1. Assessments
  2. Assessments

 
 
 

 

Oklahoma Baptist
Disaster Relief

 
 
 
 
 
 
 
 
Assessment
Training Manual
 
 
Updated July 14, 2010

 
 
TABLE OF CONTENTS
 
 
 
 
 

                
Introduction 1
Requesting Volunteer Assistance 1
Procedure for Assessing Work Request 2
What Do We Leave with the Home Owner? 2
List of Equipment 2
Request Form for Volunteer Assistance 3
Assessment Form, Chain Saw 4
Assessment Form, Mud-out 5
Mud and Land Slide Assessment Form 6
Fire Clean-up Assessment Form 7
Chain Saw, Wind Storm, Roof Assessment Form 8
Damage Assessment Form – Frame House 9
Damage Assessment Form – Mobile Home 10
Temporary Roof Repair Assessment Form 11
Diagram – House Location on Lot 12

 
 

 
   
INTRODUCTION
 
Natural disasters can be considered as part of God’s creative work in our world. When disasters occur, the Church has a great opportunity to present a witness of our love of Jesus Christ through helpful ministries to the victims.
 
Oklahoma Baptist Disaster Assessment Teams may consist of several teams of two individuals each who are among the first to respond to a disaster. The purpose of an assessment activity within the disaster response is to evaluate the type and extent of damage to individual homes. The team also provides for an effective flow of recovery work. This normally includes both chainsaw and mud-out, but may also include other types of disasters.
Persons serving on an Assessment Team must have completed chain saw or mud-out and assessment training.
 
Volunteers will be able to share God's Plan of Salvation while evaluating and organizing an effective flow of chain saw or mud-out recovery work.

Remember that we have been sent to minister to everyone in need. What we do might lead someone to Christ.
 

 
 
                        
 
REQUESTING VOLUNTEER ASSISTANCE
Make sure the home owner’s name is printed clearly and the Release of Liability signed by the home owner. The home owner must sign the Release of Liability before recovery work can begin. The home owner must come into the office to sign the Release of Liability if they cannot meet with the assessor when they go to evaluate the damage and confirm the priority of the work. The Release must be signed by the home owner if different from the resident living in the house. It is the home owner’s responsibility to obtain clearance from their insurance company concerning their request for specific work covered by the insurance.  
Be specific that volunteers may not be available to help the person. Serious misunderstanding can occur when home owners are allowed to assume that their needs will be met just because they have given us the information. Actually their needs may be met by some other local church, organization, or professionals. They should not depend solely on this one request for assistance.
The Assessor will evaluate the work to be done and assign a priority according to the emergency nature of the work needed. The person taking the initial work request will ask the specific questions of the resident and give their best estimate of the category rating of A or B for the work request. This rating may or may not coincide with the Assessor’s actual priority rating.  The category rating will help determine which requests are emergencies.
Special circumstances do not determine the emergency type priority of work to be done but may help determine the order of work within a priority and other specific needs that can be met by a church or other organization.
Work requests that involve live utilities cannot be done by volunteers, but should only be done by utility companies or professionals. In most cases the balance of work needed can be done except for that part affected by the utilities.
 
PROCEDURE FOR ASSESSING WORK REQUEST
 
Setting of Categories and Priorities will be in two stages.
Stage 1 The initial stage is when a request for assistance is first received. The person receiving the initial request for help will ask the specific questions in order to place the work request in one of two Categories (A or B) that will roughly correspond to Priority 1 or 2 as determined by the Assessor.
Stage 2 The actual assessment must be done by a person trained in assessment work. The Assessor will verify the rating as the proper priority or change it according to their actual findings.
A proper assessment for each work request is necessary before any recovery work is started. The Release of Liability must be signed by the home owner before the work request is assigned to a recovery team. Each work order must be assigned a priority rating by the assessor, not by the person receiving the initial work request. All work requests in Categories A and B that originate through Baptist Disaster Relief must be properly completed and signed by the home owner and accounted for on the status summary chart or spreadsheet. Where equipment is available, a computer generated map and photo will be matched with the work request to facilitate the flow of work.
The Assessors may be responsible for coordinating the recovery work if a separate coordinator is not assigned by the Incident Command recovery coordinator. A status summary chart or spreadsheet should be used to provide a handy record of ongoing recovery work.
The assessor MUST BE CLEAR with the home owner or resident that they are responsible for getting their work done by others if the Southern Baptist Disaster Relief Volunteer teams are not able to do their work.
WHAT DO WE LEAVE WITH THE HOME OWNER?
The assessor must leave a copy of the Homeowner Release and Assessment Form with the home owner. It states that Southern Baptist Volunteers may not be able to help them. The form should be left only with priorities 1 and 2. If assessor rates the job priority 3, owner must be told priority rating.
Should it become necessary to reject the work request, the assessor has an opportunity to make suggestions for help from professionals and other organizations. Bibles and pamphlets are available to give to the resident along with a sincere and concerned prayer for their needs.
 
