(Draft)

Standard Operating Procedures

Relief Camp Management in Assam

Page 1 of 44
Contents
1. Background and Rationale .......................................................................................................... 3
2. Purpose of the SoP ..................................................................................................................... 3
3. Role and Responsibilities ............................................................................................................ 3
3.1 Roles of the District, Sub-Division and Circle level functionaries and Officials: ........................... 4
3.2 Operationalize the Child Friendly Spaces (CFS) ............................................................................. 21
3.3 Camp Level SoPs: ....................................................................................................................... 21
4. Procedure ................................................................................................................................ 25
5. Component wise Benchmarks ................................................................................................... 25
6. Expected Outputs ..................................................................................................................... 27
7. Associated Documents ............................................................................................................. 27
Annexure-I Managing flood relief camps in context of COVID-19 outbreak in Assam ......................... 28
Annexure-II Chield Friendly Spaces in Relief Camps ............................................................................ 33
Annexure-III Sample letter of communication .................................................................................... 39
Annexure- IV Sample Family Tickets for Camp Inmates........................................................................... 41
Annexure-V Details of Relief Items Distributed/Issued............................................................................. 42
Annexure-VI Details of Camp Summary & Format for Camp Register ....................................................... 43

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1. Background and Rationale

The Assam State Disaster Management Manual (ASDMM), 2015 which is cabinet approved framework for relief and
response based on the National Disaster Management Act, 2005 brought in a paradigm shift in planning for
emergency preparedness and response and broader disaster management in the state.

The manual through relief camp management guidelines sets aside certain minimum standards to be adhered to by
responsible stakeholders for providing immediate services and protection to the victims who have been rendered
homeless/displaced. It is essential that the compliance to the guidelines is measured with due seriousness so as to
improve upon quality of disaster response services and for bringing greater accountability among stakeholders.

This document is based on field level assessment considering the provision of ‘Relief Camp Management Guideline’
(Appendix-XXXV) of the Assam Disaster Management Manual, 2015. It aims to access the basic quality services
provided in relief camps, to measure the compliance standard and to understand areas of improvement for effective
and transparent relief camp management as mandated in the cabinet approved manual.

Some of the key recommendations made during a pilot assessment and scoring of relief camps were though
forwarded to DDMAs for consideration in Relief Camp Management during flood 2019. However, there is a need for
sensitizing the stakeholders on relief camp management guidelines with the following objectives:

 To access the basic quality services provided in relief camps and to measure the compliance standard as
mandated in ‘Relief Camp Management Guideline’
 To sensitize the officials /staff of the line departments and other stakeholders on the coordination of response
and areas of improvement for effective and transparent relief camp management.
 To develop a system for accessing and improving the management of relief camps.

2. Purpose of the SoP

This Standard Operating Procedures (SOP) document has been developed to supplement the ‘Appendix XXXV -
Guideline for Relief Camp Management’ of the Assam Disaster Management Manual 2015. This SOP aims at making
the role and responsibilities more specific for the key personnel involved in the management of relief camps during
emergencies/disasters.
3. Role and Responsibilities

Following are the roles and responsibilities of the key personnel attached to the relief camp management both at
district level as well as at the revenue circle level.

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3.1 Roles of the District, Sub-Division and Circle level functionaries and Officials:
3.1.1 Deputy Commissioner (DC) and Chairperson, DDMA
Phase Responsibility
 Ensure identification of relief camps with provisions for Child Friendly Spaces (CFS) adhering to the
comprehensive and multi-hazard safety standards
 Establish clear understanding and functional coordination channel between relevant line
departments, SDO (Civil), Revenue Circle Officer for effective camp management as per roles
defined in the SoP
 Guide, monitor and ensure that the designated camps are safe from all the hazards, accessible to
possible affected communities and the service providers, have basic minimum capacity and facilities
to accommodate people.
 Ensure that each camp’s seat (intake) capacity is defined and notified. In the current context, due
consideration should be given toward ensuring social distancing norms (as defined in Annexure I)
 Identify suitable safe spaces and ensure procurement of related materials for setting up of temporary
camps as per defined standards1
 Establish a system of taking feedback from camp inmates and mechanism to address grievance in
camp management
 Guide and ensure that camp officers, in charges and other responsible functionaries from various line
departments are identified, notified and capacitated to run/manage camps
 Constitute and lead a District level Relief Camp Monitoring Team and Zonal Relief Camp Monitoring
Team comprising of members from the line departments to ensure the proper relief camp
management as per the SOP.
 Ensure that documentation and reporting of relief camps are done properly
 Issue directives to concerned functionaries to follow the specific guidelines laid down in the Assam
Pre- DM Manual, 2015 regarding Relief Camp Management
disaster  Issue directives to responsible departments to ensure facilities/services at the designated camps:
o Lighting arrangement in residential portion of camps, toilets and approach road (PWD-Elec.)
o Potable water for drinking and other household purposes (PHED)
o Separate, accessible (within 50 meters) and hygienic toilets (PHED)
o Separate bathing units for male and female (PHED)
o Separate food arrangements for children, pregnant and lactating women, ill and elderly (Health
and Social Welfare)
o Culturally and age appropriate clothing (if situation warrants) for inmates (Revenue and DM)
o Sanitary provisions for women and girls (Health and Family Welfare and ASRLM)
o Health including regular RCH services, health and hygiene education and psycho-social care
arrangements in camps (Health and Family Welfare, Social Welfare particularly DCPUs)
o Security and protection arrangement including monitoring of situation in regards to women and
children (Police, VDPs, DCPUs)
o Waste management facilities in the relief camps (PHED, GP and ULBs)
o Relevant Social and Behavior Change Communication (SBCC) materials in local languages
(Health and Family Welfare, Social Welfare, Education)
o Educational and recreational activities in camps (Education Deptt., Social Welfare Deptt.)
 Ensure timely procurement of Gratuitous Relief (GR) items (e.g. pre-monsoon for flooding) which will
be required for operationalizing relief camps
o Plan and pre-position procured items in strategic locations with a well thought out transportation
plan (Mapping all the designated camps against specific storage facilities for GR)
o Disinfectant drive at all notified Relief Camps/Camps/shelters in advance.

1
Covered area available per person should have an average of 3.5 to 4.5 square meter. Due to COVID-19
outbreak, the minimum space has been revised to 7 sq. m. as per new guideline (at Annexure-I).

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  Most of the conventional relief camps have been housed in educational institution, deserted office
buildings, which are devoid of hygiene and sanitation facilities (toilet and bathrooms are stained or
spitted wall). These kinds of camps are not adequate enough to hold inmates in view of the COVID-
19 situation. For revamp of the same fund and time are required. Hence localized alternative
Makeshift arrangements are to be made in advance.
 In view of the COVID-19 situation, managing of relief camps with social distancing is a challenge.
People should be encouraged not to leave home just because their front-yard/ boundary are
submerged. They would be provided relief materials as per norms.
 Vulnerability mapping upto household level should be done immediately so that the administration
can identify which household are least or worst affected. The worst one will populate the camps first
enabling the priority wise identification of the camp inmates.
 Review setting up of camps and provisions/functions of responsible departments
 Constitute and activate the Relief Camp Monitoring Team to monitor the camps following relief camp
assessment scorecard
 Monitor and guide operationalization of camps, provisioning of essential services in camps and duty
During roasters of responsible functionaries at different levels
Disaster  Conduct review meetings with the District Relief Camp Monitoring Team and Zonal Relief Camp
Monitoring Team (every alternate days till the camps are operational)
 Ensure that all stakeholders and actions notified are being adhered to
 Ensure that vulnerable groups particularly children and women are given particular attention in the
areas of health, food and nutrition, Water, Sanitation and Hygiene, safety and security, psycho-social
care
 Ensure that Child Friendly Spaces are operational in all camps where children are being taken care
of (as included in the Annexure-II)
 Activate Grievance Redressal mechanism for collecting and addressing feedback/complains from
camp inmates
 Issue instructions/directives to concerned departments to address grievances
 Ensure functional mechanisms for ensuring accountability in camp management
 Utilize services of ‘Pratirodhi Bondhu’ volunteers and ‘e-help’ facilities of CSC, SPV
 Review and declare closure of the camps considering the on-ground situation

 Conduct/ Delegate the Relief Camp Monitoring Team to conduct post operation visits to oversee the
condition of the camps
 Instruct concerned departments to ensure cleanliness, repairing and re-instigation of the relief camps
so that they can start their original functions
Post  Review overall performance and gaps in operationalizing relief camps
Disaster  Review the effectiveness of the SoP at the district level and propose changes/modifications
 Map stakeholders who can be added or removed in the relief camp management framework
 Instruct concerned stakeholders for developing of lessons learnt document on camp management to
guide better management of camps in future

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3.1.2 Additional Deputy Commissioner-cum-Chief Executive Officer, DDMA
Phase Responsibility
 Assist Deputy Commissioner-cum-Chairperson DDMA in initiating and completing the process of
identification of relief camps with provision of child friendly spaces and breast-feeding corners
 Prepare and finalize Revenue Circle wise list of identified relief camps with notified seat (intake)
capacity. In the current context due consideration should be given toward ensuring social distancing
norms (as defined in Annexure I)
 Support Deputy Commissioner-cum-Chairperson DDMA in mapping and establishing coordination
with multiple stakeholders related to relief camp management process
 Coordinate and facilitate administrative processes related procurement and pre-positioning of items
related to relief camps including GR, materials related to Child Friendly Spaces etc.
 Ensure that relevant stakeholders are oriented on the relief camp management process and SOP.
Pre-
disaster  Guide and supervise all activities related to documentation and reporting including print and
circulation of standard templates for camp registration, family tickets, CFS registers, GR related
templates etc.
 Support Deputy Commissioner-cum-Chairperson DDMA in conducting pre-flood preparedness
meetings on relief camp management
 Facilitate information exchange between all responsible stakeholders regarding camp locations,
targeted population and their location against each camp, coordination actions against specific
standards
 Support Deputy Commissioner-cum-Chairperson DDMA in issuance of advisories, orders and
instructions related to relief camp management and in any other action thereof

 Ensure coordinated action among departments and stakeholders in evacuating the affected people to
designated relief camps as per plan. Ensure that vulnerable groups (such as children, women,
elderly, persons with disability, chronically ill) are to be given priority in the entire process and are
supported according to their needs
 Ensure that Child Friendly Spaces are operational in all camps where children are being taken care
of (as included in the Annexure-II)
 Expedite approval process for all matters related to relief camp management
 Coordinate with SDO (Civil) and Revenue Circle Officers on a regular basis and facilitate inter-
coordination
 Visit selected relief camps to take stock of the services provided and the situation of camp inmates
During as well as adherence to the guidelines.
Disaster  Ensure that all relief/GR items are provided in the camps in coordinated and timely manner
 Provide timely guidance and support to Revenue Circle Officers on all matters related to
implementation of relief camp management guidelines
 Take stock of the ground situation with related departments and coordinate timely actions as per
defined standards.
 Address grievances/ complains of camp inmates through feedback mechanism
 Mobilize and deploy ‘Pratirodhi Bondhu volunteers’ in providing services to the camp inmates in
consultation with Revenue Circle Officer. Also coordinate with District Manager of CSC,SPV for
providing services available under ‘e-help’ initiative.
 Disinfectant drive at all notified Relief Camps/Camps/shelters in advance.
 Any other action as per need as the CEO of DDMA or in support of actions for Chairperson DDMA

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  Facilitate post operation visits to oversee the condition of the camps by the Relief Camp Monitoring
Team
 Coordinate with concerned departments to ensure cleanliness, repairing etc. of the relief camps so
that they can start their original functions
Post  Collect information and feedback from stakeholders for reviewing the effectiveness of the SoP at the
Disaster district level and propose required changes/modifications if any
 Facilitate and coordinate the process of documentation of lessons learnt on camp management to
guide better management of camps in future
 Facilitate timely completion of all administrative processes related to submission of Utilization
Certificate on expenditures made in relief camp management

