Document ID: FEMA-2011-0022-0002
Agency: fema
Document Type: Supporting & Related Material
Title: 
Posted Date: 2011-10-13T04:00Z

Preliminary
                  Damage Assessment for Individual Assistance
                                  (9327.2-PR)

                                                        DRAFT Operations Manual
                                            Federal Emergency Management Agency

Table of Contents
I.	FOREWORD	v
II.	overview	6
A.	introduction and background	7
B.	SUMMARY OF IA Operations	8
C.	Roles and responsibilities of IA pda STAFF	9
D.	Deployments	13
E.	EQUIPMENT/SUPPLIES	13
III.	Operations and procedures	15
A.	Team assignments and pre-PDA briefing	15
B.	Field assessment methods	16
C.	NARRATIVE Information to collect during A PDA	17
D.	statistical information to complete a pda field form	20
E.	County designations	24
IV.	POst field assessment activities	25
A.	TEAM concurrence on ASSESSMENT FINDINGS	25
B.	submittal of finalized pda information to regional office/JFO	25
C.	Deactivation of PDA function	25
V.	PACIFIC ISLAND ANNEX	26
A.	Team assignments and pre-briefing (PDA Coordinator)	26
B.	Field Assessment Methods	26
C.	Specific Information  -  "Hard Counts"	26
D.	Things to Know Before Leaving Home	28
VI.	TRIBAL NATION ANNEX	29
A.	IA PRELIMINARY DAMAGE ASSESSMENTS ON TRIBAL LANDS	29
B.	PROTOCOL	29
C.	OCCUPANCY OF RESIDENCES ON TRIBAL LANDS	29
VII.	ALASKA NATIVE VILLAGES ANNEX	31
VIII.	APPENDIX A  -  DEFINITIONS	35
IX.	APPENDIX B  -  INSTRUCTIONS FOR PDA EXCEL PROCESS	38

The Department of Homeland Security's Federal Emergency Management Agency (FEMA) has developed four levels of operational guidance for use by emergency teams and other personnel involved in conducting or supporting disaster operations.  This document corresponds to the level highlighted in bold italics

      Level 1 -	 Overview:  A brief concept summary of a disaster-related function, team, or capability.
      
      Level 2 - 	Standard Operating Procedures (SOP) or Operations Manual:  A complete reference document, detailing the procedures for performing a single function (Standard Operating Procedure), or a number of interdependent functions (Ops Manual).
      
      Level 3 - 	Field Operations Guide (FOG):  A durable pocket or desk guide, containing essential nuts-and-bolts information needed to perform specific assignments or functions.
      
      Level 4 - 	Job Aid:  A checklist or other aid for job performance or job training.

This document is consistent with and supports the current plans and procedures of the National Response Framework (NRF) for implementation of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, 42 U.S.C. § 5121 et seq. and its implementing regulations in Title 44, Chapter I of the Code of Federal Regulations (CFR) Emergency Management and Assistance.

FOREWORD

This manual was developed to create uniform procedures for performing Individual Assistance (IA) Preliminary Damage Assessments (PDAs) nationwide in response to an impacted State's request.  Establishing a single set of PDA procedures ensures that regardless of the location, type of disaster, or FEMA Regional Office involved, the assessment of damages will be consistent, thorough, and well coordinated. 

This manual was prepared and reviewed by FEMA regional staff, in collaboration with State and local government representatives, including tribes, with extensive field experience in performing PDAs.  It incorporates procedures developed and used by individual regional offices in the course of conducting PDAs throughout the U.S. in a variety of disasters over a period of years and reflects FEMA's extensive experience working with State and local governments. 

In addition to ensuring the uniformity of damage assessments nationwide, the procedures in this manual have been designed to support ongoing initiatives.  FEMA plans to leverage new technologies and develop additional training tools to establish a nationally credentialed damage assessment workforce.  FEMA also hopes to establish a national collection tool and create a repository of historical damage assessment information that can be used by Federal, State, and local officials to forecast the potential impact of disasters and the resulting unmet needs of individuals, businesses, the public sector, and the community as a whole.

It is important to note that while only States may request declaration, damage may occur on tribal lands.  When this manual refers to local governments, that term includes Indian tribal governments.  Specific guidance on conducting PDAs on Tribal land is included in this manual.

This manual supersedes FEMA Manual 9327.1 PR, PDA for IA Operations Manual, April 2005, and will be reviewed annually.

Questions, inquiries related to this draft manual are welcomed and should be addressed to the Individual Assistance Division, Recovery Directorate, 500 C Street, SW, Washington, DC, 20472-3100, email FEMA-IA-POLICY@dhs.gov or by phone (202) 212-1000. Public comments and recommendations for revisions to the draft policy should be submitted to www.regulations.gov, docket ID FEMA-2011-0022.  

overview
The primary purpose for conducting Individual Assistance (IA) Preliminary Damage Assessments (PDAs) is to identify the impact, type and extent of disaster damages and to determine the impact on individuals and communities while identifying the resources needed for the community to recover.  The PDA is an important first step in the declaration process, as depicted in Figure 1-1.  All references to PDAs in this manual refer to Individual Assistance (IA) PDAs unless otherwise specified.

                                       

FIGURE I-1: Overview of Declaration Process 

Several actions must occur prior to initiating a PDA.  In accordance with 44 CFR 206.33 (a), "When an incident occurs, or is imminent, which the State official responsible for disaster operations determines may be beyond the State and local government capabilities to respond, the State will request the Regional Administrator to perform a joint FEMA-State preliminary damage assessment."  It is not anticipated that all events will result in the need for Federal assistance; therefore, the State will be expected to verify initial reports of damage, in some manner, before requesting this support.  In most instances, the State can use the survey information that the local government has already collected in the impacted areas to verify the reports of damage.  

The State's PDA request will be in writing, and will describe the disaster event and type and severity of damage.  It will outline the areas to be surveyed; number of teams needed, and may include meeting location and time.  Based upon this request, a joint Federal/State PDA may be initiated, with teams being dispatched to designated areas.  In some instances as damage is being identified, the State may request additional areas that would require a PDA.  

The PDA teams survey the impacted areas and compile the information.  The PDA information will be used by the State to determine if the response and recovery actions will require Federal support. 

If the Governor determines that the State does not have adequate resources to respond and recover from the disaster, and supplemental Federal assistance is required, a request for an emergency or major disaster declaration may be made.  The PDA information along with the Governor's request is included with the Regional Summary, Analysis, and Recommendations (RSAR) and is then forwarded to FEMA Headquarters for review and processing. 

The PDA is an essential part of the declaration process and provides critical information for the implementation of recovery programs.  The information gathered is analyzed to determine the anticipated forms of assistance and estimate program costs.  The PDA also serves as a management tool for determining (in the event of a declaration) Joint Field Office (JFO) location, number of staff, the need for and locations of Disaster Recovery Centers, program funding, and other requirements.  In rare instances when a disaster is declared before a PDA is completed (e.g., after a catastrophic earthquake when it is immediately apparent that a disaster declaration is warranted), the assessment is still be needed to determine program costs and implementation requirements.

introduction and background
This manual details the standard procedures for performing a PDA, although the manner of collecting information in a PDA may vary according to the magnitude of the event.  The purpose of this manual is to:
Establish a single standardized process by which consistent damage impact information is gathered and reported by PDA teams before and after a Presidential Declaration. 
Clearly define the roles and responsibilities of the parties involved in the PDA process.
Describe what information is needed and how information is obtained, sources of information, and the way in which PDA information is captured on standardized forms for analysis and identification of program needs.
Define degrees of residential damage 
 
Users of this manual should have a basic understanding of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 USC 5121-5207), Title 44 of the CFR, executive orders, policies, and established procedures governing the various Federal disaster assistance programs. 

 SUMMARY OF IA Operations
Information provided by PDA teams constitutes empirical data by which decision-makers can determine the appropriate recommendation regarding disaster assistance for any given disaster scenario. 

In Figure I-2, the IA PDA team is depicted within the regional organization.

 FIGURE I-2: PDA Organization Chart
 Note: In a JFO operation, the damage assessment including the narrative, statistical information and recommendation will be gathered and processed through the JFO IA Branch Chief, to the Operations Section Chief and then to the FCO who forwards it to the Regional Administrator for coordination.

