Part Two: Security Management Planning Guide

Evacuation, Hibernation, and Relocation

D. Evacuation, Hibernation, and Relocation

Each CARE office and suboffice must have a staff Evacuation Plan.

The purpose of an Evacuation Plan is to give clear, concise instructions to staff on how to prepare and
enact an evacuation. (refer to section 3.11 and Appendix C of the CSSH). Once developed, an Evacuation
Plan should be updated and rehearsed at least annually to be effective. Waiting until an evacuation is
called to finally read the plan is too late. The Evacuation Plan will detail who will be evacuated out of the
country and relocated inside the country, as well as the process of doing so. An Evacuation Coordinator
should be identified. This may be the CD, Safety and Security Focal Point, Emergency Director, or other
appropriate staff member. Depending on the situation, staff may be instructed to:
Hibernate (stay in place),
Evacuate across borders, or
Relocate within a country to a safer location.
An Evacuation Plan will be completed for each location, based on number of staff to be supported (including
sub-/field offices). As referenced in the CSSH Appendix C (Evacuation), the Plan must address at minimum:
Who will be evacuated;
Where will staff be evacuated to;
How will staff be evacuated;
What goes and what stays (equipment, documents, etc.);
Who is in charge during and after an evacuation; and
What will be the expected impact of evacuation on operations.
Once this section of the Security Plan is completed, Part D can also serve as a stand-alone Evacuation Plan.

1. Evacuation Phases
Preparing for an evacuation involves four distinct phases, although a situation can deteriorate so quickly
that the evacuation may start in any one of them. You can determine your Evacuation Phase by looking at
the corresponding Risk Rating:

Evacuation Phases Criteria

Phase 1 - Planning
Risk Rating: Low
Phase 2 - Alert
Risk Rating: Moderate
Phase 3 - Evacuation imminent
Risk Rating: High or Severe
All country offices are in PLANNING stage at all times.
Mounting tensions and/or instability /Pandemics may lead the CD, in
consultation with the Designated Member, RMU and CISSU to recommend
limited operations, increase security measures, and review the Evacuation
Plan.
CO suspends majority of normal operations to concentrate on evacuation
preparation.

Phase 4: Evacuation Evacuation or relocation takes precedence over any other activities.
Risk Rating: Severe
Part Two: Security Management Planning Guide
Evacuation, Hibernation, and Relocation

TO DO Determine your current evacuation phase and insert into template, pg.47.
Include contacts with various responsibilities. Identify essential staff- this may change
according to the situation, but always includes Security and may include Finance,
Admin, Logistics, or designated drivers. You can include the list of essential staff in the
primary evac plan, or in the sensitive issues section if there are security issues with
identifying these staff in written form.

The following table gives further detail about the various evacuation phases and what staff should be
focusing on. Each level builds on the levels below it. In other words, in Phase Two all Phase One
procedures apply as well.

TO DO - Either include this table in your Evacuation Plan- having changed details to
reflect your team- or develop your own, more specific procedures based on the table.
(refer to Appendix C of CSSH) Complete the tables in Part D of the Template, adding
additional information as needed. Be sure to include post-evacuation procedures for
resumption of operations.
Part Two: Security Management Planning Guide
Evacuation, Hibernation, and Relocation

