An Unmet Needs Committee (sometimes called a Disaster Resource and Recovery Committee) is composed of representatives from agencies that serve survivors of a disaster. Its mission is to strengthen area-wide disaster coordination by sharing information, simplifying client access to assistance agencies by avoiding duplication and jointly resolving cases with disaster-related needs not being met through one agency's resources. The Committee is often the "place of last resort" for Case Managers.
Some organization (i.e. American Red Cross, Salvation Army, A Local Community Ministry, UMCOR, VOAD, or the FEMA VOLAG), will act as a convener. Some times, in the early days of the disaster, this is a statewide committee which acts on behalf of all disaster affected communities until local or regional committees are in place.
Any recognized nonprofit agency which serves disaster clients in the community may sit on the committee. Agency representatives must have decision-making authority for their organizations.
A coordinator is selected and facilitates each meeting. A regular meeting day and time are important. And, meetings may be frequent in the early days of relief and recovery, depending on the needs.
Information on the status of recovery and community resources is shared within this group. Any policy issues can be discussed as they surface. From time to time there may be a need to interface with a group not represented as well.
Each organization present will present cases if they are unable to meet client needs with their own resources. All cases presented to the committee must be accompanied by a "Release of Confidential Information signed by the client. Through discussion and sharing of options, the committee will jointly develop a plan to meet the needs of each case brought before it. The presenting agency retains its role as primary case manager, coordinating the additional resources that might come forward. In fact it is very important that each organization retain its identity in the process and that no organization tries to control the whole. This coordinating committee is simply a means of supporting each agency and eliminating duplications of effort as we work together in disaster relief.
Commitment of resources by an organization is voluntary and based upon that group's criteria. It is possible that the group will not be able to help. Again, each agency has their own identity, resources and guidelines that they must follow in responding to a disaster.
Professional standards of confidentiality will apply to the committee as a whole. In other words, the information shared stays in the room!
For United Methodists, the Casework Supervisor, or designee, serves as our agency representative. Case Managers may attend to present individual cases. The Case Manager needs to make and bring multiple copies of the "Presentation Form." and the Release of Confidential Information. " The Case Manager will have verified all information and confirmed other agency contacts. Only disaster-related needs are presented, with documentation explaining why they are unmet.
Protecting Client Confidentiality
To protect confidentiality, the following method of maintaining files is suggested:
1. Number all case files with either the FEMA Case Number or some other numbering system that will be consistent in all cases. (Example: 029-MST-96, where 029 is case number; MST is Case Manager's initials; 96 is the year)
2. Attach a "Forms Checklist" on the front inside cover of each case folder, noting what has already been completed.
3. The records should never leave the office.
4. Talk about cases in the office, never in public, like a restaurant. Having a public discussion about a case and just not mentioning the client's name isn't enough to maintain confidentiality.
RECORD KEEPING FOR THE CASE MANAGER
The Case Manager will want to keep a separate file on each referral. In this file should be the following:
1. The referral from the Casework Supervisor.
2. The "Forms Checklist".
3. A copy of the "UMCOR Needs Assessment Survey" as filled out by the I&R Worker.
4. The original "Release of Confidential Information. "
5. A copy of "Information for Helping the Family Make a Plan for Recovery".
6. Copies of FEMA forms, verification of income and other agency documents that relate.
7. Copies of referrals of the client to other agencies, pastors or mental health organizations.
8. Copies of the "Case Presentation Form" presented to the Unmet Needs Committee. (Results of the presentation should be recorded on the same form.)
9. A copy of the "Family Plan for Recovery".
10. A history of the family's experience with the disaster, taken orally.
11. Copies of letters, documents which directly relate to the client.
12. A "Call Record Form", with a record of every visit and telephone call the Case Manager or a representative has with the client or members of the family.