In the organization chart above (starting from the bottom): 

The PDA team members gather the data and submit it to the IA PDA Team Lead for review and concurrence.  
The IA PDA Team Lead then submits final field reports to the Overall PDA Coordinator, who reviews the information and combines it with information provided by the Voluntary Agency Liaison (VAL). 
The Overall PDA Coordinator compiles the information into the appropriate narrative and statistical formats and forwards the formatted information through the chain of command for inclusion into the RSAR. 
The IA Branch Chief and Recovery Division Director capture the findings in the RSAR and make a recommendation on whether the disaster warrants a Presidential Disaster Declaration with Individual Assistance authorized. The Regional Administrator reviews the Division's recommendation and makes a Regional recommendation through the RSAR. 
The RSAR is forwarded to FEMA Headquarters Declaration Unit for further review and processing.  Refer back to Figure I-1 for a depiction of this process.

 Roles and responsibilities of IA pda STAFF 
PDA team members should have a good understanding of damages caused by various types of disasters and the methods and approximate time required to make repairs.  In most events, the individual should be able to look at a home from the exterior and be able to estimate the degree of damage (e.g., destroyed, major, minor).  PDA team members will also coordinate with State and Local team members to gather more general information on the affected area and the impact of the disaster on the community.  
Generally, PDA teams consist of members from: 

FEMA Individual Assistance Branch 
State Emergency Management
Local Jurisdiction
Small Business Administration (SBA)
FEMA Mitigation
Other (e.g., Public Information Officer, VAL, Other Federal agencies, and voluntary agencies, as applicable).
  
The State hosts the PDA teams and is responsible for identifying damaged areas, although local government regularly assists in this task.  The State team member should be able to provide additional information (demographics, people with functional and access needs, etc.) and when needed, assist in providing transportation and if necessary a facility to coordinate the PDA effort.  

The FEMA IA team member is responsible for accurately reporting the results of the PDA.  The State and FEMA IA team members are responsible to ensure the data represents a consensus of the team's findings.

Roles and responsibilities are identified by title; however actual responsibilities may shift according to available staff.  

   1. IA Branch Chief or designee:  The IA Branch Chief (or designee) is responsible for all PDA activities and provides compiled and analyzed information for inclusion in the RSAR when a declaration is requested by the State.  In some instances the IA Branch Chief could be the PDA coordinator or assign a PDA coordinator to facilitate field activities.  Some of the routine functions the IA Branch Chief (or designee) must perform are outlined below:

   * IA PDA training/overview
   * Program analysis to determine needs
   * Approve time sheets and travel vouchers
   * Approve group and individual Travel Authorizations 
   * ADD deployment of team members
   * Initial coordination with State, SBA and other Federal agencies
   * Team assignments 
   * Reconcile survey findings
   * Serve as central collection point for field reports
   * Coordinate with other Federal, State, and voluntary agencies regarding impacts and response activities from their respective agencies
   * Gather Flood insurance policy information from NFIP for the affected area in order to better assess uninsured losses.  (for flooding events)
   * Gather, in conjunction with the state, any Home owners' insurance policy information available (e.g. insurance commission, census, homeowners affected by incident, etc)
   * Research (in concert with Regional Environmental Officer) FEMA records on Coastal Barriers Resources Act (CBRA) communities
   * Advise  PDA teams to gather available housing resource information 
   * Obtain American Red Cross (ARC) or other voluntary agencies damage assessment surveys when possible
   * Collect demographic information and compare to  actual field findings
   * Conduct exit interview with State counterpart

   2. IA PDA Team Lead:  The IA PDA Team Lead is responsible for collecting PDA data from team members.  They may also serve as PDA Team Member, if the PDA is localized and roles can be combined.  Some of the duties of the IA PDA Team Lead are:

   * FEMA PDA team member pre-briefings
   * FEMA PDA team member post-briefings
   * Collection of data and survey reports from Team Members
   * May reassign Team Members to different locations as necessary
   * Track current locations of PDA Teams
   * Work with IA State PDA Lead for specific field tasks
   * Receive survey report from VAL
   * Ensure data is accurate and arrived at by consensus 
   * Provide technical and administrative support to field PDA teams.
   * Research (in concert with Mitigation staff) FEMA records on flood policies and sanctioned communities
   * Provide Branch Chief/Designee with accurate and detailed field reports

   3. IA PDA Specialist:  The IA PDA Specialist is a team member responsible for collecting PDA surveys to include the following: 

   * Number of damaged dwellings 
   * Degree of damage
   * Insurance coverage
   * Income levels
   * Types of structures (e.g., manufactured housing, multi-family, single family, condominiums)
   * Ownership/occupancy status
   * People with functional and access needs
   * Utility outages
   * Official evacuations
   * Damage of private roads and bridges 
   * Estimated number of inaccessible and secondary homes 
   * Availability of housing resources
   * Information regarding health and safety concerns
   * Number of deaths and injuries
   * Concurrence with State counterparts on survey data
   * Dissemination of survey findings to other team members (SBA and State)
   * Collections of other data and their impact on the area (e.g., business and economic impact, unemployment, shelters, etc.) 
   * Obtaining other data as needed or required (e.g. tribal, language, transportation, food resources, hospitals etc.)
   * Provide collected data to PDA Team Lead as scheduled

   4. Voluntary Agency Liaison:  The VAL coordinates with the volunteer sector to identify appropriate response activities and is responsible for gathering the following information:

   * Location of feeding and shelter sites
   * Number and types of shelters 
   * Number of people and pets sheltered (maximum and current number)
   * Number of deaths and injuries
   * Number of Red Cross cases opened (or cases with other voluntary agencies if that information is available)
   * Type of services being offered by voluntary agencies 
   * Number of meals and snacks served
   * Number of comfort kits distributed
   * Types of accommodations needed by Functional Needs Populations 
   * Official evacuations
   * Information regarding health and safety concerns
   * Pet issues
   * Provide data to PDA Coordinator

The information the VAL provides may include other impacts (e.g., impacts on nursing homes, etc.) and a report of VOAD/Local or Private Organization response activities and limiting factors.

   5. State PDA Team Member:  The State PDA team member serves as the official host to the Federal team members.  In addition to general PDA Team duties, the State member is also responsible for the following:  

   * Initiate local contacts
   * Locate damaged areas to be surveyed
   * Provide demographic information
   * Provide other pertinent information related to the unmet needs caused by the disaster 
   * Provide transportation, if needed 
   * Concur on degree of damage to residential structures
      
   6. Local PDA Team Member:  The local PDA team member should:

   * Complete initial assessments and report findings to the State
   * Ensure all damaged areas are surveyed during the PDA
   * Determine the route the team will take to assess the damaged areas
   * Assist the State team member in providing required information
   * Serve as an expert on local issues
   * Provide an overview of the disaster for team members
   * Provide maps of damaged areas
   * Provide insurance information
   * Concur on degree of damage of residential structures

   7. Small Business Administration:  The SBA PDA team member collects the following information and submits it to the SBA Team Lead:

   * Number and type of damaged businesses
   * Number of damaged homes
   * Degree of damage
   * Economic impact to the small business community

The SBA PDA Team Lead will compile SBA data for all teams and submit agency findings to the PDA Coordinator to be included in the RSAR.

   8. FEMA Mitigation Team Member:  The FEMA Mitigation PDA team member's responsibilities include identifying the following:
   
   * Potential Hazard Mitigation (Stafford Act Sec. 404) projects
   * Previous mitigation "success stories"
   * Other potential mitigation projects

Mitigation team members will submit their findings to a designated Mitigation Team Lead.  Regional mitigation staff will analyze this data for the Mitigation portion of the RSAR.  

Note: For detailed information on mitigation, see the Mitigation PDA Manual.  In some instances, Mitigation staff may conduct PDAs on their own or with the Public Assistance PDA teams and not accompany IA PDA teams.

   9. Others:  The information provided by Other Federal Agencies (OFAs), State agencies and Voluntary Agencies (VOLAGs) will help establish overall impacts to the affected areas.  Information on agricultural impacts, disaster effects on elderly and People with functional and access needs, job losses, and other disaster specific needs may be gathered from these contacts, even though they may not be actual team members.  OFAs and VOLAGs can provide information on the types of assistance their respective agencies are providing individuals affected by the disaster.  Information on their response activities should be included in the RSAR.