Planning Alert Evacuation Imminent Evacuation

Phase I (All Levels) Phase II Phase III Phase IV
Responsible for Country Director/ Temporary Country Director/ Temporary Country Director/ Temporary Country Director/ Temporary
coordination Presence Coordinator Presence Coord Presence Coord Presence Coord and/or alternate
Give clear instructions regarding for handover.
responsibilities and leadership Ongoing communication with
roles to those staff staying evacuees, and Designated
behind. Member CMT.
Letters of Authorization
prepared.
Staff Procedures Training and comprehension of Plan for salary advances Local staff salaries paid, Staff proceed to pre-designated
Evacuation Plans Discuss risks with staff consider salary advances location, contact CD or
Identify essential staff Test comms systems Ensure all staff are aware of Designated Member, and await
Inventory all office equipment & Person in Charge further instructions.
assets Non-essential staff and Hibernate or Evacuate by safest
dependents have been means possible.
evacuated
Communication means
established between those
evacuating and those remaining
Documents SOPs and all contingency plans Each expatriate staff member Travel visas, passports, CARE All travel documents, important
necessary Back up important files on disc, and their family always carries ID files are stored safely or
delete sensitive files and shred passport and visa, drivers Send as much as possible by destroyed.
important documents license, extra cash, open-ended electronic means out of country
ticket to safe location- remains Place documents to be
in contact with embassy. destroyed in one location for
Back up all files quick access.
Notification of CD and SSFP Yes Yes Yes
Partners By Evacuation Coordinator By Evacuation Coordinator By Person in Charge
Notification of CD and SSFP Yes Yes Yes
UN, embassies By Country Director By Country Director By Person in Charge
Notification of CD Yes Yes and in addition, CISSU. Yes, CMT to Designated
Designated By Country Director RMU Member CMT and CISSU, RMU
Member

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Part Two: Security Management Planning Guide
Planning
Phase I (All Levels)
Decision Makers Country Director
Other Prepare safe houses, fuel, food
actions/materials water equipment emergency
needed medical kits with proper
medication. Maps and back up
communications
Transportation Inventory of possible
and Logistics transportation to be used
SAFETY AND SECURITY MANAGEMENT PLAN
Evacuation, Hibernation, and Relocation
Alert Evacuation Imminent
Phase II Phase III
Country Director CD, CISSU and Designated
Member
Flashlights, extra batteries, Go Bags: 10 kg personal, 5 kg
handheld radios food & water
Inventory of CARE assets Each evacuee is assigned to a
specific vehicle
INTERNAL USE ONLY
Evacuation
Phase IV
CD, CISSU and Designated
Member
If risk of looting, disable radios,
equipment and vehicles.
Ensure communications
equipment is left with remaining
national staff
Empty and open safes
Evacuees proceed to pre-
established areas safely
Possible Hibernation
PAGE 4 OF 19
Part Two: Security Management Planning Guide
Evacuation, Hibernation, and Relocation

2. Evacuation Preparation
Below are recommendations for evacuation preparation.
PERSONAL GO BAG: All staff traveling to the field should have ready one personal go bag
containing all the items they would need if required to evacuate without any prior notice from the area.
QUICK RUN BAG: A quick run bag is a survival kit. It should be carried with staff in the field at all
times, especially in HIGH or SEVERE risk environments. The quick run bag is intended to provide basic
survival in the event of such incidents as a breakdown in an isolated area or unexpectedly having to spend
the night in an unsupported location.
HIBERNATION STOCKS: In the event of hibernation, safe houses will need to be pre-stocked with
essential items. (For quantities, determine likely numbers of personnel to hibernate and multiply by 15
days). During hibernation, all staff should have their personal go bag with them, containing all the
items they would need if required to evacuate without any prior notice from the area.
ESSENTIAL DOCUMENTS AND BACKUPS: During potential for civil unrest, as part of Phase I
Planning, the CO should ensure they have a backup of all files and documents needed to re-establish
CARE operations. Back-ups can be stored offsite and should be held on CD at the Designated Member or
RMU (sent monthly). Most backups can be carried on external hard drives. Obviously, determining which
data and documents are essential for a start-up cannot be done in the midst of an evacuation or office
closure. Create a list of essential items to back-up (possibly in checklist form) on a monthly basis. If
evacuation is necessary, the back-up disc is no more than one month old. It is important to involve HR
and finance staff in this process. Of course, the back-up disc must be kept in a secure place.
Suggestions for each of these categories are listed in the tables below.