II. UMCOR Needs Assessment Survey with Instructions
III. UMCOR Assessment for Children and Youth
IV. Release of Confidential Information form (sample #1)
V. Release of Confidential Information form (sample #2)
VI. Information for assisting the individual or family to make a recovery plan
VII. A Client Plan for Recovery
VIII. Information Check List for Unmet Needs Committee Consideration
IX. Record-keeping for the I & R Worker
X. Case presentation form for Unmet Needs Committee (sample #1)
XI. Case presentation form for Unmet Needs Committee (sample #2)
XII. A Plan for Debriefing (for use by Casework Executives and Supervisors)
XIII. Outline for Training (for use by Casework Executives and Supervisors)
Case Number
Release of Confidential Information Form
Call Record
Needs Assessment Survey
Information for Helping the Family Make a Plan for Recovery
FEMA forms
Verification of income
Case Presentation Form
Family Plan for Recovery
Call Record Form
Family History
Initial Interview
Home Visit
Return Visit
Return Visit
Return Visit
Return Visit
Return Visit
Return Visit
Client Name Case #
Reason for Visit or Call
Whom Did You Talk To?
Action Taken or Decisions Made, if any:
Reason for Visit or Call
Whom Did You Talk To?
Action Taken or Decisions Made, if any:
Reason for Visit or Call
Whom Did You Talk To?
Action Taken or Decisions Made, if any:
Reason for Visit or Call
Whom Did You Talk To?
Action Taken or Decisions Made, if any:
Reason for Visit or Call
Whom Did You Talk To?
Action Taken or Decisions Made, if any:
Reason for Visit or Call
Whom Did You Talk To?
Action Taken or Decisions Made, if any:
(TO BE USED FOR INITIAL VISIT)
CASE #
Disaster Location Date
Head of Household Spouse
Pre-Disaster Address
Primary Residence Home Owner Renter Other
Y/N Y/N Y/N
Type of Home Flood Plain?
Current Address
Phone:
Day
Night
Name and Address of Nearest Relative
Damage Code(s)
(D-Destroyed; Maj-Major; Min-Minor; N-none; MH-Mobile Home; RV-Recreational Vehicle; BI-Bodily Injury; D-Death)
Damage Too: ___ Roof ___ Walls ___ Windows ___ Foundation ___ Floors ___ Furniture
___ Clothing ___ Food ___ Appliances ___ Furniture ___ Plumbing ___ Water Heater
___ Out Buildings
Describe Losses
Insurance Coverage
Company
Policy
#
Agent
(F)ull (P)artial (N)one
Income Source: Employed__ Social Security__ Public Assistance__ Self-Employed__ Disability__
Other Social Security #
Others living in the home
DESCRIBE IF LOSS OF LIFE/BODILY INJURY
ASSESSMENT SURVEY (Continued)
ASSISTANCE NEEDED
None__ Resource__ Information__
Food__ Help with Forms__ Clothing__ Someone to Talk to__ Temporary Housing__ Visit from Pastor__
Furniture__ Medication (Kind )
Help with Labor (Describe )
Health Needs (Describe)
Building Materials (Describe)
Other Needs (Describe)
Other Agencies Talked to
Agency Name
Help Given
Agency Name
Help Given
INTERVIEWER NAME
DATE
NOTES:
Assignment sheets will list the general location of homes to be visited by the I & R Worker or Case Manager. Whenever possible, a name, address and damage code are provided on the sheet before the visit. Codes are: D - destroyed; Maj - Major; Min - Minor; N - none; MH - Mobile Home; RV -Recreational Vehicle-, BI - Bodily Injury; D - Death
The names of survivors come from many sources: People who apply to FEMA and/or American Red Cross for assistance who have additional unmet needs will be encouraged to also apply to other agencies. However, for various reasons some individuals will not approach FEMA or the Red Cross for help. Casework Supervisors may need to ask police, postal workers, fuel delivery drivers, clergy, neighbors, relatives and others who are familiar with the community to find survivors.
When the I & R Worker or Case Manager makes the initial home visit, the family may not be there. If possible, gain information from relatives or neighbors as to where the family might be staying. Write down the name of the person asked for this information.
NAME: Head-of-Household. Verify identity, so you know that you are indeed talking to the right person. Check for errors of the spelling of the name on the assignment sheet.
CASE NUMBER: Leave blank; this will be assigned by the recovery organization,
DISASTER: This is the name of the disaster, i.e., Hurricane Bill, Midtown Flood, etc.
PRE-DISASTER ADDRESS - Where the family was living when the disaster hit.
CURRENT ADDRESS: If the same, write SAME. If family is living with someone else, give their name and relationship.