Reasons for rejection may include the following: mechanical, chemical, biological, or health hazards, Structure condemned or rebuilding unlikely. Severe mentally/emotionally disturbed person, dangerous animals, excessive demands or restrictions by owner.
LIST OF EQUIPMENT AND MATERIAL HELPFUL IN ASSESSMENT WORK
 
· Global Positioning System (GPS)
· Digital Camera  
· Laptop
· Printer
· Other
 


        
        
Date __________ RECOVERY
OKLAHOMA BAPTIST DISASTER RELIEF
REQUEST FOR VOLUNTEER ASSISTANCE
Resident’s Name Last ______________________First _______________ Mi __
Street Address ______________________________________________(Include St., Ln., Ave., etc.)
City ____________________________________State _______Zip Code________________
 
Phone: Home (_____) ______________ Cell (_____) ______________ Other (____) _________________
Immediate Special Needs______________________________ Is the home occupied? YES/NO _____
Is the Resident also the Landowner? YES/NO ______
If NO, Landowner’s Name _____________________________ Phone ( ____ )__________________
Caller’s Name (if other than Resident) ___________________________ Phone (_____)_____________
CATEGORY
CHAIN SAW
MUD-OUT
 
A ____
Is your front doorway blocked so you can’t get out? Is your driveway blocked? Has a tree broken through your roof? Flood water in house for several days at or above floor level. Furniture and fixtures water soaked. Complete mud-out and gut-out may be required. General condition is poor. (Note: General condition refers to a combination of foundation, floor, roof, trim, cabinets, frame, walls, etc.)
 
B ____
Is there a tree or large limb leaning against or on the house or a hazard in the yard? Flood water in house for short period at or below floor level. House was opened and allowed to dry out. Only limited mud-out or gut-out required. General condition is medium.
 
Not A or B _____  		 If not A or B inform the caller that we will not be able to do their work because we have many emergency requests. Suggest they contact a local Southern Baptist Church for help. If not A or B do not assign a Request Number.
    
  

                 
For CATEGORY A or B complete the following :
Do you need to clear this request with your insurance company? YES / NO ____
Does the owner (or resident) wish to be present when the work is being done? YES / NO ____
Do you have a Church home? YES / NO ____ If YES, name of Church___________________________
Special Situations or Hazards ____________________________________________________________
Inform the caller: “We will have someone contact you” .
Chain Saw – Homeowner Release and Assessment Form                                                                 
Resident’s Name – Last _____________________ First __________________ Mi __
Street Address _____________________________________________ City _____________________
Homeowner’s Telephone No. (If Resident is not the Owner) (______)__________________________
HOMEOWNER RELEASE
THIS RELEASE MUST BE SIGNED BY THE HOMEOWNER BEFORE WORK BEGINS.
I, _______________________________ hereby release from liability and agree to hold harmless the volunteers for any damage or injury that may occur on my property, to any of my property or to my person, which may occur during the cleanup operation. I further understand and agree that there is no warranty, implied, written or oral, for any work performed on my property by said volunteers.
I understand that the SOUTHERN BAPTIST DISASTER RELIEF TEAM is a volunteer organization that has limited volunteers, limited financial and material resources, and makes no guarantee that said services will be provided. Additionally, I further understand THAT THIS IS NOT A CONTRACT TO PROVIDE SERVICES, AND VOLUNTEERS MAY NOT BE ABLE TO HELP ME.
Property Owner’s Signature _________________________________________ Date _____________
NOTE TO HOMEOWNER: PLEASE UNDERSTAND THAT WE WANT TO HELP YOU IN THIS TIME OF NEED, BUT ENOUGH VOLUNTEERS MAY NOT BE AVAILABLE. WE SUGGEST THAT YOU ALSO CONTACT A LOCAL SOUTHERN BAPTIST CHURCH OR OTHER ORGANIZATION FOR ASSISTANCE.
ASSESSMENT
Assessor’s Name_______________________________ Date_____________
Note: If the Assessor rates the job Priority 3, the Assessor must tell the owner that we will not be able to do the job because we have many emergency requests. Suggest that the owner contact a local Southern Baptist Church or other organization for help.
What We Prayed For ___________________________________________________________________
Spiritual Material Left with Resident _______________________________________________________
  