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Part Two: Security Management Planning Guide
Evacuation, Hibernation, and Relocation

Personal Go Bag Quick Run Bag Hibernation Stocks Essential Documents

Essential items: Essential items: Essential items: Financial
Passport (with visa if Flashlight with Water: drinking, SCALA/ SUN backups
required) batteries cooking, bucket bath1 Active donor contracts
Airline ticket, if appropriate Compass Non-perishable food (electronic or scanned)
CARE ID Card, Drivers Bottled water items2 Latest monthly bank
license, National ID card, High energy bars Hygiene items3 statements
allergy/vaccination cards,
Change of socks Sleeping area items Information not yet
other photo ID entered into SCALA/
Personal First Aid kit If safe house in an
ISOS Card/WWA card office, cooking and SUN
Water purification
(international staff). National other items will be Checks
health card (national staff) tablets
needed4 Cash
Emergency contact list Multi-tool
Fuel for generator and
Sufficient bottled water. Sewing kit Procurement
lamps
High Energy Food such as Lighter Lamps/oil lamps Purchase
chocolate bars/protein bars. If Chemical light sticks Flashlights w/extra
orders/services
contracts for which
not available, other types of Survival blanket batteries
non-perishable food items. goods or services have
Insect repellent Matches (waterproof not been received
Flashlight with extra batteries preferred) or lighters
10-15m nylon cord Rent contracts/
Personal first aid kit & First Aid kit and
Lightweight sleeping Property titles
medications (including oral medications
bag Insurance policies
rehydration salts)
Water bottle
Insect repellent Other HR
Candles
Sunscreen GPS (if issued) Employment Contracts
Ready to eat meals
Sunglasses Radio, Thuraya and/or for current employees
Hat or head scarf mobile Last monthly payroll
Good, closed, walking Cash register
shoes/boots AM/FM radio (solar or Transport
Pocketknife. (Recommend wind-up if available)
Swiss Army style knife with Vehicle Title
Clock with extra
can opener) Vehicle Registration
batteries
Map (with surrounding Vehicle Insurance
Reading materials
countries if possible) Other critical items
Games
GPS (if issued)
Country Agreement
Radio, Thuraya and/or Mobile
Phone (inclulding chargers, Keys
extra batteries) Comms/spare batteries
Cash (dollars and/or local Contact list
currency in various Laptops if possible
denominations) Removable hard drives

1 Recommend bottled water for drinking; a high volume water filter system for cooking and in case bottled runs out, and water tank for bucket
baths and back-up
2 Such as: Sugar, tea, coffee, boxed milk, rice, pasta, conserves, biscuits, flour, charcoal, canned goods
3 Such as: toilet paper, bath soap, laundry soap, hand towels, feminine products
4 Such as: Casseroles, pots, glasses, plates, cutlery, stove, extra cylinders of cooking gas

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Part Two: Security Management Planning Guide
Evacuation, Hibernation, and Relocation

Personal Go Bag Quick Run Bag Hibernation Stocks Essential Documents

Possible Additional Items First Aid Items:
Sleeping bag/blanket/Sheet Amoxicillin
Mosquito net (suspension)
Toiletries (dont forget toilet Tensor bandage
paper!) Triangular bandage
Change of clothes Surgical gloves
Reading material Gauze pads
Matches (windproof and Stitching thread
waterproof, if available) or w/needle
lighter Steristrips
Paracetamol or equiv
Syringe/needle

3. Components to include in the Evacuation Plan:

Staff location list and contact information
Local contact list if possible: (including address, radio frequencies, call-signs, phone, fax, email,
and satellite phone and fax numbers)
List of all CARE facilities and important points including Latitude and Longitude to be used in
the event of emergency relocation
Procedures for disposal or safeguarding of sensitive files (personnel, financial, legal, etc.)
Policy on evacuating national staff. Is there a visa policy for evacuating to safe havens?
Procedure for delegating authority to national staff or local partners
Contact list of international resources including charter flight companies
Vehicle inventory and location
Pertinent phone trees
Appendices to Evacuation Plan should include:
List of documents to be taken upon evacuation. (This will include a backup of all files and
documents needed to re-establish CARE operations. Other documents could include: financial,
office inventories, HR, procurement, transport (vehicle) information, etc.)
Maps, including maps showing staff housing, embassies, other agency concentration areas, and
key facilities
Checklists (See Appendix A, pgs. 122-123 of the CSSH).
Checklist for preparation of assembly point
Checklist for office closure
Checklist for staff leaving for concentration point (including luggage list)
Checklist for departure from evacuation point

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4. Actions and Responsibilities
See pgs. 135-144 of the CSSH.

