Faith This easy-to-use guide is the first step towards preparing your faith organization for any disaster

Faith Developing Your Faith Organization Preparedness Plan

Before you begin, please gather the necessary information to ensure your Faith Organization Planner is as complete as possible. This information includes: names, addresses, and contact information of important locations such as your insurance provider; existing service providers and customers; continuity facilities; and records management.

There are 12 steps to completing your Faith Organization Preparedness Plan

Step 1: Administrative Information
Step 2: Emergency Contact Information
Step 3: Essential Functions
Step 4: Orders of Succession and Delegation of Authority
Step 5: Communications
Step 6: Existing Service Commitments
Step 7: Continuity Facilities and Virtual Communication
Step 8: Vital Records Management
Step 9: Vital Resources
Step 10: Evacuation Plan
Step 11: Shelter-in-Place Plan
Step 12: Plan to Share, Practice, Train and Review

Your privacy is important! For security reasons, data entered during your current session will not be saved. If you need to stop working on your plan, please make sure to save your work.

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Your Preparedness Plan

Step 1 Administrative Information

Faith Organization

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Website URL

Mission Statement

Contacts

Priority

Title

First and Last Name

Telephone Number

Telephone Number (Alternate)

E-mail

Social Media Contacts

Priority

Title

First and Last Name

Telephone Number

Telephone Number (Alternate)

E-mail

Social Media Contacts

Priority

Title

First and Last Name

Telephone Number

Telephone Number (Alternate)

E-mail

Social Media Contacts

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Step 2 Emergency Contact Information

Local Emergency and Insurance Contacts

Type

Telephone Number

Telephone Number (Alternate)

Type

Telephone Number

Telephone Number (Alternate)

Type

Telephone Number

Telephone Number (Alternate)

Type

Telephone Number

Telephone Number (Alternate)

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Step 3 Essential Functions

Primary Essential Functions

Items that must be performed in order to support the organization before, during and in the aftermath of an emergency.

Function

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Step 4 Orders of Succession and Delegation of Authority

This section lists the names and leadership positions within the organization and how authority will be delegated. This is an essential part of your organization's ability to ensure that your staff and congregation know who assumes the authority and responsibility for leadership if current leadership is incapacitated or becomes otherwise unavailable during a disaster or emergency situation.

Contacts

First and Last Name

Telephone Number

Telephone Number (Alternate)

E-mail

Current Position

Back Up Position

Procedures

Delegating Authority Procedure

Limits to Delegating Authority

Return to Normal Operations

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Step 5 Communications

This section captures the contact information for clergy, leadership, personnel, IT systems support, and key partners. This also includes a communication plan that identifies how clergy, leadership, staff and the congregation will communicate.

Continuity Communications

Continuity Communications POCs (e.g. clergy, leadership, personnel, IT systems support, and key partners)

First and Last Name

Telephone Number

Telephone Number (Alternate)

E-mail

Position

Process for Contacting Organization for Information [List steps]:

Step

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Step 6 Existing Service Commitments

This section shows a list of any existing Memorandums of Understanding (MOUs) that the organization has in place in the event of an emergency or disaster. MOUs include both commitments from other organizations to provide your organization with services as well as the commitments your organization has to provide space, resources, or services to other organizations.

Existing Service Commitments

Name of MOU

Purpose of MOU

Company Name

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Contact Name

Account Number

Materials / Service Provided

Alternate MOUs

If the above companies experience a disaster, we will obtain supplies/materials from the following:

Name of MOU

Purpose of MOU

Company Name

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Contact Name

Account Number

Materials / Service Provided

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Step 7 Continuity Facilities and Virtual Communication

This section provides fields for primary and alternate facilities, and as appropriate, virtual communication information.

Primary Facility

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Alternate Facilities

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Contact Name

Cell Phone

E-mail

Virtual Option

Access

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Step 8 Vital Records Management

This section identifies the back-up location for electronics, hardcopy documents, records, information systems needed to support essential functions during a continuity situation. Examples include Financial Records, Personnel Records, Congregation Records, Legal Documents, etc.

Backup Responsibility

POC responsible for backing up our critical records including payroll and accounting systems:

First and Last Name

Telephone Number

Telephone Number (Alternate)

E-mail

Onsite Backup

Back-up records including a copy of this plan, site maps, insurance policies, bank account records and computer back ups are stored onsite:

Onsite Location

Offsite Backup

Another set of back-up records is stored at the following off-site location:

Location name

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Offsite POC

Accounting Continuity

If our accounting and payroll records are destroyed, we will provide for continuity in the following ways:

Procedure

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Step 9 Vital Resources

In this section, please list the key resources within your organization needed to maintain operations.

Key Resources

Resources for religious services, religious education, communication, utilities, security, IT networks, maintenance, repairs.

Resource

Purpose

Contact Name

Telephone Number

Telephone Number (Alternate)

E-mail

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Step 10 Evacuation Plan

Identify how evacuation will take place during an emergency, leading to meeting locations outside the building and outside the immediate area. Be sure to include evacuation guidance for congregants, staff, and visitors with disabilities.

Warning System

Our evacuation warning system is:

We will test the warning system and procedures, and record results, this many times a year:

Assembly Site

Location name

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Alternate Assembly Site

Location name

Address

Suite / Apartment #

City

State

Zip Code

Telephone Number

Assembly Manager

Our assembly manager is:

Our alternate assembly manager is:

Assembly site manager responsibilities include:

Shut Down Manager

Our shut down manager is:

Our alternate shut down manager is:

Shut down manager responsibilities include:

Issuing All Clear

Name of POC responsible for issuing all clear:

Evacuation Checklist

We have developed these plans in collaboration with neighboring businesses and building owners to avoid confusion or gridlock
We have located, copied and posted building and site maps.
Exits are clearly marked.
We will practice evacuation procedures with the above noted frequency

Download List

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Step 11 Shelter-in-Place Plan

Shelter Quickly

If we must take shelter quickly (things to consider):

Warning System

Our shelter-in-place warning system is:

We will test the warning system and procedures, and record results, this many times a year:

Shelters

"Seal the room" Shelter means considering protection if the air quality may be impacted

Storm Shelter Location:

Alternate Storm Shelter Location:

"Seal the Room" Shelter Location:

Alternate "Seal the Room" Shelter Location:

Shelter Manager

Our shelter manager is:

Our alternate shelter manager is:

Shelter manager responsibilities include:

Shut Down Manager

Our shut down manager is:

Our alternate shut down manager is:

Shut down manager responsibilities include:

Issuing All Clear

Name of POC responsible for issuing all clear:

Shelter-in-Place Checklist:

We have talked to co-workers about which emergency supplies, if any, the company will provide in the shelter location and which supplies individuals might consider keeping in a portable kit personalized for individual needs.
We have located, copied and posted building and site maps.
We will practice shelter procedures with the above noted frequency

Download List

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Step 12 Plan to Share, Practice, Train and Review

Practice

You will need to train your organization team on how to complete assigned responsibilities, and document that training in the section below called “Training Dates.” Once your team is trained, you should conduct an exercise to test your staff’s ability to respond to the emergency.

Training and Review Dates

Date

Type of Training/Review

Clergy, Leadership, and Personnel Activated

Review Dates

Date Of Review

Modifications

Date Saved

Tip: Be sure to mark these dates on your calendar to remind you of upcoming training and review dates.

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Save and Download

After completing the above sections, save and download your planner. You can also save your work at any time. Your information will not be stored on the server. Instead, you will download a PDF, which will contain all your information. You may return at any time, and upload the PDF to alter information, or finish completing your planner.

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