PHONE NUMBERS: Phone where family can be reached. May need a relative's or neighbor's number. If so, write relationship by the number, i.e., "Mother's"
ESTIMATE OF DAMAGE: This is the interviewer's best guess. This refers only to actual structural damage you can see. (Damage only to their primary dwelling. We don't help with second or vacation homes.) Look at the roof, walls, and floors.
OTHER LOSSES: List other buildings, personal belonging, farm losses, vehicles, etc.
NEAREST RELATIVE: Whom to contact in case of an emergency.
INSURANCE COVERAGE: If that hasn't been settled yet, indicate on form that the claim is still open. If the person has enough insurance to cover their loss, indicate that. Remember insurance is their first resource.
FEMA NUMBERS: If this disaster has a Presidential Declaration, and the survivor has not yet made application for Federal assistance, strongly urge them to do so. The FEMA application process is open for 60-days after the declaration. (In rare circumstances this might be extended an additional 30-days.) After the time for applying has expired, persons will not be eligible for any state or federal assistance. FEMA, and most state assistance, is currently not available to undocumented persons. Application can be made by phone (number widely publicized in the disaster area) or in person (locations also publicized).
If survivors have applied, record the number carefully. This number is vital for future assistance. The same is true of the Social Security Number.
NAMES AND AGES OF FAMILY MEMBERS & WHO ELSE LIVES THERE: List all persons living at this address at the time of the disaster.
BODILY INJURY/DEATH: Record brief information - include name and age of injured or deceased. Some family members might be in the hospital and have uninsured medical costs in addition to other disaster related expenses.
ASSISTANCE NEEDED: Perhaps insurance will cover their physical/ material needs, but the children and adults may need emotional/ spiritual counseling. If they have lost food in a freezer and this will cause a hardship, mark "food" and write "freezer" next to it. A freezer full of food is especially important in rural areas. Is there a problem with medication? If a client is disabled, homebound or other health-related problems, record. "Other" may include utilities, transportation or other needs not listed.
TYPE OF HOME: Primary residences only, i.e., single family; primary residence multiple family (or extended family); apartment; disabled-accessible; mobile home; a recreational vehicle (some retired people and construction people will use RV's as their home)
OWN OR RENT: Possibly important for future decisions.
FLOOD PLAIN: Possibly important for future decisions.
OTHER AGENCIES CLIENT HAS TALKED TO: Make sure to list all assistance given. We may need to cross reference and work cooperatively.
NOTES: Mark "Urgent" or "Emergency" if, in your opinion, immediate response is important.
Other possible classifications: "No present needs," "Long-range," "Check back in - months," "Information Only," "Follow-up necessary next week," etc.
* Please ask survivors if they know of others who have not received help. Make a list and give them to the Casework Supervisor.
If there are children/youth in the family, use "UMCOR ASSESSMENT FOR CHILDREN & YOUTH. '(See next section) List names and ages of all who are still in school. Include those in technical school or college. If they are still in the school ("yes"). If not, then find out why. Did the disaster destroy the building? Is the child not attending because of disaster related emotional problems?
Inquire if the family notices behavioral problems since the disaster, i.e., bed wetting, nightmares, sleeplessness, lack of concentration, crying, hyper-activity.
* Note: Use carbonless forms: I copy to client; I copy to recovery agency
UMCOR ASSESSMENT FOR CHILDREN AND YOUTH
(TO BE USED FOR INITIAL VISIT) Children and youth who survive a disaster need special consideration. Resources, such as extra help with schooling, counseling, group camps and activities led by trained adults are often available. If there are young people in the home, the following information is vital for planning.
Please complete the following and return to the Casework Supervisor along with the UMCOR Assessment Form and the Release o Confidential Information Form. Include the names of all children and youth under the age of 18 who were living in the home at the time of the disaster.
Date of visit
Name of child Age Gender
Name of School Attended: Grade In School Now?
Name of child Age Gender
Name of School Attended: Grade In School Now?
Name of child Age Gender
Name of School Attended: Grade In School Now?
Name of child Age Gender
Name of School Attended: Grade In School Now?
Name of child Age Gender
Name of School Attended: Grade In School Now?
Name of child Age Gender
Name of School Attended: Grade In School Now?
Permission is granted to contact my child's/children's school and offer assistance to the child or to the school community.
