Lesson 3: Deployment

1
Lesson 3 Deployment
2
Introduction

• This lesson reviews issues that the DEMPS
• Volunteer will deal with while on deployment,
• including strategies for handling stress.

3
Lesson Topics

• Deployment responsibilities and tasks
• Travel
• Lodging expectations
• Work site topics
• - Tours, meals, stress, accountability, safety,
  and security

• Duty hours
• Off-duty hours
• Compensation and benefits
• Chain of command
• Travel home

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Learning Objectives

• Explain the responsibilities of a DEMPS Volunteer
  while on deployment.
• Describe work site conditions for DEMPS
  Volunteers.
• Describe stress management strategies while on
  deployment.
• Explain travel issues while on deployment.
• Explain the compensation and benefit guidelines
  while on deployment.
• Identify the chain of command while on
  deployment.

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Deployment Responsibilities and Tasks

• While on deployment, stay in contact with
• Area Emergency Manager (AEM)
• DEMPS Coordinator

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Deployment Responsibilities and Tasks

• AEM is an on-site liaison and will assist
• with issues concerning
• Lodging
• Meals
• Work environment
• Job duties
• Equipment needs

7
Deployment Responsibilities and Tasks

• Your DEMPS Coordinator will assist you
• with
• Travel arrangements for extended deployment
• Delivery of any additional equipment
• Questions you may have
• Notifying appropriate people in case of an
  emergency or injury

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Deployment Responsibilities and Tasks

• Extended deployments are
• Beyond 14 days
• Minimal circumstances
• Case-by-case

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Travel to Destination

• Keep personal log of all time
• Confirm destination
• Remain flexible and patient

10
Travel to Destination

• Contact/alternate numbers
• - DEMPS Coordinator
• - Temporary tour of duty (TDY) AEM
• Share cell phone numbers with other DEMPS
  Volunteers
• Report changes in travel itinerary to DEMPS
  Coordinator or TDY AEM

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Lodging

• Lodging is
• determined by the
• disaster situation.
• Expect the unexpected
• Austere conditions
• Hotels, tents, church floors

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Lodging

• Check-in for registration and in-processing
• Contact AEM for assignments and instructions

13
Work Site

• Selection criteria for deployment is done by VHA
  position, BUT job duties may change.
• - e.g., nursing assistant mopping floors
• Duty may include non-disaster related work.
• First few days of deployment may be chaotic.
• Be flexible!

14
Work Site

• While at work site
• Wear identification badge and appropriate work
  attire
• Understand that working conditions may vary
• Be prepared for a fully equipped station or one
  that requires assembly

15
Work Site Response vs. Recovery Deployment Tours

• Response Phase
• A sense of urgency exists.
• Response deployments occur prior to or
  immediately following the disaster.
• Response deployments may require 12-hour tours
  for up to 12 days.
• Each deployment is different.

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Work Site Response vs. Recovery Deployment Tours
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Work Site Response vs. Recovery Deployment Tours

• Recovery Phase
• Recovery deployments are the actions taken after
  the situation is stabilized.
• Recovery deployment tour and days may be reduced.

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Work Site Response vs. Recovery Deployment Tours

• Recovery Phase
• Daily departure times to work site will be
  designated.
• It is imperative that you are on time for
  departure.
• You should maintain good hygiene and good
  physical and mental well-being.

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Work Site Meals

• Meal Variations
• Meals-Ready-to-Eat (MREs)
• Restricted rations
• Special dietary requirements are not available

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Work Site Meals

• If food is provided, per diem will not be paid.
• Hand washing hygiene is essential for preventing
  the spread of infection.

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Work Site Meals

• While on deployment, missed meals for
• a legitimate reason (e.g., patient/evacuee
• care) may be reimbursed. You will need to
• Identify missed meal with timekeeper
• Get Supervisor approval
• Submit it as part of travel voucher

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Work Site Stress Management

• Recognize signs of stress or burnout
• Use approaches that you already use to reduce
  stress, such as exercise or breathing
• Keep to your regular eating and drinking habits
• - Avoid or minimize sugar, caffeine, and
  alcohol

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Work Site Stress Management

• Utilize rotation methods to avoid cumulative
  stress
• Utilize social support strategies
• - Work with a partner
• - Talk with a selected colleague
• Guard against self-defeating beliefs
• - Only I can do X, Y, and Z."

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Work Site Stress Management

• When do you seek formal support for
  stress-related reactions?
• - A situation causes much discomfort
• - A colleague expresses concern
• DEMPS deployments have mental health
  professionals on site.
• Early intervention for stress is best!

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Work Site Stress Management

• When do you know if a colleague is in need of a
  mental health referral?
• - Example warning signs and behaviors include
• Abuse of alcohol/drugs
• Suicidal ideation
• Inability to work
• Severe sleep disruption
• If you see warning signs, call for appropriate
  help.

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Work Site Stress Management

• How do I make an effective referral for a
• distressed colleague who is not in imminent
• danger?
• Check impressions for accuracy.
• Express empathy suggest to speak to a DEMPS
  mental health counselor.
• Review expectations. Explore reactions.
• Give written info or make an appointment.