3.1.3 Superintendent of Police

Phase Responsibility
 Coordinate and collect list of identified relief camps from the Office of the CEO, DDMA
 Ensure that each Police Station has a plan in place for security proofing the identified camps during
floods as they come into effect particularly focusing on preventing crime against women and children
 Conduct orientation of VDPs etc. on overall disaster management with specific session on relief
camp management
 Identify and assign camp wise nodal person for coordination in matters related to safety and security
in the camp, including development of deployment rosters/patrolling plans
Pre-  Coordinate with relevant departments and understand plans related to evacuation of affected people
Disaster and animals, transportation of GR items, mobility of duty bearers for security proofing these actions
 Identify and make contingency plans for providing security in relief camps which are located in
sensitive areas (prone to security threats)
 Identify camps with potential for housing large number of people and arrange for special team
consisting of Police and VDP to support in relief distribution
 Participate and provide inputs to Deputy Commissioner and CEO DDMA in meetings related to flood
preparedness including in relief camp management.
 Instruct OCs to participate in Revenue Circle level meetings
 Instruct Officer in-Charges of respective police stations to ensure roster wise deployment/patrolling
for all relief camps in order to ensure vigilance on anti-social elements around the camps in
coordination with respective Revenue Circle Officers.
 Support district administration in evacuation of affected community.
 Ensure presence of VDP with clear instructions related to maintenance of safety and security in all
designated camps. Home guards may be detailed for patrolling & night watch
 Ensure that Women Police personnel are stationed within the camps/visit each designated camp to
record and address any complaints made by women and take steps to prevent abuse/ abduction of
women, girls and children.
During
 Ensure that for safely and security of the women and children vigilance committees are formed
Disaster
consisting of women in each camp.
 Ensure safe transit to GR supplies to designated relief camps in coordination with respective Supply
Inspector
 Ensure presence of police force during relief distribution in camps operated in security sensitive
areas
 Conduct random visit to selected camps as a part of relief camp monitoring team and assure inmates
about security of their property (which they have left behind while evacuating to camps) by interacting
with them
 Issue specific instructions for patrolling and ensuring security in makeshift camps, if any

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  Participate in post operation review meetings at district level and instruct OCs to participate in
Disaster
During
Revenue Circle level/Camp level meetings (if any)
 Provide feedback to Deputy Commissioner or CEO, DDMA on improvement of camp management
related aspects from the perspective of safety and security in future

3.1.4 CEO, Zila Parishad

Phase Responsibility
 Issue instructions and guidelines to ensure GPDP planning in a way that it addresses
preparedness needs such as construction of raised toilets, raised hand-pumps, approach roads,
culverts, filling up of grounds which can help in camp management
 Issue specific instructions and guide respective BDOs to ensure completion of the ongoing
schemes specially related to roads, culverts, bunds, raised platforms, drinking water, boats (if any)
etc. specific to pre-identified relief camps before the onset of flood season
 Conduct Awareness meeting with PRI in collaboration with DDMA.
 Participate in all meetings related to flood preparedness including relief camp management at
district level and instruct functionaries to participate in such meeting at Sub-Division, Revenue
Circle and Village level (as appropriate) and ensure support to agreed actions
Pre-  Ensure clear instructions to officials in the department at all levels regarding support to be
Disaster provided in flood management including relief camp management and provide manpower support
 Mobilize and allow resource utilization for strengthening basic facilities in identified relief camps
including provision of basic amenities shelters/raised platforms constructed by the department
 Take steps for dissemination of information up to village level including support in evacuation and
search and rescue using the existing network of P&RD department under various schemes
 Explore resources and means for repairing and restoration of camp infrastructure damaged due to
being used as relief camps in previous year/s
 Build capacity of functionaries at all levels to enhance preparedness/resilience to overall disaster
management including exclusive capacity building on relief camp management
 Prioritize proposals/schemes related to strengthening infrastructure/amenities targeting relief
camps
 Monitor deployment of functionaries related to P&RD in flood response including relief camp
management as per the district plan of DDMA.
 Conduct visit to selected Relief Camps to oversee operations as a part of the Relief Camp
During Monitoring Team
Disaster  Participate in review meetings of DDMA and Issue timely instructions to the BDOs/PRIs towards
meeting immediate support need at camp level which are feasible within the ambit of the
department
 Support Deputy Commissioner/CEO, DDMA any other matters related to camp management
 Participate in post operation review meetings at District level
 Conduct post operation visits to oversee the condition of the shelters/raised platforms/department
infrastructure used in flood response
 Allocate resources/Prioritize proposals under appropriate scheme related to repair and
maintenance of any such infrastructure which was damaged because of being used as relief
camp/shelter
Post  Instruct BDO/PRIs/Officials to support cleanliness of the relief camps so that they can start their
Disaster original functions
 Issue guidance/instructions to BDOs for Identifying infrastructure gaps and guide functionaries on
addressing the gaps through proper utilization of schemes implemented through the BDO e.g.,
MGNREGS
 Through structured screening, ensure GPDP plans address preparedness needs for future in the
context of camp management
 Mobilize PRI to include the renovation/ repairing scheme in the Gaon Sabha/ GPDP

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3.1.5 Sub-Divisional Officer (Civil)
Phase Responsibility
 Ensure Sub-Division level preparedness related to relief camp management and prepare the Sub-
Division level Relief Camp Management Plan as per guidelines
 Constitute Sub-Division level Relief Camp Monitoring Team & Zonal level Relief Camp Monitoring
Team
 Coordinate with DDMA in identification of relief camps with provisions for child friendly spaces (as
per Annexure-II) looking at safety in the respective Sub-Divisions
 Issue specific guidance/instruction at all concerned for ensuring that the designated camps are safe
from all hazards, accessible to possible affected communities and the service providers, have basic
minimum capacity and facilities to accommodate people.
 Ensure that each identified camp’s seat (intake) capacity is defined and notified under the Sub-
division and shared with DDMA for further approval
 Assess financial and resource requirement including procurement and management costs related to
camp management in the Sub- Division in consultation with RCOs and submit timely requirement to
the DDMA
 Selection of vendors at sub-division level to maintaining necessary formalities provide appropriate
services at camp level including provision of food, cloth, electricity etc. as and when needed as per
the provisions enshrined under Assam Disaster Management Manual, 2015
 Organize bi-monthly preparedness meeting with Revenue Circle Officers, Block Development
Officers and line Departments under the Sub-Division before the onset of flood season
 Coordinate with relevant departments at Sub-Division level involving Circle Officers and BDOs to
ensure facilities/services including but not limited to the following in each of the designated camps:
o Lighting arrangement in residential area, toilets and approach road including arrangement of
generators as needed (PWD-E)
Pre- o Potable water for drinking and other household purposes (at least 20 liters/person/day) (PHED)
Disaster o Separate, accessible (within 50 meters) and hygienic toilets (PHED)
o Separate bathing units for male and female (PHED)
o Separate food arrangements for children, pregnant and lactating women, ill and elderly (Health
and Social Welfare)
o Culturally and age appropriate clothing (if situation warrants) for inmates (Revenue and DM)
o Sanitary protection for women and girls (Health and Family Welfare)
o Health including regular RCH services, health and hygiene education and psycho-social care
arrangements in camps (Health and Family Welfare, Social Welfare particularly DCPUs)
o Security and protection arrangement including monitoring of situation of women and children in
Relief Camps (Police, VDPs, DCPUs)
o Waste management facilities in camps (PHED, ULBs & GPs).
o Relevant SBCC materials in local languages (Health and Family Welfare, Social Welfare,
Education)
o Educational and recreational activities in camps (Education Department)
 In coordination with DDMAs and through Circle Officers/BDO, plan and pre-position procured items
in strategic locations with a well thought out transportation plan (Mapping all the designated camps
against specific storage facilities for GR)
 Review status of identification, authorization and orientation of camp in-charge and Assistant Camp
Officers on the Inclusive Relief Camp Management in a periodic manner with Revenue Circle
Officers and BDOs
 Disinfectant drive at all notified Relief Camps/Camps/shelters in advance.
 Review local preparedness for camp operation (camp level) before monsoon and on receipt of
warning

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  In view of the COVID-19 situation, managing of relief camps with social distancing is a challenge.
People should be encouraged not to leave home just because their frontier is submerged or
household is safe within the campus; they would be provided relief materials as per norms.
 The vulnerability mapping up to household level should be done immediately so that we can identify
which household are least and worst affected. The worst one will populate the camps first enabling
the priority wise identification of the camp inmates.
 Guide and support Sub-division and Zonal level Relief Camp Management team in setting up of
camps and provisions/functions of responsible departments
 Monitor operationalization of camps, provisioning of essential services in camps as per pre-defined
duty roasters of responsible functionaries at Circle and Camp level
During  Facilitate immediate decisions to fulfil requirements as per emergent situation in the Sub-Division
Disaster  Issue appropriate instructions/directives in coordination with DDMA
 Ensure that all stakeholders and actions notified are being adhered to
 Ensure that vulnerable groups particularly children & women are given particular attention in the
areas of health, food & nutrition, Water, Sanitation & Hygiene, safety & security, psycho-social care
 Ensure that Child Friendly Spaces are operational in all camps where children are being
taken care of (Annexure –II)
 Activate Grievance Redressal mechanism for collecting and addressing feedback/complains from
camp inmates
 Issue real time instructions to concerned functionaries at Sub-Division level to address grievances
 Suggest DDMA on closure of the camps considering the on-ground situation in consultation with
Revenue Circle Officers and BDOs
 Conduct post operation review meetings with Revenue Circle Officers and BDOs
 Conduct post operation visits to oversee the condition of the camps with relevant officials
Post
 Ensure cleanliness, repairing and re-instigation of the relief camps so that they can start their
Disaster
original functions
 Facilitate proper documentation and administrative processes for appropriate settlement.

3.1.6 Executive Engineer – Public Health Engineering Department (PHED)

Phase Responsibility

 Coordinate with CEO, DDMA/SDO (Civil) and collect list of designated relief camps in advance
 Map Water, Sanitation and Hygiene situation of the designated against their stated capacity of
intake during emergencies
 Designate Camp wise focal points from the PHED department for planning, pre-positioning and
delivering WASH services during disasters/emergencies and share their contact details with DEOC
 Procure and pre-position (at strategic locations for rapid deployment) materials to construct
temporary toilets in the designated camps e.g., Squatting Plates, Tarpaulin, bamboo etc.
 Map water supply needs and make arrangements including mobile water treatment vehicles, hand
pumps and other sources to meet the water needs in camps
Pre-  Ensure that existing water sources in the designated camps are tested for quality and
Disaster necessary measures to decontaminate/purify water are in place well in advance
 Conduct orientation of staff and ground level designated work-force on Emergency Preparedness
for response and their role in relief camps
 Develop/adapt social and behavior change communication materials to be used in camps for safe
WASH practices and keep them ready for delivery in camps
 Ensure that each identified relief camp is given a pre-WASH compliance certificate
 Make plans and ensure availability of human resource and materials for arranging basic amenities
(water, sanitation and hygiene related) in make shift camp locations, raised platforms etc.
 Disinfectant drive at all notified Relief Camps/Camps/shelters in advance

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  Be responsible for the overall Water, Sanitation and Hygiene (WASH) facilities and services in the
relief camps.
 Demonstrate Hand wash and other hygiene practices in the Relief camps.
 Implement aggressive awareness drive including installation of additional hand washing facilities in
camps (in the context of outbreak of infectious diseases)
 Supervise the designated Sectional Officer (Junior Engineer) and other staffs to ensure
o availability of water (20 litres/person/day and/or 1 hand pump for 200 persons)
o safety of water sources (distance of hand pumps at least 20 feet from toilet)
o Adequate latrines are available and temporary latrines are set up as per need (Maximum 50
Meters from the designated residential spaces)
o latrine pits are de-sludge on time
o separate bathing spaces for male and female
During
o privacy in the toilets and bathing spaces
Disaster
o proper drainage of waste water
o monitor safe disposal of solid waste in the available garbage bins or designated locations
 Implement supplementary measures as specified in the flood relief camp management guidelines
in the context of COVID-19 attached (in Annexure-I).
 As part of the Relief Camp Monitoring Team, EE will specifically monitor the quality of the WASH
facilities and materials in the relief camps, provide on-site guidance/instruction if there’s any scope
for improvement and provide SMART recommendations to DDMA/ SDO (Civil) for any WASH
related requirement in the relief camps.
 Ensure that all the interventions taken up in camps are reported in the master register maintained
by the camp in-charge.
 Take up the activities in coordination with District administration on their written instructions.

