Public Health Emergency - Leading a Nation Prepared
Numerator: Number of volunteers (determined to be needed for the response by the public health/medical lead or other authorized official) that arrived on scene (including staging area or other designated area) within the requested timeframe
Denominator: Number of volunteers determined to be needed for the response by the public health/medical lead or other authorized official
The immediate intent of this measure is to assess the timeliness of implementing key stages of volunteer management–from receipt of request, to activation of volunteers, to deployment– in order to determine key bottlenecks and chokepoints that inhibit the timely deployment of volunteers.
The broader programmatic intent of this measure is to ensure that the public health/medical lead meets requests for volunteers in a timely manner.
This measure is NOT intended to assess routine or day-to-day volunteer activities in HCOs.
While there are no direct links between HPP-PHEP J.1 and J.2 and the MCM ORR, there are various activities related to volunteer management that are applicable to both.
For each incident or exercise reported, please enter the following information:
The numerator and denominator for this measure should refer to aggregate numbers of volunteers across a given incident. For example, the public health/medical lead determines in Week 1 of an incident that 100 volunteers are needed. In Week 2, it is determined that an additional 100 volunteers are needed. The denominator for this incident is 200.
Recipients should ensure that the number of volunteers included in the denominator does not refer to the total number of potential volunteers that have been contacted to determine deployment availability or “requested” to deploy. It should only refer to the number of volunteers that the public health/medical lead has determined are needed for the response and has requested for the incident. This number may or may not coincide with how many have been “requested” to deploy via a call down or activation and should be independent of how many are known to be available. For example, the public health/medical lead determines that 75 volunteers are needed on-scene within three days. She makes this request to the state volunteer coordinator, who contacts 900 individuals currently in the ESAR-VHP database. After contacting the entire database of potential volunteers, the volunteer coordinator informs the public health/medical lead that only 20 are available for deployment. The public health/medical lead agrees to take however many are available. Twenty volunteers arrive at the staging area within the three day timeframe. The numerator for this incident is 20. The denominator is 75. The denominator is not 20 even though the public health/medical lead “agrees” that 20 is acceptable, since this number did not reflect true need, but rather was a function of how many volunteers were available for deployment. Similarly, the denominator is not 900, as this number simply reflects how many individuals were contacted for potential deployment.
Deploy: Deployment is defined as the movement of activated volunteers to a staging area or assigned mission location, such as the scene of an incident, planned event, or exercise.
Out-processing volunteers: Out-processing volunteers refers to the return of equipment, operational debriefing, and any transfer of command or responsibilities.
Request: A request is typically made by local response entities; it is a formal application (to the health and medical lead at the local, regional, or state level) to ask for a specified number of needed volunteers.
Requested timeframe: Requested timeframe is the period of time in which volunteers are requested to report for duty.
Responsible entity or entities: A responsible entity or entities refers to an organization at the recipient or sub-recipient level, which is accountable for completing the specific activity or element associated with one or more PHEP PMs.
Tracking volunteers: Tracking volunteers refers to the process, plans, or procedures to capture volunteer activities, roles, locations, etc.
Volunteers: Volunteers are individuals supporting the public health/medical incident, including medical and non-medical professionals (e.g., from the ESAR-VHP system, Medical Reserve Corps, etc.)
17. Volunteer management has been incorporated into Capability 4: Medical Surge.
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