Republic of the Philippines

NORTHERN NEGROS STATE COLLEGE OF SCIENCE & TECHNOLOGY

Old Sagay, Sagay City, Negros Occidental
(034)722-4120, www.nonescost.edu.ph

COURSE PEM 120 EMERGENCY PREPAREDNESS AND RESPONSE MANAGEMENT

LESSON 1
 Role and Responsibilities of the Government/ State/LGU;
Emergency Preparedness Planning Teams; Emergency Response
Teams
MODULE3  Key Elements of Emergency Preparedness and Response
(18HOURS) Management
LESSON 2
 Developing An Emergency Preparedness And Response Program/Plan

COURSE
Mark A. Labrador LPT, MEd
FACILITATOR

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Labrador Mark
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CONTACT DETAILS
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Phone No./s 09774924375

I. INTRODUCTION

When a disaster hits the country, it’s not always the national government that acts first.

II. LEARNING OUTCOMES

 Identify the role and responsibilities of the Government/ State/LGU; Emergency Preparedness
Planning Teams; Emergency Response Teams;

 Discuss the steps on how to make an emergency preparedness and response program or
plan;

 Create a home emergency preparedness and response program or plan that is inclusive to all gender
types.

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III. MOTIVATION

Answer the following.

1. What makes an emergency plan effective?

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2. Are fire exits important?

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3. What is the main role of LGU in Disaster Risk Reduction Management?

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PRESENTATION

Disaster can strike at any time. And since we can’t always determine when or where an emergency will happen,
you and your family must be prepared.

IV. TEACHING POINTS

LESSON 1

THE ROLE OF LGUS, LOCAL COUNCILS DURING DISASTERS

Local government units are expected to be at the frontline of emergency measures in the aftermath of disasters,
according to the 1991 Local Government Code, when a disaster hits the country, it’s not always the national
government that acts first.

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The National Disaster Risk Reduction and Management Council (NDRRMC) is tasked to come up with a
framework for disaster risk reduction and management (DRRM), as well as supervise preparations for, and
responses to, natural calamities and human-induced disasters.

However, local government units (LGUs) are expected to be at the frontline of emergency measures in the
aftermath of disasters to ensure the general welfare of its constituents, according to the Local Government Code
of 1991.

As first responders, they should be proactive in performing disaster-related activities, from preemptive
evacuation to the restoration of people's livelihood.

Every LGU should also create a Local Disaster Risk Reduction and Management Plan (LDRRMP) covering 4
aspects of DRRM as specified in NDRRMC's framework, namely: disaster preparedness, response,
prevention and mitigation, and rehabilitation and recovery.

These LDRRMPs should be consistent with the National DRRM Plan, and be implemented by Local Disaster
Risk Reduction and Management Offices in every province, city and municipality in the country. Republic Act
10121, the enabling law of NDRRMC, also provides for local DRRM councils, and specifies levels of coordination
between NDRRMC and the local councils. The workflow and coordination is supposed to ensure and facilitate
quick response before, during, and after disaster situations.

The Four Phases of Emergency Management

Mitigation

Recovery Preparedness

Response

The Four Phases of Emergency Management

Mitigation  Includes any activities that prevent an emergency, reduce the
Preventing future chance of an emergency happening, or reduce the damaging
emergencies or effects of unavoidable emergencies.
minimizing their effects  Buying flood and fire insurance for your home is a mitigation
activity.
 Mitigation activities take place before and after emergencies.

Preparedness  Includes plans or preparations made to save lives and to help

Preparing to handle an response and rescue operations.
emergency
 Evacuation plans and stocking food and water are both examples
of preparedness.
 Preparedness activities take place before an emergency occurs.

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 Response  Includes actions taken to save lives and prevent further property
Responding safely to an damage in an emergency. Response is putting your preparedness
emergency plans into action.
 Seeking shelter from a tornado or turning off gas valves in an
earthquake are both response activities.
 Response activities take place during an emergency.