 Ensure de-commissioning of temporary WASH infrastructure in camps (as per need)

 Ensure that fixed water sources in and around camp along with other affected areas are de-
contaminated
After  Conduct a debriefing for the designated officials on what went well and what needs to improve in
Disaster future

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3.1.7 Joint Director, Health Services – Department of Health and Family Welfare

 Coordinate with CEO, DDMA/SDO (Civil) and collect list of designated relief camps in advance
 Designate Camp wise focal points from the Health and Family Welfare department (including but
not limited to Sub-Divisional Medical and Health Officer, PHC/CHC/State Dispensary/Sub-Centre
staff, NHM and IDSP staff) for planning, pre-positioning and delivering health services during
disasters/emergencies and share their contact details with DEOC
 Develop roaster of medical and para-medical staff against designated camps, issue directives to
the roaster members to:
i. Screen camp inmates for diseases within 24 hours of their entry into camps
ii. Conduct rapid health assessment in all camps on regular basis (not less than once a
week)
 Identify more quarantine center, isolation center
 Identify Makeshift Hospital arrangement
 Maintain list of equipment, drugs, etc. for moving to camps
 Line listing of Pregnant women and children 0-1 year of age
 Awareness on Dos and Don’ts during the village Health Sanitation Nutrition meeting
 Ensure provisions for emergency transportation including ambulances for all camps ( an
ambulance to be stationed in case of camps having a capacity of 500 and more)
 Ensure that all camps are mapped against their nearest health centre and emergency medicine
(e.g., anti-venom stock) are available in these health centers
 Map flood vulnerable villages and camps which are endemic to certain vector/water borne
diseases and undertake preventive steps to contain disease outbreak
Pre-  Conduct orientation of Medical and Para-Medical staff on preparedness for response
Disaster
 Ensure that health supplies (including vaccines and medicines) are pre-positioned, contingency
plans are ready and transportation arrangements are made to deliver services in camps/safe
places where affected people are taking shelter
 Develop/adapt disease protocols and communication materials in local language and ensure their
availability in designated camps
 Identify and designate therapeutic counsellors for deployment on roaster basis in the camps and
build their capacity to tackle emergency situations
 Ensure that frontline workers (ASHA/ANM/MPWs/CHOs) are oriented to provide scenario based
health education to camp inmates
 Ensure that female gynecologist and obstetricians, pediatricians and other specialized doctors are
kept on roaster and are oriented/supported to visit the designated camps and provide necessary
services
 Ensure planning for mosquito and rodent control in the designated camps and ensure timely
procurement of necessary items (this is done in general, need to be extended to the camps during
emergencies)
 Act upon learning points from previous year
 Identify additional quarantine shelters/Isolation facilities to house people under quarantine
(symptomatic/asymptomatic)
 Ensure availability of adequate PPE for frontline workforce in vulnerable locations/camps
 Develop plans and mobilize resources for establishing and operating temporary hospitals as per
requirement

 Be responsible for the overall health interventions and services in the relief camps.
During  Coordinate with ADC & CEO, DDMA/ SDO (Civil) to implement health services in designated
Disasters camps and other safe shelters
 Supervise, guide and monitor the functioning of designated medical and para medical staff in

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 conducting initial screening, weekly rapid health assessment, regular health check-ups and
routine immunization in designated camps/safe shelters and child friendly spaces
 Ensure availability, transportation and use of basic medical supplies (as per norms) in designated
camps
 Monitor any disruption in health service delivery and conduct special drives in camps related to
vaccination, immunization, special screening etc.
 Ensure visit by specialized medical professionals (female obstetricians, pediatricians and other
specialized doctors) in camps
 As part of the Relief Camp Monitoring Team, JDHS will specifically monitor the quality of the
health facilities and services in the relief camps, provide on-site guidance/instruction if there’s any
scope for improvement and provide SMART recommendations to ADC for any health-related
requirements in the relief camps
 Ensure that all the interventions taken up in camps are reported in the master register maintained
by the camp in-charge
 Reporting to head quarter on a regular basis with clear, specific limits.
 Arrange fogging to prevent mosquito and other flying insects and related diseases in the relief
camps. Eliminate breeding places of mosquito and rodent inside the camp premises.
 Conduct special awareness drive, screening and other safety actions related to COVID and other
infectious diseases (refer to Annexure-I) to contain spread of any disease in the camps.
 Implement all health safety protocols in relief camps
 Reflecting on any special need, shortfall of manpower/ drugs etc.
 Explore the collaboration with the Doctors of non-governmental organization/ private practitioners
etc.
 Ensure that each of the designated camps have been covered with vector/rodent control (after
their closure) to prevent any further outbreak while they get back to their normal function (mostly
camps are schools)
Post  Provide a detailed report to the DDMA on interventions taken up by the department in
Disaster camps/other safe shelters
 Conduct a debriefing for the designated officials on what went well and what needs to improve in
future

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3.1.8 District Social Welfare Officer – Department of Social Welfare
Phase Responsibility
 Mapping the Child Friendly Space (CFS) in designated relief camps (as in Annexure-II).
 Coordinate with CEO, DDMA/SDO (Civil) and collect list of designated relief camps in advance
 Designate Camp wise focal points from the Social Welfare department (including but not limited to
DCPO, CDPO. Program Coordinators (NNM) and Anganwadi Supervisors, Workers, and Helpers
for planning, pre-positioning and delivering essential services (nutrition, child protection, care of
vulnerable groups including elderly, disabled and women) during disasters/emergencies and share
their contact details with DEOC.
 Develop roaster of Anganwadi workers and helpers as per designated relief camps and ensure
their services for the followings:
i. Setting up safe spaces for women and children.
ii. Ensure counselling of pregnant women, lactating mothers on Infant and young child
feeding during emergencies (during and post flood and other such emergencies)
Pre- iii. Explore possibility of continuing services provided to children 0-6 years through ICDS
Disaster centres while they are in the camps
iv. Ensure counselling and other activities with Adolescent girls and women (as appropriate)
for safer menstrual hygiene management during their stay in the camp
v. Assisting ANM and other health team members in related services
 Conduct orientation of Social Welfare Functionaries at all levels on preparedness for response
 Assign Counsellors working under the department for periodic visit and necessary psycho-social
support to camp inmates particularly children and women and build their capacities for the same
 Ensure that frontline workers (Supervisors/AWWs/Helpers) are oriented to provide scenario based
health education to camp inmates
 Explore possibility of procuring culturally appropriate sanitary protection for women and girls in
relief camps
 Explore feasibility of pre-positioning nutrition supplies (mapped against Anganwadi centres) to be
used during emergencies in designated camps.
 Be responsible for the overall child protection and nutrition services in the relief camps.
 Coordinate with ADC & CEO, DDMA to implement child protection and nutrition services in
designated camps and other safe shelters
 Supervise, guide and monitor the functioning of designated social welfare staff in conducting their
assigned jobs
 Monitor any disruption in service delivery of anganwadi centres and ensure functioning of child
friendly spaces in the designated relief camps where child related services can be delivered
 Ensure visit by trained counselors (working in the department) in camps on period basis to provide
During
psycho-social support services
Disasters
 Ensure that mal-nourished children get special attention and services in the camps and referral (if
needed)
 As part of the Relief Camp Monitoring Team, DSWO will specifically monitor the quality of the child
protection and nutrition services in the relief camps, provide on-site guidance/instruction if there’s
any scope for improvement and provide SMART recommendations to ADC for any related
requirements in the relief camps
 Ensure that all the interventions taken up in camps are reported in the master register maintained
by the camp in-charge
 Provide a detailed report to the DDMA on interventions taken up by the department in camps/other
safe shelters
Post  Conduct a debriefing for the designated officials on what went well and what needs to improve in
Disaster future
 Conduct lessons learnt meeting with deployed officials and revise the SoP accordingly for the
district concerned

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3.1.9 District Elementary Education Officer and Inspector of Schools – Department of Elementary Education
Phase Responsibility
 Coordinate with CEO, DDMA/SDO (Civil) and collect list of designated relief camps in advance
 Designate Camp wise focal points from the Education department (including but not limited to
DPOs, BEEOs, CRCCs, Teaching and Non-Teaching staff for planning, pre-positioning and
delivering Education in Emergency related services (and share their contact details with DEOC.
 Develop roaster of Teaching and Non-Teaching Staff as per designated relief camps and ensure
their services for the followings:
i. Setting up safe spaces for women and children (Child Friendly Spaces).
ii. Age-group wise educational and recreational activities with children in the camp
iii. Support in camp management including data and records management
iv. Map educational needs of children (supplementary education) staying in camps as well as
Pre- those whose education is impacted because of school being used as relief camps
Disaster v. Coordinate with functionaries of Social Welfare, Health and other relevant departments
operational a camp level
 Conduct orientation of Functionaries of Education Department at all levels (not limited to teachers)
on preparedness for response
 Explore feasibility of pre-positioning ‘Education in Emergency’ supplies such as emergency
education kit (Including stationaries, recreation kits, story book collection and additional supply of
text book) for children in camps.
 Explore feasibility of establishing temporary educational infrastructure (such as tents, temporary
schools with locally available materials) for schools which are regularly used as relief camps and
suffer loss of instructional days.
 Ensure mechanism for rapid re-start of schools used as camps
 Be responsible for the overall education services in the relief camps.
 Coordinate with ADC & CEO, DDMA to implement education services in designated camps and
other safe shelters
 Supervise, guide and monitor the functioning of designated education department staff in
conducting their assigned jobs
 Monitor any disruption in service delivery of schools and ensure functioning of child friendly spaces
During
in the designated relief camps
Disasters
 As part of the Relief Camp Monitoring Team, IS/DEEO will specifically monitor the quality of the
education and recreation services in the relief camps, provide on-site guidance/instruction if there’s
any scope for improvement and provide SMART recommendations to ADC for any education-
related requirements in the relief camps
 Ensure that all the interventions taken up in camps are reported in the master register maintained
by the camp in-charge
 Provide a detailed report to the DDMA on interventions taken up by the department in camps/other
safe shelters
Post  Conduct a debriefing for the designated officials on what went well and what needs to improve in
Disaster future
 Conduct lessons learnt meeting with deployed officials and revise the SoP accordingly for the
district concerned

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3.1.10 District Project Officer – District Disaster Management Authority (DDMA)
Phase Responsibility
 He will act as a nodal officer to establish a network with NGOs in the district and liaise on regular
basis and ensure their participation in DDMA.
 Ensure timely reporting at all levels
 Coordinate with FOs and other department officials
 Facilitate the selection and designation of relief camps including child friendly spaces in emergencies
 Map stakeholders for relief camp management in the respective district
 Support the DC/ADC (CEO-DDMA) in issuing letters and directives to concerned
departments/stakeholders
 Make/update e-directory of camps with coordinates, seat capacity capacity, status of basic
Pre- amenities/facilities and name with contact details of designated officials
disaster  Design and develop/adapt modules/plans for capacity building of responsible stakeholders on relief
camp management in consultation with ASDMA (HQ)
 Visit designated camp sites (pre-disaster) and make consultative plans on camp lay out for effective
planning with stakeholders
 Develop and share in advance various protocols including reporting template, camp-inmates’ ID
card/tickets, registers at camp level for registering services provided by departments and others in
camp etc.
 Develop own understanding and orient Field Officers on relief camp assessment scorecard
 Support DC/ADC in ensuring all preparedness actions are done related to relief camp
operationalization and management
 Support DC/ADC in operationalizing camps
 Support DC/ADC in issuing real time orders/notifications
 Coordinate with respective departments/stakeholders and ensure timely and well-coordinated
response
 Map additional stakeholders pouring in with resources during response phase
During  Assist the concerned ADC to coordinate the field visits as part of the Relief Camp Monitoring Team.
Disaster  Activate Relief Camp Assessment by designated ‘Assessors’ for a comprehensive picture
 Develop and share SitReps to ASDMA with complete information on camps and services provided in
camps (As per agreed template)
 Assess camp wise needs and support deployment of resources (real time) as per need/gaps
 Assess and advise the DC/ADC on the closure of the camps

 Monitor the camp closure process particularly cleaning and re-instigation of the camp site to its
original position (particularly schools)
 Compile (with support of ASDMA) camp wise scores and findings of the monitoring visit and debrief
Post the stakeholders on future considerations
Disaster  Develop action plan for improving relief camp management for next phase/year based on the current
experience
 Support DC/ADC in revision of the SoP, including/excluding relevant/irrelevant stakeholders and
making it more useable/practicable

3.1.11 District Veterinary Officer

Phase Responsibility
 Identify high lands where green fodder is available like tea gardens, PGR/VGR etc. and arrange for
collection of green fodder from Tea garden management authority
Pre-  Lead the process of identification of cattle shelter for floods in coordination with Chairperson/CEO,
flood DDMA and instruct officials to lead the same at Sub-Division, Revenue Circle and Village level in
coordination with SDO (Civil), Revenue Circle Officer and Block Development Officer
 Prepare preparedness plan for cattle rescue and transfer to safe shelters.