Public Information Officers, either State or Federal, are often present during PDAs, particularly when there is media attention.  Their role is to speak with the media about what the PDA team is doing and to answer questions regarding the Declaration process.
 Deployments 
Upon notification that the Regional Administrator has directed the Recovery Division to support an IA PDA request from an impacted State, the IA Branch Chief (or designee) will identify qualified FEMA PDA personnel through the Automated Deployment Database (ADD) system.  This individual will also notify the U.S. Small Business Administration, along with FEMA's Hazard Mitigation and External Affairs staff.  The State will notify FEMA of the number of teams required to conduct the Individual Assistance portion of the PDA, State personnel to be assigned to each team and areas to be surveyed.  Other FEMA offices and the SBA will determine their personnel to be assigned to each team and reporting requirements for their needs.  

The identified FEMA team members are then deployed, in accordance with established ADD procedures, to the meeting location.  Persons who are deployed from the Regional Office should arrange shipping of appropriate equipment /supplies to meet the needs of all the PDA teams.
 EQUIPMENT/SUPPLIES
The PDA field element consists of highly mobile teams that may require some or all the following support items:

Cellular or Satellite telephones 
Geospatial Positioning Systems (GPS)
Laptop Computers
Portable Printers with extra ink cartridges, printer paper
Scanner
Camera
PDA forms (sample PDA forms are found in Appendix B of this manual)
Maps of affected areas
Office supplies
Specialized clothing if needed (e.g., FEMA shirts, boots, rain garb, hard hats etc.)

Go-kits can be assembled in advance by each IA Branch Chief in the Regions to meet the needs of multiple disasters or individually at the time of the disaster with input from the PDA Team Lead. 
 Operations and procedures 
 Team assignments and pre-PDA briefing
When responding to a PDA request, a key first step is for the IA Branch Chief to coordinate with the State point of contact to establish how many PDA teams will be needed and determine a meeting location to conduct a pre-PDA briefing for PDA staff.  This location is typically identified by the State.  The IA Branch Chief or designee should then identify qualified FEMA PDA personnel and arrange for deployment.  They should also notify SBA, Hazard Mitigation and External Affairs of the PDA request and operational details.  

The State should also indicate the number of teams desired.  At the pre-PDA briefing meeting, the IA PDA Team Lead, in coordination with State counterpart(s), will provide team rosters and contact numbers and assign teams to specific areas.  State and local officials usually give a brief synopsis of the event, highlight response activities to date, and provide a safety briefing for all PDA field staff.  There may be times when congressional staffers and/or elected officials attend the initial briefing.  A list of all attendees and their contact information is created and maintained for Regional records.  

Team Assignments are based upon geographic or political jurisdictions (e.g., cities, counties, parishes) that are identified in the State's official request for a joint FEMA/State PDA.  The following items are generally included in the pre-PDA briefing:

Discuss particulars of the disasters, to include insurance coverage and disaster specific information (i.e. definition of degrees of damage, septic tanks, wells). If PDAs are to be conducted in the Pacific Islands, or with Tribal Nations or Alaskan Native Villages, appropriate Regional staff (Tribal Liaison or other) should be involved in the pre-brief to ensure understanding of specific cultures and local practices.   
Identify any disaster activity, ongoing, previous or pending that would affect PDA outcomes (i.e., double damages).  
Establish well-defined boundaries for PDA teams to survey (to preclude overlapping or leaving out areas and inadvertently impacting the accuracy of the PDA findings) 
Ensure that teams are prepared to participate in meetings with local officials during the PDA process.
Set up a schedule for PDA teams to check in with the IA PDA Team Lead to report findings and receive team reassignments.
Provide clear guidance on the time reports are due and when and where the final debriefing will take place.
Review the data collection process (e.g. paper, electronic).
Provide briefing packets to each IA team member.  (The packet should outline all the information described above; plus contain maps, PDA forms/worksheets, and other materials).

 Field assessment methods
The way in which PDA team information is gathered is relatively simple.  However, unique and unusual circumstances may occur, and unconventional approaches may be required.  As a standard practice, heavily impacted areas are given priority in the assessment process.  

The length of time required to conduct a PDA varies.  In large disasters, a PDA can be done quickly because the damage and impacts are obvious.  In cases of severe, widespread damage, a declaration may be made prior to completing a PDA.  A damage assessment may be conducted following the declaration in order to determine IA program needs and additional add-on counties.

Video and photography are strongly encouraged on all PDAs.

In conducting a PDA, the following circumstances may cause delays:

Damage may be ongoing or so severe that travel to the disaster site is difficult or impossible for a period of time 
The impacted State cannot provide sufficient staff for the required number of field teams
The local jurisdictions may not be ready to work with the PDA teams
Multiple events impacting the same area

1.	Team Assessment Methods

In most cases, one (or a combination) of the following methods can be used by teams: 

   * Windshield Survey -- this is probably the most common approach to conducting a PDA.  Generally, the local representative will take the teams by car to the affected areas.  The teams will record observed damage and hazards while driving through these areas, periodically stopping to conduct interviews to provide anecdotal evidence related to insurance coverage, occupancy type (owner or renter), and other significant information to support census information collected by the PDA Team Lead.  This process is repeated street-by-street for the team's assigned area.
      
   * Door-to-Door -- this approach may be used when damage is not apparent from the street level or a higher level of detail is needed (i.e. receded flood waters).  The teams are created and dispatched in the usual manner, but once in the affected areas they survey door-to-door.  This level of verification is labor intensive but highly accurate.  It is useful for ensuring that all previously surveyed damaged dwellings are verified.  This method is most commonly used when a second PDA is required to verify an original assessment.  An address database can be useful of addresses seen.  If an appeal PDA is to be conducted, addresses on the original PDA can be easily eliminated or supplemented. 

   * Fly-Over --  when accessibility is an issue or to access remote areas, a "fly-over" may be required.  An estimated number of damaged structures are determined while flying over populated areas.  Typically, it is preferred to use a helicopter rather than a fixed wing plane.  Usually, homes are counted in clusters (e.g., a cluster may equal 5 to 100 homes depending on the magnitude of the disaster, speed of the flight, and the density of the dwellings).  As with the other PDA methods, the PDA teams are responsible for obtaining the degree of damage, income levels, etc, and should record this information on the tick sheet.  Any pictures taken from the fly-over may be used to further analyze the degree of damage.  Using maps, flight plans must be briefed and coordinated between the PDA team and the flight crew prior to flight.  In addition, it is mandatory that FEMA and State team members have headsets for communication in flight with the pilot.  It is strongly suggested that a federal official be present and some "on the ground verification" be obtained to validate assessment findings when conducting a "fly over."
         

2.	Other Assessment Methods

In large or complex events, PDA teams may be replaced, entirely or in part, by other technical methods of gathering data related to disaster impacts.  These methods may include predictive modeling and automated data collection, such as the following:

Predictive modeling can be used to get an approximation of the extent and location of damage in large events.  For example, immediately after an earthquake, FEMA's Hazards U.S. (HAZUS) software can be used to develop maps predicting the location of areas most severely impacted by an earthquake.  
Similarly, remote sensing (aerial or satellite photos) can be used to identify damaged areas, including those not accessible by normal transportation.  Refer to FEMA publication 9321.1-PR Remote Sensing in Federal Disaster Operations for procedures.

 NARRATIVE Information to collect during A PDA 
There are several types of general information that should be recorded both during a PDA through the use of narrative text and by the IA PDA Coordinator through research of census data, State demographics, etc.  These include but are not limited to: demographic makeup of an affected area, a description of the impacted area, a description of the economic impacts of the disaster, and general observations of the community.  The data collected will be used to determine whether the event meets the requirements of 44 CFR 206.48(b) to qualify for a declaration.  For occupancy type, insurance, and income data, the field team should collect anecdotal evidence when possible.  The IA PDA Coordinator should collect census data to be used in the IA Program Cost Projection Workbook.  Once gathered, this information is reviewed, compiled, and analyzed for possible inclusion in the RSAR.   
 Demographics
The PDA Team must collect information that could impact the community's disaster recovery.  The collected demographic information should cover the following categories:

Language considerations of affected populations 
Income levels of affected populations (to include examples of sources of income -- e.g., agriculture, industrial, retail, service, professional, etc.)
People with functional and access needs
Cultural considerations (e.g. tribal)
  Demographic information should be collected using both census data and field surveys.  
 Description of Impacted Area
The PDA Team is required to provide a thorough and accurate description of damages and the impact on individuals in the affected areas, including pockets of damage, general home construction types, general price range of homes, type of community, and insurance issues. 

