Disaster Service Worker Guidelines & Procedures for COVID-19 Response

April 20, 2020

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Table of Contents Introduction ...... 3 What is a Disaster Service Worker? ...... 3 Disaster Service Duties ...... 3 What is my Compensation as a Disaster Service Worker? ...... 4 What If I Am Injured While Performing Duties as a DSW? ...... 4 DSW Classification Descriptions ...... 4 DSW Public Employee Procedures ...... 7 DSW Public Employee Reassignment ...... 8 Checklist ...... 10 References ...... 11

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Introduction These guidelines are designed to clarify employee responsibilities and assist County of Fresno (County) departments in the assignment and compensation of employees serve as Disaster Service Workers for the County. Pursuant to California Government Code, the California Emergency Services Act, and the County Charter, all employees of the County are designated as Disaster Service Workers (DSW). These guidelines clarify staff’s role as DSWs during a declared state of emergency within the County. In the event of disaster or emergency, such as flood, fire, earthquake or public health emergency, the Fresno County Office of Emergency Services will activate the Emergency Operations Center (EOC) and Human Resources will advise employees of whether, when, and where they should report as DSWs. What is a Disaster Service Worker? California Government Code Section 3100-3109 defines the role of DSWs and states, in part: “It is hereby declared that the protection of the health and safety and preservation of the lives and property of the people of the state from the effects of natural, manmade, or war-caused emergencies which result in conditions of disaster or extreme peril to life, property, and resources is of paramount state importance…in protection of its citizens and resources, all public employees are hereby declared to be disaster service workers… All disaster service workers shall, before they enter upon the duties of their employment, take and subscribe to the oath or affirmation.” A Disaster Service Worker includes all public employees and all volunteers in any disaster council or emergency organization accredited by the Office of Emergency Services. The term “public employees” includes all persons employed by the state or any county, city, city and county, state agency or public district, excluding legal aliens. All County employees have taken and subscribed to an oath the of hire to serve as a Disaster Service Worker in a time of need. DSWs are authorized to carry out activities consistent with the California Emergency Services Act to aid in the response and recovery phases of a disaster or emergency. Disaster Service Duties In a declared State of Emergency, the County may reassign or redirect staff to perform functions outside of their daily duties to assist the agency in fulfilling its required response to a disaster or emergency. This includes without limitation, emergencies that may be declared by the State or Federal government. DSW responsibilities may continue into the recovery phase of an emergency and may be organized into daily or hourly shifts that differ from employees’ regular hours.

Some staff, depending on department, classification, and assignment, are currently or were previously identified as emergency responders, and have received training in emergency response and EOC procedures. In addition, some departments have specific disaster response duties staff are trained to perform.

Employees who do not have a specific disaster assignment, may be asked to perform general duties commensurate with their training, skills, abilities and physical requirements within their current County Job Family. A Job Family is a group of jobs that involve similar work and require similar training, skills, knowledge, and expertise. Examples of general DSW responsibilities include:

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• Registering people at a Red Cross shelter or treatment facility • Translating for non-English speaking individuals • Acting as a messenger at a designated site • Providing food to emergency staff or to displaced members of the public • Answering phones and responding to general inquiries • Directing individuals requesting assistance to the appropriate resources to address their specific needs.

Human Resources will evaluate all requests for Disaster Service Workers, in consultation with County Department Heads, with regard to:

• Staff availability • Current job classifications performing similar functions • Required knowledge, skills, abilities and training • Physical requirements (with respect to any medical restrictions) • Backgrounding requirements • Anticipated assignment duration and hours

County DSW’s will not be tasked with performing any duty or function they do not know how to perform, have not received adequate training to complete, or are physically or medically unable to complete. What is my Compensation as a Disaster Service Worker? County employees who have taken and signed an oath of affirmation will be compensated as they normally would (including overtime, premiums, allowances, other special pays, etc.) if they are reassigned to perform DSW duties. If DSWs are required to perform duties above the scope of their current classification, they may be eligible for a Special Salary Upgrade consistent with the Salary Resolution and any applicable MOU provision. This situation will only occur if all other options have been exhausted. The Auditor-Controller/Treasurer-Tax Collector’s Office will assign special earn codes to be used when performing emergency or disaster response and recovery activities. What If I Am Injured While Performing Duties as a DSW? County employees who believe they have been injured while performing disaster service duties, including any required training, may be covered by the County’s workers compensation program. Claims for industrial injury benefits that are submitted by county employees will be addressed in the same manner as any other on the job injury claim by the professional claims’ examiners within the County or its authorized Third-Party Administrator. Injury or illness that is determined to be work-related (arising out of employment or in the course and scope of employment), including those incurred while performing assigned disaster service work tasks, will be compensated in accordance with the benefits applicable under California workers’ compensation law. For additional information regarding your role as a Disaster Service Worker, please contact the Department of Human Resources at (559) 600-1830. DSW Classification Descriptions The various classifications of disaster service worker volunteers and the general duties of the members of each classification shall be limited to those described below. It is the responsibility of

Page 4 of 11 the accredited disaster council (or designated agency or authority) to determine the appropriate level of background check, if any, for each classification.