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  Coordinate with DDMA to identify relief camps which also have capacity/provision to shelter cattle
 Procure and pre-position cattle feed/vaccines etc. at strategic locations to cater to needs of all identified
cattle shelters
 Coordinate with DDMA/SDO (Civil)/RCO and plan for transportation and distribution of cattle feed in
identified camps/shelters
 Identify and strategize manpower and material for safe disposal animal carcasses away from human
shelters/relief camps in coordination with DDMA/ SDO (Civil)
 Build capacity of department’s workforce in effective management cattle shelters/camps including safe
disposal animal carcasses
 Participate in all preparedness meetings at district level and instruct officials to participate in the same
at Sub-Division, Revenue Circle and village level (as feasible)
 Rescue of animals during flood and other disaster situation and bring them to relief camps
 Ensure proper reporting of daily flood report/situation report (in prescribed format to RCO/DDMA) and
documentation
 To ensure prevention of epidemic diseases with livestock health and vaccination programme (pre-flood,
during and post flood scenario)
 Ensure provision of temporary shelters for animals in previously recognized higher platforms
 Distribution of feed and fodder to the farmers affected by the flood or other disasters
 Collect green fodder from Tea Estate and other sources.
During  Distribution of veterinary medicines and feed supplements at the relief camps, where cattle farmers are
Disaster taking shelter
 Organizing animal health camp in affected area (during and post flood relief camps) – to organize
animal health camps schools, GP offices or other raised areas which have been used as Relief Camps
 Sensitization of affected areas with bleaching powder. Ensure disinfection of affected cattle sheds by
IRT and other local bodies with strict supervision of departmental officials
 Ensure safe carcass disposal from the flood/disaster affected areas during and after disaster with the
help of civil administration
 Ensure compensations of livestock loss of farmers with the help of civil administration
 Coordination with local Govt. and Non Govt. bodies for further action during disaster situation
 Provide a detailed report to the DDMA on interventions taken up by the department in camps/other
safe shelters
Post  Conduct a debriefing for the designated officials on what went well and what needs to improve in
Disaster future
 Conduct lessons learnt meeting with deployed officials and revise the SoP accordingly for the district
concerned

3.1.12 Deputy Director, Food and Civil Supplies

Phase Responsibility
 Coordinate with DDMA/SDO (Civil)/Revenue Circle Officer and collect the details regarding
identified relief camps with detailed coordinates
 Coordinate DDMA/SDO (Civil)/Revenue Circle Officer and collect detailed GR requirement and
make procurement/supply plans accordingly, make transportation arrangements in advance
 Instruct Supply Inspectors to develop Revenue Circle level transit plan for transportation of GR to
Pre- designated relief camps and share the plan with RCO
Disaster  Maintain sufficient stock (including buffer stock) of rice and other GR items at all levels particularly
during the flood season (March-October), liasoning with FCI and open market stocks
 Pre-position GR stock at strategic locations for covering vulnerable hard to reach areas which may
get cut off during floods
 Maintain sufficient stock of PoL at all levels including maintaining buffer stock for flood season
 Participate in all preparedness meetings at district level and instruct officials to participate in such

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 meetings at Sub-Division and Revenue Circle level
 Conduct meeting with supply officials to review their plans and exchange locations and capacity of
camps
 Be ready to support DDMA in any other related matter with regard to GR and supplies in the
context of relief camp management
 Ensure timely mobilization and transportation of GR to all designated places and relief camps
 Effectively manage human resource to reduce time laps and increase efficiency in supplies
 Update Chairperson/CEO, DDMA/SDO (Civil) and Revenue Circle Officer on action taken and
issues and challenges
During
 Execute transit plan for GR in a smart and strategic manner to ensure holistic coverage in
Disaster
relatively less time.
 Ensure timely requisition and refilling of stock of essential supplies
 Support RCO in distribution of GR as per norms in relief camps
 Regularly review response with Supply Officials
 Provide a detailed report to the DDMA on interventions taken up by the department in camps/other
safe shelters
 Conduct a debriefing for the designated officials on what went well and what needs to improve in
Post future
Disaster  Conduct lessons learnt meeting with deployed officials and revise the SoP accordingly for the
district concerned
 Improve departmental infrastructure and skills of the manpower based on learning for better
delivery of services in future emergencies

3.1.12 Revenue Circle Officer

Phase Responsibility
 Be responsible for identification of relief camps with provisions for child friendly spaces in the
respective Revenue Circle/Community Development Block in due consultation with concerned
departments and submit it to DC/ SDO (Civil) and DDMA for approval
 Ensure that designated camps are safe from all hazards, accessible to possible affected
communities and the service providers, have basic minimum capacity and facilities to accommodate
people.
 Ensure that each identified camp’s seat capacity is defined and notified as per social distancing
norms (current COVID Context and future infectious disease outbreak context) under the Revenue
Circle/CD Block and shared with SDO (Civil) and DDMA
 Assess financial and resource requirement related to operation and management of camps in the
Revenue Circle/CD Block and appraise DC/SDO (Civil) in time before the onset of flood season
 Participate in bi-monthly preparedness meeting with SDO (Civil) at Sub-Division level before the
onset of flood season and also participate in pre-flood meetings of DDMA with relevant plans and
Pre
details
Disaster
 Organize Relief Camp Management Training among the notified staff and officers, NGOs/CBOs etc.
 Coordinate with relevant departments at Revenue Circle level to ensure facilities/services in each of
the designated camps:
o Lighting arrangement in residential area, toilets and approach road including arrangement of
generators as needed (PWD-E)
o Potable water for drinking and other household purposes (at least 20 liters/person/day) (PHED)
o Separate, accessible (within 50 meters) and hygienic toilets (PHED)
o Separate bathing units for male and female (PHED)
o Separate food arrangements for children, pregnant and lactating women, ill and elderly (Health
and Social Welfare)
o Culturally and age appropriate clothing (if situation warrants) for inmates (Revenue and DM)
o Sanitary protection for women and girls (Health and Family Welfare and ASRLM)
o Health including regular RCH services, health and hygiene education and psycho-social care

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 arrangements in camps (Health and Family Welfare, Social Welfare particularly DCPUs)
o Security and protection arrangement including monitoring of situation of women and children as
well as separate species such as breast-feeding spaces in camps (Police, VDPs, DCPUs)
o Waste management facilities in camps (PHED, GP and ULBs)
o Relevant SBCC materials in local languages (Health and Family Welfare, Social Welfare,
Education)
o Educational and recreational activities in camps (Education Department)
 Share templates and formats with camp in-charges for data management including registration of
people taking shelter in camps
 In coordination with DDMA/SDO (Civil), plan and pre-position procured items in strategic locations
with a well thought out transportation plan (Mapping all the designated camps against specific
storage facilities for GR) in the Revenue Circle
 Identification authorize and orient camp in-charge and Assistant Camp Officers on Inclusive Relief
Camp Management in a periodic manner in consultation with SDO (Civil) and DDMA. This will
include issuance of ID Card to Camp In-charges
 Review local preparedness for camp operation (camp level) before monsoon and on receipt of
warning, develop minutes of the review and submit detailed report to SDO (Civil) and DDMA
 Identify NGOs/CBOs present/having projects in the Revenue Circle and make a plan for effective
utilization of their support in camp management process including sharing details of camps
identified, population targeted and type of services to be provided. This shall include finalization of
list of NGOs, delegation of responsibilities including in evacuation, camp management, relief
distribution etc.
 Formation of Evacuation and Rescue teams at Circle and Village level with participation of
stakeholders from various government department, NGOs and communities. The citizens should
know when and how to reach their designated relief camps as per plan.
 Ensure provision for motor transport (boat/Vehicle) to evacuate people to designated relief camps.
 Make a plan in advance to discourage shelter in embankments by arranging alternate camp sites as
feasible
 Arrange for distribution of relief in the camps in a systematic manner.
 Constitute in advance camp management committees for each designated camp including members
from Revenue, P&RD, Health, PHED and Social Welfare
 Regularly assess and evaluate the open market stock and GPSS (Cooperative Society) of rice
through Supply Inspector and stock of PoL in Petrol Pumps
 Submit a standard compliance cum camp wise preparedness report to DC/ SDO (Civil) well in
advance of the flood season
 Be responsible for evacuation of people to designated relief camps (as pre-identified plan) in the
event of receipt of warning for possible flood with activation of Circle and Village level evacuation
teams
 Be responsible for coordinating setting up of camps and provisions/functions of responsible
departments under the jurisdiction of Revenue Circle
 Operationalize camps, provisioning of essential services in camps as per pre-defined duty roasters
of responsible functionaries at Revenue Circle and Camp level
 Ensure proper registration and data management in camps as per pre-defined templates
During
Disaster  Ensure that camp inmate families are provided with tickets during entry/registration. The ticket
should have their identity, and details of services/supplies received during their stay in the camp and
should be updated as and when they are provided with any supply/service
 Ensure that all stakeholders and actions notified are being adhered to. Issue realtime instructions in
accordance with the provision of the camp management guideline and report to DC/SDO (Civil) for
any deviation and non-compliance related issue by stakeholders
 Take appropriate action and ensure that vulnerable groups particularly children and women are
given particular attention in the areas of health, food and nutrition, Water, Sanitation and Hygiene,
safety and security, psycho-social care

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  Ensure distribution of GR as per norms in the camps
 Ensure that Child Friendly Spaces are operational in all camps where children are being taken care
of
 Ensure that GR Display Board is being provisioned in each designated camps which is updated on
daily basis
 Activate Grievance Redressal mechanism for collecting and addressing feedback/complains from
camp inmates. Appraise the DC/SDO (Civil) on concerns and feedback received.
 Recommend DC/SDO (Civil) on closure of the camps considering the on-ground situation in
 Conduct post operation review meetings with Camp in Charges and relevant departments and
participate in such meetings at Sub-Divisional level and District level
Post  Conduct post operation visits to oversee the condition of the camps with relevant officials
Disaster  Ensure cleanliness (disinfection and whitewash), repairing and re-instigation of the relief camps so
that they can start their original functions
 Facilitate proper documentation and administrative processes for appropriate settlement

3.1.13 Block Development Officer

Phase Responsibility
 Work in close coordination with DDMA and Revenue Circle Officer in the process of identification
of camps.
 Map existing infrastructure created/promoted by the Block Development Office which can be used
for flood relief camps for human or for animals and share the list with Revenue Circle Officer
(RCO)
 Ensure basic minimum facilities including drinking water and sanitation, handwashing facilities in
such infrastructures which are mapped for setting up relief camps
 Conduct orientation/trainings of PRIs/SHGs and beneficiaries/participate in trainings conducted by
DDMA/SDO (Civil)/RCO on matters related to disaster management including relief camp
management.
 Participate in preparedness meetings at DDMA/Sub-Division level before the onset of flood
season as and when called for
 Develop and regularly update a list of manpower (staff and volunteers) of the department who can
be engaged in disaster response including relief camp management and to ensure training/
orientation.
Pre  Support DDMA/ SDO (Civil)/ Revenue Circle Officer in coordination with relevant
Disaster departments/stakeholders to ensure facilities/services as per guidelines
 Issue timely notifications to Gaon Panchayats for support in flood response including relief camp
management
 Agree on pre-identified responsibilities between the Revenue and Gaon Panchayat officials in
camp management process
 Support Revenue Circle Officer to plan and pre-position procured items in strategic locations with
a well thought out transportation plan (Mapping all the designated camps against specific storage
facilities for GR) in the Revenue Circle
 Identify NGOs/CBOs/ SHGs etc. who can support in camp management process, develop their
deployment roster in coordination with Revenue Circle Officer & orient them on their role e.g. in
the context of organizing GR distribution, support in operating child friendly spaces etc.
 Before floods, complete the ongoing schemes specially related to roads, culverts, raised platforms,
drinking water etc. specific to pre-identified relief camps including repairing of Panchayat owned
boats before the onset of flood season
 Facilitate GPDP planning in a way that it address preparedness needs such as construction of
raised toilets, raised hand-pumps, approach roads, culverts, filling up of grounds which can help in

