Relief Registration

Overview

The Relief Registration register is used to capture information from people visiting relief or evacuation centres.

There are two ways attendance can be recorded:

• Public Submission registrations - affected persons register their attendance via an online form (which can be linked to via a QR code on relief centre posters). This can even be done remotely (for example during a pandemic) through a virtual relief centre.

• Office only registrations - your staff can record registrations for affected persons on their behalf in the system, for example on a laptop, tablet or mobile device either from the relief centre or the office.

Two types of registrations can be recorded: Attending Relief Centre registering their stay at the centre, and Leaving Early registering their departure for another destination.

In both types, public or staff can register contacts and related contacts as they enter or leave a relief centre. This includes sections for contacts and related contact information, home and destination address, initial needs assessments and additional assessments as required.

Where long term recovery needs are identified following a Relief Registration, you can transition them to Recovery Cases for case management.

Access

To access Relief Registrations:

• Relief Registrations must be enabled for the event.

• Go on duty with an appropriate role such as Relief Officer or Relief Coordinator. If you can't access it, ask your administrator to check your permissions.

Locate the Persons register under Recovery > Relief Registration in the menu.

Public Submissions

The public submission form allows anonymous users to register that they are leaving early or entering a relief centre. When active, the public submission URL will be:

https://app.cw.crisisworks.com/yoursite/public

Replace yoursite in the URL above with your council's site name which appears in your Crisisworks url when you're accessing the site. If you get a "Public registrations are closed" message then it is not active. Only your System Administrator should set up and activate the public form.

If your public form is active you can link to this from your website or generate a QR code for the link and put it on posters at the centre for people to scan and fill in the form.

The key elements of the form are shown in the screenshot below:

Finding Relief Registrations

The register includes a number of features to assist in finding Relief Registrations:

• Datagrid view

• Filters including workflow, registration type, assessments likely required, follow ups required, emergency relief centre location and tags

• Combination filters and search by most fields

Filters

Filters help make management of relief registrations easier by focusing on those registrations on the datagrid.

Viewing Relief Registrations

When viewing Relief Registrations, sections can be expanded to show information.

As each section is completed, new sections may show additional information.

As the form fields are the same as the public form, many of the fields are worded from the perspective of an affected person.

Relief Registration Settings

Registration Type

Registration Type records the types of registrations as either Attending Relief Centre and Leaving Early. Your Administrator configures the list of Classification for your site using the Recovery: Relief Registration Type lookup.

Emergency Relief Centre

This section is only activated when Attending Relief Centre is selected. It records the Emergency Relief Centre Location. Your Administrator configures the list of Classification for your site using the Recovery: Relief Centres lookup. Date and Time - arrival and Date and Time departure show when the person arrived and left the centre.

Personal Information

The Personal Information section records consent, cultural needs and contact details.

The Your contact details field contains information from attached Persons records. You can use the View Record or View Person buttons to access the full details from the Persons register.

Address Information

The Address information records the Home Address of the Person if it is in the affected municipality and their destination (whether they staying during the emergency). The address can be manually entered.

Needs Assessment

The Needs Assessment section can be filled out by a person registering for relief and only requires ticking the relevant boxes. It helps to identify urgent referrals for assistance from Police, Ambulance or fire services.

You can also use the information here to inform the creation of Needs and Tasks.

Additional Information

Additional information comes from the public form and allows registrants to include anything about their current circumstances or needs that can help assist them.

Needs and Tasks

Needs and Tasks records any services, tasks and immediate needs and supports allocation of resources. Multiple Needs and Tasks can be added in this section.

Use the View Record or View Resource buttons to view full details.

Needs and Tasks are Sub-items. You can add as many as needed. These will be created in the Needs & Tasks register where you can view the full details. Note that you can't create them there however.

When an external agency is assigned a task and has the required consent, they can manage it through Needs and Tasks.

Communication

The Communication section may contain a Message History in the form of a delivery report of any messages sent to the primary contact via details from their Person record.

Workflow

The Workflow section of the Relief Registration records the Status, any Follow Up actions and assessments.

The following diagram illustrates the workflow for the two modes of entry - public (online form) and officer entry.

Persons have the following Statuses, in order of which they can be set:

Follow up is used to flag whether the Person should be contacted after their relief centre visit, for example to check if there are any longer term recovery needs.

Assessments likely required flags registrations for follow up assessments against the 5 Pillars of Recovery - Social, Environmental, Built, Economic and Natural.

Classification

Refer to: Editing Items: Classification

Activity

Refer to: Viewing and Opening Register Items: Activity

Updating Relief Registrations

When updating Relief Registrations:

• Update the Status to reflect the current stage

• Keep contact information up to date for the primary contact and any additional people attached to the registration

• Record notes in the Record Notes field

• Make sure that Needs and Tasks and any follow up actions match with the Needs Assessment

Adding Relief Registrations

To add a new Relief Registration as an officer:

1. Select the New Relief Registration button from the New item menu.

2. Complete each section of the Relief Registration Settings as required. Note that some options may open up new sections to complete.

   1. In the Registration Type section, set the Registrations Type. If this is Attending Relief Centre then you must also set the Emergency Relief Centre Location and Date and Time - arrival

   2. In the Personal Information section, answer on behalf of the registrants Are you or any of your group of Aboriginal or Torres Strait Islander origin? (them not you) and enter Your contact details (this is theirs not yours) including at minimum a Family Name, Given/Alternative names and Mobile Phone (this is used to send communications).

3. Save

The new Relief Registration begins as New.

Bulk Actions

The following additional bulk actions can be performed on Persons via the Actions menu:

Importing Relief Registrations

A System Administrator can import Persons in bulk via the Import system using the Relief Registration Import option.

Reports

The main Report for Relief Registrations is the Relief Registrations Report his is also as a bulk option from the Actions menu.