Animal Rescue, Care and Shelter. Veterinarians, veterinary support staff and animal handlers/specialists providing skills in the rescue, clinical treatment, euthanasia, disposal and transportation of all animals, including but not limited to companion animals, livestock, avian, fish, equine, exhibition animals, zoo animals, laboratory and research animals and wildlife; assisting in the procurement of shelters, equipment and supplies; documenting arrival, sheltering, treatment and discharge or placement of animals. Communications. Install, operate and maintain various communications systems and perform related service, to assist officials and individuals in the protection of life and property. Community Emergency Response Team Member. Under the direction of emergency personnel or a designated team leader, assist emergency units within their block, neighborhood, or other area assignment; survey area conditions; disseminate information; secure data desirable for emergency preparedness planning; report incidents; and generally assist officials and individuals in the protection of life and property. Emergency Operations Center (EOC)/Incident (IC). Under the direction and supervision of the EOC/IC, assist at the city, county, region, state or departmental level of government in the coordination of overall response and support to an incident including performing in one or of the Standardized Emergency Management System functions. Human Services. Assist in providing food, clothing, bedding, shelter and rehabilitation aid; register evacuees to promote reuniting families and to support the needs of special populations; compile authoritative lists of deceased and missing persons; and other phases of emergency human services, such as maintaining morale and administering to the mental health, religious or spiritual needs of persons suffering from the effects of the disaster. Laborer. Under the direction and supervision of the responding agency, performs general labor services and supports emergency operations. Law Enforcement. As Auxiliaries, assist law enforcement officers and agencies to protect life and property; maintain law and order; perform traffic control duties; guard buildings, bridges, factories, and other facilities; isolate and report unexploded ordinance. Logistics. Under the direction of the emergency organization, assist in procurement, warehousing, and release of supplies, equipment materials, or other resources. Assist in mobilization and utilization of public and private transportation resources required for the movement of persons, materials, and equipment. Medical and Environmental Health. Staff casualty stations, establish and operate medical and public health field units; assist in hospitals, out-patient clinics, and other medical and public health installations; maintain or restore environmental sanitation; assist in preserving the safety of food, milk and water and preventing the spread of disease; perform laboratory analysis to detect the presence and minimize the effects of nuclear, chemical, biological, radiological or other hazardous agents. Safety Assessment Program Evaluator. Survey, evaluate and assess damaged facilities for continued occupancy or use; assist in safety evaluations of facilities for utilities, transportation,

Page 5 of 11 and other vital community services; and provide recommendations regarding shoring or stabilization of damaged or unsafe buildings or structures. Search and Rescue (SAR). Under the direction of the appropriate authority, perform search and rescue operations in one or more of several areas including, but not limited to: search and rescue; SAR conducted evidence searches; urban search and rescue; or mine and confined space rescue. Utilities. Assist utility personnel in the repair and restoration of public utilities damaged by disaster.

Source: DSW Program Guidance

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DSW Public Employee Procedures

The DSW Public Employee procedures outlined in this document are intended as a quick reference guide for Fresno County employees as a result of the emergency proclamation for COVID-19. Questions regarding these procedures can be directed to staff identified on the references page.

DSW Public Employee – Pursuant to California Government Code, the California Emergency Services Act, and the County Charter, all employees of the County are designated as Disaster Service Workers (DSW). For purposes of this document, all Fresno County employees who have taken and subscribed to an oath or affirmation at the time of hire are able to aid in the response and recovery phases of a disaster or emergency. County employees continue to receive compensation when activated to perform DSW responsibilities by County management. County employees who are not activated to perform DSW responsibilities but volunteer independently are considered DSW Volunteers if pre-registered or Spontaneous Unaffiliated Volunteers (SUV) if volunteering during an emergency proclamation. DSW Public Employees are classified in accordance with the CalOES DSW Guidance and perform similar functions to their regular assignments.

• Please note: County employees who were directed to use the 2019 COVID work code on their timesheets for focused activities in support of the COVID-19 response (e.g. staff processing paperwork, developing and researching programs, participating in meetings, etc.) are required to complete the daily activity logs in support of FEMA financial claiming.

Eligible Disaster Service is classified as all activities authorized by and carried on pursuant to California Emergency Services Act during a proclaimed emergency. It does not include the day- to-day emergency response activities typically associated with, for example, law enforcement, fire services or emergency medical services. Please keep this in mind when completing daily activity logs.

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DSW Public Employee Reassignment

Employees and Supervisors activated to perform a specific disaster service reassignment must have the following information for proper cost reporting to FEMA and recouping revenue for departments who have employees assist with DSW responsibilities.