Evacuation Phase Possible Indicators5 Action Responsible6

Phase One - Planning Generally stable Complete the questions and Security Committee
Stage (equivalent to situation actions as outlined at CSSH
UN Phase 1) Normal economic Appendix C Phase 1
activity Determine all evacuation CD7/ACDs/ Security
The country or areas No direct or indirect policies such as eligibility for Committee
political and or security threat to CARE evacuation, actions when
environment may begin to activities national staff requests evac or
deteriorate. Events could No serious asylum, international staff who
occur which potentially restrictions on chooses to remain, and
threaten CARE personnel, movement policies are communicated to
equipment and staff
Possible rumors
installations or employees about anticipated Appropriate transportation is Operations
of similar international insecurity identified
organizations.
No significant Vehicle tanks half full, parked Operations
This is a preparatory increase in crime facing out.
phase when operations
proceed as normal, but Road travel normal Update office inventories Logistics/ Prog Coords
with heightened Able to provide Comms regularly tested. All
awareness and the need normal support to
for reporting. sub-offices Contingency Plans for possible ACD PS
failure of public utilities.
Communications
Determine: normal Develop and test Security
Communications Tree
Who will be evacuated?
Possible Destination? Essential docs identified and Prog Coords/ACD
Possible Mode of travel? backed up. Other documents PS/Finance/ HR/IT
What goes and what to be marked for storage or
stays? destruction.
Responsibilities? Carry ID, comms, $$$ All
Impact of evac on CARE Regular security updates Security
ops? (Consider possible
impact on ops of other Identify essential personnel CD/ACD PS
INGOs) Identify possible destinations Security Committee, CD
(for all scenarios), safe houses
and alternates, concentration
ALL COUNTRIES ARE sites. If destination is another
IN THE PLANNING CARE CO, coordinate with that
PHASE office.
Determine who will be in CD
charge in event of Intl staff
evacn
Regular meetings of the ACD/ Security/
Security Committees Operations
Ongoing training for Security Security/ACD PS
Focal Points
Upgrades to security Security/Ops
measures as determined to
reduce risk