Recovery  Includes actions taken to return to a normal or an even safer

Recovering from an situation following an emergency.
emergency
 Recovery includes getting financial assistance to help pay for the
repairs.
 Recovery activities take place after an emergency.

ROLES OF LOCAL GOVERNMENT OFFICIALS DURING DISASTERS

Provincial Governors and City/Municipal Mayors

• Carry out such emergency measures as may be necessary during, and in the aftermath of, man-made
and natural disasters and calamities

• Submit a report when unexpected events and situations arise at any time during the year, particularly
when man-made or natural disasters or calamities affect the general welfare of the city, province, region
or country

Provincial and City/Municipal Councils

• Provide relief services and assistance for victims during and in the aftermath of said disasters or
calamities and their return to productive livelihood following said events;

• Adopt measures to protect the inhabitants of the city from the harmful effects of man-made or natural
disasters and calamities

Other Local Officials

• Be at the frontline of delivery of services related to their line of work, particularly during, and in the
aftermath of, man-made disasters and natural calamities

Local Disaster Risk Reduction and Management Councils (LDRRMCs)

Functions:

• Approve, monitor and evaluate the implementation of local DRRM plans

• Annually review, test and develop the local DRRM plans, consistent with other national and local
planning programs
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• Ensure the integration of disaster risk reduction and climate change adaptation into local development
plans, programs and budgets as a strategy in sustainable development and poverty reduction

• Recommend the implementation of forced or preemptive evacuation of local residents, if necessary

Notes:
• LGUs have the primary responsibility as first disaster responders
• Private sector and civil society groups shall work with NDRRMC and concerned local DRRMCs

Coordination between NDRRMC and local councils

The following take the lead in certain scenarios:

• Barangay Development Council, if one barangay is affected by a natural calamity or human-induced

disaster

• City/Municipal DRRMC, if 2 or more barangays are affected

• Provincial DRRMC, if 2 or more cities/municipalities are affected

• Regional DRRMC, if 2 or more provinces are affected

• NDRRMC, if 2 or more regions are affected

Provincial/City/Municipal Disaster Risk Reduction and Management Council

Not limited to the following:

Chairperson: Local chief executive (Governor or Mayor)

Members:
Local Planning and Development Officer
Local Disaster Risk Reduction and Management Officer
Local social welfare and development officer
Local health officer
Local agriculture officer
Local gender and development officer
Local engineering officer
Local veterinary officer
Local budget officer
Division Head/Schools Superintendent/District Supervisor of the DepEd
Highest-ranking officer of the Armed Forces of the Philippines (AFP) in the area
Provincial/City Director or Component City/Municipal Chief of the Philippine National Police (PNP)
Provincial Director or City/Municipal Fire Marshall of the Bureau of Fire Protection (BFP)
President, Liga ng mga Barangay
Representative of the Philippine Red Cross
Four (4) accredited civil service organizations (CSOs)
One (1) private sector representative

Optional Members:
Provincial Director or City/Municipal officer of the DILG and the DENR
Local official of the Philippine Coast Guard or Philippine Forest Guard
A representative of the Sangguniang Bayan or Lungsod (city or municipal council)

Barangay Development Council (BDC)

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• Chairperson: Barangay captain
• Members:
the Sangguniang Barangay (barangay council)
representatives of NGOs operating in the barangay (they will constitute not less than ¼ of the whole
barangay council
a representative of the Congressman of the legislative district where the barangay is situated

Sources: Republic Act 10121, Implementing Rules and Regulations of RA 10121, Local Government Code of 1991

EMERGENCY RESPONSE TEAM ROLES AND RESPONSIBILITIES

Forming a response team and assigning responsibilities is one of the crucial steps in emergency response
planning. If your emergency response team members are not familiar with their roles and responsibilities,
important response actions may be missed.

