19. e. d. relief efforts. Conduct consultation sessions with evacuees to discuss among others the following areas: .2 assessment of families served to determine who should be sent home and who needs further assistance. Initiate regular consultation with other service providers and NGOs. . POs present to them the results of consultation dialogue with evacuees and identify areas support. 1.3 Relief goods should be stored properly to ensure protection from rodents and other infection. existing and prospective rehabilitation efforts . These are: 16.4 For easy accounting and monitoring. 15. V. Narrative and statistical disaster monitoring report k.inventory of skills and identifying skills required 18. 15. allocated. Index cards for supplies/materials/equipment f. consumed and balances should be prepared daily and consolidated on a weekly basis. Masterlist/profile of evacuees b.12 Link with the Disaster Coordinating Council.plans and action . 15. NGOs.update on disaster situation. 15.1 management of pre-evacuation and evacuation activities at the Evacuation Centers with other service providers and leaders of evacuees.2 surveillance of communicable diseases 16.3 care for orphans or unacccompanied children 17. NGOs/NGAs and evacuees j. NGOs/NGAs volunteers directory i. RIVs/acknowledgement letters/receipts of relief goods received whether purchased or donated. Form 200/Family Intake Sheet c.

The narrative terminal report shall contain among others the following information: 2. Emergency Indicators and Minimum Standards Malnutrition Emergency Indicators >10% of <5 age group moderately malnourished w/ nutritional diseases Severe malnutrition for <5 age group MUAC<11. shelter assistance (core shelter or emergency shelter).activation of Disaster Relief and Rehabilitation Service teams .Recommendation for Further Action 2.0 cm WFH/WFL<70% Z-Score<-3 Moderate malnutrition for <5 age group MUAC<11.3 learning Points .5 Annexes: . etc.GO & NGO linkages . 4. If Evacuation Center is already deactivated.Statistical Report . conduct a general cleaning and fumigation of all rooms. disaster management. cash for work. etc. regular personnel and volunteers . Undertake inventory of all its supplies and equipments and store these to safe rooms.stockpiling . Discuss with evacuees arrangement for their return to their homes or relocation to other areas. injured. capability building activities.Strengths/Innovation .4 Highlights of Rehabilitation Action . and missing victims .deployment of manpower pool.0 and <13.Summary and Budget Requirements 2.etc.1 Situationer: nature and date of disaster occurrence. 5.2. replenishment of stockpile. This shall be a component of the terminal report for submission to higher authorities. supplemental feeding.Masterlist of deads. 3. food for work. Among the projects/activities which could be considered are: emergency shelter assistance. Documentation of Post-Evacuation Assessment.setting up of Disaster Welfare Inquiry Desk and NGO Desk .trainings/capability building activities . day care service. areas and population affected including casualties and extent of damage to properties and livelihood activities.00/day: emergency phase <1=Under control 1=Serious condition >2=Out of control .Action Taken . injured and missing victim .Masterlist of dead. 2.Detailed Rehabilitation Plan which contains specific activities/proposed projects to be undertaken. 2.5 cm WFH/WFL<70% and <80% Z-Score<-3 and <-2 Mortality Rate Emergency Indicators Crude Mortality Rate (CMR): Single most important indicator of serious stress in DPs CMR= death/10.2 Disaster Response Emergency services extended including CISD Strategies used/adapted .

5 m2/person Minimum total site area = 30 m2/person Minimum Sanitation Requirements At least 1 toilet for every 20 persons Maximum of 1 min.100 kcals/person/day Minimum Shelter/Space Requirements Minimum shelter space = 3. walk from dwelling to toilet (>5m and <51m) .>4=Major catastrophe Mortality rate for <5 age group 1=Normal in a developing country <2=Emergency phase: under control >2=Emergency phase: in serious trouble >4=Emergency phase: out of control Minimum Water Requirements Minimum maintenance = 15-20 liters/person/day Feeding center = 20-30 liters/person/day Health center = 40-60 liters/person/day 1 tap stand/200 people not >100m from users A large quality of reasonably safe water is preferable to small amount of pure water Minimum Food Requirements Minimum maintenance = 2.

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