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					7c Transcript CARE Emergency Toolkit Presentation
Megan Chisholm, Humanitarian Training Coordinator

Slide One Intro:

Hi and welcome to this brief introduction to the CARE Emergency Toolkit. Everything you might need to
know about managing emergencies is available in the CARE Emergency Toolkit. During this 15 minute
presentation, we‟ll talk about what the CARE Emergency toolkit is, why it‟s important for you as senior
managers and how to find the parts that are going to be most relevant to you in your role of leading
CARE‟s emergency responses.

Slide Two What it is:

So what is the CARE Emergency Toolkit?

It is a comprehensive collection of policies, guidelines and tools to help you and your team manage an
emergency response. It sets out the way that CARE does business in an emergency – providing
management protocols and standards to ensure that all parts of CARE can work together to ensure we
implement high quality and effective emergency response programs.

Slide 3 Why it has been developed:

Have you ever found yourself in the field searching for guidelines or tools to help you in a crisis? You‟re
in the middle of a crisis with a million things to do, and you think surely someone else has done this
before!

In the past, CARE has lacked common guidelines and tools for emergencies. Because of this lack of off
the shelf systems and tools, many CARE emergency managers have had to re-invent the wheel over
and over again! Worse, evaluations of our past responses have repeatedly concluded that the lack of
common guidelines and standards has contributed to variable levels of quality and effectiveness of our
responses.

The CARE Emergency Toolkit was developed in response to these problems. It aims to improve the
quality of CARE‟s emergency responses by establishing common protocols, guidelines and tools which
are easily accessible to emergency managers.

Slide 4 What’s in it and who is it for?

So what is in it and who is it for?

“It‟s huge!” I hear you saying! “How can I be expected to know all of that?” Don‟t panic! You‟re not
expected to read it all or know it all! Shortly, I‟ll tell you which parts you should focus on as senior
managers, but first it‟s important to understand how the toolkit is structured, so that you know where to
look if you are trying to find something, and so that you can help your staff know which parts are
relevant for them.

The toolkit was designed so that there are guidelines covering all aspects of our emergency work, in
separate chapters, so that individual users only need to refer to the specific chapters relevant to their
particular job. With this in mind, the toolkit is structured in four parts. Each part relates to a different
user group.

Part One outlines CARE‟s policy and management framework. This includes CARE‟s humanitarian
mandate, emergency management protocols, key policy issues and our accountability framework. Part
1 is relevant to everyone, but especially you! This is the part which senior managers need to know, so
remember this one! We‟ll come back to it in more detail shortly.

Part Two provides Programming Guidelines covering program strategy, sector guidelines, cross cutting
issues and advocacy. This part is for program staff, especially program managers and technical staff.

Part Three are Program Management Guidelines. This is where we cover the practical side of
managing programs from conducting an assessment, to writing proposals, raising funds, managing
donor contracts through to monitoring and evaluation. This part is for Program managers and other
program staff involved in program quality, such as the monitoring and evaluation officer.

Finally, Part Four provides operational guidelines. This includes guidelines for all of the operations and
program support aspects of our work from information management through to logistics and
procurement. This part is for Program support managers, heads of operations units, such as the
finance manager, logistician, the media officer etc.

Have a quick look at the contents for each part so you can see for yourself what each one contains in
detail:

Slide through 5,6,7,8

Slide 9: What do senior managers need to know?

Ok, so now you know everything that‟s in there, what do you need to know as senior managers? You‟ll
be relieved to hear that you can focus on just a few chapters:

1. Everyone needs to understand CARE‟s humanitarian mandate and policies. This is Chapter 2 of the
toolkit.

2. As the manager of an emergency response, you need to have a good overview of all of the policy,
program and operational issues which managers need to juggle. Chapter 3 of the toolkit gives you a
“basic guide to emergency response”. This is a great little guide with checklists to help you make sure
you‟re covering everything off.

3. You need to be familiar with and be able to follow CARE‟s emergency management protocols during
an emergency. These are available at Chapter 4 of the toolkit.