CHAIN SAW WORK NEEDED
Number and size of trees to be cut:
large ______________ medium _____________small _______________others _________________
Good access for cutting and removal? YES / NO
Special Equipment needed: _____________________________________________________________
Size and kind of crew needed: ___________________________________________________________
Should part of this job be left for professionals? YES / NO
Any obvious safety problems or hazards to be avoided by the recovery team? YES / NO
If so, specify ______________________________________________________________________
 
 
Other comments or directions to help the Blue Cap locate and accomplish the job: ________________
__________________________________________________________________________
   
Mud-Out – Homeowner Release and Assessment Form                               

Resident’s Name – Last ____________________ First __________________ Mi ___
 

          
Street Address _____________________________________________ City _____________________
Homeowner’s Telephone No. (If Resident is not the Owner) (______)__________________________
HOMEOWNER RELEASE
THIS RELEASE MUST BE SIGNED BY THE HOMEOWNER BEFORE WORK BEGINS.
I, _______________________________ hereby release from liability and agree to hold harmless the volunteers for any damage or injury that may occur on my property, to any of my property or to my person, which may occur during the cleanup operation. I further understand and agree that there is no warranty, implied, written or oral, for any work performed on my property by said volunteers.
I understand that the SOUTHERN BAPTIST DISASTER RELIEF TEAM is a volunteer organization that has limited volunteers, limited financial and material resources, and makes no guarantee that said services will be provided. Additionally, I further understand THAT THIS IS NOT A CONTRACT TO PROVIDE SERVICES, AND VOLUNTEERS MAY NOT BE ABLE TO HELP ME.
Property Owner’s Signature _________________________________________ Date _____________
NOTE TO HOMEOWNER: PLEASE UNDERSTAND THAT WE WANT TO HELP YOU IN THIS TIME OF NEED, BUT ENOUGH VOLUNTEERS MAY NOT BE AVAILABLE. WE SUGGEST THAT YOU ALSO CONTACT A LOCAL SOUTHERN BAPTIST CHURCH OR OTHER ORGANIZATION FOR ASSISTANCE.
ASSESSMENT
Assessor’s Name_______________________________ Date_____________
Note: If the Assessor rates the job Priority 3, the Assessor must tell the owner that we will not be able to do the job because we have many emergency requests. Suggest that the owner contact a local Southern Baptist Church or other organization for help.
What We Prayed For ___________________________________________________________________
Spiritual Material Left with Resident _______________________________________________________
 
  MUD-OUT WORK NEEDED
1 Structure appears safe to work in: YES / NO, Doors and Windows: OPEN / CLOSED
2 Appx. sq. feet in house: ______ No. of rooms ___Type of structure_________ Basement Size ________
3 Amount of Furniture to be moved: ¨ Large amount ¨ Medium amount ¨ Small amount ¨ None
4 ¨ Total Mud-Out ¨ Partial Mud-Out Comment _______________________________________
     ¨ Furniture ¨ Appliances ¨ Cabinets ¨ Bath Fixtures ¨ Floor Covering ¨ Window Curtains
5 ¨ Total Gut-Out ¨ Partial Gut-Out ¨ Trim ¨ Drywall
           ¨ Paneling ¨ Ceiling ¨ Bath Tile ¨ Kitchen Tile ¨ Other _________________________
6 Obvious Safety problems or Hazards to be avoided __________________________________________
7 ¨ Power Wash ¨ Mold Control
8 Size of Crew Needed: _______________ Any thing to save: ___________________________________
Do not remove lath and plaster walls as it will weaken the structure.
Do not remove tongue and grove or sub flooring as it will weaken structure.

Other comments or directions to help the Blue Cap locate and accomplish the job: _____________________
 
Mud and Land Slide Assessment

Equipment Needed
 
Bobcat with bucket and grabber __________
Trailer to haul bobcat  __________
Dump truck(s)  __________
Plastic sheeting__________
Sandbags and sand__________
Blockade material__________
Straw rolls__________
 
Assessments
 
Type of building: Home _____ Mobile Home _____ Outbuilding _____
 
Type of foundation: Slab _____ Stem wall _____ Basement _____
 
Type of construction: Wood frame _____ Brick _____ Other _____
 
Siding: Wood _____ Metal _____ Stucco, brick, or rock _____
 
Right of way to property: Up hill _____ Down hill _____ Level _____
 
Distance of building to right of way: ___________________________
 
Driveway: Paved _____ Up hill _____ Steep _____ Down hill _____ Steep _____
 
Distance for dumping mud: On property _____ Off property _____
Property owner’s written permission _____ State or county permission _____
 
