1. Purpose

This SOP describes how Staff Services manages all Heaven Sent workers before, during, and after disasters: recruiting, screening, onboarding, assigning, housing, supporting, and demobilizing our people.

2. Scope

• Applies to all Heaven Sent disaster deployments (local, regional, national).
• Covers staff and volunteers working under Heaven Sent authority.
• Includes recruitment, intake, onboarding, scheduling, housing, meals, transportation, safety, wellness, discipline, records, and out‑processing.

3. Roles & Structure

• Staff Services reports to the Planning Section Chief and supports the Incident Commander and all Sections.
• Key roles:
  • Staff Services Chief / Manager
  • Staff Planning & Support Lead
  • Staff Relations & Wellness Lead
  • Housing & Travel Coordinator

4. Pre‑Disaster Readiness

4.1 Staff Roster & Database

• Maintain a master roster of all deployable staff and volunteers.
• Track contact info, emergency contacts, roles, skills, licenses, and training.
• Flag availability (local only, regional, national) and any restrictions.

4.2 Recruitment & Screening

• Recruit from faith communities, veteran networks, and community partners.
• Screen using a standard intake form and background checks as required by HSCVS policy.
• Verify licenses and credentials (drivers, medical, mental health, ham, forklift, etc.).

4.3 Minimum Training

• HSCVS orientation (mission, conduct, confidentiality, safety).
• ICS basics equivalent (ICS‑100 and ICS‑700 concepts).
• Role‑specific modules (Shelter, Feeding, Warehouse, Assessment, Casework, ECRV).

5. Activation & Intake

5.1 Levels of Activation

• Level 1: Small local event – local volunteers only.
• Level 2: Regional event – mix of local and out‑of‑area staff.
• Level 3: Major event – full mobilization and mutual‑aid.

5.2 Staff Requests from Operations

Operations submits staffing requests to Staff Services for every disaster role. Requests must include role title, quantity, location, shift, start date, and required qualifications.

6. Deployment Offers & Check‑In

6.1 Deployment Offers

• Staff Services contacts candidates by phone/email.
• Provides incident name, DR number, role, supervisor, location, dates, housing, and travel details.
• Documents acceptance and updates the roster.

6.2 Check‑In & Orientation

• Verify ID and emergency contact information.
• Issue ID badge, vest, and any necessary PPE.
• Record housing assignment and transportation plan.
• Provide orientation to HSCVS rules, safety, and site‑specific info.

7. Scheduling, Housing & Meals

7.1 Scheduling

• Standard shifts: 8–12 hours, with rest days built in.
• Staff Services maintains a master staffing schedule by site and function.
• Overtime and shift changes coordinated with supervisors.

7.2 Housing

• Staff may be housed in staff shelters, hotels, partner facilities, or trailers.
• Housing assignments recorded at check‑in and updated as needed.

7.3 Meals

• Coordinate with Feeding to ensure staff meals and hydration.
• Plan for dietary needs when possible.

8. Safety, Wellness & Conduct

8.1 Safety

• All staff follow HSCVS safety messages and wear appropriate PPE.
• Report hazards, injuries, and near‑misses immediately.

8.2 Wellness & Support

• Staff Services monitors for fatigue, stress, and burnout.
• Provides access to peer support, chaplains, or mental health resources as available.

8.3 Conduct & Discipline

• Supervisors address minor issues; escalate serious issues to Staff Services.
• Serious misconduct may result in reassignment or demobilization after review.

9. Staff Logs & Daily Tracking

10. Demobilization

10.1 Planning Releases

• Work with Operations and Planning to identify roles that can be released and when.
• Plan staggered releases to avoid gaps in service.

10.2 Out‑Processing