Areas of deferred maintenance should be identified and noted by impacted area. For the purpose of PDA's the term "Deferred Maintenance" will be applied to any external real property component (foundation, walls, roof, windows, doors, etc) of a dwelling that was non-functional prior to the disaster. 
 Economic Impacts
The information gathered should present an accurate picture of the economic stability of a disaster-impacted community, such as pre and post disaster unemployment, agricultural losses, business losses, economic losses, etc. 
 Insurance
It is essential to determine if the damaged property is insured or not.  There are times when a single property could experience damage for both insured and uninsured damage (e.g., a severe storm causes roof damage and flooding causes flood-damage to the basement).  When one or more causes of damage are uninsured the home should be marked as uninsured and only the uninsured loss should be assessed. 

There are many resources available to find out whether or not a property has insurance.  Some examples are the local tax assessment office, the State Tax Commissioner, FEMA's National Flood Insurance Program (for flood insurance only), Tribal leaders, and residents of the impacted community.  FEMA's National Processing Services Center also can provide flood insurance information and more importantly, the purchase and maintenance requirements imposed on properties by the National Flood Insurance Reform Act.  For more detailed information on insurance please refer to Attachment A: Insurance Type Table.

Because this assessment is preliminary and is intended to be expeditious, certain assumptions, based on experience over many disasters, are often made regarding insurance.  Those assumptions may include:

If the home is less than 30 years old, it most likely carries a mortgage and is therefore required to carry homeowners' insurance.
If the household is determined by the PDA inspector to be low income, the home most likely does not carry adequate, if any, insurance.
If a home is in a flood zone A and was impacted by a previous flood that resulted in a Presidential declaration, the home is most likely now required to maintain flood insurance for the lifetime of the property.

Additional information on how to record insurance information should be addressed during the pre-briefing on a disaster-by-disaster basis, as there are many variables.  For example:
   * Mobile home insurance policies may or may not cover flood damage.
   * An earthquake deductible can be as much as 20%;, so, on a $500,000 home that would equate to a $100,000 deductible.
   * Severe storm and flooding damage on a typical home can result in an overlap of covered items.
   * Condominium insurance may vary depending upon the condominium bylaws

Note:  Please refer to Attachment A for a table outlining the different types of insurance and coverage.  

 Income
To complete the RSAR and IA Program Cost Projection Workbook, it is only necessary to determine the percentage of low income households in the damaged areas.  This information can be more accurately captured through census data, but anecdotal evidence and information from local authorities can be useful in supporting the conclusion that the area is low income in the absence of census data.

 General Issues That Affect Individuals
The following factors may adversely affect the community's ability to recover.  The presence of any of these factors (and data to support) should be noted.  This list may not be exhaustive.  If additional factors are present that make the event particularly devastating or which will delay recovery, data should be collected and factor noted.

Lack of building materials
Availability of housing resources (from yard/window signs, local newspaper classified ads, real estate firms and associations, chamber of commerce, etc.)
Contractor shortages
Extreme weather conditions that may impact recovery
Crisis Counseling needs
Length of time for utility interruptions 
Flood prone areas with zones
Access issues
Evacuations (estimated duration)
Length of time for critical businesses to recover and open (grocery stores, fuel stations, discount retailers, etc.)
Length of time for critical infrastructure to be restored (schools, hospitals, utilities, etc.)
Unemployment issues (either pre-existing or disaster related)
       
 statistical information to complete a pda field form 
During the PDA process, team members should record dwelling damage information on a PDA Field Form.  When the assessment is complete, the information is used to determine the number of probable assistance cases and projected funding requirements.  The assessment of damaged structures is a key task for the PDA team.  The following information will be recorded during the PDA process: 
 Dwelling Types - The following are the common dwelling types that are recorded: single family, multifamily, and manufactured housing units.  It is important to identify the type of residence being surveyed as it affects estimates of projected costs, repair feasibility, and timelines for home repair completion.
 Occupancy Types - There are three principal types of occupancy  -  owner, renter, and not primary (secondary or seasonal).  It is important to distinguish between the occupancy types to determine probable forms and length of assistance required, as well as, corresponding program costs for owners and renters.  
 Degree of Damage - There are five levels of damage: Destroyed, Major, Minor, Affected, and Inaccessible.  When considering damage levels, it is important to remember that FEMA's mission is to return the structure to a safe, sanitary and functional condition.  Each level is described in detail in the following paragraphs.  The definitions of these levels apply to all unit types.  The levels are set as guidelines but many factors influence the determination and the determinations are at the discretion of the regional office. 
 Destroyed
       Destroyed means the structure is a total loss or damaged to such an extent that repair is not feasible.  Any one of the following may constitute a status of destroyed:
 
Structure is permanently uninhabitable
Complete failure of two or more major structural components (e.g., collapse of basement walls/foundation, walls, or roof)
Only foundation remains
An unaffected structure that will require removal or demolition by local or county government because of a confirmed imminent danger, e.g., impending landslides, mudslides, or sinkholes).
       
 Major
       
       Major damage exists when the home has sustained structural or significant damages, is uninhabitable and requires extensive repairs.  Any one of the following may constitute major damage.
 
Failure of structural elements of the residence (e.g., walls, roof, floors, foundation, etc.) that are repairable
Damage to dwelling that will take more than 30 days to repair (not to include contractor delays or availability of materials)
18" or more of water on the first floor
Homes with a basement may be considered for Major damage if the water level has reached the rafters and affected the floor of the first level.  
 
       Note: These water levels are dependent upon several variables to include how long the water stayed in the home, the presence of contaminants in the water, and the materials used to build the home.  
 Minor
       Minor damage encompasses a wide range of damage and is generally the most common type of damage.  Minor damage exists when the home is damaged and uninhabitable, but may be made habitable in less than 30 days.  Some of the items that determine minor damage are listed below:
 
Windows or doors unsecured (damaged)
Damage to functional components (i.e. furnace, hot water heater, HVAC, etc.)
3" to 18" of water in an essential living space
Damage to private well or septic system
          
       Note: These water levels are dependent upon several variables to include how long the water stayed in the home, the presence of contaminants in the water, and the materials used to build the home.  
       
 Affected
       This category includes dwellings with minimal damage to structure and/or contents and the home is habitable without repairs.  Minimal flooding with less than 3" of water in an essential living space.
 Inaccessible
       This group includes homes that are inaccessible by reasonable means, due to disaster-related loss of access (e.g., bridge out, road flooded or blocked by landslide, mudslide, severe erosion, washed out, etc.).

      If a home or group of homes is inaccessible due to damage to a road or bridge, the number of affected inaccessible households should be included in the PDA.  In the event the inaccessibility is caused by road or bridge damage, the PDA team should determine whether the damaged bridge or road is maintained privately or by local government.  If privately owned and the sole access, damage should be noted in the Road and Bridge column. 
 Basements
When assessing the damage to a home, consideration must be given when the home has a basement.  For a home which has a basement, several variables would need to be identified in order to estimate the degree of damage to the home.  Some variables would include; water depth in relation to utilities, finished basements which include essential living space, structural damage to walls, and foundation and support structures.  

Additional factors to consider which could affect the safety of the occupants of the home are:

Contaminants in the flood water (fuel oil, sewage, debris etc)
Severely damaged structural components and 
Severe damage to major mechanical or electrical utilities (beyond inundation).
 Mobile Homes 
 The effect of wind, water, and earthquakes on mobile homes is different than on more traditionally built structures; therefore, FEMA will use the "Guidelines for Determining Damage to Mobile Homes" matrix below for determining the level of damage to impacted mobile homes.  In addition, FEMA understands that impact contaminants in the floodwaters may warrant an increase in damage level, so the Region, in coordination with the State, may consider other factors such as sewage and other contaminants in the floodwater when categorizing the degree of damage on a flood-impacted mobile home or similar readily fabricated structure.