The First Person On-Scene

The first person on-scene will typically serve as the Incident Commander (IC), until relieved by a more senior
person. Responsibilities for the first person on-scene may include:

 Taking appropriate personal protective measures

 Notifying Supervisory Personnel and/or Incident Commander of the incident
 Advising personnel in the area of any potential threat and/or initiate evacuation procedures
 Eliminate potential ignition sources

Supervisory Personnel responsibilities may include:

 Initiate initial response actions if they are the first person on the scene (see above)
 Restrict access to the incident scene and surrounding area as the situation demands Take any other
steps necessary to minimize any threat to health and safety
 Request medical assistance, if necessary
 Verify substance released and obtain Safety Data Sheets, as necessary
 Identify and isolate source to minimize product loss
 Coordinate further response actions with Incident Commander and local responders

Incident Commanders

Incident Commander responsibilities may include:

 Activate the Emergency Response team
 Activate additional response contractors and local resources
 Evaluate the Severity, Potential Impact, Safety Concerns, and Response Requirements based on the
initial information provided by the First Person On-Scene
 Confirm safety aspects at site, including need for personal protective equipment, sources of ignition, and
potential need for evacuation
 Communicate and provide incident briefings to company superiors, as appropriate
 Coordinate/complete additional internal and external notifications
 Communicate with Emergency Response Team, as the situation demands
 Direct response an cleanup operations

The number of personnel required to staff the Emergency Response Team will depend on the size and
complexity of the incident. The duties of each position may be performed by the Incident Commander directly or
delegated as the situation demands
.

Priorities

Priorities of an incident commander should include, but are not limited to the following:
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Swift evaluation and cyclical incident updates: With early evaluation and continual progress assessments, the IC
can utilize current conditions to establish the necessary responses to counteract the circumstances. The
consideration of responder safety should be incorporated into every evaluation and response measure.

Effective communications: The ability to receive and transmit information, maintain situational awareness, and
communicate with all components within the incident organization is essential to ensure effective supervision,
directives, and response controls.
Strategic decisions: The response team’s risk level may be driven by the extent of the incident and site-specific
response strategy.

 A defensive strategy removes members from high-risk activities and interior response positions. The
defensive approach is utilized to minimize incident escalations until properly trained responders arrive at
the scene.

 An offensive strategy places members in interior positions where they are likely to have direct contact
with the incident or hazard. Utilizing an offensive strategy requires specialized training. While an offensive
strategy may result in a more timely response, the IC must ensure the team’s training level coincides with this
type of approach.

Tactical-level management: Tactical response management centers around the tactics used to implement the
required strategy. The IC may utilize tactical-level management from within the facility or from an off-site
command center.
Tactical Response Team Members
Tactical response team members may include:

 operational
 communications
 safety manager
 liaison officers
 and/or other managing supervisors.

However, the IC is responsible for directing the response activities and should assume responsibility of all the
primary positions until the duties are delegated.
The response team should monitor incident communications and provide the necessary support per assigned
responsibilities. However, it is the responsibility of the IC to ensure tactical objectives are completed effectively.

The more knowledgeable individuals are of their roles and responsibilities during an emergency event, the better
prepared a team can be to implement a streamlined response.
Need more information of how to organize your team? Ensure your site is prepared for the next incident! Receive
TRP's free guide "Crisis Management Framework".

KEY ELEMENTS OF EMERGENCY PREPAREDNESS AND RESPONSE MANAGEMENT

An emergency consists of any situation that poses immediate and extreme danger to people, property, or
process. Because most emergencies are sudden, severe, and unexpected, it is extremely important to be
prepared for a possible emergency. Proper preparation helps ensure safety and survival. A written emergency
response or action plan is the best preparation tool for handling emergencies.

To ensure effectiveness, review and update emergency response plans regularly. Make sure that each response
plan includes the following information:

• Procedure for sounding alarms

• Emergency escape procedures and escape route assignments
• Emergency procedures for employees with special needs
• Rescue and medical assistance requirements
• Names of persons or departments to contact for more information on handling emergencies
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• Method for reporting emergencies
• Provision for training emergency procedures

Other important Key Elements

Clear communication

In the past, it’s often been a natural reaction for organizations to try to withhold information from the public. This
is the wrong approach.

