2. What are vulnerable populations?
The Emergency Management National Response Framework says “special needs” populations may have additional needs before, during and after an incident in functional areas, such as:
Maintaining independence
Communication
Transportation
Supervision
Medical care
They are often constrained by:
Poverty
Physical or mental disability
Health issues
Low English proficiency
Transportation disadvantage
Age
and especially by combinations
of these.
Focus on Functional areas:
Many people who may need additional help in an emergency may not consider themselves as having special needs or as being disabled. In addition, many people may develop impairments of various types during an emergency. Focusing on the functional needs is more inclusive and less likely to leave people behind.
TCRP A-33 Communications with Vulnerable Populations: A Transportation and Emergency Management Toolkit

3. Communication with Vulnerable Populations Is the Law
The Americans with Disabilities Act
The Stafford Disaster Relief and Emergency Assistance Act as amended
Executive Order 13347
SAFETEA-LU
Homeland Security Presidential Directive 5
One of the basic premises of our project approach is that there are lots of documents and requirements saying agencies “should be” reaching out to vulnerable communities, and working with CBOs and others to do this- but to date there has not been a lot written on HOW to do that- how is an emergency management agency, or transportation agency or other, in this time of tight budgets and increased demand, supposed to figure out who to talk to, what to say (and what not to say), and what is likely to work, without hiring a bunch of new people. That is why, in our literature review and our interviews, we focused on “how to” information, as well as both successes and lessons learned.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

4. Washington Times headline upon release of National Council on Disability report, August, 2009
Vulnerable populations represent significant elements of our communities. All of us are vulnerable at some point in our lives. Many of us have children or grandchildren, elderly parents , siblings, spouses, partners, friends, who may need extra assistance in emergencies. When we are planning for vulnerable populations we are also planning for ourselves and our loved ones.
This headline in August 2009 was reporting the findings of the National Council on Disability report, identifying significant unmet needs. This came out about two weeks before the start of our project, which is under the auspices of the Transit Cooperative Research Program. TCRP A-33 is entitled: Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit. I am the Principal Investigator. My co-principal investigator, Jane Mobley of Jane Mobley Associates, was not able to be here.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

5. Impossible or at least hugely expensive? How can it be done?
It’s all about collaboration
Existing agencies- local and state government agencies, community
based (CBOs), faith-based (FBOs) and non-government or non-profit
organizations (NPOs) are already in the field working with a host of
vulnerable populations.
Many don’t know about transportation and emergency management,
and transportation and emergency managers don’t know about them.
The Toolkit is a step-by-step process of getting into existing networks
or setting up a communication network with other organizations that
will help reach vulnerable populations
One of the basic premises of our project approach is that there are lots of documents and requirements saying agencies “should be” reaching out to vulnerable communities, and working with CBOs and others to do this- but to date there has not been a lot written on HOW to do that- how is an emergency management agency, or transportation agency or other, in this time of tight budgets and increased demand, supposed to figure out who to talk to, what to say (and what not to say), and what is likely to work, without hiring a bunch of new people. That is why, in our literature review and our interviews, we focused on “how to” information, as well as both successes and lessons learned.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

6. Public Communications Security Coordination,
Vulnerable
Populations
CBOs
NPOs
FBOs
Public Communications
(customary conduit)
Public Health
(emerging partner)
Environmental
Justice
Initiatives
TRCP
A-33
Emergency
Management
Transportation
Evacuation,
Security Coordination,
All Phases Emergency Planning
We know that community-based organizations, faith-based organizations, and non-profit organizations, as well as agencies other than emergency management and transportation, already have deep roots in communities, and are the logical partners for communications with vulnerable populations.
We know that transportation has long been a resource for EM. But EM probably doesn’t know about transportation’s outreach to vulnerable populations for long range planning in Environmental Justice programs, and may not be aware of the full range of transit, paratransit, rural transit, and social service / agency on aging/ meals on wheels and other mobility-related organizations. Similarly, though EM may have had limited outreach to vulnerable populations through public communications, and possibly through public health, rarely has this been matched up with transportation until this project.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

7. Four Steps and the Tools to Do Them
Executive Summary
Introduction
Chapter 1: Gather Information
Tools
Additional Information
Chapter 2: Build or Add to a Network
Chapter 3: Communicate Through the Network
Tools
Additional Information
Chapter 4: Sustain the Network
Conclusion, Glossary, Resources
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

8. What it is (and isn’t)
Plans aren’t worth the paper they are written on. The relationships you build while making those plans are golden.
- Houston veteran of Hurricanes Katrina and Rita
The toolkit does not provide specific messages for emergency planning, response & recovery. It lays out a process for building the collaborative partnerships necessary to communicate messages & implement activities in any locale.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

9. Chapter 1: Gather Information
1. Get started
Transportation & Emergency Management begin to talk- is there a champion? is leadership buy-in needed?
2. Collect population information- define, locate vulnerable pops.
3. Assess hazards & community vulnerability
4. Assess agency resources- current plans? committees? staff? 5. Identify existing networks- e.g. United We Ride, community service links 6. Keep a contact list
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