              Guidelines for Determining Damage to Mobile Homes 
                                       
This matrix should serve as broad guidance for field staff conducting Preliminary Disaster Assessments (PDA). Actual decisions for awarding disaster assistance are based on individualized, more in-depth inspections. These inspections take into account the age of the unit, pre-disaster conditions, sewage and other contaminants in the flood water, and other disaster specific conditions.
                                        
                               Degree of Damage 
Program Description 
Operational Mechanics 
                                       

For Flood Damage 
For Damages Other Than Flood (i.e. Wind Driven Rain, Earthquake) 
                                  Destroyed 
The structure is a total loss; damaged to such an extent that repairs are not economically feasible.[1]  There is no value associated with the structure except for its basic material content (scrap). 
A water line higher than 4 feet would equate to a destroyed designation, based on economic feasibility. To be otherwise designated as destroyed, the dwelling's frame must be bent, twisted, or otherwise compromised. The dwelling must be missing the roof or has sustained significant flood damage to the roof covering, sheathing, and framing. The dwelling interior must be so compromised by contamination that clean up is infeasible. 
The dwelling's frame must be bent, twisted, or otherwise compromised. The dwelling must be missing the roof or has sustained significant damage to the roof covering, sheathing, and framing. 
                                    Major 
The structure has sustained structural or significant damages; uninhabitable dwelling that requires extensive repairs. The dwelling is unusable in its current condition and cannot be made habitable in a short period of time. 
A water line of 1 foot or above within the living area, or contaminated water (containing sewage, oil or other contaminants that would not be adequately addressed by standard clean and sanitize methods) covering a majority of the floor space within the living area. 
The dwelling's frame is not bent, twisted, or otherwise compromised; however, there is more than minor structural damage (e.g., it has been displaced from the foundation) and other structural components have been damaged (i.e., windows, doors, wall coverings, roof, bottom board insulation, ductwork, and/or utility hook up). 
                                    Minor 
The structure is damaged and uninhabitable, but may be made habitable in a short period of time with minimal home repairs. The dwelling has some damage, but can be used without significant repair (repairable). 
Water line is below 1 foot within the living area. In general, the water would not come in contact with the electrical outlets. 
The dwelling's frame is not bent, twisted, or otherwise compromised; however, there is minor structural damage (e.g., it has not been displaced from the foundation). Other structural components may have sustained minor damage (i.e., windows, doors, wall coverings, roof, bottom board insulation, ductwork, and/or utility hook up). 
                                   Affected 
The structure has minimal damage; dwelling is habitable without repairs. 
There is no measurable amount of water in the living space (less than 1 inch). 
The dwelling's frame is not bent, twisted, or otherwise compromised. No structural components of the dwelling have been damaged (i.e., windows, doors, wall coverings, roof, bottom board insulation, ductwork, and/or utility hook up).
[1]Economic feasibility of repairs is not a habitability / repair standard.
  County designations
 Joint, Federal, State, and local government PDAs to assess damage will be conducted as soon as the situation permits.  Additional areas and assistance may be added at a later date, pending the completion of the PDAs, unless the incident is of such unusual severity and magnitude that PDAs are not required to determine the need for supplemental Federal assistance pursuant to 44 C.F.R. 206.33(d).

The process for post declaration designation of affected areas for IA is as follows:       
  The State must request, in writing, that a county be designated for IA.  This request should include supplementary information about the area;
  FEMA, State and local authorities, and other partners must conduct a damage assessment, when feasible and appropriate;
 A Federal Register Notice will be published if IA is declared and if additional counties are declared for IA within the State.

 
 POst field assessment activities 
 TEAM concurrence on ASSESSMENT FINDINGS
Each team member should maintain a separate count of the damaged dwellings that they survey.  It is critical that team members concur with the findings.  It is also important to remember that as a joint Federal/State PDA, all IA damage determinations, insurance, and income levels must be agreed upon by the local, state and FEMA members.  Without mutual agreement, disputes can arise over the information contained in the team report, and the number of impacted families.  Disagreements, if not resolved, can result in appeals and reassessments.  By obtaining Federal-State concurrence on PDA findings, appeals and reassessments will be less likely. 

 B.	submittal of finalized pda information to regional office/JFO
Upon completion of the field assessment, the PDA Coordinator and/or the PDA Team Lead will debrief the team members to review findings, discuss overall impacts and ensure that all required information is gathered.  The information will then be transmitted to the Regional Office/JFO in the requested format.  
 C.	Deactivation of PDA function
Once the State is satisfied that the teams have assessed all the damage, the PDA Coordinator and/or the PDA Team Lead will release team members, collect appropriate items (e.g., time sheets, vouchers, supplies, equipment, etc.), ensure PDA team members check out and update their status in ADD, and return the collected items to the appropriate locations. 

PACIFIC ISLAND ANNEX

This annex provides basic information on conducting a Preliminary Damage Assessment (PDA) in the Pacific jurisdictions.  The areas covered by this annex include American Samoa, Commonwealth of the Northern Mariana Islands (CNMI), and Guam..  Except as noted below, the standard PDA procedures apply. 

 A.	Team assignments and pre-briefing (PDA Coordinator)
Coordinate with the local government to establish a pre-PDA briefing of the village mayor, Matai, and/or village/county council.  Often, these are not government "officials" strictly speaking.
A Pacific Island PDA team will most likely be assigned to assess a village, a number of villages in close proximity, or an island.
Pacific Island PDA teams need to be familiar with specific cultural differences that impact the family structure, housing, land ownership, and community governance.
Pacific Island PDA teams need to be familiar with re-construction costs in the local area, since the degree of damage may be elevated due to the cost to rebuild.
          
 B.	Field Assessment Methods
Pacific Island PDA teams may need to use small boats and/or small planes to travel between outer islands, atolls, and lagoons. 
Often, the island terrain is mountainous and homes may be accessible only on foot or by 4-wheel drive vehicle.  Team members must be prepared to hike over hilly jungle terrain or ride in the back of a pick-up truck over dirt roads.
Take precautions in rural areas to avoid unexploded World War II ordnance.  Safety protocol will be disseminated by PDA Team Leads prior to field work.
       
 C.	Specific Information  -  "Hard Counts"
 Dwelling types
Housing construction varies considerably in island jurisdictions.  Even within a jurisdiction, the team will encounter a range of dwelling types from a thatched hut to a reinforced concrete structure.  The majority of houses are single-wall wood/tin construction.  Traditional families live in residential compounds consisting of a number of buildings.  The sleeping house should be recorded as the primary dwelling according to the degree of damage present and other support structures should be marked affected to include, kitchen/cook house, shower house, and outhouse (benjo) but should not be considered separate structures. 

 Occupancy
Most of the dwellings surveyed will be primary residences.  The exception is the "ranch" or fishing hut.  These are usually lean-to type structures that the family may stay in while tending the crops or fishing. 

Additionally, building is often done incrementally.  The family may live in a wood/tin structure while building a more modern home, as funds and resources become available.  In these circumstances, care must be taken to determine which structure is the primary residence.

 Ownership
Communal in nature.
Passed on from generation to generation.
Written records verifying ownership do not always exist.
Each jurisdiction has unique conditions that must be clarified with local officials.

An example of jurisdiction specific verification of ownership would be in American Samoa.  Ninety percent of the land is communal land held under the traditional land tenure system.  Communal lands are under the supervision of the family Sa'o (high chief) and are maintained for all members of the family who elect to live there and serve the Matai (chief).  All land is owned collectively by the aiga (extended family) which means the individual has a right to use the property but does not own it.  A member of the family may construct a house of his own on family land with the approval of the Sa'o.  With the approval of the Sa'o, a family member may also rent his home.  The land on which the house stands, however, remains the property of the family.  During the PDA process, FEMA requires that the Sa'o or Matai verify that an individual/family occupied a home prior to the disaster and that family has permission to live on the land.  

 Insurance Coverage
As a general rule, only reinforced concrete structures might have insurance coverage.  Additionally, all jurisdictions are participating in the National Flood Insurance Program (NFIP), so verify with the Regional Office whether there are NFIP policies in force. 

 Degree of Damage
      Destroyed:	Structure is beyond repair.  Roof and all walls are down.
      
      Major:		Any damage that can be repaired that will fall below maximum grant amount for IHP.
      
      Minor:		Any damage over $100 but less than $10,000.
      
      Affected:	Some damage to dwelling but is habitable with minor, low cost repairs.  This is also the category used when only the outdoor kitchen, shower or outhouse is damaged. 
      
      Inaccessible:	This category is rarely used.  When used, it should pertain to accessibility issues that can be addressed by FEMA's Individuals and Households Program, such as private road or bridge damage.
      
Note: FEMA policy is not to provide assistance to repair outdoor kitchens, shower houses, or outdoor toilets (benjos).  Therefore, damage to these structures is counted as "affected."

 D.	Things to Know Before Leaving Home
Bring a valid US passport 
 
Bring cash or travelers checks.  Charge cards, Automatic Teller Machine card, and debit cards may not be accepted.
 
Be prepared for hot, humid conditions and hikes through the jungle. 