Page 20 of 44
 camp management

 Support RCO in setting up of camps and provisions/functions of responsible departments under

the jurisdiction of Revenue Circle/CD Block
 Monitor deployment of functionaries related to P&RD in flood response including relief camp
management
 Jointly with RCO, ensure stakeholders and actions notified are being adhered to. Issue realtime
During
instructions in accordance with the provision of the camp management guideline and report to DC/
Disaster
SDO (Civil) for any deviation and non-compliance related to issue by stakeholders
 Ensure mobilization of frontline workforce including NGOs/ CBOs/SHGs who have been pre-
identified and oriented to support relief camp management process
 Participate in reviews conducted by DDMA/SDO (Civil)/RCO
 Support Revenue Circle Officer in any other matters related to camp management
 Participate in post operation review meetings with Camp in Charges and relevant departments and
participate in such meetings at Sub-Divisional level and District level
 Conduct post operation visits to oversee the condition of the camps with relevant officials
 Jointly with RCO, ensure cleanliness, repairing and re-instigation of the relief camps so that they
Post can start their original functions
Disaster  Facilitate proper documentation and administrative processes for appropriate settlement.
 Identify gaps infrastructure and guide functionaries on addressing the gaps through proper
utilization of schemes implemented through the BDO e.g., MGNREGS
 Facilitate GPDP planning in a way that it address preparedness needs for future in the context of
camp management

3.2 Operationalize the Child Friendly Spaces (CFS)

Child Friendly Spaces (CFS) are the designated place within the relief camps, where children are provided a safe
environment, integrated programs including play, re-creation, education, health and psycho-social support to be
delivered by the related line department/agencies. The purpose of CFS is to support the resilient and well-being of
children and young people through, structured activities conducted by community/ line departments in a safe, friendly
and stimulating environment. The detail guideline for operationalize the CFS in the current context of COVID-19 has
been enclosed at Annexure-II.
3.3 Camp Level SoPs:
3.3.1 Gaon Burah / P & RD Officials / PRI Members (GP President/AP Member/Ward Member)/ VCDC (Chairman
and Members) in 6th scheduled areas

 Coordinate with Circle Officer and local government functionaries responsible for camp management.
 Follow the Directives issued by DDMA/RC Administration on services to be provided in camp
 Support Circle Administration in pre-identification of camps, pre-positioning of essential items (as the case may
be) and other preparatory processes related to camp management
 To undertake measures to pre-identify the community halls of the Panchayat & Rural Development department
located in high lands which can be used as relief camps during flood or any other disasters
 Help the local civil administration to select pre-identified areas for proper disposal of waste materials/ hazardous
materials in order to maintain hygiene and cleanliness of the relief camp campus
 Participate in capacity building initiatives undertaken by the CO on Camp/Disaster Management
 Identify volunteers and leading citizens and encourage them to support in managing day to day affairs in the camp
 Support operationalization of the camp including public announcement, general administration of the camp
(including management of supplies).
 Keep an inventory of all supplies, materials and services provided in the camp

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 Properly plan schedule of services (registration of inmates, food distribution/preparation, organization of kitchen,
services to children, pregnant women, lactating mothers, diseased, disabled, elderly etc.)
 Support in establishing help-desk in the camp which remains functional throughout camp duration.
 Support arranging locally available materials as may be required for various camp needs
 Provide information and encourage camp inmates to return to their homes as the situation improves
 Support Revenue Circle Administration in any other function as and when required related to relief camp
management

3.3.2 School Teacher

 Participate in capacity building activities conducted by the DDMA/RC Administration

 Follow the Directives issued by IS/DEEO on services to be provided in camp
 Teacher/Non-Teaching staff designated as Camp In-charge (if school is used as Relief Camp) shall ensure
registration of all inmates, issuing tickets during entry/registration. The ticket should have their identity, and details
of services/supplies received during their stay in the camp and should be updated as and when they are provided
with any supply/service
 He/She should also discharge all functions as stated above for Gaon Burah/PRI Members
 Teachers who are designated for Child Friendly Spaces shall ensure all functions as stated in the Child Friendly
Spaces guideline particularly focusing upon age and situation specific education and recreation services
 Ensure special provisions for the children with disability in the relief camps along with special care for their
education and make sure the same in the CFS as well
 Teachers (from schools used as relief camps and closed for educational activity) shall support the
operationalization of Child Friendly Spaces in the camps
 They should also explore feasibility of operationalizing of temporary schools using locally available/pre-procured
resources to reduce loss of instructional days
 Teachers shall help inmates in keeping the school clean, protecting school infrastructure and resources and in
managing services in the camp under the supervision of the Camp In-Charge
 They should support in ensuring rapid re-start of schools once the camps are declared as closed
 Be on duty throughout camp duration and plan academic activities according to the situation

3.3.3 Auxiliary Nurse Midwife (ANM), Multi-Purpose Workers (MPWs) and Accredited Social Health Activist
(ASHA)

 Participate in capacity building activities conducted by the DDMA/ SDO(Civil)/ Revenue Circle Officer
 Follow the Directives issued by JDHS on services to be provided in camp
 Coordinate with Camp In-Charge and collect details of pregnant women, lactating mothers, infants, persons with
chronic diseases etc.
 Under the guidance of the responsible Medical Officer, be deployed in designated camps for basic health check-
up, disease surveillance, share information on good health and hygiene practices with the camp inmates.
 Map medicinal needs of the camp inmates (prescriptive) and maintain a database accordingly. Monitor the
availability of prescribed medicines and their intake by inmates suffering from chronic diseases
 Conduct special drives with pregnant women, lactating mothers and infants encouraging appropriate Infant and
Young Child Feeding
 Keep track of mother and child health in the camp including their feeding, medical needs etc
 Arrange fogging to prevent mosquito and other flying insects and related diseases. Eliminate breeding places of
mosquito and rodent inside the camp premises.
 Spend dedicated time every day to discuss about menstrual hygiene, sexual and reproductive health and rights
with women and adolescent girls in the dedicated space created for women and adolescent girls. ANM and ASHA
must insist the Assistant Camp Officer to setup a dedicated privacy space for women and adolescent girls if it is
not setup.

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 Give special attention to malnourished children in the relief camps, monitor and report daily on the status of those
malnourished children to the responsible Medical Officer.
 Provide psychosocial support to those relief camp inmates who have experienced violence, are in a trauma due to
the disaster and/or lost any family member or friends.
 Health check-ups, immunization, etc. under the Integrated Child Development Services (ICDS) and other
programmes for children, women and adolescent girls can be integrated with a CFS facility by ANM and ASHA.
 Be on duty throughout camp duration and plan activities according to the situation
3.3.4 Anganwadi Supervisor/Anganwadi Worker (AWW)/Helper

 In Child Friendly Spaces set up in the camps, provide appropriate services as defined in the Child Friendly
Spaces guideline (in Annexure –II)
 Participate in capacity building activities conducted by the DDMA/RC Administration
 Follow the Directives issued by DSWO on services to be provided in camp
 Be deployed in designated relief camps and provide nutritious food and supplements to children and women
beneficiaries of the respective AWC taking shelter in the camp. AWWs shall conduct a mapping of children as per
their enrolment in AWCs as children enrolled in different AWCs may take shelter in one camp. Discuss with CDPO
and chalk out joint strategy in advance for delivering routine ICDS services in the camps
 Coordinate with Camp In-Charge and the health functionaries and collect details of pregnant women, lactating
mothers, infants etc.
 Give special attention to malnourished children in the relief camps, monitor and report daily on the status of those
malnourished children to the responsible CDPO and DSWO.
 Spend dedicated time to discuss about menstrual hygiene, sexual and reproductive health and rights with women
and adolescent girls in the dedicated space created for women and adolescent girls. AWW must insist the
Assistant Camp Officer to setup a dedicated privacy space for women and adolescent girls if it is not setup. This
may be in the form of Breastfeeding Corner set up in the Child Friendly Spaces
 Support health functionaries in providing mother and child health services in the CFS set up.
 Conduct exclusive one-to-one counselling sessions with pregnant women and lactating mothers (with support of
ANM)
 Be on duty throughout camp duration and plan activities according to the situation
3.4 SoP for NGOs/ CBOs/ Pratirodhi Bondhu Volunteers:
3.4.1 SoP for NGOs/CBOs in relief camp management
Phase Responsibility
 Participate in preparedness meetings related to relief camp management conducted by
DDMA/SDO (Civil)/Revenue Circle Officer
 Share list of trained and skilled staff and volunteers who can support in evacuation, rescue of
affected people/cattle to designated camps, supporting actions related to food distribution and
other support services in camp management
 Share with DDMA/SDO (Civil)/RCO the details of activities related to disaster preparedness with
geographical presence
 Share details of any infrastructure and tools (e.g., vehicle, boat etc) of the organization with seat
Pre-
(intake) capacity that can be used as relief camps.
Disaster
 Support Gaon Burah/PRI members/Revenue Circle Officer in identifying appropriate relief camps
in hard to reach vulnerable locations
 Support in capacity building of stakeholders on various aspects of disaster management
including relief camp management
 Create awareness among communities on camp location, camp management guidelines, safety
protocols and related matters
 Be part of the Circle and Village level Evacuation and Rescue Teams
 Provide inputs and suggestions in overall preparedness planning for disaster management

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 including relief camp management at District/Sub-Division/Revenue Circle level
 Mobilize resources for setting up of camps as per guidelines in hard to reach areas and share
plan/information with DDMA/SDO (Civil)/Revenue Circle Officer
 Strengthen Inter-Agency Coordination among NGOs/CBOs for coordinated support in relief
camp management
 As a part of evacuation and rescue teams, support evacuation of affected people/cattle to
designated relief camps
 Support systematic registration and on-boarding of evacuated people in designated camps
 Support operation of child friendly spaces with breast feeding corners in relief camps
 Support in queue management, social distancing and other specific actions in camp setting as
per guidelines attached as annexure 1
 Conduct targeted risk communication and community engagement activities in relief camps with
camp inmates
During
 Support augmenting basic amenities in relief camps
Disaster
 Provide GR through self-mobilized resource to supplement government efforts. Efforts shall be
made to ensure no duplication in supplies
 Wherever feasible support establishing kitchens for providing culturally appropriate, safe and
adequate food for the camp inhabitants.
 Support documentation of experiences and lessons learnt including camp level assessments for
adherence to guidelines
 Support DDMA/SDO (Civil)/Revenue Circle Officer in any other action related to camp
management
 Provide a detailed report to the DDMA/SDO (Civil)/Revenue Circle Officer on interventions taken
up by the organization in camps/other safe shelters
 Conduct lessons learnt meeting with staff and volunteers
Post
Disaster  Provide feedback to DDMA/SDO (Civil)/Revenue Circle Officer for improving relief camp
management process
 Contribute towards cleaning, repairing/restoration of any infrastructure damages due to being
used as relief camps

3.4.2 SoP for Volunteers (Pratirodhi Bondhu/ Aapda Mitra volunteers/ NSS/ NCC/ NYK/ Red Cross/SHGs and
others)
Phase Responsibility
 Register through appropriate platform of Government with details including period of availability
and willingness to contribute towards relief camp management process
 Participate in any orientation/training conducted by government or NGOs related to camp
management
 Be in contact with Field Officers of DDMA and participate in the camp identification process
 Be part of the Revenue Circle/Village level Evacuation and Rescue Teams and understand the
Pre-
roles and responsibilities
Disaster
 Read and understand the relief camp management guidelines and various functions related to
camp management
 Familiarize yourself with documentation process including camp level registration, family
ticketing system, maintaining GR records etc
 Collect contact number of relevant officials and nodal officers responsible for providing various
category of services in the relief camps
 Support camp in-charges in setting up of camps as per specific guidelines
 As a part of evacuation and rescue team, support in evacuation and rescue of affected people to
During designated camps
Disaster  e-Help desk: e-Help desk should be facilitated in all Operational Relief camps with the help of
Pratirodhi Bondhu as counselor/ facilitator. These desks will emphasis on the facilities available
on the e-help platform (e.g. Telemedicine, e-pashu etc.), a joint venture of ASDMA and CSC-

Page 24 of 44
 SPV, Assam. e-help will arrange the availability of ‘Dignity kit’ of NDRF at their help desk.
 Support Camp-in-charge in setting up and manning registration counter and e-help desk
 Support maintaining social distancing, promoting hand washing, personal hygiene and other
measures as recommended in Annexure 1
 Support during relief distribution including queue management, proper documentation and
reporting
 Support in conducting various activities with children in child friendly spaces
 Take actions to maintain hygiene and safety in camps
 Support in camp closure processes
 Provide any other support required by camp-in-charge
 Support cleanliness drive including bringing back the camp infrastructure to its original form for
Post continuing its routine function
Disaster  Share your experience and learning to DDMA through the Field Officers
 Provide feedback based on your learning to improve overall relief camp management process