Parent or Guardian
Witness
Sample #1
RELEASE OF CONFIDENTIAL INFORMATION
(TO BE USED FOR INITIAL VISIT)
I, hereby authorize the disaster agencies listed below
(print name)
to release or obtain my confidential case information that is relevant and necessary for the purpose
of providing assistance caused by
(disaster)
Signature - Head-of-Household
Signature
- Spouse
Date Date
Type of Identification provided Type of identification provided
Current address
City-State-Zip Code
Pre-disaster address
City-State-Zip Code
FEMA Control Number
Phone numbers
Name of agencies that would be authorized to use this release:
This release of information will end on
Date
I & R Worker's Signature
Sample #2
RELEASE OF CONFIDENTIAL INFORMATION
I. I, , hereby authorize the to release to the agency or person(s) designated below any information maintained by the
That is relevant for the purpose of providing assistance for my needs and/or the needs of myfamily caused by the disaster.
II. I, hereby authorize the agency or person designated below to release to the un-met Needs Committee or persons designated below any information maintained by the agency or person that is relevant and necessary for the purpose of providing assistance for my needs and/or the needs of my family caused by the disaster.
III. I further understand that the release of this information does not guarantee that assistance will be provided, but that without the information my case cannot be presented to the Unmet Needs Committee for consideration.
IV. Name of Agency or Designated Person:
Signature (Head-of-Household)
Signature
- Spouse
Identification Date Identification Date
INFORMATION FOR ASSISTING THE INDIVIDUAL OR FAMILY MAKE A PLAN FOR RECOVERY
Note: A "Release of Confidential Information" is required before presenting this information to an UNMET
Needs Committee or any agency or individual.
Check below if verified
FEMA application made (circle one): yes no
Home Ownership (circle one): yes no
Gross Income:
Current for Head of Household
Source
Current for Spouse
Source
Current for other(s) in household
Source
Current for other(s) in household
Source
Tax Returns for previous years (if available)
Monthly Living Expenses:
Rent Utilities
Food Car Expense
Medications Other Significant Expenses
Mortgage
(Describe):
Resources:
Cash on hand or in bank
SBA loan FEMA Assistance
Insurance IFG
Red Cross Other
Estimates for repair of damaged home:
_______________ Estimate done by:
Estimate done by:
Receipts of expenditures for the following:
Crisis needs Amount
Clothing Amount
Furniture & Household Items Amount
Rebuilding Amount
Other Amount
Total Amount
A FAMILY OR CLIENT PLAN FOR RECOVERY
Date
This is an agreement between
and
, a caseworker
Client
Signature
Case
manager's Signature
representing the
Recovery organization Name
This agreement is a plan for the physical recovery of the above named client\family
whose property was lost on
in
.
Date Name of
Disaster
Forms which remain to be filled out:
FEMA Insurance SBA IFG
Other agencies
Estimates to be acquired:
To repair or rebuild home
From whom?
For furniture, appliances, automobiles and other physical needs
What
From whom?
For clothes
From whom?
Other (List)
From whom?
Client agrees to the following:
A Family/Client Plan for Recovery (Cont.)
Case Manager agrees to the following:
1) Disaster-related needs that cannot be met through regular channels will be presented to the Unmet Needs Committee.
2) To assist client when needed and go with client, if needed, to act as an advocate before FEMA and/or other agencies.
3) To inform client of resources available to meet disaster-related needs.
4) Other:
Information Check List for Unmet Needs Committee Consideration
To be used by Case Manager
Release of Confidential Information
Case Presentation Sheet
FEMA Application Number
Income/ Cash Verifications
Current Income Amount Source
Tax Returns for Previous Year
Bank Statements
Savings Checking
Monthly Living Expenses
SBA Verified
Insurance Benefits Verified
FEMA Verified
IFG Verified
American Red Cross Verified
Other Agencies who have helped Verified
Estimates obtained (two required) Verified
(For construction of home include Estimate Formula Sheet) Receipts of Expenditures (identified as) crisis needs clothing furniture & household rebuilding other (describe)
Home ownership Verified
Temporary Housing
RECORD-KEEPING FOR THE I&R WORKER
When calling on the survivor, the I & R Worker may want to carry a clipboard or loose-leaf notebook. On the clip board or in the notebook will be blank copies of the "UMCOR Needs Assessment Survey, 'the "Release of Confidential Information" and the assignment forms given by the Casework Supervisor.