TRIBAL NATION ANNEX
 IA PRELIMINARY DAMAGE ASSESSMENTS ON TRIBAL LANDS
While much of the methodology for gathering data on damaged residences is the same as a standard Preliminary Damage Assessment (PDA), there are unique differences in protocol and in determining occupancy of homes on tribal lands.  It is important that all Individual Assistance (IA) PDA staff be aware of the sensitive nature of tribal issues and have knowledge of tribal protocol.  It is also important that all PDA team members be aware, in particular, of the ownership issues on Tribal lands.

The Regional Tribal Liaison and the State Representative should make the initial contact with the Tribal Chairs and the local Superintendent of the Bureau of Indian Affairs (BIA), when applicable.  The Regional Tribal Liaison may also serve as a source for briefing PDA teams on any unique issues related to a specific reservation.  
 PROTOCOL  
 Prior to Going to Tribal Lands 
The Regional Tribal Liaison and the State Representative will set up a meeting time with the Tribal Chair, or designee, or BIA Superintendent to begin the PDA.  The meeting should serve as an opportunity to introduce the PDA team and to brief Tribal leadership on the PDA process.  It is recommended that the PDA team also include someone from the Tribal Housing Authority as many of the homes on a reservation are under their management.  The Tribal Housing Authority member will be able to assist the PDA team in locating damaged residences and in determining ownership issues. 

At the conclusion of the PDA, and prior to leaving the area, the IA PDA Team may meet with the Tribal Chair, designee or BIA Superintendent to ensure that Tribal leadership is aware of what was found, confirm all damaged residences have been surveyed, and inform them of the next steps in the process.  

 OCCUPANCY OF RESIDENCES ON TRIBAL LANDS
There are basically six types of occupancy on Tribal Lands:
 Homes for Which the Tribal Housing Authority Holds Title to the Residence 
In some cases, occupants may live in a home owned by the Tribal Housing Authority and repairs to the home are the responsibility of the Tribal Housing Authority.  For FEMA purposes, the occupant does not own the home until the Housing Authority conveys title to them. 

This situation is very similar to a lease/purchase agreement where the option to buy has not been exercised yet.  There may also be homes in this category where the occupant owns the land and may even have a deed to that land, but the Housing Authority holds the title until such time as the title to the house is conveyed.  These occupants are considered renters.  
 Tribal Housing Authority Homes Where the Title Has Been Conveyed 
These are homes where the purchaser has completed the payments and title has been conveyed.  Most Tribal Housing Authorities maintain a list of homes that have been conveyed.  If possible, the PDA team should obtain a copy of the list of conveyed homes.  Such occupants are considered homeowners.
 Fee Simple Homes
These are homes that an individual either purchased for a fee or built, and have never been owned by the Tribal Housing Authority.  There will often be a deed to these homes.  There are also homes within this category that have been inherited, with no transfer of title.  However, there will often be a deed to the home and property registered at the county or within tribal records and the line of inheritance can be traced through that deed.  The Housing Authority representative or tribal team member will usually be able to identify homes in this category.  These occupants are considered homeowners.
 Homes Owned by Non-Tribal Members
These homes are treated the same as Fee Simple Homes.  These occupants are considered homeowners.
 Rental Units
While the rent charge may be minimal or even "free-rent," the individuals occupying the residence are not responsible for repairs and are in a landlord/tenant relationship.  Such occupants are considered renters.  Exception:  Rent-Free Ownership.  To be considered an owner under rent-free guidelines, an occupant: does not hold formal title to the damaged dwelling and pays no rent; and is responsible for payment of taxes or maintenance to the residence; or has lifetime occupancy rights with formal title vested in another.  Such occupants are considered owners.
ALASKA NATIVE VILLAGES ANNEX

Alaska is a vast land with areas that are sparsely populated and subject to harsh weather conditions, factors which in combination can significantly impact PDA operations during much of the year.  Many parts of the State have no access roads, which results in limited transportation options such as air or watercraft.  The remoteness of these areas has contributed to cultural diversity among many of the Alaska Native populations, which presents another key consideration for PDA Operations.

FEMA-Tribal relationships are particularly unique in Alaska.  With the exception of the Annette Island Tribal Nation and the Metlakatla Indian Community, the Alaska Native Claims Settlement Act (ANCSA) of 1971 officially designated the indigenous peoples of Alaska as Alaska Native Villages, rather than Tribal Nations.  In total, there are 229 federally recognized tribal entities within the State.  

Each Alaska native village has a Traditional or Indian Reorganization Act (IRA) Council government, as well as a for-profit village corporation.  Most native villages are also cities and have a city council.  The State of Alaska Division of Emergency Services treats all forms of local government as equal entities, notwithstanding slight differences in structural nomenclature.  In a few cases, more than one village could be involved in a common or unified council or village corporation.  

Village corporations, not the city governments, own most of the land (surface estate) in rural villages, unless the land has been conveyed to the city government through what is commonly known as the 14(c) (3) process.  Even in the village, the regional corporation owns the subsurface under the village corporation land.

Below is information and considerations related to ensuring that the PDA process is accurate, timely, and safe.

   A.  PROTOCOL AND TRAVEL RESTRICTIONS

A PDA team must have permission in advance to enter a native village and conduct a PDA.  This permission should be obtained by the State prior to the team traveling to any village.   

Alaska's indigenous people who live in remote locations primarily subsist on the wild resources of the land and waters of coastal, riverine, and inland Alaska, from the temperate climate of Southeast Alaska to the Arctic.  There are 95 languages spoken in Alaskan homes, 22 of which are indigenous Alaska Native languages.  The most commonly spoken languages are English, Yupi'k, Aleut, and Inupiaq.  Since native languages, especially among elders, are prevalent in many villages, it is advisable to arrange for interpreters as circumstances warrant.  Region X normally requires that all FEMA PDA participants attend a cultural briefing prior to embarking to remote native villages.
 
Due to the remote locations of many villages, it is crucial that the visits are well planned and that PDA team members carry survival gear to sustain them in the event of an emergency.  This is especially important during the winter months where extreme cold weather can be life threatening.  In addition, communication through cell phone and/or Blackberry service is unavailable in many remote villages, although limited land line service is often available. 

Most native village PDAs require the use of charter flights to transport teams into the villages.  As a result, the number of team members, timelines for flights, and sequence of village surveys are additional coordination elements that may present challenges. 

   B. HOUSING AUTHORITIES

The Department of Housing and Urban Development (HUD) provides Indian housing services through "Indian Housing Authorities" and tribally designated housing entities under the Native American Indian Housing and Self-Determination Act (NAHASDA).  In addition, there are 53 authorized Indian housing programs in Alaska.  Remote rural Alaskan communities typically include both Alaskan native village residents and non-native residents in single or adjacent communities.  The Bureau of Indian Affairs (BIA) also owns housing in some native villages.

Pre-coordination among the PDA Team Leader, HUD, and BIA may help identify villages that include HUD and/or BIA sponsored housing units.  The PDA team may also include a representative of the regional housing authority and/or the native village housing program to assist with identifying individual HUD sponsored units.

   C. OCCUPANCY OF RESIDENCES IN ALASKA NATIVE VILLAGES

Occupancy can generally be classified into one of the five categories previously described in the Tribal Annex.  However, since determining ownership of dwellings in Alaska native villages is a complex process, a village official should accompany the team during the PDA to indicate the occupancy status of each surveyed dwelling.  In Alaska, the BIA does not play a primary partnership role in the disaster recovery process, and is normally not represented on the PDA team.  However, BIA issued identification cards are a primary form of identity verification used later in the disaster assistance process, since they contain both name and Social Security number.

   D. DETERMINING INSURANCE AND INCOME LEVELS

Many Alaska Native Villages are extremely remote and are not readily accessible to normal municipal services.  As a result, homeowners insurance is often unavailable or cost-prohibitive.  Likewise, most villages are not flood mapped, and therefore NFIP flood insurance is typically not available.  

Many villagers are low income and subsist through a lifestyle that relies on traditional pursuits such as fishing, hunting, and trapping.  The village official who accompanies the PDA team can usually clarify the insurance and income status of residents who are not present at the time of the PDA.

Definitions.

Alaska Native Claims Settlement Act (ANCSA): Alaska is unique in that no special "Indian policy" was established, no treaties were signed, and no reservations established.  ANCSA officially designated Alaska Native Villages.

