Facilitator Introductions

1. Planning for Individuals with Disabilities and other Access and Functional Needs:Communications and public information

2. This presentation was created by Nusura, Inc. for the Orange County Sheriff’s Division of Emergency Management

3. Facilitator Introductions • June Kailes • Gary Gleason

4. Participant Introductions • Name • Title • Agency/organization • Role during an emergency

5. Logistics • Safety • Electronics • Breaks • Contact Info • Survey feedback

6. Agenda • Guiding Principles • Alert & Warning • Press Conference • Websites and Social Media • Individual and Family Emergency Preparedness Materials

7. In an emergency, information is as important as food, water and shelter. It is a life-saving commodity.

8. Guiding Principle Information must be given in multiple ways to reach the right people, at the right time, in the right places with the right messagesthat can be understood and used.

9. Guiding Policy Principles • Message content review processes should include specific steps for evaluating inclusiveness and appropriateness for people with disabilities and others with access and functional needs.

10. Guiding Policy Principles • All public meetings should contain an accommodation notice • Examples: • Sign language interpreters and Communication Access Real-time Translation (CART) services are provided at each meeting. • Upon request, agenda material in alternative formats and other accommodations are available to the public for xxx sponsored meetings and events. • All requests must be made at least xxbusiness days prior to the scheduled meeting. For additional information contact the xxx at xxx (voice) or xxx (TTY).

11. Guiding Policy Principles • In media releases, ask people to share emergency information with their neighbors, friends and colleagues, especially those who may have difficulty receiving and/or understanding the information.

12. Legal Compliance • Section 508 Amendment to the Rehabilitation Act of 1973 • Requires Federal agencies make their electronic and information technology accessible to people with disabilities. • ADA • Require that State and local governments provide individuals with disabilities equal access to their programs, services, or activities. • This includes emergency alert & warnings and public information.

13. Pre-Staged Content • Create emergency alerts and public information content • Establish emergency telephone numbers and websites • Translate • Make available in accessible formats including large print, translated to relevant languages, etc. • Distribute to PIOs to enhance familiarity • Use in exercise

14. Alert & Warning Systems

15. Alert & Warning Systems • Product features should include sending messages via the following: • Directly connect with teletypewriters (TTYs) • Landline • Cellular • Fax • Electronic variable (changeable) signs • Text message • Weather Alert Radio • Message board

16. Alert & Warning Systems • Product features should include sending messages via the following, continued : • Text pager • E-mail • Video messages (using ASL) to video-enabled wireless devices and email • Major languages used in the area • Allow for targeting specific groups • Deliver live voice messages • When a call is picked up by an answering machine, the system will leave a recorded message.

17. Alert & Warning Systems • Product features should include sending messages via the following: • If the number called is busy or does not answer, the system will redial the number in an attempt to deliver the message • Allow receivers to have the message repeated • Provides an accessible means for people to follow up with questions via live operator or alternate phone/email

18. Alert & Warning Systems • Product features should include sending messages via the following: • ASL version of complete text information on websites • Registration processes are accessible for people with disabilities and others with access and functional needs (call in, website) • Resources are devoted to sustain and maintain outreach urging people to register all their devices (cell phones, additional landlines, fax, email, addresses.)

19. Alert & Warning Systems • Enhance current capacity by adding IPAWS capability. • IPAWS is an alert system that was designed so that the President could deliver a message to the American people. Messages include presidential alerts, imminent threat alerts and amber alerts utilizing geographic targeting. • The alerts are delivered directly from cell tower to cell phone through a one way broadcast.