• Activation date and Incident. • Date/time/location and hours for operating shift. • Confirmed supervisor responsible for the employee. • Current County Classification and DSW classification as recognized by CalOES. • Provided training by supervisor in work methods and procedures.

o Confirm employee has taken safety trainings relevant to daily work assignments and knows where to locate the first aid kit, familiar with evacuation procedures, MSDS, etc.

o DSW Public Employees may complete IS 100.c and IS 700.b courses as time permits. Additional IS training courses may be completed as optional. Additional training as required by classification must also be documented (e.g. IS courses, first aid, operating machinery equipment, etc.). If employees complete the IS courses, a copy of their completion certificate should be forwarded to Personnel Branch staff. • Complete daily activity logs. This includes:

o Confirming daily check in/out time. o Staff Meeting logs related to COVID-19. o Log of each duty performed on a separate line (if they’re not similar in function). • Timesheets will continue to reflect the cost center of the employee’s original department with the following coding:

o “2019” in Alpha and “COVID” in numeric with appropriate work codes and originating department cost center.

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All County Employees who are using “2019 COVID” timesheet coding in support of response efforts:

• Complete daily activity logs. This includes:

o Confirming daily check in/out time. o Log of each duty performed on a separate line (if they’re not similar in function). • Timesheets will continue to reflect the cost center of the employee’s original department with the following coding:

o “2019” in Alpha and “COVID” in numeric with appropriate work codes and originating department cost center.

Both DSW Reassignment Supervisors and County Supervisors need to ensure the following:

• All procedures outlined above have been given to the employee and documented. • Appropriate activity logs are completed daily by EOC Site for check in/out, meetings and by each employee with eligible COVID responsibilities. Please note that the check in/out logs should only be used for sites with several employees or where a supervisor is working remotely; sites with fewer than five (5) employees can track this information via the daily activity log. • Logs must be completed daily for accurate tracking and the supervisor must ensure timesheets coincide with the logs. Once signed by employee and supervisor, logs are scanned and forwarded to:

o [email protected] • Workers’ Compensation claims for DSW employees are filed in the same manner as regular employees. Please contact the staff noted below with any questions.

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Checklist For employees who are reassigned to a DSW assignment:

☐Completed DSW Employee Request form with HR portion completed. ☐Employee is aware of date/time/location for assignment. ☐Employee was given an orientation and instructions on work procedures and methods on ______☐Confirmed supervisor is ______(include name and title) • Supervisor provided the following trainings to employee (select all that apply) • ☐Basic safety training provided on ______• ☐Other training provided (include item trained on and date, attached additional sheets if necessary) ______o ______o ______o ______o

☐FEMA Independent Study Course Completion (optional at this time and can be completed as time permits). The employee will need to provide a copy of the completion certificate and forward to Personnel Branch staff to place in their DSW . These courses require registering for FEMA SID number and taking a final exam. ☐ o IS 100.c – Introduction to the Incident Command System (2 hours) ☐ o IS 700.b – An Introduction to the National Incident Management System (3.5 hours)

FOR ALL EMPLOYEES CODING “2019 COVID” ON THEIR TIMESHEETS

Timesheet Tracking

As a reminder, Eligible Disaster Service is classified as all activities authorized by and carried on pursuant to California Emergency Services Act during a proclaimed emergency. It does not include the day-to-day emergency response activities typically associated with, for example, law enforcement, fire services or emergency medical services. Please keep this in mind when completing daily activity logs.

☐Employee is using “2019 COVID” code daily and billing to their original department cost center for reimbursement. ☐Employee is completing daily check-in/check-out log at EOC Site and/or staff meeting log, if required. ☐Supervisor is signing and completing daily check-in/check-out log and/or staff meeting log. ☐Employee is completing daily activity log and recording duties performed (if not similar) on a separate line in the log and signing/dating the log.

• Supervisor is reviewing all logs for completeness and accuracy and forwards copies of the logs by every payday Friday to the following e-mail inbox: o [email protected]

Workers’ Compensation

☐Workers’ Compensation claims for employees are handled in the same manner with communication between DSW and original department for coordination. Employee has been made aware these are the procedures.

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References

DSW Assignments and Classification Inquiries (Personnel Branch Staff) Salvador Espino, Senior Human Resources Analyst at 600-1831 or [email protected] Vanessa Jimenez, Human Resources Manager at 600-1836 or [email protected]

Timesheet and Daily Activity Log Inquiries (Finance Section Staff) Mario Cabrera, Accounting & Financial Manager at 600-1351 or [email protected] Megan Marks, Accounting & Financial Division Chief at 600-1643 or [email protected]

Workers’ Compensation Inquires Robin Bravo, Senior Human Resources Analyst at 600-1698 or [email protected] Hollis Magill, Human Resources Manager at 600-1821 or [email protected]

COVID-19 Check-In Activity Log Templates

Authority for this Document California Government Code Section 3100-3109 California Code of Regulations, Title 19, Division 2, Chapter 2, Subdivision 3 – Disaster Service Worker Volunteer Program Fresno County Ordinance Code Chapter 2.44.030 County of Fresno Master Emergency Services Plan California OES - Disaster Service Worker Program Guidance FEMA IS Courses

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