Hillside mud slides or earth slides:
Need professional help _____ Can do _____ Can not do _____
 
Temporary stability of the slide:
Can do _____ Can not do _____ Requires plastic sheeting to cover slide area _____
Requires sandbagging _____ Requires straw rolls to divert water flow _____
Needs blockade at lower end of slide _____ Needs to be reseeded to stabilize _____
 
Comments or suggestions: ________________________________________________________
 
______________________________________________________________________________
 
______________________________________________________________________________
 
______________________________________________________________________________


Fire Clean-up Assessment
 
Equipment Needed


¨ Bobcat with bucket and grabber
¨ Trailer to haul equipment
¨ Flatbed to haul equipment
¨ Excavator
¨ Heavy duty chains
¨ Gas-driven metal saw  
¨ Heavy duty cutting torch with extra tanks
¨ Heavy duty wood chipper
 

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Assessments
Type of building: ¨ Home  ¨ Mobile Home  ¨ Outbuilding
Type of foundation:  ¨ Slab  ¨ Stem wall  ¨ Basement
Type of construction: ¨ Wood frame  ¨ Brick  ¨ Other
Siding: ¨ Wood  ¨ Metal  ¨ Stucco, brick, or rock
Right of way to property: ¨ Up hill ¨ Down hill  ¨ Level
Distance of building to right of way: ___________________________
Driveway: ¨ Paved  ¨ Up hill  ¨ Steep  ¨ Down hill  ¨ Steep
 
Burned tree and brush removal
¨ Trees 10 in.  ¨ Trees 20 in. or greater
¨ Logs can be used for blockade material to stabilize side of hill
Trees can be cut up into: ¨ Firewood size ¨ Lumber logging size ¨ Chipped
 
Brush can be: ¨ Cut six inches above ground level ¨ Leave root system in   ¨ Chipped
   

Wood chips
¨ Blown 1 ½ inches over ground for ground cover
¨ Blown into pile for future use as mulch
¨ Haul off to dump
Comments or suggestions: _______________________________________________________________________________
_____________________________________________________________________________________________________
Chain saw ● Wind Storm ● Roof Assessment

Describe electrical hazards ___________________________________
¨ Tree(s) on house/roof with hole(s)
¨ Tree(s) on house/roof with no holes
¨ Tree(s) blocking entrance to house or driveway
¨ Tree(s) down preventing reestablishment of power to home
¨   Tree(s) and limbs down near house preventing necessary repairs
¨ Tree(s) and limbs down that do not affect access or power to home
¨ We cannot lift trees off structure, but can help to cover and prevent further damage.
¨ Good access to street for debris removal
¨ Limited access to street for debris removal
Distance of trees to street _________________________________________________________
Type of roof: ¨   Shingle         ¨   Roll roofing         ¨ Metal   ¨   Tile
Is any decking missing? ¨ Yes ¨ No Amount of plywood needed __________________
Are trusses damaged: ¨ Yes ¨ No  Can we repair without requiring engineering? ¨ Yes ¨ No
Percentage of shingles missing _____%  Tabs missing _______
  ¨   Whole shingles missing   ¨   Decking visible
Materials needed
 
Shingle bundles __________ 		 
Tarp rolls     __________
 
2x4 lengths     __________ 		 
Furring strip bundles __________
 
2x6 lengths __________     		 
Roofing cement tubes __________  
 
30 lb. felt rolls __________ 		 
Flashing rolls     __________
 
Roll roofing rolls __________  		  

Comments ___________________________________________________________________________
Work Needed

Number of trees needed to be cut: __________ Approx. size of trees: __________

Good access to tree(s) for cutting and removal? ¨ Yes ¨ No
Special requirements: ¨ Bucket Truck ¨ Tree Climbers ¨ Heavy Equipment ¨ Other ________
Tarp(s) needed on roof? ¨ Yes ¨ No How many? ________ Approximate size _____________
Crew size ____________________________________________________________________________
¨ Not recommended Reasons ________________________________________________________
Comments:                      ___________________________________________________________________________
_____________________________________________________________________________________


Damage Assessment—Frame Home
 

System Damage (indicate percent)
 
Foundation __________
  		Interior Walls  _______
 
Floor/Frame __________
  		Plumbing __________
 
Exterior Walls __________
  		HVAC __________
 
Roof__________ Electrical __________

Observable Damage Defined
 
Foundation: If the foundation is undermined, partly missing, sagging or shifted, it is damaged. If these conditions are present, there’s a good chance of damage to the floor, plumbing, electrical, HVAC and wall systems.
 