4. Procedure

5. Component wise Benchmarks

Components Responsible Minimum Benchmarks
Departments
Administration Revenue and DM,  All affected people have information about the location of camps
and Education, P&RD, and have means to reach the location
Management of ULB, APDCL  All camps have necessities and facilities as per the Assam DM
Camps Manual, 2015
 All camp inmates are registered and have family tickets updated
 Camp register regularly updated and information as per the
template shared to Circle Office on daily basis
 All camps have lightning arrangement upto toilets and bathrooms

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Basic facilities- Public health  All activities are well coordinated with relevant stakeholders as
Water engineering, per common approaches and standards defined in the Assam
Sanitation and P&RD, Municipal DM Manual, 2015 ensuring that all critical WASH gaps and
hygiene Corporations/ vulnerabilities are identified and addressed without duplication.
Boards  All camp inmates have access to portable water (atleast 20
litres/person/day)
 All camp inmates have access to toilet within 50 Meters from the
designated residential spaces
 All male and female inmates have access to separate bath
rooms in the camps
 All camps have arrangements for management of solid and liquid
waste
 All camps have clean and functional waste water drainage
 Hygiene education and information in general more particularly
related to safe and hygienic child-care and feeding practices are
provided to all women and child caregivers in the camp.
 In all designated child-friendly spaces, 1–2 litres of drinking
water per child per day (depending on climate and individual
physiology); access to hygienic toilet or latrine squat hole and
means handwashing after defecation with soap or an alternative;
appropriate hygiene education and information are provided to
children, guardians and duty bearers in CFS.
Food security Social Welfare,  Child Friendly Spaces are operational in camps (as per
and Nutrition Health and Family guideline in Annexure-II)
Welfare, Revenue  Activities related to nutrition of children and protection of
and DM, vulnerable groups including children and women are well
Education coordinated with all responsible stakeholders and ensuring that
all critical nutrition related gaps and vulnerabilities are identified
and addressed without duplication.
 All camp inmates have access to food in the camps as per
norms
 All eligible mothers/lactating mothers in the camps are receiving
counselling and guidance on Infant and Young Child Feeding
 All children with acute malnutrition in camps receive appropriate
care and needed support
 Micronutrient needs of all pregnant women/lactating mothers and
infant and young children are met with additional sources of
micronutrients
 All camp inmates have access to information on nutrition in
emergencies and various sources of getting nutrition services
 Breastfeeding corners are established in all camps in the
designated child friendly spaces
Clothing Revenue and DM  All inmates having need for climate friendly clothing have been
provided with age, gender and size appropriate clothing as per
norms
Medical Health and Family  Health related activities at camp level are well coordinated with
Facilities and Welfare, Social relevant stakeholders at camp, Circle/Block and District level
Psycho-Social Welfare  All camp inmates screened for diseases and necessary medical
Support support provided
 All pregnant women, lactating mothers, infant and young children
in the camp receive required vaccination and medication
including measles vaccine, vitamin A and deworming medication
in the relevant age group (as applicable)

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  All camp inmates receive appropriate measures against
protection of mosquito and vector borne diseases
 All camp inmates are given key health education/promotion
messages through multiple channels.
 VHNDs are being held as per routine in the designated child
friendly spaces running within the camps
Special Child Friendly  All camps have child friendly spaces and all activities in Child
provision for Space (CFS) Friendly Spaces in the camps are well coordinated with ensuring
protection Education, Social that all critical education gaps and vulnerabilities are identified
women, children Welfare, PHED, and addressed without duplication.
and elderly Health and Family  Child and adolescent friendly emergency non-formal
Welfare (as per programmes, including play and early learning for young
guideline in children, are conducted in all Child Friendly Spaces as per the
Annexure-II) guideline
 All child friendly spaces are safe and free from violence, and
children, including girls.
 Other activities including VHND related, breast feeding corner,
WASH and Nutrition services and psycho-social care services
are provided in a well-coordinated manner in the CFS
Protection- Social  All children, women and girls are protected and accounted for in
Welfare (DCPUs), the camps
Police, P&RD,  Systems are in place in all camps for reporting on grave
Municipal violations and other serious protection concerns for children and
Corporations/ women and are being utilized
Boards  All camp inmates particularly children have access to psycho-
social care support
 Appropriate care and support being provided to all elderly camp
inmates above 60 years of age
 Systems are in place to prevent and respond to any protection
risk including abuse, violence and exploitation of children and
women and in camps

6. Expected Outputs
 District and Zonal Relief Camp Management Team
 Improved registration and documentation leading to better strategies for camp management
 Improved coordination among stakeholders for camp management
 Better delivery of services to displaced households during emergencies/disasters and taking shelter
 Improved care of vulnerable groups including women and children displaced during disasters taking shelter in
relief camps
 Adherence to global, national and local policy standards
 Integrated service delivery through relief camps during emergencies
 Improved accountability to affected population
 Improved camp management over a period of time
7. Associated Documents
 Assam Disaster Management Manual 2015
(http://asdma.gov.in/download/assam_disaster_management_manual_2015.pdf)
 State Disaster Response Fund (SDRF) Guidelines (https://pwdroads.assam.gov.in/schemes/state-disaster-
response-fund-sdrf)
 Child Friendly Spaces Guidelines (Notified)
***** *****

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 Annexure: I
Managing flood relief camps in context of COVID-19 outbreak in Assam
(Notified vide No. RGR/ASDMA.09/2014/323 dated 24th April, 2020)

Assam is approaching flood season. This year the challenge to support those who might get affected due to
flood will be even tougher due to the ongoing COVID-19 pandemic across the globe which has also affected Assam.
Relief Camp Management Guidelines are included as Appendix-XXXV of the Assam Disaster Management Manual,
20152. In order to be better equipped to deal with flood situation vis-à-vis COVID-19 context, this document has been
developed to serve as an addendum. This document will be used by all District Disaster Management Authority
(DDMAs), SDO (Civil) and Revenue Circle Officers for management of Relief camps during ensuing flood season.
Major highlights of the addendum to existing Relief Camp Management Guideline are as follows:
 Relief Camps and Accommodation capacity to be earmarked in advance: Identify additional relief camps in
addition to the existing pre-identify camps as per population density of villages to earmark space for social
distancing. Ensure 7 Sq. m. of area per person instead of 3.5 Sq. m. to validate social distancing of at least one
meter between any two camp inmates (calculation of intake Capacity of Relief Camps are given in the table
next page).
 Toilets facilities and the populations: Sufficient Toilet facilities have to be provided in proportionate to the
intake camp capacity. Coordinate with PHE Deptt. to ensure the same.
 Ensure sufficient sanitation facility: Ensure sufficient Hand-wash/soap, sanitizers, masks for the camp
inmates. The Relief camp premises should be strictly notified as no-spitting, no-tobacco zone.
 Medical Support & Health Surveillance Team: Daily monitoring (in place of weekly) of health condition shall
be done by the health team on duty in the camp following all precautions and guidelines. Medical team should
be armored with basic PPE for conducting screening during registration process. Pre-identification of the
Medical facilities like Ambulances for transportation of infected, isolation facilities nearby etc.
In case of sneezing, cough, fever & common cold, immediate medical supervision to be made and he/she may
be kept separately as per COVID-19 norms & regulations.
 e-Help desk: e-Help desk should be facilitated in all Operational Relief camps with the help of Pratirodhi
Bondhu as counselor/ facilitator. These desks will emphasis on the facilities available on the e-help platform
(e.g. Telemedicine, e-pashu etc.), a joint venture of ASDMA and CSC-SPV.
 Pratirodhi Bondhu: The Revenue Circle Administration may engage Pratirodhi Bondhu volunteers available in
the revenue circle as per the guidelines.
 SOP for relief/cooked food distribution in camps: SoP should be prepared in collaboration with ASDMA for
distribution of relief items/cooked food adhering precautionary measure as per COVID-19 norms & regulations.
 Arrangement for fodder Livestock: Pre-identify the highland areas e.g. tea gardens etc. with green grasses
for arrangement of the green fodder for livestock of the farmers/ camp inmates.
 Quarantine/isolation facility: Quarantine/isolation facilities may be identified on higher altitudes by the district
administration for transfer of COVID-19 suspected cases.
The detailed addenda to existing relief camp management guideline are comprehensively cited in the table below for
managing flood relief camp vis-à-vis COVID-19:
PARAMETER ADDENDUM TO EXISTING RELIEF CAMP MANAGEMENT GUIDELINE
Camp Setting  Ensure that existing buildings/spaces which are in use as quarantine centers shall not be
identified as relief camps

2
Assam Disaster Management Manual (2015)
http://asdma.gov.in/download/assam_disaster_management_manual_2015.pdf

Page 28 of 44
  Notify more number of camps in advance with capacity of accommodation according to
population density of villages to earmark space for social distancing. Identify new places for
additional Relief Camps in highland areas. If possible draw lines in floor for specific
accommodation. (Calculate the intake capacity of the relief camps as:
ℎ . . ( . .)
( . . ) =
7 Sq. m.
 Notify the Relief Camps: Capacity for accommodation adhering to COVID-19 norms &
regulations.
 Proper calculation of space available and the target population to be shifted to the camp shall
be made to avoid over crowding
 7 Sq. m. of covered are per person instead of 3.5 Sq. m. to validate social distancing of at least
one meter between any two camp inmates.
 Wherever feasible, Separate room for elderly pregnant and lactating women and children upto
6 years should be allocated.
 Queue management practice maintaining social distancing
 Separate room in a separate building for the home quarantined who might be evacuated
during the floods should be identified. Home quarantine guidelines shall be strictly adhered to
for the building where home quarantined people are sheltered:
http://asdma.gov.in/covid/Govt.%20of%20Assam%20Circular/ASDMA_Home_quarantine_Ass.
pdf
Temporary/  If Tents are used for shelter, these should be not erected closely. Minimum 20 meters distance
makeshift shall be maintained between 2 tents
shelter  7 Sq.m of covered are per person instead of 3.5 Sq m to maintain should be ensured for
maintaining a distance of atleast one meter between any two individuals. Efforts shall be made
to avoid use of plastics, asbestos etc. in erecting makeshift camps.
Camp  The Camp in-charge will coordinate with Pratirodhi Bondhu and e-Help initiatives to facilitate
Administration services.
 The Relief camp should be strictly notified as no-spitting, no-tobacco zone.
 List of camp in-charges shall be prepared and shared with all stakeholders in advance and
training to camp in-charge.
 Sufficient Toilet facilities have to be provided in proportionate to the Camp capacity.
 Mandatory screening of all brought to the camp/seeking shelter in the camp shall be done for
any health condition.
 Camp register should also maintain separately information about pregnant women, infants,
elderly, people with existing health conditions and persons with disability.
 People presenting with fever and or fever like symptoms should be immediately segregated
and taken for medical care.
 If required, such infected/identified persons should be shifted to designated
quarantine/isolation facilities within the relief camps or location pre-identified by the district
administration.
 Immediate information to 104 shall be provided for any case related to COVID-19 in the camp
(asymptomatic and symptomatic).
 Special accommodation facility for elderly, pregnant lady and PwD (People with Disability)
should be arranged.
 Each camp should have “Information Board” capturing contact details of key service
providers for immediate support displayed in local language and Capacity of the Camp to
accommodate inmates adhering the COVID-19 norms & regulations.
 Appropriate IEC for prevention of COVID infection to be displayed in local language using
pictorial depiction and lesser text.
Basic Facilities
Water:
 Disinfection measures for drinking water shall be practiced for water provisioned for drinking to