5 CO Security Committee should develop indicators specific to the CO and sub-offices

6 These are suggested personnel responsible. The actual responsibilities should be designated by Security Committee and Country Director
7 Wherever CD is indicated, this can be replaced by the Temporary Presence Coordinator
Part Four: Evacuation, Hibernation, and Relocation
Evacuation Phase
Phase Two Alert
Stage
Equivalent to UN
Phase 2
There is a moderate threat
to CARE staff, offices or
employees of international
organizations. Can
continue work, but inform
donors and partners that
limits to CARE activities
will exist as long as the
conditions that initiated the
increased level prevail.
This level enhances the
safety of CARE staff by
limiting their exposure
through restrictions on
travel to field or sensitive
areas.
Mounting tensions and/or
instability/epidemic may
lead the CD, in
consultation with the
Designated Member, RMU
and CSU to recommend to
limit operations, increase
security measures, and
review the evacuation
Plan.
SAFETY AND SECURITY MANAGEMENT PLAN
Possible Indicators5 Action Responsible6
Ensure Plan and tasks are CD/Security
communicated to personnel
Develop exercise and SSO/Security Committee
rehearsals for evacuation
Mutual assistance agreements CD/Security
arranged
Determine transition to ph. II CD/ Security
and announce when change
occurs
Persistent rumors of All steps from Level I, actions CD
unrest from CSSH appendix C, Phase
Obvious signs of 2, plus the following steps:
mounting tensions Adequate fuel is stored. Ops
Demonstrations, Two weeks supply of food, Logistics/Procurement
strikes, other public drinking water and medical
events indicating supplies are pre-positioned
dissatisfaction and inspected.
Unrest or
Plan for reduction of staff and CD/ACD PS/ HR
dissatisfaction
programs.
apparent in other
parts of the country Responsibilities of rear party CD/ Security
Clear instability and defined
some restrictions of Scheduled comms adhered to. CD/Prog Coords
movement.
Senior staff responsibilities CD
Attacks on expats identified and delegated
possible
Leave Plan and/or activity Plan HR/ Prog Coords
Curfews
for suspension prepared
Reduction in
economic activity Ready bag prepared All pers eligible for
relocation/evac in the
High potential for affected office
deterioration
Evacuation boxes prepared for Prog Coords
packing as needed
Prepare payments (checks) for ACD PS/ Finance/
suppliers and payroll Procurement
Send all RED to higher HQ ACD PS
Prepare cash reserves Finance and ACD PS
Restriction of movement Security / Prog Coords
Alternative comms identified Security / Operations
Coord possible evac w/other Sub office Admin/CD/
NGOs, other CARE offices (ie Security
destination) as needed.
Increase communications with
other NGOs, UN, embassies
(as needed)
Regular staff updates CD/ Security
Potential evac route identified Security
(and tested if possible)
Ensure vehicles are Fleet/Ops
roadworthy
Ensure vehicles have maps, Fleet/Ops
comms
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Part Four: Evacuation, Hibernation, and Relocation
Evacuation Phase Possible Indicators5
Phase Three Demonstrations or
Curtailment of
Operations/Relocation
(Evac is imminent)
Equivalent to UN Phase
3 Electoral period
This implies a high risk
level for the lives or
welfare of CARE staff and
assets and should include
the shut down of at least
some CARE activities in
an area or the country.
This level signifies an
acceptance that operations
can no longer be
conducted normally or for
a sustained period during
the uncertain prevailing
security conditions
CO suspends majority of
normal operations in the
HIGH risk area to
concentrate on evacuation
preparations.
SAFETY AND SECURITY MANAGEMENT PLAN
Action Responsible6
Continue to back up vital files CD, ACD PS, Finance,
Prog Coords
Inventory all office eqpt and Logistics
assets. ID eqpt to be evacd
and responsibility
Potential evacuees should Potential evacuees
assemble personal belongings
Assign evacuees/drivers to Ops
vehicles
Open-ended airline tickets Admin
purchased for international
staff and stored in CD safe
Ensure all tasks as assigned in CD/ACD PS/ Security
the evac Plan are carried out
Determine transition to ph. III CD/Security
and announce when change
occurs
Confirm level III arrangements CD/Security
Complete actions from CSSH
riots in CO location or Appendix C Phase 3, all phase
other locations 2 activities above, plus:
Civil conflict Field Activities in HIGH risk ACD PS/ Prog Coords
Explosions areas are reduced to a level
which can be maintained by
rear party. Suspension is
Arson, burning possible.
barricades, looting
Introduce more frequent staff CD
Significant increase in
and / or management
crime such as vehicle
meetings to share information
thefts, carjackings,
and discuss actions or
violent crimes
restrictions.
Significant increase in
kidnappings and/or Responsibilities and leadership CD/ACD PS / Security/
hostage-taking roles during suspension Prog Coords
confirmed. Rear party
Continuous strikes
confirmed. Rear party formally
Clear signs of build notified by the CD in writing, of
up of military/ office closure and handover of
paramilitary and/or authority conducted as
visible gangs within necessary or possible.
and around towns.
Leave Plan and/or activity Plan Prog Coords
Continual violence for suspension implemented/
between rival adapt work schedule
quarters of town or
rival factions Contracts of temporary staff Finance/HR/ Prog Coords
Significant increase in suspended for duration of
victims of violence (ie stoppage/ pay salaries and
gunshot advances
wounds/machete Evacuation boxes ready with Prog Coords/ ACD PS
wounds) are non-perishables and NFIs to
observed in town be taken in event of road evac
hospitals
Backups of financial records Finance
Tension/fear sent to higher HQ
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Part Four: Evacuation, Hibernation, and Relocation