10. Chapter 1 Tools
Securing leadership buy-in (memo template, tips for handling resistance)
Tip sheet on identifying vulnerable populations (research & factfinding, community engagement)
Working with metropolitan planning organizations
Rural planning organizations
Potential network partners (list)
Network contact database (template)
Preliminary contact info.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

11. Pointers: Getting off to a good start
Do some initial homework on who is in your community
Are you the champion? Can you find one?
Is your leadership leading the way or in the way- if the latter, get them on board- gradually if necessary
Look at your transportation and emergency plans– are vulnerable populations specifically included?
Look for existing networks- who knows who, why do they meet, when do they meet?
Keep the names!
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 11

12. Chapter 2: Build or Add to a Network
Begin outreach to key personnel
Plan 1st meeting
Manage meeting logistics
Conduct the meeting
Update contact list
6. Plan next steps 7. Transition to an organized network 8. Set parameters 9. Choose a name for the network 10. Document the work
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

13. Chapter 2 Tools Network fact sheet Sample invitation
Meeting accommodation form
Planning accessible meetings
Accessible meeting facility checklist
Meeting agenda template
Making meetings work tip sheet (intros, discussion ?s, etc.)
Sample presentation outline
Sign-in form (template)
Follow-up memo template
Goals and objectives template
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

14. Pointers: Building the Network
Make your meetings meaningful, inclusive, and accessible to all
As you transition to a more formal, organized network, it may help to:
Establish / adopt the purpose for the network
Communicate the network’s benefits
Create an organizational framework
Develop a plan for working together (who does what, how often do we meet, by phone, etc.)
Define network goals & objectives
Establish requirements for participating in the network
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 14

15. Chapter 3: Communicate Through the Network
Define communication procedures
Establish communication roles & responsibilities
Assess communication resources (questions to help identify and evaluate resources including registries)
4. Reassess hazards & community vulnerability 5. Plan for communicating about transportation 6. Test the network 7. Communicate through the network 8. Document the work
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

16. Chapter 3 Tools Network member roles and responsibilities
Network member planning checklist
Communication channels by sector
Registries fact sheet (pros and cons on different types)
Communicating with vulnerable populations tip sheet (appropriate & diverse channels, keeping messages simple, adapting messages, etc.)
How to conduct a network test
Alert template
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

17. Pointers: Using the Network
Ask questions to establish procedures
What does it mean to activate the network?
Who can activate it?
When will it activate?
How will network members be notified?
How can network partners communicate back “up the line”?
?s to define roles and responsibilities
What will members be asked to do when they receive an alert?
What happens outside of work hours?
Are the roles of public sector partners different from voluntary and private sector communication roles?
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 17

18. Chapter 4: Sustain the Network
Engage network members regularly
Update network contacts
Look for opportunities to expand the network structure
Strategically grow the network
Form agreements
Equip network members to perform their roles
Evaluate policy implications
Establish common terminology
Evaluate & improve the network
Document the work
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

19. Chapter 4 Tools Social media tip sheet
Contact information update
Forming agreements tip sheet (MOUs, etc.)
Network-building checklist
Post-event evaluation tool
Performance measures for communicating with vulnerable populations
Designing & implementing baseline & post-activation surveys tip sheet
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

20. Pointers: Sustaining the Network
Keep it going
Convene periodic meetings with at least 1 face-to-face / year
Regular conference calls
Use technology- website, listserv, social networking
Update contacts at least annually, preferably quarterly
Keep it growing
Expand structure with committees, advisory panels, subgroups- take on projects, new partners
Evaluate the list for gaps, ask members to recommend new members, reach out
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 20

21. More Pointers on Sustaining
Equip members to perform their roles
Individual preparedness
Continuity of operations plans
Backup communication devices, power sources
Alternate language translation, sign interpretation services
Evaluate & improve
Exercise network regularly
Develop performance measures
Conduct annual survey
Evaluate after an event requiring activation
Invite network members to participate in “mainstream” exercises
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 21

22. Conclusion, Glossary, Resources
Additional resources:
Demographic & database research- more detailed source information
Functional needs additional help matrix: responses to each major threat (evacuate, shelter, other) arrayed with functional needs
Introduction to Emergency Management: Terms and Organization – help orient non-EM people
Emergency planning exercise design fact sheet – help orient non-EM people as to what to expect
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

23. Final Lessons Learned
On a day-to-day basis, people that have full communications and mobility capabilities do not think about the people who may not.
Key lesson 1: Inclusive planning is essential.
Include representatives of and advocates for diverse groups of vulnerable people (not stand-ins!) in planning and exercises. Your network will help you find volunteers!
Volunteers with service animals, mobility devices (from walkers to scooters), who have limited English skills, are deaf/ hard of hearing, blind / with limited vision, and with moderate cognitive disabilities will provide much more realistic trials and clearance times and will help figure out “what is missing” before the emergency.
Key lesson 2: All successful planning for emergencies is local.
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit

24. For More Information Website address
Deborah Matherly, Principal Investigator, The Louis Berger Group, Inc.
Jane Mobley, Co-Principal Investigator, Jane Mobley Associates
TCRP A-33 Communication with Vulnerable Populations: A Transportation and Emergency Management Toolkit 24