So, what you need to know as senior managers is Chapter 2, 3 and 4. Too easy!

The rest of the guidelines and tools in the toolkit are there as a reference if you need to know more, or
need a template or a tool, or for you to pass to your team members who may need to know individual
guidelines in more detail.

Slide 10 What are the Emergency Management Protocols

So let‟s look in more detail at these emergency management protocols? What are they and how do you
use them?

The protocols are brief statements of policy and step-by-step instructions that guide the application of
CARE policy within emergencies.

They outline the roles of all the involved actors across CARE International (CEG, members and COs)
and are mandatory for all parts of CARE International.
The protocols are designed to make your job easier by providing you with step by step instructions of
what you should be doing at each phase of the emergency. So when an emergency happens, if you‟re
not sure what to do, simply follow the instructions in the protocols. Other CARE people involved in the
response should also be following the protocols, so everyone will be singing from the same songsheet
and our responses will be more coordinated and less confusing!

Slide 11 Phases of Protocols

The protocols are organized according to main phases of the emergency response. These are:

   A.   Pre-conditions
   B.   Phase 1: Preparedness
   C.   Phase 2: Response initiation & start-up
   D.   Phase 3: Resource mobilization & management
   E.   Response quality (across all phases)


Slide 12 most important protocols

While there are many protocols which guide the steps at each of these phases, the protocols which you
as senior managers should be most familiar with are:

A1 – Mandates, roles & responsibilities
A2 – Emergency typology
A3 – Conditions & criteria for response
C5 – Response decision making
C6 – Response initiation

These protocols outline the key roles, responsibilities and critical decisions that you might be involved
in making at the outset of an emergency. The beginning of an emergency can sometimes be chaotic,
complex and confusing, especially for the senior managers right in the centre of it! But the decisions
you make at the outset of the emergency will have an important impact on the overall quality of the
response, for better or for worse, so it is strongly recommended that you familiarize yourself with these
protocols before any emergency, so that you can show effective leadership in your decision making if a
crisis hits.

Slide 13 Ways to use the CET

The most important way that you as senior managers will use the CARE Emergency Toolkit is by
following and applying the protocols.

I‟d like to also highlight other ways that you or your team members could use the toolkit:

 Use it like an online encyclopaedia to search for guidance on any emergency topic
 Consult the key policy issues guidelines when you need to know CARE‟s position on an issue – for
  example- do you know what CARE‟s policy on civil military relations is? Look at the key policy issues
  in Chapter 5 of the toolkit for a briefing.
 Review the basic guide for emergency response during emergency preparedness planning to be sure
  you‟ll be ready to face all of those challenges!
 Use as a learning and training tool – give it to your new staff to help them learn about their role in an
  emergency. Make sure it‟s part of new staff orientation packages.
 Use the checklists and one page cheat sheets as a quick guide to what needs to be done for any
  area of operations. For example, your logistics officer could have the logistics cheat sheet stuck on
  their wall for quick reference.
 Download the tools and use them, for example, you‟ll find formats for situations reports, press
  releases, sample terms of reference and all sorts of other ready made tools. rein
 Cut and paste the text about CARE‟s capacity and approach in key sectors into proposals
 Use it during monitoring and evaluation to see how the response measured up against good practices
 Get online and talk to other emergency personnel in the discussion forum.

Slide 14 Other info:

Finally, I‟d like to let you know a few other facts about the toolkit:

       Its in a user friendly web browser format
       It‟s online: go to www.careemergencytoolkit.org
       For bad connectivity, you can get a disc or download it to your computer
       It has a search function
       It‟s available in English, French, Spanish and Arabic
       There are one page „cheat sheets‟ for every topic
       There are training resources and announcements on the website
       You can email me at emergencytoolkit@careinternational.org for any help, feedback or
        questions

Slide 15 What you should do next:

So that brings us to the end of the presentation. There are two things you should do next:

       First, open up the toolkit and familiarize yourself with it, especially get to know the protocols.
       Second, make sure your team members and staff know about it and how to use it

Good luck and I hope you find the toolkit a helpful resource in your leadership of emergencies.

				
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