Alaska Native Village: The village, as designated by ANCSA is the basic geographical unit (for Federal purposes), not the Tribe (except in the case of Metlakatla).  Section 104 of P. L. 103-454; 108 Stat. 4791, 4792 of November 2, 1994 recognized 227 Alaska Native Village entities eligible for funding and services from the Bureau of Indian Affairs by virtue of their status as Indian tribes.  These entities are acknowledged to have the immunities and privileges available to other federally acknowledged Indian tribes by virtue of their government-to-government relationship with the United States as well as the responsibilities, powers, limitations, and obligations of such Tribes.  The Bureau of Indian Affairs has continued the practice of listing Alaska Native entities separately solely for the purpose of facilitating identification and given the number and complexity of native entities. 

Regional Corporation (for profit): Twelve native regional corporations were established for Alaska Natives under ANCSA.  A thirteenth corporation was established to represent non-resident natives.  These corporations are for-profit organizations and hold title to the sub-surface rights of 40 million acres of Alaska land.  The regions are generally ethnically homogeneous.

Regional, Private Non-profit Corporations: These regional non-profits are incorporated within the State of Alaska and are also organized to meet the Federal requirements of the Indian Self-Determination and Education Assistance Act (Public Law 93-638) ("ISDEA"), 1975.  This legislation authorizes the Secretaries of the Department of the Interior and the Department of Health and Human Services to contract with Tribes to operate Federal programs.  As non-profit corporations, they are eligible to contract with the State of Alaska to participate in grant programs.  They are able to function as consortiums of native village governments by virtue of tribal resolutions passed by their constituent village IRA or Traditional Councils.

Village Corporation: Each ANCSA-designated native village corporation was given land based upon a population formula.  When village corporations were established, they could elect to be either for profit or non-profit.  All village corporations in Alaska chose to be for profit.  City governments obtain some or most of their land through conveyance from the village corporation.

   E.  THINGS TO KNOW BEFORE LEAVING HOME

Bring a valid US passport if entry into Canada is anticipated. 
 
Bring cash or travelers checks.  Charge cards, Automatic Teller Machine card, and debit cards may not be accepted outside the Anchorage/Fairbanks metropolitan areas.
 
Be prepared for extreme and possibly life-threatening winter conditions.  Region X provides cold weather briefings, emergency kits/back packs, and cold weather gear to all field personnel.   Summer conditions are mild and often rainy with chilly temperatures at night.  Always bring a variety of clothing for layering.

      * Region X requires all field staff to participate in a survival briefing which includes weather advisories, tips for encounters with aggressive wildlife such as moose and bear, and driving on isolated mountain roads.  Cultural briefings may also be mandatory.
APPENDIX A  -  DEFINITIONS

Affected: A degree of damage determined during a preliminary damage assessment when a dwelling and personal property has received some minimal damage from the disaster but is habitable without repairs

Basement: Any area of a building where the floor is completely below ground level.

Community:  A political entity that has the authority to adopt and enforce floodplain ordinances for the area under its jurisdiction.  In most cases, the community is an incorporated city, township, or village or unincorporated area of a county.  However, certain states may have land use authorities that vary from this.

Damage Assessment: An appraisal or determination of the actual effects and impacts on structural and personal property, individuals and families, animals, economic, and natural resources resulting from human-made or natural disasters.

Destroyed: A degree of damage determined during a preliminary damage assessment when a dwelling and personal property is a total loss or damaged to such an extent that repair is not feasible.  (See Section III, page 20, for expanded definition.)

Door-to-Door Survey:  An assessment of damages where the PDA teams visit individual homes in the affected area and record specific information, i.e., address, insurance coverage, income, degree of damage, etc.  This is the most time-consuming, but also the most accurate method of damage surveys.

Eligible Community or Participating Community:  A community for which the Federal Insurance Administrator has authorized the sale of flood insurance under the National Flood Insurance Program (NFIP).

Federal Disaster Assistance:  Aid to disaster survivors or local or State governments by Federal agencies under provisions of the Disaster Relief Act of 1974, as amended.

Flood:  A general and temporary condition of partial or complete inundation of normally dry land areas from the following:

Overflow of inland or tidal waters
Unusual or rapid accumulation of runoff of surface waters
Mudslides/mudflows caused by accumulation of waters.

Habitable:  A living unit that has sustained minimal or no damage and is safe, sanitary, functional, and suitable for dwelling.

Inaccessible:  A degree of damage determined during a preliminary damage assessment when a dwelling is not accessible by reasonable means, due to road closure or safety hazards as a result of the disaster (e.g., the bridge is out, the road is covered by water, the road is impassable due to a landslide or some other type of soil erosion, etc.).

Insurance Coverage: The insurance purchased against specific losses provided for under the terms of a policy of insurance. 

Insurance Deductible: For any loss covered by insurance, the deductible is the fixed dollar amount or percentage, which is borne by the insured prior to the insurer's liability.

Major Damage:  A degree of damage determined during a preliminary damage assessment when a dwelling and personal property has sustained structural or significant damage, is uninhabitable and requires extensive repairs.  (See Section III, page 21, for expanded definition.)

Minor Damage:  A degree of damage determined during a preliminary damage assessment when a dwelling and personal property has received such damage that it no longer serves its basic purpose but can be easily repaired and made functional in less than thirty days.  (See Section III, page 21, for expanded definition.)

Mitigation:  Activities providing a critical foundation in the effort to reduce the loss of life and property from natural and/or manmade disasters by avoiding or lessening the impact of a disaster and providing value to the public by creating safer communities. Mitigation seeks to fix the cycle of disaster damage, reconstruction, and repeated damage.  These activities or actions, in most cases, will have a long-term sustained effect. 

The Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C. 5121):  Provides the authority for the Federal government to respond to disasters and emergencies in order to provide assistance to save lives and protect public health, safety, and property. 

Small Business Administration (SBA):  Federal agency providing low interest disaster loans to homeowners, renters, businesses of all sizes and private, non-profit organizations to repair or replace real estate, personal property, machinery & equipment, inventory and business assets that have been damaged or destroyed in a declared disaster.

Structure:  typically a human-made, walled and roofed building, intended for supporting or sheltering, which is principally above ground and affixed to a permanent site. 
 
Uninhabitable:  A dwelling that has sustained such damages that it is not safe, sanitary, nor fit to occupy.

Voluntary Agency Liaison (VAL):  A FEMA employee who coordinates with the volunteer sector to determine the impact on homes and residents in the community and who also is responsible for gathering information on the number of shelter sites, feeding sites, deaths, injuries, and illnesses for purposes of the Regional Summary, Analysis and Recommendation.

Volunteer:  Any individual accepted to perform services by the lead agency (which has authority to accept volunteer services) when the individual performs services without promise, expectation, or receipt of compensation for services performed.  See 16 U.S.C. 742f(c) and 29 CFR 553.10

Volunteer Agency (VOLAG):  Any chartered or duly recognized tax-exempt local, State or National organization or group which has provided or may provide needed services to local and/or State governments, or individuals in coping with a disaster.

Windshield Survey:  The most common approach used in conducting a preliminary damage assessment.  The preliminary damage assessment teams record damages while driving through the affected areas.  They stop periodically to conduct interviews with disaster survivors to establish benchmarks for insurance coverage, degree of damage, etc. This process is repeated street by street.
APPENDIX B  -  INSTRUCTIONS FOR PDA EXCEL PROCESS

INSTRUCTIONS FOR COMPLETING PDA FORMS AND MICROSOFT EXCEL SPREADSHEET

There are four (4) official FEMA PDA forms:

   1. Detailed Street Sheet  -  To be used during a windshield/foot PDA when the inspectors have the capability of capturing addresses and surveying the damage on the ground.
   2. Summary Sheet  -  To be used in conjunction with the Street Sheet to add multiple pages into one total result.
   3. Tick Sheet  -  To be used during an aerial PDA or when the volume of homes is such that the street sheet is unnecessarily time consuming.
   4. Narrative Report  -  To be used during the briefing with the state and local officials to capture information that paints the full picture of the disaster.  This form is just as important as recording the hard count numbers.

1. Detailed Street Sheet

Header: Record all information in the header of the form.  Be sure to include names and contact numbers for all PDA team members.

Address (1): Write down the street number and name (where possible).

Occupancy Type (2-4): Select one of 3 types.  "Owner" indicates that the owner claims this home as their primary.  "Renter" indicates someone other than the owner claims this home as their primary residence.  "Secondary" indicates that no one claims this home as their primary residence.