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 camp inmates.
 Hand washing bay shall be established in each camp with multiple hand washing points at
appropriate distance with soap should be provided at entry and exit of camp
 Water shall be made available. Per person availability shall be increased to 30
litre/person/day.
Sanitation:
 All guidelines for sanitation facilities in relief camps should be strictly maintained
 Ensure sufficient Handwash/soap, sanitizers, masks for the camp inmates.
 Cleaning of common spaces shall be done thrice a day particularly handrails, door latches,
switches etc. which are frequently touched
 Adequate disinfectant shall be made available in the camp.
 Mosquito control measures to be strictly followed
Food Storage and Distribution:
 Any food item brought to the camp must be sanitized appropriately as per disinfection protocol.
All packed items shall be cleaned properly using disinfectants.
 Special care should be taken/ SoP should be prepared for distribution of cooked food adhering
to precautionary measure as per COVID-19 norms & regulations.
 Food items provided to young children should follow global Infant and young child
recommendations, and remain in line with Infant Milk Substitute Act available at:
http://www.bpni.org/docments/IMS-act.pdf
 Proper food hygiene should be maintained by cook whether cooking is done family wise or a
community kitchen is established.
 Kitchen and food storage area should be sanitized thrice daily and camp inmates shall be
sensitized in this regard by camp-incharge/ frontline workers on duty.
 Appropriate IECs on food safety shall be displayed in the cooking and dining area. The IECs
are available at:
https://fssai.gov.in/cms/coronavirus.php
 Pregnant women and lactating mothers at the camp should be provided relevant information
on covid19, pregnancy, childbirth and breastfeeding.
Clothing:
 Appropriate arrangements shall be made for detergents and washing spaces for camp inmates
to maintain cloth hygiene.
 Adequate provision of bed-nets shall be made.
Medical and Psychosocial Support:
 Medical team should be armored with basic PPE for conducting screening during registration
process.
 Pre-identification of the Medical facilities like Medical team, Ambulances for transportation of
infected, isolation facilities nearby etc.
 Home quarantine people to be shifted to quarantine centers and they shall not be kept in the
relief camps.
 Daily monitoring (in place of weekly) of health condition shall be done by the health team on
duty in the camp following all precautions and guidelines.
 Any suspected case shall be immediately shifted to designated health facility/ quarantine
centre.
 All protocols for safety or camp inmates and staff on duty shall be strictly adhered to.
 All other guidelines in the relief camp management manual regarding medical and
psychosocial support shall be implemented.
 Standby arrangements for transportation of symptomatic cases shall be made in all camps with
more than 200 inmates (in place of 500)
 Wearing of masks inside the camp may be made compulsory. Sufficient masks may be

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 provided by the DDMAs.
 Identify and operationalize child friendly spaces for integrated service delivery to women &
children. Maintain social distancing in all activities conducted.
Special  Within CFS, ensure learning corners for 3-6 age group children and school children in the age
arrangements group 06-14 years for engaging them in different learning and recreational activities
for Children, maintaining social distancing guidelines.
women,  Ensure availability of learning and recreational material (Anganwadi in a box or school in a
physically
box) for children in all learning corners.
challenged and
elderly  Teachers and Anganwadi workers designated for Child Friendly Spaces shall take all
precautions to keep themselves and the children safe.
 Ensure appropriate care of breastfeeding and lactating mothers, promote breastfeeding and
ensure access to basic nutrition for both mother and children. Ensure proper care and hygiene
is maintained by pregnant women and lactating mothers. Some of the actions for different high
risk groups include.
o For under five children, following needs to be provided by the district health authorities:
 Counselling on age appropriate feeding including exclusive breast feeding (upto
6months) and complementary feeding (6-23months)
 IFA syrup for anemia prevention and treatment as per Anemia Mukt Bharat guidelines
 ORS packet and zinc as per-positioning for treatment of diarrhea
 Provision for regular screening for malnutrition and referrals to health facility
o For pregnant women, following needs to be provided by the district health authorities:
 Antenatal check
 IFA and calcium supplements
 Resting area in relief camp
o For lactating mothers, following needs to be provided by the district health authorities:
 IFA and calcium supplements
 Breastfeeding counselling and support
o For elderly persons suffering from any chronic ailments like-hypertension, diabetes,
previous lung disease, kidney disease
 Antihypertensives and antidiabetics
 Special attention needs to be provided to the elderly. They should be advised to
be away from any sick person.
 Information on covid19 and NCDs can be accessed from
https://www.who.int/who-documents-detail/covid-19-and-ncds
 Separate register of under-five children, pregnant women, lactating mothers, elderly (more
than 60 years age) and sick persons should be maintained
 wherever possible separate arrangements shall be made for accommodation of high-risk
population including elderly, ill, pregnant women, lactating mothers, infant and malnourished
children etc
 If any of the high-risk groups have any of the COVID symptoms, immediate transfer to
designated hospital shall be made
 Individual attention shall be given by the frontline workers to these vulnerable groups for
ensuring maintenance of appropriate hygiene including proper and frequent hand washing with
soap, cough etiquette.
Waste  Closed bins of different colours must be in place in all the camps for disposal of used items
Management &  Adequate stock of disinfectants shall be made available in the camps with designated
Vermi Control sanitation worker to keep the camp sanitized
Security  Roster based deployment police personal/home guard/VDP with basic PPE shall be made in
each identified camp to manage crowd and to ensure decorum and safety
 Police/VDP shall ensure social distancing during all collective process in the camp be it during
registration, food/relief distribution and other such activities where crowd may gather
 Appropriate planning and demarcations shall be made in advance to ensure social distancing

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  Proper time planning and shifts shall be identified to ensure proper crowd management
Risk  All appropriate messages and communications in local languages shall be displayed in
Communicatio appropriate locations in the camp.
n and  As feasible broadcast arrangements through radio/TV shall be made to inform the camp
Community inmates on safety messages and evolving situation
Engagement  All entitlements of the flood victims shall be displayed in form of a poster in the camps.
 Proper feedback shall be collected from camp inmates on their needs and services provided in
the camp using the scorecard developed by ASDMA.
 Train volunteers/officials to help support with risk communication in the camps and also to
capture useful cases, stories and interviews which can support government to act and also
provide systematic information to media.
Arrangement  Pre-identify the highland areas (e.g. Tea Garden etc.) with green grasses for arrangement of
for Livestock the green fodder for livestock of the farmers/ camp inmates.
Closure of the  Before declaring the closure of the camp, inmates shall be asked/allowed to do proper
Camp disinfection of their flood affected shelters.
 For those families losing their shelters due to flood/erosion (full damaged), appropriate
arrangements shall be made.

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Appendix A- Checklist for Relief Camp Management, DDMAs DDMAs/ SDO (Civil)/ RCO
Sl. Status
Action Timeline (Use √ to indicate
No. completion)
Pre-Flood activities to be completed by DDMAs/ SDO (Civil)/ RCO
Revenue Circle wise list of relief camps and accommodation capacity April
1 with designated camp in-charges and intake developed/updated and
notified
2 Relief Camp wise child friendly spaces identified April
Letter of communication sent to all departments to ensure compliance April
3
to Relief Camp Management Guidelines and the SoP
4 Relief Camp Monitoring team constituted and notified & Training April
5 Training of camp in-charge in the wake of COVID-19 April
6 Departmental list of camp wise designated officials received April
Department wise one day orientation of designated officials on relief April
7
camp management conducted by respective departments
Status of preparedness related to relief camp management taken from April
8
departments during Pre-Monsoon Preparedness meeting
procurement of Gratuitous Relief items (e.g. pre-monsoon for flooding) April
9 which will be required for operationalizing relief camps completed (As
appropriate)
Pre-positioning of essential GR stock and departmental pre-positioning April
10 (as appropriate) against identified relief camps in strategic locations
completed
Mechanism for necessary transportation arrangements (road, water and April
11 air) to ensure GR is transported in time to each of the designated
camps established
Ensure that all measures of social distancing and other added actions April
12
as suggested in the addendum are ensured
Actions to be taken At the warning stage by DDMAs/ SDO (Civil)/ RCO
13 Operational readiness review for relief camps conducted On receipt of warning
Instruction issued for setting up of camps On receipt of warning
14 & situational
development
Setting up of camps and provisions/functions of responsible On onset of flooding
15 and evacuation
departments reviewed
Setting up of Child Friendly Spaces and breastfeeding corners in
16
designated camps reviewed
Actions to be taken during Flood by DDMAs/ SDO (Civil)/ RCO
17 Relief Camp Monitoring team activated When camps are
Ensuring special care is taken to evacuate home quarantined persons operational
18
including separate camp arrangements
Camps are safe from all hazards and appropriate protection and
19
vigilance arrangements being made
Real time review conducted with Relief Camp Monitoring Team to
ensure:
a) Distribution of GR as per norms ensured in each camp
b) Lighting arrangement in residential portion, toilets, and approach
road ensured in each camp Once in every 2/3
20 c) Potable water for drinking and other household purposes (at least days till camps are
30 liters/person/day) ensured in camps. operational
d) Separate, accessible (within 50 meters) and hygienic toilets
ensured in camps.
e) Hand washing bay with soap are available in the entry and exit.
f) Separate bathing units for male and female are available in camps.

Page 33 of 44
 g) Separate food arrangements for children, pregnant and lactating
women, ill and elderly are made as per need.
h) Culturally and age appropriate clothing (if situation warranted) for
inmates are arranged in camps.
i) Sanitary protection for women and girls is provided.
j) Health including regular RCH services, health and hygiene
education and psycho-social care arrangements are made in
camps.
k) Security and protection arrangement including monitoring of
situation of women & children as well as breast-feeding spaces are
available in camps.
l) Waste management facilities are functional in camps
m) Operationalization of Child Friendly Spaces and breast-feeding
corners in all camps
n) Relevant SBCC materials in local languages are provided in camps
o) Educational and recreational activities in child friendly spaces in
camps following social distancing guidelines
p) Social distancing in all collective actions.
q) Proper disinfection as per guideline.
r) Appropriate care and referral of suspected cases
Grievance Redressal mechanism for collecting and addressing
20 feedback/complains from camp inmates are established and functional
at camp level When camps are
Real time instructions/directives to concerned departments to address operational
21
grievances issued
Real time functional mechanisms for ensuring accountability in camp
22
management are ensured
23
Closure of the camps declared considering the on-ground situation Based on situational
development
Actions to be taken post Flood by DDMAs/ SDO (Civil)/ RCO
Post Operation (Closure of camps) Visits conducted to assess the 10 days after closure
24
situation of the camps
Designated camps (particularly schools) are provided with resources/ With 20 days of
25 closure
support towards cleanliness post closure of the camps
Post closure review meeting conducted to understand challenges, gaps
26
and areas of improvement in camp management Within 30 days of
27 All related documents (needed for compliance) are properly managed closure
Departments are instructed to conduct internal debriefing on lessons
28
learnt

Page 34 of 44
Appendix B- Roles and Responsibility Matrix

Camp Closure
R&DM

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 Annexure-II
Child Friendly Spaces in Relief Camps
(Guidelines for operationalization in the context of COVID-19)

CFS is a place designed and operated in a participatory manner where children affected by disasters can be provided
with a safe environment, integrated services including play, recreation, education, health, and psychosocial support
and/or information about services/supports provided. The purpose of CFSs is to support the resilience and well‐being
of children through, structured activities conducted by community in a safe, child friendly, and stimulating environment.