Floor: If it is shifted, sagging, or been submerged in water it is damaged. If these conditions are present, there’s a good chance of damage to the electrical, HVAC, finish and wall systems.
 
Exterior Walls: If they are missing, shifted, sagging, distorted, or cracked, they are damaged. If these conditions are present, there’s a good chance of damage to the roof, electrical, plumbing and HVAC systems.
 
Roof: If it is missing, sagging, collapsed, or submerged, it is damaged. If these conditions are present, there’s a good chance of damage to wall and electrical systems. If the roof is flood damaged, all systems are damaged.
 
Non-Observable Damage Defined
 
Plumbing: If water supply or waste water items are broken or contaminated, it is damaged.
Electrical: If submerged, interior distribution system missing, or disconnected, it is damaged.
HVAC: If submerged, fuel source missing, or disconnected, it is damaged.
Interior Walls and Finish: If missing, sagging, collapsed or submerged (fully or partially), it is damaged.
 
Damage Categories Defined
 
¨   Destroyed: All systems damaged or destroyed, habitation not possible.
¨   Major: Four or more systems are damaged or destroyed. Damage exceeds 45% total damage.
¨   Minor: One to three systems are damaged or destroyed.
¨   Affected: Some damage to structure; habitation is possible with no repairs.
 
Comments or suggestions: _______________________________________________________________________________
 
____________________________________________________________________________________________________
 
____________________________________________________________________________________________________
 
____________________________________________________________________________________________________
 
Damage Assessment—Mobile Home


System Damage (indicate percent)
 
Foundation __________
  		Interior Walls  _______
 
Floor/Frame __________
  		Plumbing __________
 
Exterior Walls __________
  		HVAC __________
 
Roof__________ Electrical __________

Observable Damage Defined
 
Frame: If it is twisted, buckled or broken it is damaged. If these conditions are present there is likely damage to the wall and roof systems. If it has moved off the foundation (fully or partially), it is uninhabitable as all mechanical systems are disrupted and there is a safety factor.
 
Exterior walls: If they are missing, shifted, sagging, distorted, or cracked, they are damaged. If these conditions are present there is a good chance of damage to the roof and interior wall systems.
 
Roof: If it is missing, sagging, torn or punctured, it is damaged. If these conditions are present there is a good chance of damage to the wall systems.
 
Interior walls: If missing, sagging, collapsed, or submerged (fully or partially), they are damaged. This usually involves damage to the other three systems.
 
Damage Categories Defined
 
¨   Destroyed: Two or more systems damaged or destroyed; habitation not possible.
¨   Major: One system has substantial damage or has been destroyed.
¨   Minor: One or two systems have superficial damage.
¨   Affected: Some damage to structure; habitation is possible with no repairs.
 
Comments or suggestions: _______________________________________________________________________________
 
____________________________________________________________________________________________________
 

   
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
Temporary Roof Repair
  
Are there any electrical or other hazards?    ¨ Yes ¨ No
If yes, describe ________________________________________
     
Trees on house
¨ Trees and limbs are near home, preventing necessary repairs after disaster
¨ Trees can be removed by team
¨ We can not lift trees off the structure, but we can help to cover and prevent further damage.
Roof

Type of roof: ¨ Shingle ¨ Roll roofing ¨ Metal ¨ Tile
Is any decking missing? ¨ Yes ¨ No Amount of plywood needed _________________
Are trusses damaged: ¨ Yes ¨ No
Can trusses be repaired without requiring engineering?    ¨ Yes ¨ No
Percentage of shingles missing _____ Percentage of tabs missing _______
  ¨ Whole shingles missing ¨ Decking visible _______
 
Materials needed
Shingle bundles  _____ Tarp rolls    ______
2 x 4 lengths    _____ Furring strip bundles  _____
2 x 6 lengths    _____ Roofing cement tubes ______
30 lb. felt rolls  ______ Flashing rolls    ______
Roll roofing rolls   _____    
      

 
Size of crew needed for the job: ________________________________________________
Will owner be present?    ¨ Yes ¨ No
If owner will not be present, should work be done?    ¨ Yes ¨ No
If not recommended, why? ______________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
HOUSE LOCATED ON LOT 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
LOCATE AND MARK THE FOLLOWING
USE THESE SYMBOLS


 
1. Property lines
 
2. Septic tank and drain lines

     
 
3. Well and water lines

 
4. Gas tank and lines
 
 
5. Location of cuts and length (18”, 24”, etc.)
 
6. Location of brush debris
 

 

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