Structure Type (5-7): Select one of 3 types.  "Single Family" indicates a home with 1 living unit and 4 stand alone walls built on a basement or slab foundation.  "Multi-Family" indicates a structure with shared walls between living units such as apartments, condominiums, or townhomes.  "Manufactured Housing" indicates a prefabricated home such as a mobile home or houseboat.

Damage Level (8-11): Select one of 4 types.  See Section III-D-3 for a description of the damage levels.

Inaccessible (12): Select if you are unable to see the home or otherwise determine the damage level.  Also select inaccessible, if the home did not sustain physical damage but the occupant(s) are unable to reasonably reach the residence and live there due to the disaster.  (If you select a damage level, DO NOT select Inaccessible)

Private Road or Bridge Damaged (13): Select if a home or group of homes is inaccessible due to the only access point being a private road or bridge that is damaged.  Private indicates that which is not owned or maintained by a government body.

Utilities Out (14): Select if home has a loss of essential utilities such as electric, gas, or water.  

Water Depth (15-16): For use during flooding disasters only.  Depths are to be recorded in inches and/or feet.

Low Income (17): To determine whether or not a home is low income, the following factors should be considered: input from the local representative, general state of the home, and neighborhood.

Insured (18): Select the type of insurance that accords with the cause of damage.  Do not select "insured" for a flooding disaster if the occupant only has homeowners' insurance.  The local representative should be able to help answer this question as well.

Other (19): This may be used to record a disaster or region specific element.  Do not use unless directed to by the PDA Coordinator who will advise you what information is to be recorded in this field.

Totals: Add up each column and record at the bottom of the page (water depths do not need to be totaled).  These totals will then be transferred to the summary sheet.

2. Summary Sheet

The fields on the summary sheet match exactly with those on the detailed Street Sheet.  The purpose of the summary sheet is to add multiple pages or counties together to come up with a total.

3. Tick Sheet

Header: Record all information in the header of the form.  Be sure to include names and contact numbers for all PDA team members.

Damage Level (1-4): Record homes as either hash marks or total numbers in the appropriate damage level box.

Total Damaged (5): Add each row together and record the total number of homes at all damage levels.

Insurance (6): Record how many of the total homes have insurance and how many do not.  At the top, place the percentage of insured homes by dividing the number of insured homes by the total number of homes surveyed.

Low Income (7): Record the number of homes with low-income households.  To determine whether or not a household is low income, the following factors should be considered: input from the local representative, general state of the home, and neighborhood.  At the top, place the percentage of low income homes by dividing the number of low income homes by the total number of homes surveyed.

4. Narrative Report

Header: Record all information in the header of the form.  

   A. Describe types of damage/disaster types: Describe the disaster type and the demographics of the impact area.  Explain whether the area hit was rural, city, suburban, etc.  Also explain what types of damages have been reported (example: trees down, basement flooding, sewage backup, etc).
   B. Identify areas of concentrated damages: List neighborhoods or towns that were highly impacted.
   C. Identify remote areas: Explain if there are impacted areas that may be hard to reach.
   D. Identify major inaccessible areas and reason: Explain and describe areas the teams could not access.  Details include how many and what types of homes are in the area, what is blocking the access and how long the area is expected to be inaccessible. 
   E. Describe types of structures surveyed (brick, wood frame, mobile homes, foundation, basements, etc): Explain if there are a lot of mobile homes parks, apartment buildings, etc in the area surveyed.
   F. Area Insurance Providers: List the names (and telephone numbers where possible) of the largest area insurance providers.  This helps to verify the insurance percentages collected by the team.   
   G. Percentage of underinsured: When possible, provide a percentage of how many of those with insurance do not have adequate coverage to recover fully from the disaster.
   H. Number of businesses impacted: Explain if these businesses are small businesses or large area employers.  Also determine how many employees are impacted and how long they may be out of work.
   I. Names of major employers impacted: For the large area providers impacted, please provide the company's name.
   J. Other factors that impact tax-base: Pre-existing factors such as high unemployment, etc can impact a community's ability to recover.      
   K. Describe agricultural impact, if applicable: Detail any farms or crops that may be impacted.
   L. Describe current housing situation of displaced residents and available housing resources: Find out where impacted citizens are currently staying (example: with friends/family, shelters, hotels, etc).
   M. Shelters: Provide the maximum and current number of shelters and the population.
   N. Feeding Stations: Provide the maximum and current number of feeding stations.
   O. Current Shelter Locations: Provide locations for open shelters.  Also, where possible, indicate who is managing each location (example: American Red Cross, local church, etc).
   P. Describe local and VOLAG activities, and agency resources available: Describe the agencies present and the services being provided.  Agencies may be local or national.
   Q. Describe impact on special populations (elderly, persons with disabilities, other languages, etc): Document the presence of any special population along with anticipated needs they may have.
   R. List storm related fatalities and injuries (provide names and addresses if possible): Provide, at a minimum, how many deaths and injuries have been officially recorded.  Where possible, provide names and addresses of the deceased in order to aid FEMA inspectors should there be a declaration.
   S. Any other factors affecting the area not listed above: Detail any special factors not listed above that may further impede a community's ability to recover or any special circumstance that makes the situation unique.

                                       
ATTACHMENT A  -  INSURANCE TYPE TABLE

Insurance Type
Property Covered
Property  Not Covered
Perils Covered
Perils Not Covered
Home owners
or
Renters
Owners:  all real property, including separate structures; removal of debris deposited by covered peril; personal property, Additional Living Expenses (ALE) for covered perils.

 Renters:  all personal property, including personal property away from premises and ALE for covered perils.

Seawalls; retaining walls; washouts (access) 
Wind; hail; lightning; falling objects including trees; freezing of plumbing; weight of ice, snow, or sleet; fire; smoke; volcanic eruption; power surge; explosion; riot or civil disturbance
Surface waters or flood; rain through doors, windows, or bad roof; seepage; landslides; mudslides; earthquake; sewer backup

Sewer back up is usually covered in an endorsement to the policy
Mobile Home
Mobile home, including separate structures; removal of debris deposited by covered peril; cost of emergency repairs or removal to protect the mobile home; ALE for covered perils; All personal property, including personal property away from premises
Seawalls; washouts (outside damages) 
Wind; hail; lightning; falling objects including trees; freezing of plumbing; weight of ice, snow, or sleet; fire; smoke; volcanic eruption; power surge; explosion; riot or civil disturbance;
Flood may or may not be covered depending on the contract

Sewer backup; leakage from rain, snow, or sleet; freezing or electrical failure, mudslide, earthquake; Flood may or may not be covered depending on the contract

Electrical failure does not pertain to power surges, only to situations where electrical service stops and there is no damage to the home
Condominium
Unit:  Structural elements not shared by other tenants or owned by the association, generally from the sheetrock in, including sheetrock, paneling, wall covering; ALE for covered perils; All personal property, including personal property away from premises 

Master:  Structural elements shared by other tenants or owned by the association, generally from the studs out
Seawalls; retaining walls; washouts (access)
Wind; hail; lightning; falling objects including trees; freezing of plumbing; weight of ice, snow, or sleet; fire; smoke; volcanic eruption; power surge explosion; riot or civil disturbance
Surface waters or flood; rain through doors, windows, or bad roof; landslides; mudslides; earthquake; sewer backup; leakage from rain, snow, or sleet; freezing or electrical failure 

Flood
Owners Only:  all real property from the first floor up; real property in basement below ground level necessary for habitability (e.g., structural wall, furnace, water heater, main panel); separate structures such as storage buildings; cost of preventing flood damage to home; removal of debris deposited by covered peril

Homeowners and Renters:  property in basement necessary for habitability (e.g., washer and dryer), all personal property in dwelling and separate enclosed structures (see property not covered); personal property stored away from premises
RP:  Water wells; well pumps; oil or propane tanks; septic tanks; seawalls; retaining walls; washouts (access); dikes

ALE

PP:  property stored in basements below grade level as identified by the individual policy
General condition of flooding, (e.g., overflow of inland or tidal waters; the unusual and rapid run-off or accumulation of surface waters from any source); mudflow/mudslide; seepage caused by flood (e.g., ground saturation or seeping under doors from rising water) 
Anything other than perils listed, e.g., WDR; landslide; sewer backup when no general flood exists; seepage not caused by flood (e.g., melting snow or WDR blowing water under doors)

EQ, SBU and other riders

Any property covered by the policy rider.

Any property excluded from coverage under the policy the rider is attached.

Only the peril(s) specified on the rider

All perils except those specified by the rider