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Work Site Stress Management

• What if referral is still refused?
• Explore common factors
• - Existing stress inhibits more change
• - Stigma
• - Lack of understanding of services
• - Fear of the unknown
• Emphasize that seeking counseling is a sign of
  strength.

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Work Site Accountability

• Maintain hand washing hygiene
• Notify DEMPS Coordinator of
• - Sick leave
• - Unexpected personal emergency

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Work Site Accountability

• Record time and attendance
• Comply with travel rules
• Communicate information and write reports
• Report fraud, waste, and abuse

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Work Site Safety

• Report unsafe or unusual situations
• Inform the VHA safety officer
• Follow general safety guidelines

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Work Site Safety

• VHA Safety Officer
• Assesses and ensures safety conditions
• Conducts safety conditions
• Presents incident-specific briefings
• Responds to incidences

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Work Site Safety

• Follow general safety guidelines
• Comply with OSHA standards
• Report incidents to VHA safety officer
• Drive safely
• Be familiar with emergency procedures
• Keep floor areas dry and clean
• Use appropriate procedures when handling heavy
  items

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Work Site Security

• Comply with security measures
• Display and guard badges
• Protect personal information
• Follow IT security procedures
• Prevent violence

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Work Site Security

• Comply with security measures
• VA police investigator implements
• - Badge protection systems
• - Parking lot patrols and escorts
• - Security awareness programs and bulletins

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Work Site Security

• Display and guard badges
• Wear above waist at all times
• Remove or cover when you leave work site
• Report lost or missing badges to security

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Work Site Security

• Protect personal information
• Do not leave valuables unattended
• Report missing property
• Request identification from strangers or
  suspicious persons

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Work Site Security

• Follow IT security procedures
• Safeguard passwords
• Keep computer physically secure
• Use your computer for official purposes only

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Work Site Security

• Violence Prevention
• Prevent violence including threats, harassment,
  and intimidation
• If you observe violent or threatening behavior
• - Secure your safety first
• - Call 911 or other emergency contact
• - Leave the area if it is unsafe
• - Cooperate with law enforcement

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Duty Hours

• All time should be verified by a Supervisor and
  signed by a timekeeper at the work site.
• Duty hours are hours actually worked and do not
  include travel time to and from assignment.
• Duty hours may change according to mission
  requirements.

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Duty Hours

• Your work day does not start until you get to the
  work site.
• If you choose not to take the transportation
  provided you will need to provide your own
  transportation at your own expense.
• While on deployment, you are only paid for the
  hours worked. You will not be paid for sleeping
  or riding on the bus.

41
Duty Hours

• If you become sick and are unable to work
• Notify on-site Supervisor, timekeeper, and DEMPS
  Coordinator
• Note incident on your time card
• Sick leave will be utilized

42
Duty Hours

• If you have an unexpected personal
• emergency
• Notify your Supervisor on site
• Note incident on your time card
• Notify your DEMPS Coordinator

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Off-Duty Hours

• Consideration for others is of prime
• importance
• Use earphones
• Use flashlights for reading
• Use cell phone etiquette
• Respect others personal space and quiet time
• Maintain personal hygiene

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Off-Duty Hours

• Secure your personal property at all times
• Be aware of your surroundings
• Utilize the buddy system when going off site

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Off-Duty Hours

• Get adequate rest and exercise
• - You may be subject to recall to duty or
• change in shifts
• - Avoid excessive alcohol consumption
• Professional behavior and conduct is expected at
  all times

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Compensation and Benefits

• Overtime is not guaranteed.
• Same rules as home station apply.
• Leave is accrued while on deployment.
• You may be entitled to
• - Night pay
• - Sunday pay
• - Holiday premium pay
• - Hazardous duty pay/Environmental differential
  pay

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Compensation and Benefits

• Remember to bring the following
• Time and leave (TL) number
• Station number
• Timekeeper name
• Timekeeper phone and fax number

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Compensation and Benefits

• Post-deployment authorized absence (AA) is at the
  discretion of the VISN or home station.
• The DEMPS Program DOES NOT have any policy
  related to authorized absence.

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Compensation and Benefits

• If annual leave (AL) is being requested
• following deployment
• Leave must be approved by home station.
• All expenses incurred are the responsibility of
  the traveler.

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Chain of Command

• Identify the chain of command
• - Management team
• - Supervisors
• - Group/team leaders, etc.
• Identify/clarify home station role to the
  management team upon arrival
• Check-in with assigned timekeeper

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Chain of Command

• Late arriving Volunteers must contact the
• management team for orientation and
• assignment.

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Travel Home

• Coordinate with disaster site AEM (logistics) and
  DEMPS Coordinator.
• Changes in travel arrangements initiated by the
  Volunteer must be coordinated with the above two
  individuals.
• Save receipts for travel, parking, hotel,
  shuttles, etc.
• - Turn in with your travel claim.
• - Make copies for personal file.

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Travel Home

• Check out of hotel at end of deployment even if
  sharing a room with someone.
• Hotel incidentals are your responsibility.
• Ensure all debts with the hotel are paid prior to
  departure.

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Summary

• This lesson reviewed issues that the DEMPS
• Volunteer will deal with while on deployment,
• including strategies for handling stress.

55
Contact Information

• For any questions or comments
• contact the
• DEMPS National Program Manager, Dr. Bob Smith