20. A note on registries • Registries have limited utility and, often, lots of problems including: • Many don’t register • Many are afraid to self-identify with a particular limitation • Some see registry participation as commitment from community to provide services • Instead seek population statistics and other registry type information from agencies and organizations who serve individuals with access and functional needs • Collaborate with these agencies to develop process by which they will contact and/or connect individuals requiring assistance with responders during an emergency

21. Press Conferences

22. Press Conferences • Regularly meet with and remind broadcasters of their obligation to ensure that: • Interpreters are in camera/screen shots • Scroll and crawl messages do not interfere with captioning

23. Press Conferences • Provide on-screen sign language interpretation for the entire message, including cuts to public officials close-up shots, field reporters, and B-roll footage.

24. Press Conferences • Announce messages for those who cannot read: • Scrolled messages • Visual information shown for all provided telephone numbers, e-mail addresses, street closures, school closures, shelter locations, etc.

25. Press Conferences • Use information that is easy to understand (3rd grade reading level) improves communication for people with learning, understanding, and intellectual disabilities.

26. Press Conferences • Test and exercises system regularly • Test technical equipment • Exercise plans and procedures • Exercise with equipment and personnel

27. Websites and Social Media

28. Social media, new media, and the web • Powerful and effective tool • Growing user base • Historically trended to a younger user group but the fastest growing group of social media users are those in their 70’s

29. Websites and Social Media • Accessibility is built in and maintained by following 508 and W3C guidelines. • Make sure website links are activated before people are instructed to check websites. • Ensure staff are designated for website maintenance, updating, and quality compliance checks.

30. Websites and Social Media • Include emergency preparedness information for people with disabilities and others with access and functional needs.

31. Websites and Social Media • PIOs Standard Operating Procedures, job aides and/or checklists should include procedures processes, protocols, and policies for ensuring website and social media accessibility. • Make sure PIOs receive appropriate training to ensure accessibility compliance.

32. Individual and Family Emergency Preparedness Materials

33. Individual and Family Emergency Preparedness Materials • Access and functional needs specific content should be integrated into general emergency preparedness content. • These materials should include how and where people can access additional customized and specific materials for people with disabilities and others with access and functional needs.

34. Individual and Family Emergency Preparedness Materials • Work to incorporate personal preparedness information into regular communications • Newsletters • Website links • Participate in Shakeout • Waiting to reach out the the community, including those who may have disabilities and other AFN, until after a disaster is TOO LATE.

35. Individual and Family Emergency Preparedness Materials • Preparedness materials should contain accurate, clear, realistic, and helpful access and functional needs content. • Materials need to be provided in understandable and usable formats including Braille, large print, disks, audio, pictures, accessible websites, and languages other than English.

36. Individual and Family Emergency Preparedness Materials • Ensure materials are disseminated using the same methods used for all other emergency preparedness information.

37. Recap

38. The Redundancy Commandment • Announce it • Caption it • Picture it • Describe it • Email It • Relay it • Share it • Text it • Post it • Interpret It (language and sign) • Repeat it (frequently)

39. Questions?

40. Activity

41. Guiding Principle Information must be given in multiple ways to reach the right people, at the right time, in the right places with the right messagesthat can be understood and used.

42. Directions • Make 3 smaller groups • Take 1 of the question sets • Discuss for 15 minutes in small group • Bring back to the large group for 15 minutes

43. Who are the right people? • Key Capabilities Assessment Finding: • non-English speaking populations and the organizations who serve them report they have less access to Community Ememergency Response Team programs and emergency preparedness info. • AlertOC has challengesreaching non-English speaking populations. • What other members of the community are under-reached? • What strategies could enhance communications?

44. When is the right time? • Case Study: NYC court case found that emergency managers failed to reach the DAFN community with Hurricane recovery information. What strategies could help communicate recovery info better? • When is reaching the whole community the most challenging? • What could work?

45. Where are the right places? • Key Capabilities Assessment Finding: A number of organizations report they believe there are resources available to disseminate their key messages, however, they do not know how to access them. • What strategies can help connect people around communications? • What communications resources do you have that others may not know about? • What communications resources do you wish you had access to?

46. Share your thoughts!

47. Thank You! • Please complete the course feedback form before you leave