District Administration will set up "Child Friendly Spaces (CFS)" in every Relief camp in co-ordination with Line
departments and NGOs / civil society organizations. All protocols for COVID-19 containment including safety and
security of children will be ensured in CFS

Child Friendly Spaces are a critical and non-negotiable component of relief camp management in Assam. This
guidance is set forth to supplement the guidance on flood relief camp management in the context of COVID-19 issued
via No. RGR/ASDMA. 09/2014/323 dated 24th April 2020 and the basic guidelines for implementation of Child Friendly
Spaces in Emergencies under NSSP, 2016 issued via letter No. ASDMA/101/2017/Pt/28 dated 5th July 2018. The
following needs to be adhered to with regard to Child Friendly Spaces in relief camps in the current scenario:

Phase Actions to be taken at village level where relief camps are being Responsibility
identified
 Identify locations within the designated camp boundary or nearby Gaon Burha/ Mondal with
where children can be engaged and supported following social School Safety Focal Point
distancing, personal hygiene, cough etiquettes and other COVID-19 Teacher, ANM, ASHA and
precautionary measures AWW, SMC members and
PRIs
 Create a database of children who will be supported in the identified School Safety Focal Point
CFS from the targeted villages to plan for the set up using social Teacher and AWW
distancing
 Identify existing IT assets (e.g., Television/Radio) in schools
designated as camps) to use them for remote learning in camps
 Arrange and wherever feasible basic materials such as tents/tarpaulin,
recreational and sports as well as education materials, desired number
of masks for children, soaps for handwashing, GR as per norms for
Pre-Disaster

children to be provided through CFS with Revenue Circle Officer

 Identify and map pregnant women, lactating mothers, mal nourished ANM, ASHA, AWW
children against identified camps and Child Friendly Space and share
the information to camp-in-charge
 Conduct remote/ face to face (core camp team) pre-flood camp level Coordinated by Camp-in-
meeting to plan for services in CFS as per COVID-19 guidelines charge
 Develop a short and simple routine of various activities to be School Safety Focal Point
conducted in the Child Friendly Spaces Teacher and AWW
 Submit any requirement of tools and materials related to CFS to the
Office of the BEEO/CDPO for onward sharing with RCO/SDO
(Civil)/DDMA
 Develop/adapt teaching learning and recreational materials available
with the school/ICDS centre for use in the CFS
 Conduct mock exercises to test how social distancing and other Coordinated by Camp-in-
COVID prevention measures can be maintained in child friendly charge
spaces in the camp

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  Ensure space is available for child friendly space in the camp either in Camp-in-charge
a separate room in the relief camp or in open space covered with
tarpaulin for both shade and sitting
 Ensure siting arrangement in a way that it ensures minimum 1-meter CFS in-charge teacher and
distance between two children AWW
 Register all children (0-19), pregnant women and lactating mothers
taking shelter in the relief camp for providing services in the CFS
 Ensure that the activity routine developed before the disaster is being
executed with enough scope for educational and other activities with
children following social distancing norms. The activities will include:
Age specific food and nutrition services CFS in-charge teacher and
 Establish and make functional a breastfeeding corner where lactating AWW
mothers in the relief camp will be encouraged to feed their children
(only 1 mother at a time)
 Screen height and weight of children (0-6 years) following 1-meter
distance and identify children who need additional attention
 Provide take home ration to children and their mothers as per ICDS
norms following 1-meter distance
 Provide take home ration to school age children as per mid-day meals
norm following 1-meter distance
Health Services ANM and ASHA
 Conduct routine immunization services and other (Village Health
Sanitation & Nutrition Day (VHSND) activities following 1-meter
During Disaster

distance between beneficiaries

 Provide Counselling on age appropriate feeding including exclusive
breast feeding and complementary feeding to pregnant and lactating
mothers
 Provide IFA syrup to children as per guidelines
 Provide ORS packet as per-positioning for treatment of diarrhea
 Conduct Antenatal checkups and provide IFA and calcium
supplements to pregnant women as per guidelines
 Conduct routine check-up and provide IFA and calcium supplements
to lactating mothers as per guidelines
 Provide health education on COVID related issues to children and their
mothers
 Provide sanitary protection support (culturally appropriate) to
adolescent girls registered in the CFS
Infection Prevention and WASH services PHED Khallasi with Gaon
 Demonstrate hand washing steps to children and ensure handwashing Burha and Camp-in-charge
with soap on hourly basis to children and women in the CFS.
 Encourage and guide children to wash hands before and after use of
toilet, before and after eating anything
 Ensure that enough water and soap is available for handwashing near
CFS and containers are disinfected/cleaned regularly
 Ensure that children in CFS have access to safe drinking water and
toilet as per guidelines
 Ensure that everything that is frequently touched in the CFS is
disinfected thrice daily
 Educate children and women in CFS about infection prevention
measures to be undertaken by them during their stay at camp and
when they go back home

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 Education and recreational Services All teachers (in case the relief
 Organize children as per age group 3-6 years, 6-14 years and 14-19 camp is established in a
years school)
 Ensure attendance of children as per the defined age group
 As per the pre-developed routine, conduct regular classes in a more CFS in-charge teachers and
generic and supplementary manner with special provisions for persons AWW
with disability
 Engage children in quiz, knowledge test games, storytelling, story
making and other such interactive activities which require less/no
movement and can be done maintaining social distancing
 Wherever feasible organize radio/television classes or classes through
Diksha app among children
 Facilitate physical activities which do not requiring touching one
another and physical distancing can be maintained. School in a Box
and Anganwadi in a box concepts shall be implemented as feasible
 Conduct painting, creative art, singing and such other activities to
facilitate their engagement and support them in dealing with emerging
stress
 Observe children who are silent, in fear, shock or anxious and provide
them individual care in ventilating their feelings
 Provide appropriate and timely guidance to children on the existing
and emerging scenario
 Conduct life skills session with focus on adolescents
 Ensure through regular monitoring of the attendance register that
children remain accounted for
Protection Services CFS in-charge teachers and
 Account for any unaccompanied children in the camp AWW
 Educate children about their safety both online and offline safety
during their stay in the relief camp Village Child Protection
 Share regarding the associated risks such as violence, trafficking and Committee (wherever
abuse that may happen during and after flood and in COVID situation existing)
 Provide information related to child protection services that are
available to support in case of any such issues e.g., ChildLine, DCPU,
JJB, CWC etc.
 Support children in revealing any unwanted experience that they might
have experienced in the camp and support them in reporting those.
 Place a complain box in the CFS or in a strategic location in the camp
and encourage children (particularly girls) to report any issue related to
abuse.
Child Protection Officers/ Committees may check the box regularly for
complaints
 Compile and submit daily report to camp-in-charge and DDMA on CFS in-charge teachers and
number of children as per age group, sex and disability status catered AWW
or provided services in the CFS.
 Compile and submit a detailed report on CFS operation in the camp CFS in-charge teachers and
Post Disaster

with summary of attendance, activities conducted etc. AWW

 Share observations and lessons learnt to BEEO’s/CDPO’s office for
improvement of CFS in relief camps in future
 Based on lessons improve provisions in the designated camps for
effective operation of CFS in future

Page 38 of 44
Annexure-III: Sample letter of communication

Government of Assam
Office of the Deputy Commissioner and Chairperson
District Disaster Management Authority………………………………
Phone……………………………………….. Email…………………………………..
No. DDMA___________________ Date_______________
To,
Superintendent of Police, ________________
Chief Executive Officer, Zilla Parishad, ________________
Sub-Divisional Officer, __________________
Executive Engineer, Public Health Engineering Department, ________________
District Social Welfare Officer, ___________________
Joint Director of Health Services, _________________
District Elementary Education Officer,______________
District Veterinary Officer, _______________
Deputy General Manager, APDCL________________
Circle Officers, ______________________________
Block Development Officers, __________________

Sub: Relief Camp Management as Assam Disaster Management Manual, 2015 and compliance to SoP

Sir/ Madam,

With reference to the above, this is to inform you that Government of Assam has notified the
Relief Camp Management Guidelines (Appendix XXXV - Guideline for Relief Camp Management) under the
Assam State Disaster Management Manual 2015 and have issued supplementary Standard Operating
Procedures via notification No._________________________________.

Henceforth, in compliance to the guideline and the SoP and as preparedness to upcoming floods,
you are requested ensure the following:

 Designate nodal officers/focal points against identified relief camps and share the same with
DDMA/SDO (Civil) and respective Circle Officers
 Conduct one day internal orientation of designated officials on the Relief Camp Management
Guidelines (Appendix XXXV - Guideline for Relief Camp Management) and the SoP
 Review preparedness and pre-positioning at strategic locations
 Ensure that designated officials participate in Sub-division level/ Circle level planning and
preparedness meetings and coordinate regularly with respective Circle Officers
 Be part of the Relief Camp Joint Monitoring Team and conduct pre-during-post operational visits to
selected camps and submit joint monitoring reports
 Ensure that vulnerable groups particularly children, women, disabled, elderly and diseased are paid
due attention in the camps
 Plan for and implement actions in relief camps through child friendly spaces to reduce disruption of
services particularly child related services.
 Please arrange for ‘Know Your Team’ initiative for better coordination and concentrated effort.

Page 39 of 44
  Ensure that each level official designated under the SoP on Relief Camp Management deliver against
their stated role
 Take measures to ensure the following in each designated relief camp
o GR as per norms (Revenue Circle in coordination with DDMA)
o Lighting arrangement in residential portion, toilets and approach road (PWD-E)
o Potable water for drinking and other household purposes (at least 20 liters/person/day) (PHED)
o Separate, accessible (within 50 meters) and hygienic toilets (PHED)
o Separate bathing units for male and female (PHED)
o Separate food arrangements for children, pregnant and lactating women, ill and elderly (Health
and Social Welfare)
o Culturally and age appropriate clothing (if situation warrants) for inmates (Revenue Circle)
o Sanitary protection for women and girls (Health and Family Welfare)
o Health including regular RCH services, health and hygiene education and psycho-social care
arrangements in camps (Health and Family Welfare, Social Welfare particularly DCPUs)
o Security and protection arrangement including monitoring of situation of women and children as
well as separate species such as breast-feeding spaces in camps (Police, VDPs, DCPUs)
o Waste management facilities in camps (Revenue and DM, P&RD and ULBs)
o Operationalization of Child Friendly Spaces in all camps (Health and Family Welfare, Social Welfare,
Education and PHED)
o Relevant SBCC materials in local languages (Health and Family Welfare, Social Welfare, Education)
o Educational and recreational activities in camps (Education Department)
 Identification of Additional quarantine and isolation Centre.
A department wise compliance report may be submitted during the pre-monsoon preparedness
meeting.
Yours Sincerely

(____________)
Deputy Commissioner & Chairperson
District Disaster Management Authority, ________ District

Memo No. ________________________ Date______________________________

Copy to:

1. PS to the Chief Secretary & Chairperson, State Executive Committee, Assam State Disaster
Management Authority, Government of Assam for kind appraisal of the Chief Secretary, Dispur
2. Chief Executive Officer, Assam State Disaster Management Authority, Dispur
3. Joint Secretary and State Project Coordinator, Assam State Disaster Management Authority, Dispur
4. ADC & CEO, District Disaster Management Authority

(____________)
Deputy Commissioner & Chairperson
District Disaster Management Authority,_________ District
Enclosure:

1. Sop on Relief Camp Management

2. Guidelines on Child Friendly Spaces
3. Circle wise list of Designated Relief Camps etc.

Page 40 of 44
 Annexure- IV: Sample Family Tickets for Camp Inmates

Government of Assam

Family Identity cum-Camp Service Inventory for Relief Camps

1. Name of the head of the family ____________________________________________________________

2. Address ______________________________________________________________________________

_______________________________________________________________________________________

3. Details of Family Members (Put Number of family members against each age group in the table)
0-1 year 1-6 years 6-14 years 6-18 years
Children and Male Female Male Female Male Female Male Female
Adolescents

19-60 years Above 60 years

Male Female Male Female
Adults

Members Pregnant Lactating Seriously ill/requiring medical

Persons with Disability
with Special Women Mothers attention
Need

4. If there are family members requiring medical attention, provide details of the disease and medicines required
__________________________________________________________________________________

__________________________________________________________________________________

5. Registration Serial No (As per Camp Register in Annexure-6) _________________________________

6. Date of Entry in the camp_______________________________________

7. Date of Exit from the camp______________________________________

Signature/Thumb Impression of the Head of the Family Signature of the Camp In-Charge

Page 41 of 44
 Annexure-V: Details of Relief Items Distributed/Issued

Inventory of Essential GR Supplies and Services Provided to the Camp Inmate Family

Sl. Date Articles supplied in the Scale for Quantity Signature of Signature of
No. Camps (Food, water, Adult/ Minor issued the recipient the distributing
cloth, medicine etc.) officer

(N.B. Format as per the Assam DM Manual, 2015)

Verified and matched with the Camp Register: Signature _____________________ Date________________

Page 42 of 44
 Annexure-VI: Details of Camp Summary & Format for Camp Register
Part-1: Camp Summary

Date: __________________

Name of Camp__________________________________________________ Place of Camp_______________________________

Block/Revenue Circle _____________________________________________ District _____________________________________

Camp In-charge’s name & Designation _______________________________ Mobile No.___________________________________

No. of Families as on Date _________________________________________ No. of Inmates as on date _______________________

No. of Unaccompanied Children _____________________________________

Part 2- Detailed Register of the Camp Inmates

Details of family Members
Cam
Children Adults Members with Special Need Camp Camp
p Name of the
Male Female Male Female Male Female Persons Check In Check
Registration Family Head Pregnant Lactating
(0-14 (0-14 (14-60 (14-60 (above 60 (above 60 with Date Out Date
No. Years) Years) years) years) years) years)
Women Mothers
Disability

N.B.: 1. Every Camp In-charge will ensure the display of the Camp Summary in front of the Relief Camp
2. Every Camp in-charge/ Camp Officer will maintain the Detailed Register of the Camp Inmates separately for further actions

Page 43 of 44
For More Information Contact
Assam State Disaster Management Authority
Govt. of Assam,
Page 44 of 44
Assam Secretariat, Dispur
Phone-+91- 361- 2237221
Email- asdmaghy@gmail.com