Guide to Preparing a Campus Damage Assessment Report

University of Hawaii

GUIDE TO PREPARING A CAMPUS DAMAGE ASSESSMENT REPORT

GENERAL

Question:Why are campuses being asked to submit this report quickly?

Answer:The Hawaii Emergency Management Agency (HI-EMA; formerly “State Civil Defense”) must compile information as quickly as possible in order to determine whether the State of Hawaii (or a specific, affected area) could be eligible for federal emergency assistance and possible(not guaranteed) cost reimbursements. The preliminary data, if within federal thresholds, will initiate certain actions and activities of the Federal Emergency Management Agency (FEMA).

Additionally, even if the federal assistance threshold is not met, the information in this section will assist the HI-EMA in determining the distribution of state resources.

Question:What should be entered if the information is not known or is not available?

Answer:If not known = Unknown
If not available = Not available
If not applicable = N/A

Avoid leaving any blanks to avoid incorrect assumptions by the reviewer.

PART 1: CAMPUS INFORMATON

Question:Why is there a need for several points of contact?

Answer:HI-EMA may have an urgent question that, if not answered in a timely manner, may cause a cost item to be left out of the final computation of total costs. Sometimes that missing cost item may make a difference between attaining FEMA’s eligibility threshold and being denied federal assistance because the threshold was not met.

Question:Why do we have to list other people on the Campus Damage Assessment Team?

Answer:According to the IS-559course (“Local Damage Assessment”), it is best practice to plan for, train, and exercise a damage assessment team as a part of preparedness (pre-disaster activities). Listing team members documents the institution’s consistency with the emergency managementprocess. A statement that validates this process is a consideration for eligibility inapplying for federal emergency assistance monies.

PART 2. EMERGENCY WORK

Question:Why is Emergency Work separated from Permanent Work?

Answer:When submitting a formal request for federal assistance to FEMA, the HI-EMA must follow a standardized format that separates items in order for FEMA to efficiently and effectively deploy emergency personnel and resources (should the request be approved by the U.S. President).

The “Part 2. Emergency Work” is separated from “Part 3. Permanent Work” because Part 3 items affect the greater infrastructure and tend to require extensive multi-agency and multi-disciplinary coordination which means deployment of other skilled,federal personnel (e.g., engineers, environmental specialists, as examples).

Question:What is an “Emergency Protective Measure”?

Answer:Examples of “Protective Measures” work can include, but are not limited topumping, sandbagging, vector control, stream clearance to prevent further water back-up, covering broken windows or holes in the roof, etc.

PART 3. PERMANENT WORK

Question:What falls under each of the categories of permanent work?

Answer:The following provides details of each area.

How are “Roads” assessed and reported?

Assessment should include damages to road material, shoulder erosion, culvert washouts, debris (including slides), and the size of each type of damage. It is recommended that the report also describes significant impact on campus operations/activities (if any).

How are “Bridges” assessed and reported?

It is important to involvethe person who is responsible for the bridge maintenance. In the report, describe the bridge by length, type, location, historical significance and specify the number of lanes or width, number of spans, and construction material. Describe the extent of damage and the specific damage to piers, parapets, surface, abutments, superstructure, and approaches. Describe the impact that the loss of the bridge has on traffic flow and circulation or if there will be isolation issues.

How are “Water Control Facilities” assessed and reported?

Like bridges, it is important to involvethe person who is responsible for the maintenance of any flood control works. In the report, provide the approximate pre-disaster height and length of the facility (dam, levee, etc.) and its construction material (e.g., earth, concrete, rock and wood). Describe the purpose of the facility; list the specific damage to major components (give the location, extent and type of damage such as seepage, overtopping, erosion, or actual breaks).

How are “Buildings and Equipment” assessed and reported?

State whether on-campus or off-campus. Identify the construction material (e.g., masonry, steel and glass, brick, and wood) and give dimensions. Indicate the type of damage (e.g., windows broken, roof blown off, height of flood water), indicate if the item was destroyed or is repairable, and describe equipment and content damage. Include impact statements (e.g., availability of alternate facilities, the general consequences of interruption of activities. Identify if the structure is potentially subject to the laws on historical preservation. Identify if the structure is in a floodplain, coastal barrier area, or is un-rated on flood maps.

How are “Utilities” assessed and reported?

This section is for damages of physical plants. Identify the type of facility (water, gas, electric, or sewage treatment). Describe the damage to each major component or subsystem (e.g., buildings, filters, generators, or other equipment affected by fires, short-circuiting, water damage, structural damage, and underground breaks). Estimate the number of days out of service and approximate time until service resumption. Describe health and safety problems caused by the damage and specific any need for an alternate or emergency system. State any previous damage history and make a comparative assessment of the severity of the current damage. Describe the nature of any distribution and collection system (e.g., size of line, length, and number of manholes). Estimate the feasibility of bypassing the damaged section and describe the bypass. Describe health and safety problems cause by the damage. Identify the extent and frequency of damage due to previous incidents.

How are “Parks and Recreation, Other” assessed and reported?

Identify the type of facility which has sustained damage. State the purpose of the facility. Identify who is responsible for maintenance. Describe the specific damage (if the item was destroyed or is repairable; location, dimensions, and other applicable information). Describe any threat or health and safety problems resulting from the damage. State the general impact that the loss of the facility has on the community.

PART 4: MAJOR DISASTER IMPACTS

Question:What is the purpose for this section when everything can be grouped together?

Answer:The “Major Disaster Impacts” section offers a “snapshot” of what FEMA considers areas that have “rapid needs” priority—areas that require immediate assistance/response attention. This snapshot view will initiate the quick deployment of specific, federal personnel and resources to handle the priority areas in addition to providing information to plan for the deployment of additional personnel and resources.

Question:What makes these particular items so important?

Answer:Detours can slow the access of emergency vehicles or needed equipment to critical areas – consequently slowing the progress in returning the campus to normal operations. Campuses may have critical facilities or critical areas that may have been compromised (e.g.,roof damage with rain water threatening a major information technology hub that serves all campuses; damage to buildings storing large quantities of hazardous material, as examples). Health and safety issues can have serious repercussions (e.g., infections caused by exposure of open wounds to backed-up wastewater; a sudden outbreak of intense headache and vomiting from unidentified fumes which can spread to the greater community, as examples).

PART 5: OTHER COSTS

Question:What is the purpose for this section?

Answer:In addition to adding to the total cost for eligibility for federal assistance, the information in this sectioncan assist both the state and FEMA in determining the distribution of their respective personnel and resources.

2014 October