In addition, a record will be kept of each call, or attempted call.
Date
Address
Name of Head-of- Household. If unavailable, name and relationship of the person(s) talked to.
UMCOR Assessment Survey Form completed? Y N
Release of Confidential Information signed? Y N
No Information Why not?
No one home Will Call Again When?
This was the call at this address.
(1st, 2nd)
Notes:
Sample #1
CASE PRESENTATION FORM FOR UNMET NEEDS
Presenting Agency Date
Case Manager Phone
Client Name
Last First
Current Address
Pre-Disaster Address
FEMA Control #
Names, Relationship and Ages of Family Members:
Income Source
Other Resources: IFG FEMA
SBA Insurance AmRC
Temporary Housing Other
Current Assets All Information Verified Y N
What Information is Unverified? Why?
Pre-disaster Home: Type Damage
Estimates for Repairs
What Has the Family Done Toward Recovery?
What Is Needed to complete Recovery?
Sample #2
Unmet Needs Committee - Case Presentation
Case Name Case # S.S. #
Disaster Impacted Address (Street) (City) (State)
(Zip)
Temporary Address (If Different)
Current Telephone ( ) Alternate or Business Phone
(please explain)(____)
Composition of Family (Name) (Age)
Current Family Income Status: I Same as before disaster ' Less than before disaster 'No family income
Damage to home (if owner-occupied) ' Destroyed ' Uninhabitable Limited
Habitability Habitable
If uninhabitable, date expected to become habitable:
Property Insurance: ' None ' Insurance provided partial coverage ' Full coverage of all damage
Hood Insurance
Unmet Needs Committee
Date Presenting Agency By
Telephone
Unmet Needs Matrix (Provide dollar value estimates for the following. All damages/losses must be disaster-related.
Damage to home (enter, zero if home not owned). …………………… $
Source of damage estimate
If home not owned, cumulative increase in rental expense due to disaster…. $
If owned home is uninhabitable, cumulative temporary housing expense… $
Home furnishings, personal effects loss…………………………………….. $
Employment Loss…………………………………………………………… $
Vehicle loss.....……………………………………………………………… $
Other loss (Specify)
TOTAL LOSS: $
Insurance payments received and/or pending……………………………. $
Red Cross assistance provided ................………………………………… $
FEMA/SBA loans and/or grants approved or pending ............................... $
Federal Individual and Family Grant(s) approved or pending, ..................... $
Other assistance provided (specify below) .................................................... $
Personal resources available ........................................................................ $
TOTAL LOSS: $
TOTAL ASSISTANCE AVAILABLE: $
NET SHORTFALL: $
Provide details of assistance received (Footnotes l&2 If loans/grants are less than applied for and needed, has reconsideration been requested?)
Provide nature of shortfall. What will funds or in-kind donations be used for?
Periodic debriefing of all staff and volunteers is essential to ensure: V A comfortable atmosphere among workers V Proper stress management
That all workers have a sense that someone cares
That errors and gaps in the program are discovered V That needs related to the disaster are being met in the most expedient, efficient way possible.
Each disaster has its own set of problems and opportunities that can be addressed in the debriefing. The following model serves as one way to debrief.
..* Note: The responsible head of the agency must have a written plan for that particular staff.
Debriefing can be done individually or in a group. The surroundings should be comfortable and non--threatening. A supervisor with whom the participant has good rapport may handle the debriefing, or it can be done by an impartial person, such as a mental health professional. Though the answers from debriefing need to be recorded, each participant should be assured that nothing said will be repeated verbatim without permission.
Recognition of the contribution that workers have made is also important. The Annual Conference or Recovery Agency Board should do this and inform the media of the event. Care givers and the survivors need to be able to say goodbye This is an important part of closure.
The first set of questions deals with the disaster.
1. Were you personally hurt by the disaster?
2. When you heard about the disaster, what was your first reaction?
3. Do you have friends of relatives who were hurt or suffered loss? Describe.
4. What are some of the stories about the disaster that stand out in your mind?
5. Do you feel the overall recovery efforts are going well?
The second set deals with the involvement of the church in disaster recovery.
1. How did you hear of the opportunity to serve in this manner?
2. In what ways do you feel the church has made a difference?
3. How has your experience affected your faith?
4. What changes would you suggest?
The third set deals with survivors.