Evacuation Phase Possible Indicators5 Action Responsible6

observed among local Vehicles to be used guarded Ops and Security
people and officials 24 hours, packed and ready
Police have for move
decreased authority All vehicles retained in use to Ops and Security
Decrease in govt be guarded 24 hours, packed
authority with essential items for quick
Extensive restrictions evacuation, wheel / gear shift
on movement locks used to immobilize the
Gunfire and heavy vehicle when not in use.
weapons can be All other vehicles locked Ops/ Prog Coords
heard frequently and/or disabled or sent to safer
Attacks on expats offices
have occurred Prepare potential sensitive Prog Coords
Food/cash shortages records for destruction
Loss of one means of Partial evacuation: All CD
evacuation dependants and any non-
Threat to hospitals or essential staff will be
public bldgs evacuated. The CD will
Direct threats to approve evacuations and staff
NGOs duty status. CD may arrange
TDY for non-essential or at-
Diminished means of risk staff if crisis is expected to
communications continue. The CD may instruct
dependants and non-essential
staff to leave the country. Staff,
either national or international,
may be instructed to take
annual leave or Leave without
Pay.
Consideration is given to CD
allowing international staff to
ship a portion of their house
hold goods to their home of
record or another location of
comparable distance
Staff have proper travel All evacuees/Admin
documentation
Potential Evacuees relocated Security cords
to a safe or staging area
Reconfirm routes Security
Ensure passenger manifests Ops
and packing lists are complete
for each vehicle. Ensure
updated as needed.
Ensure means of comms Ops/ Security
between remaining staff and
evacuees
Coordinate w/other agencies CD/Security
as appropriate
Analyse and adapt evac Plan Security Committees
as needed
Ensure efficient coord between ACD PS
offices

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Part Four: Evacuation, Hibernation, and Relocation

Evacuation Phase Possible Indicators5 Action Responsible6

Assembly areas and alternate Security
assembly areas are identified,
and coordinated with UN, other
NGOs, diplomatic missions
and appropriate military forces,
if applicable
Handover responsibilities and Prog Coords
materiel to local partners if
appropriate
Letters prepared advising CD
government authorities in all
locations of CARE's intention
to close an office or the
mission. Send when
appropriate.
Letter sent to staff who have HR
been suspended to clarify their
status and entitlements.
All staff not previously HR
released from CARE will be
placed on administrative leave.
All severance and termination HR/Finance
benefits as per staff contracts
will be paid
Terminate contracts and CD
agreements, as appropriate
Closure of a sub office will CD/ACD/HR/Procurement
require termination or
redeployment of staff and
assets, cessation of leases
and reporting to donors and
the appropriate CARE national
headquarters.
"Draw Down Contingency Procurement
Plan" for equipment and "stay
behind" assets formalized and
necessary contracts with any
holding agency to include
inventory lists are complete
Begin to transfer assets and CD
equipment out of the country
or region or into storage
facilities as agreed by "Draw
Down Contingency" contracts,
as required
Prepare a list of files and ACD
documents and their location
and forward list to national
headquarters.

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Part Four: Evacuation, Hibernation, and Relocation

Evacuation Phase Possible Indicators5 Action Responsible6

All remaining assets and Logistics
vehicles remaining in the
country office possession will
be turned over to the
contracted holding agency (if
appropriate) in accordance
with contractual agreements
Prepare records and ACD
equipment deemed highly
sensitive such as incident
tracking data, HR records,
finance data or security
records for destruction
Additional Security Support HR
staff assigned to the Security
Officer.
Keep local bank balances at Finance
minimum levels and reduce
the use of cash further from
normal levels.
Emergency advances in small CD/ACD/Finance
denominations will be given to
key staff
Determine transition to ph. IV CD/ Security
and announce when change
occurs
Confirm Ph. IV arrangements CD/Security

