RECEPTION CENTRE

							The Reception Centre First In Check List was developed to help those individuals
and Reception Centre Manager’s with a check list to follow when opening up a
Reception Centre.

This First In Check List was tested during Safe Haven and was found to be a
very helpful tool.
                        RECEPTION CENTRE
                       FIRST IN PROCEDURES

1) Request to set up a Reception Centre will only be given by one of the
   following SEP Personnel:
        SEP Director/Deputy Director
        SEP Coordinator/Deputy Coordinator
        ESS Director

2) Ask for the following information:
       Request Task Number
       How many estimated Evacuees
       Determine an appropriate location and size of facility for Reception
          Centre
       What is the timing, does the Reception Centre need to be opened
          immediately, or is it an evacuation Alert.
       Determine an estimated number of volunteers required (refer to
          attached description of activation levels) REMEMBER – it takes
          20 to 30 minutes to process one registration so 1 volunteer can
          process 2 to 3 evacuees in one hour, 2 volunteers can process 4 to
          6 evacuees, and so on.
       Verify location of closest Reception Centre Kit

3) Contact the agreed upon Reception Centre facility and ensure availability.
   Request that the facility operator/manager meet at the facility to assist in
   opening.

4) Contact required number of volunteers from Contact list using attached
   call out procedure.

5) Take care of all personal affairs, family, work and make sure to grab your
   “grab and go” bag.

6) Retrieve the Reception Centre kit and travel to the Reception Centre.

7) Meet the Facility Operator/Manager, sign over keys to your possession.
   Have the Facility Operator/Manager walk through the building with you
   showing where the location of the following is:
       All light switches
       Electrical outlets
       Breaker Panel
       Table/Chair Storage
       All Entrances/Exits
       First Aid Station (if available)
       Kitchen
       Washrooms
       Receiving/Shipping
       Garbage storage
       Fire Exits and Extinguishers
   Get a 24 hour contact number for Facility Operator/Manager for
   emergency purposes.

8) Look in binder for a floor plan. If one is not available decide on station
   locations based on the attached sample.

9) Depending on activation level and number of volunteers, check off the
   following stations that need to be set up:

      Meet and Greet – no table required
      Security – station may not be needed
      Sign In/Information Centre – table required
      Registration & Referral– table required
      Inquiry– table required
      Volunteer/Staff Management– table required
      Transportation– station may not be needed
      Child Care Area– station may not be needed
      Waiting Area – chairs required
      On Site Goods Distri (Food) – table may be required to set out
        food/coffee
      First Aid/Health Care–station may not be required
      Staff Quiet Area– table required
      Mgmt Team Office(s) – table required if no desks are available
      Communications– station may not be needed
      Documentation Unit– table(s) required
      Search & Reply– table required
      Shipping & Receiving– station may not be needed



10) Once stations have been established, indicate on paper the name of
    station, required number of tables/chairs and tape it to the wall or floor.
    This will assist volunteers who will be setting up the stations.

11) As volunteers start arriving, have them start to set up tables/chairs and
    signage.

12) Reception Centre Manager or a designated other must determine
    Section Chiefs and hand out colored vests based on BCERMs colors.
     Also advise Sections Chiefs to ensure that each of the stations in their
     sections must be appropriately manned by volunteers. If not, discuss
     with the RC Manager. All ESS workers must wear a vest.

13) Once stations have been fully set up, including designated volunteers,
    make an announcement for a representative to gather appropriate
    supplies from the Reception Centre Kit. The following stations have
    specific items they need to acquire (other than general office supplies
    such as pens, pencils, etc.) before they are able to perform their roles:

 Meet & Greet – Evacuee Information Sheet (Documentation Unit)
                      Brochures
 Documentation Unit – All Forms
                              File Tote
                              Handouts
 Registration – ESS Registration Forms (Documentation Unit)
                      Registration Instruction Guide (Documentation Unit)
                      Registration Restricted Instruction Guide (Doc Unit)
                      Change of Info Form (Doc Unit)
 Registration & Referral - ESS Registration Forms (Doc Unit)
                      Registration Instruction Guide (Doc Unit)
                      Registration Restricted Instruction Guide (Doc Unit)
                      Change of Info Form (Doc Unit)
                      Referral Forms (Doc Unit)
                      Referral Form Instruction Guide (Doc Unit)
                      ESS Rates Sheet
                      Invoices for Host Family (Doc Unit)
 Inquiry – Inquiry Cards (Doc Unit)
              Inquiry Card Instruction Guide (Doc Unit)
 Search & Reply – Search & Reply Procedures & Guidelines
                      Search & Reply Screening – Change of Info
                      Search & Reply Screening – Inquiry
                      Search & Reply Screening – Registration
                      Search & Reply Search Desk
                      Search & Reply Standardized Replies
 First Aid – First Aid Kit from Reception Centre Kit
 Volunteer/Staff Mgmt –
 On Site Distribution – Need to start making coffee, food, asap
                              Food Safe Manual (Reception Centre Kit)

14) Make sure to display on a large whiteboard or Flipchart paper the Task
    #, Reception Centre (facility) name, Reception Centre address,
    Important Phone Numbers, and a 72 hour clock to assist those
    volunteers filling in Referral forms.
15) Provide each Registration and Referrals station with a list of
    APPROVED Suppliers along with mailing address.

16) Assign a Logistics person to begin calling accommodations to ensure
    room availability.

17) Have Information Officer/Reception Centre Manager identify locations
    to post public advisories (meetings, media releases, event updates,
    evacuation updates) should be one located outside and one centrally
    inside.

18) Once all stations have been set up and just prior to the opening of the
    Reception Centre, the Reception Centre Manager or other designate
    should call a meeting of all volunteers to review the following:
     Facility Information – Fire Exits and Meeting area
                              Fire Extinguisher locations
                              Washrooms

      Quick Review of stations especially Quiet Room and First Aid
      Remind everyone to complete Position Logs with all important
       information. For those positions dealing with the public such as Meet
       & Greet this job can be shared. Remember: not all information needs
       to be logged, log when you arrive and depart, any change in
       direction, situations involving evacuees, and any important info.
       These positions logs remain at the station, don’t take them home with
       you.
      Remind volunteers to take time with each evacuee, listen, be
       attentive and show compassion
      If you are not certain how to deal with a situation or fill out a form,
       DON’T GUESS, ask your supervisor.
      All Registration and Referral forms must be reviewed and approved
       by the R&R Supervisor before they are separated and provided to the
       evacuee. Write clearly and press firmly.
      DO NO LEAVE YOUR STATION UNMANNED, if you need a break
       speak with your supervisor.
      Review display board with Task # and other important information
      And finally remind everyone to keep the volume of their
       conversations low