Healthcare facilities can prove their worth to their communities by being open and honest. In today’s world,
information will leak out one way or another, so it’s essential the public gets the correct information from the
healthcare experts, instead of the wrong information from someone else.

During a disaster, everyone inside the organization needs to be informed. To effectively manage an emergency,
all personnel must be on the same page – medical, legal, government affairs and facilities management, among
others, have to understand what’s going on.

Comprehensive training

Your facility may not face an emergency for many years. While there’s no substitute for the real thing, training is
vital to ensuring your staff is as prepared as possible.

Another important factor to consider when implementing a training plan is community involvement. Healthcare
facilities may assume they’ll have the full cooperation of local ambulance services, police and fire departments,
but those agencies often have other responsibilities in the event of a natural disaster. Establishing their role
during training is essential to emergency management preparations.

Knowledge of assets

Naturally, many people panic in the face of disaster. This places a heavy burden on government agencies and
other local resources to provide relief for people dealing with a large-scale emergency.

Hospitals can’t depend on outside help. It’s imperative that healthcare facilities take stock of their assets in order
to understand capabilities and limitations ahead of any natural disaster.

Technology fail safes and protocol 

Every hospital has a medical records department. Those departments need a certain amount of physical space,
access to files and software systems to get through every day. What happens when a disaster occurs and
knocks the software systems offline or blocks access to records? How will the hospital operate?

Unfortunately, healthcare facilities often wait until a disaster has created a problem before trying to find a
solution, losing precious time in the process. A business continuity plan helps to identify the hardware, software,
space and other resources that each area of your facility requires to remain operational. It’s crucial to recognize
these needs to develop alternative solutions before any of the requirements are disrupted by disaster.

Healthcare leadership involvement

Every hospital is focused on patient healing and safety. Occasionally, disaster preparedness is a secondary
pursuit, less impactful than the demands of day-to-day health care. However, the ability to keep your facility open
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and treating patients during a disaster is an enormous asset to the community, as well as a significant revenue
generator.

Healthcare facility leadership must understand the importance of a strong emergency management program and
devote the proper resources toward disaster preparations. Employees with disaster response experience are
vital pieces of the emergency management process. They keep facilities from spiraling out of control. More
importantly, they enable your hospital to continue functioning and generating revenue. An effective emergency
management department is a valuable insurance policy.

A natural disaster can wreak havoc on an entire community in an instant. If your healthcare facility isn’t equipped
to respond, you lose the community’s trust, as well as a significant revenue stream. Expert emergency
management is essential to the safety of staff, patients and the hospital’s financial security.

LESSON 2

WHAT IS AN EMERGENCY ACTION PLAN?

An emergency action plan (EAP) is intended to facilitate and organize employer and worker actions during
workplace emergencies and is recommended for all employers. Well-developed emergency plans and proper
worker training (i.e., so that workers understand their roles and responsibilities within the plan) will result in fewer
and less severe worker injuries and less damage to the facility during emergencies. A poorly prepared plan may
lead to a disorganized evacuation or emergency response, resulting in confusion, injury, illness (due to chemical,
biological and/or radiation exposure), and/or property damage.

DEVELOPING THE EMERGENCY PLAN

Developing an emergency plan begins with an understanding of what can happen. Review your risk assessment.
Consider the performance objectives that you established for your program and decide how much you want to
invest in planning beyond what is required by regulations.

Assess what resources are available for incident stabilization. Consider internal resources and external
resources including public emergency services and contractors. Public emergency services include fire
departments that may also provide rescue, hazardous materials and emergency medical services. If not
provided by your local fire department, these services may be provided by another department, agency or even
a private contractor. Reach out to local law enforcement to coordinate planning for security related threats.