I . Describe the state of mind or physical condition of most of the survivors you encountered.
2. How do you believe you were accepted by the survivors?
3. What helped you the most in your relationship with them?
4. What pleased you most as you worked with them?
5. What was hardest about working with them?
The fourth set deals with the job.
1. Were you properly trained for the job you encountered?
2. Were you properly supervised?
3. Were the forms useful?
4. Do you have suggestions about the training, forms, job description or other matters which might be helpful to the next person?
5. Would you be willing to do this job again or accept another position on a recovery team, i.e., trainer, supervisor, etc., in a future disaster?
Of I & R Workers and Case Managers GW Note: The first session may include I & R Workers and Case Managers grouped together. They should be separated for the second session. Use trainers who are committed Christians, know the church, understand disaster recovery and are informed about casework.
Local pastors and laity may assist with the recruitment of I&R workers. Look to local congregations first, especially to Stephen Ministry volunteers. Set time, date and place for training and notify participants. Provide them with copies of relevant materials from this manual. Be sure to have a map of the disaster-affected area available. Divide the area into manageable sections so assignments can be made at the conclusion of the training.
First Session:
V At the beginning, the trainer should stress the importance of volunteers: how important they are to disaster survivors; how it is an important ministry.
I. Devotions
II. Who are we?
What is the role of the church in disaster recovery?
What is special about this group of workers?
Describe the casework team and how it fits into the entire recovery plan.
III. What are we doing?
Showing God's love and our love as we meet people one-on-one.
Bringing hope as we show survivors the church cares.
Assisting with coordination of recovery efforts.
Seeking resources to meet needs.
ow Note: I(participants are new to disaster, it may be relevant in this segment to have a disaster survivor describe their experience.
IV. Why are we doing it? Because people are hurting and the church cares about that.
ow Note: This may be the place to discuss 'Personal Feelings after a Disaster, 'Stages and Phases "and the video 'Disaster Psychology Victim Response (30 minutes - available from University of Maryland, Instructional Tech. Resources, 5401 Wilkins Ave., Baltimore, MD 21228-5398).
To systematically gain information about what help is needed so Case Managers may assist survivors as they work together toward recovery.
To locate people who have "fallen through the cracks" and haven't received help from agencies.
V.How do we do it? (Without information from FEMA)
Use "7he Interview"
I & R Workers meet survivors in their homes or shelters. I & R Workers gain information by use of " UMCOR Needs Assessment Survey" and 'Assessment for Children. " Refer emergency needs where survivor health or safety is at risk. Return survey forms to Casework Supervisors who evaluate them and refer them to Case Managers.
VI. How do we do it? (With assessment information from FEMA in a Declared disaster) Since FEMA has already completed the screening and determined them eligible for additional assistance, Case Managers are immediately assigned to the client. I&R Workers are not used in this situation.
Note: 7his may be the point to practice interviewing techniques and go over the 'Lead-in Statements. "Also this is a good time to share information on how to recognize emergency situations, i.e., suicidal comments, abuse evidence, etc.
Second Session - for I & R Workers (Refer to Job Description)
I. Train on the use of the " UMCOR Needs Assessment Survey" and 'Assessment for
Children." (See Appendix)
II. Receive survey and record-keeping forms. (See Appendix)
III. Receive assignments.
IV. Set a time and place to return survey forms.
V. Plan for debriefing (See Appendix)
Second Session - for Case Managers
I. The Christian caseworker's role in disaster recovery. (See Job Descriptions)
As Pastoral/Crisis Counselor
As an advocate
As one who enables the client/family
II. Case Management
Record-keeping (See "Record Keeping for the Case Manager)
Setting priorities (See "Priorities for Granting Aid I
Helping the family/client to make a plan (See 'Developing An Action Plan
Attitudes (See 'Protecting Client Confidentiality
Referrals
III. Resources available for recovery
Within the United Methodist "connectional" church community
Other agencies
Federal Resources
State and local resources
The Unmet Needs Committee (Use "The Unmet Needs Committee
Personal, friends and family - external and internal resources of the client
IV. Other FEMA's national mitigation policy and how it impacts recovery The plan for church involvement and the caseworker's role in it To whom to report and when Plan for debriefing What to do about stress and burnout.