The issue of coordinating volunteers during an earthquake response

1. The issue of coordinating volunteers during an earthquake response Lizzy Stileman MSc Disaster Management Specialist

2. Spontaneous Volunteers (SV)

3. Preventing a disaster within a disaster

4. Agenda Introduction Academic study Examples Coordination of SVs Coordination of Aid Agencies Additional considerations Team Rubicon Mapping Summary

5. IntroductionAffiliated Volunteers Attached to a voluntary agency Normally trained for disaster response by their agency Logistical support is provided

6. IntroductionSpontaneous Volunteers • May or may not: • Be a resident • Have good training • Have good intentions • Positive public perception • Curious

7. IntroductionSpontaneous Volunteers (SV) • No association with voluntary organisation • Feel motivated by degree of community ownership • They may be highly skilled • Accountant • Construction • Food Services • Information Technology

8. Academic Study SVs badly used in the past Bigger the disaster, more international SVs Poor publicity – money Create a different disaster Management pre-planned Utilise SVs safely – positive Most SVs arrive at the Response Phase, more use during the Recovery Phase

9. Academic StudyPhases of a Disaster

10. Academic Study SVs first at the disaster: ‘When the earthquake hit Nepal on 25 April, the first responders were community members themselves: neighbours, family-members and friends grouping around to help one another. When rescuers and aid workers started to arrive to help, many community members joined the relief effort, most as unpaid volunteers’. (OCHA 2015)

11. Academic StudyEarthquakes • Likelihood of damage or casualties • >6.5 • Depth of epicenter < 30 km • Distance from population centres within 100km. • Vulnerability: • 31 Mega-cities (defined as having a population >10 million: 1/3 are in earthquake prone zones

12. Examples 9/11 Floods UK 2014 Haiti 2010 Nepal 2015

13. ExamplesCommunication and Social Media Nepal 2015: To identify villages in need of help, the volunteers rely on phone calls and social media, in particular Facebook groups that have been established since the earthquake specifically for this purpose. 

14. Coordination of the SVs • Identify existing local coordination processes and protocols • Identify a volunteer intake coordinating agency • Establish MOUs with the organisations • Who will staff the Volunteer Reception Centres • Equipment needs • Determine location for physical intake

15. Coordination of the SVs Before a Disaster: Encourage non-profit and governmental agencies to effectively involve volunteers in the four phases of disaster. Encourage community members to become affiliated volunteers with existing disaster preparedness, response and recovery agencies (allows for training, best use of skills and prior-vetting).

16. Coordination of the SVs Before a Disaster (continued) Plan and prepare for spontaneous volunteer management Train agencies unable to host affiliated volunteers how to access and manage spontaneous volunteer following an event

17. Coordination of SVsBest use of Volunteer Reception Centres

18. Coordination of SVsVolunteer Reception Centres • Considerations • Square footage • Parking • Ingress/Egress • Potential Locations • Schools • Places of worship • Vacant business/industrial buildings • Tents

19. 1. Intake, registration Volunteer Reception Centre Process Flow Entrance Volunteer processing Volunteer seating Waiting Area Command Staff areas Phone bank 2. Organisation and safety 3. Volunteer processing Data Entry 4. Background check Support (logistics and finance) 7. Job training 6. Maps 7. Job training 7. Job training 5. Issue ID EXIT

20. Coordination of SVsSV Referral / Placement Determine process of vetting which organisations will receive volunteers Determine priority needs and roles of organisations that can use unaffiliated volunteers Research existing liability issues and laws that affect SV.

21. Coordination of SVsHow can national agencies prepare for external assistance? Customs – specialist equipment Liaison – escorts / guides / interpreters Immigration – agreed lists / protocols Legal aspects – criminal liability Key focal points Active participation training

22. Who coordinates in country? INSARAG – International Search & Rescue Advisory Group UNDAC – United Nations Disaster Assessment & Coordination OSOCC – On-Site Operations Coordination Centre UN-CMCoord – UN Humanitarian Civil-Military Coordination

23. Who coordinates in country? The Cluster System

24. Do Aid Agencies have common standards? The Sphere Project A handbook A system of quality & accountability A set of guidelines for aid agencies

25. Additional ConsiderationsCommon Problems with Multination Coordination Political agendas Situational awareness Impact assessment – languages Communication strategy Operating standards

26. Additional ConsiderationsKey Messages Affiliate! Explain how SVs can overwhelm the system Most need volunteers will be during the recovery Give money Cite ways to promote public messaging about the correct way to volunteer through recovery

27. Additional Considerations • Safe roles for unqualified • Use experience • Manage correctly • Prepare • Communicate

28. Additional ConsiderationsPolicy • International Standards Organization • ISO 22319: Involving spontaneous volunteers: A guidance framework 2017 • Security and resilience -- Community resilience -- Guidelines for planning the involvement of spontaneous volunteers

29. Team Rubicon Military veterans Experienced Trained Voluntary Any type of work Get anywhere Will manage SVs Global reach Team Rubicon UK

30. Useful links What3words (3m x 3m grid squares) Maps.me MapMart Humanitarian OpenStreetMap Team (HOT) Map Action

31. Summary Differentiate between spontaneous and affiliated volunteers Identify process for referring donated volunteer services to voluntary agencies Match offered volunteer services to needs Explain the interaction process with the local volunteer centres in the response phase Cite ways to promote public messaging about the correct way to volunteer through recovery

32. Any question?