Document available resources. Determine whether external resources have the information they would need to
handle an emergency. If not, determine what information is required and be sure to document that information in
your plan.

Warning, Notifications, and Communications

Plans should define the most appropriate protective action for each hazard to ensure the safety of employees
and others within the building. Determine how you will warn building occupants to take protective action. Develop
protocols and procedures to alert first responders including public emergency services, trained employees and
management. Identify how you will communicate with management and employees during and following an
emergency.

Roles and Responsibilities for Building Owners and Facility Managers

Assign personnel the responsibility of controlling access to the emergency scene and for keeping people away
from unsafe areas. Others should be familiar with the locations and functions of controls for building utility, life
safety and protection systems. These systems include ventilation, electrical, water and sanitary systems;
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emergency power supplies; detection, alarm, communication and warning systems; fire suppression systems;
pollution control and containment systems; and security and surveillance systems. Personnel should be
assigned to operate or supervise these systems as directed by public emergency services if they are on-site.

Site and Facility Plans and Information

Public emergency services have limited knowledge about your facility and its hazards. Therefore, it is important
to document information about your facility. That information is vital to ensure emergency responders can safely
stabilize an incident that may occur. Documentation of building systems may also prove valuable when a utility
system fails—such as when a water pipe breaks and no one knows how to shut off the water.

Compile a site-plan and plans for each floor of each building. Plans should show the layout of access roads,
parking areas, buildings on the property, building entrances, the locations of emergency equipment and the
locations of controls for building utility and protection systems. Instructions for operating all systems and
equipment should be accessible to emergency responders.

Provide a copy of the plan to the public emergency services that would respond to your facility and others with
responsibility for building management and security. Store the plan with other emergency planning information
such as chemical Material Safety Data Sheets (MSDS), which are required by Hazard Communication or “right
to know” regulations.

Training and Exercises

Train personnel so they are familiar with detection, alarm, communications, warning and protection systems.
Review plans with staff to ensure they are familiar with their role and can carry out assigned responsibilities.
Conduct evacuation, sheltering, sheltering-in-place and lockdown drills so employees will recognize the sound
used to warn them and they will know what to do. Facilitate exercises to practice the plan, familiarize personnel
with the plan and identify any gaps or deficiencies in the plan.

10 Steps for Developing the Emergency Response Plan

 Review performance objectives for the program.

 Review hazard or threat scenarios identified during the risk assessment.
 Assess the availability and capabilities of resources for incident stabilization including people, systems
and equipment available within your business and from external sources.
 Talk with public emergency services (e.g., fire, police and emergency medical services) to determine
their response time to your facility, knowledge of your facility and its hazards and their capabilities to
stabilize an emergency at your facility.
 Determine if there are any regulations pertaining to emergency planning at your facility; address
applicable regulations in the plan.
 Develop protective actions for life safety (evacuation, shelter, shelter-in-place, lockdown).
 Develop hazard and threat-specific emergency procedures using the Emergency Response Plan
Template for Businesses.
 Coordinate emergency planning with public emergency services to stabilize incidents involving the
hazards at your facility.
 Train personnel so they can fulfill their roles and responsibilities.
 Facilitate exercises to practice your plan.

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Emergency Plan and Evacuation Coordinators

When drafting an emergency action plan, consider selecting a responsible individual to lead and coordinate the
emergency plan and evacuation. It is critical that workers know who the coordinator is and understand that the
coordinator has the authority to make decisions during emergencies.

The Coordinator should be responsible for:

Assessing the situation to determine whether an emergency exists and if so, requiring activation of emergency
procedures;

Supervising all emergency efforts in the area, including evacuating personnel;

Ensuring that external emergency services, such as the local fire department or emergency medical service, are
available and notified when necessary; and coordinating these services when they arrive on site; and

Directing the shutdown of plant operations when required;

Ensuring that only trained workers use portable fire extinguishers;

Ensuring that routes for emergency vehicles and paths for emergency responder access are clear;

Informing arriving emergency responders of the incident location, conditions, and status of occupants; and

Having knowledgeable workers available to advise emergency responders.

7 TIPS FOR CREATING A HOME EMERGENCY PLAN

To help you get started, here are our top tips for creating a home emergency plan.

1. Consider your unique needs.

Where you live and the specific needs of your family members are major factors to consider in your home
emergency plan. Know what natural disasters could occur in your area and how best to prepare for emergencies
like hurricanes, severe flooding, volcanoes or tornadoes.

In addition, determine if you need to make special accommodations for certain family members, such as senior
citizens, family members with disabilities, infants and young children. You should also take into account medical
and dietary needs of all members of your household.

2. Make a disaster supplies kit.

A disaster supplies kit is a great way to have everything you need in one place so you can quickly evacuate.
Ideally, your kit should fit in one or two easy-to-carry bags and should contain items to help you survive on your
own for at least 72 hours. The Department of Homeland Security recommends that you include these items in
your disaster supply kit.

Once a year, review what’s in your emergency kit. Replace expired items and update what you’re bringing along
as your family’s needs change.

3. Know where to go.

Every emergency is different, so your safe space will vary by situation. First, find safe places in your home for
every situation where you would need to take shelter, like an earthquake or tornado. Second, find a meeting spot
right outside your home in case of a fire or other sudden emergency. Third, determine where you would go if you
were asked to evacuate or could not return home, and plan the route you would take to get there.

4. Stay connected.

Create a family communication plan. The plan should include information on how you will receive local
emergency alerts (radio, TV, text, etc.), as well as information on how to keep in contact with each other.
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Make sure all family members have emergency phone numbers saved in their cell phone and written on a
contact card. Include numbers for each family member, the police station, a nearby hospital and an out-of-area
emergency contact.

It may be easier to reach someone out of town if there is an emergency affecting your neighborhood, so it is wise
to designate an out-of-area contact. Instruct all family members to keep in touch with this emergency contact to
let them know that they are safe.

5. Protect your pets.

When planning for an emergency, don’t forget about your pets! Create a list of pet-friendly hotels and animal
shelters along your evacuation route. Also, remember to include items for your pet in your disaster kit.

6. Write it down and practice.

Make sure you get your emergency plan down on paper with detailed instructions for each situation. How you
react to a tornado will be very different than how you react to an evacuation, so you must have a plan for each
one. Plus, there are many online resources to help you document your plan, like this form from the American
Red Cross.

Practice your plans twice a year. For evacuation drills, you should even grab your emergency kit and drive to
your evacuation route.

7. Review your insurance.

Before a disaster strikes, it is smart to review your insurance policy with your agent to make sure you have the
right coverage for risks in your area. For instance, a standard home policy typically doesn’t include protections
like flood insurance or earthquake coverage. You also should make sure you know how to file a claim, if
necessary, whether through your carrier’s loss reporting phone line or website, or through your agent.

While you may not know when a disaster will strike, with a home emergency plan, you can rest easy and know
that your family is prepared for whatever comes your way.

V. ASSESSMENT

Answer the following questions

1. Think for a scenario/incident where you can apply the Roles and Responsibilities of the following:

a. First Person on Scene

b. Supervisory Personnel

c. Incident Commander

2. Explain the importance of the 4 phases of Emergency Management during emergency and how will you apply
these phases if emergency occur in you place.

3. Create a home emergency preparedness and response program or plan that is inclusive to all gender types.

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References:

https://www.aed.com/blog/how-to-make-an-emergency-response-plan-for-your-office/

https://www.grangeinsurance.com/tips/7-tips-for-creating-a-home-emergency-plan

https://www.osha.gov/SLTC/emergencypreparedness/gettingstarted.html

https://www.ready.gov/business/implementation/emergency

https://reliefweb.int/report/philippines/lgus-are-first-responders-disaster-response-dswd-augment-resources

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