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Part Four: Evacuation, Hibernation, and Relocation
Evacuation Phase
Phase Four
Evacuation
Equivalent to UN
Phases 4 and 5
This level signifies extreme
deterioration of conditions
such as total anarchy or
widespread war, with no
signs of improvement in
the near to medium future
such that it will be
necessary to close the
offices. Staff should note
that it is highly unlikely that
this level will ever be
declared nationally, but
could be used in certain
regions
SAFETY AND SECURITY MANAGEMENT PLAN
Possible Indicators5 Action Responsible6
Coup detat or Communicate evacuation Prog Coords /Sub office
attempted coup detat decision to local Admin/ACD PS
Widespread violence, Authorities/UN and other
civil war agencies and Donors
Widespread activity Letters to banks-authorization ACD PS
by armed gangs or to honor checks
paramilitaries Transfer commodities Prog Coords
Noticeable insecurity
Checklists complete CD/ACD/ Security
in the office area or in
project locations Terminate contracts and Sub office Admin/ Prog
Kidnappings of CARE agreements Coords
personnel Hibernation if necessary CD/ Sub office Admin/
Suspension of Security
commercial flights
Continual situation Security Committee/SSO
Loss of an evacuation assessment
option
Determine departure schedule CD/ACD/Security
International
authorities (ie All staff not previously laid off Prog Coords/Finance
embassies/ONU will be terminated with one
decide to evacuate) months salary
Interior/exterior
communications non-
existent
Movement impossible
without escort
Attacks on the airport,
hospitals, NGOs,
private citizens
Movement by private
vehicle is seriously
restricted
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Part Four: Evacuation, Hibernation, and Relocation
Evacuation Phase Possible Indicators5
Post-evac/relocation
SAFETY AND SECURITY MANAGEMENT PLAN
Action Responsible6
Return should only Debrief CO or RMU Safety CD
take place after a committee
thorough security Inform donors and confirm ACD PS
assessment has been their policy
conducted
Prepare brief report on evac ACD/CD
decision
Conditions for continued ACD PS
funding?
How long are we prepared to ACD PS
pay for staff salaries
Implement leave Plan HR and ACD PS
Maintain contact with office as ACD/CD
per prepared schedule
Meet with other agencies to ACD/CD
share info and coordinate
return
If UN led evac, coordinate CD/ACD
when will assess and what are
minimum conditions for return
Decide with CO and other CD
agencies criteria for return
Remaining staff provide ACD
updates
Multi agency assessment Security
conducted
Prepare Plan for return CD/ACD/Sub-office
Admin
Identify key activities to be ACD PS
restarted
Identify staff for these activities ACD/Prog Coords
Prepare return schedule ACD PS
Prepare documents and ACD PS
materials for return
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Part Four: Evacuation, Hibernation, and Relocation

Date Last Revised: Date to be Updated:

Date of Distribution to staff: Name of person revising Plan:

CURRENT
EVACUATION Planning phase
PHASE:
Contact responsible for Name:
authorizing evacuation,
hibernation or relocation: Contact information:

OTHER CONTACT INFORMATION

Contact responsible for staff Name:

dependents:
Contact information:

Contact responsible for non- Name:

essential staff?
Contact information:

Contact responsible for international Name:

staff:
Contact information:

Contact responsible for disposition Name:

of bank accounts and other assets:
Contact information:

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Part Four: Evacuation, Hibernation, and Relocation

CARE ______________ Evacuation Standards

Stockpile Essentials
STANDARDS Food and water for 15 days
for each person.
Extra fuel for generators,
lamps and vehicles
Safe Houses
1. Main
Admin, HR and Communication Transportation
Permissible luggage
Financial procedures Required Required
Go Bags- no more than Back up essential files, Include equipment, Include vehicle for all
10 kg each plus 5 kg delete sensitive files, shred backup power, contact persons to be
food and water sensitive documents procedures evacuated, luggage
Prepare handover of and equipment. Extra
authority. fuel. Drivers who are
knowledgeable and
not at risk.

2. Alternate

Assembly Points
1. Main

2. Alternate

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Part Four: Evacuation, Hibernation, and Relocation

The decision maker during

evacuation, relocation or
hibernations is:
The person responsible for safe
locations preparations and
checking is:
Other approved meeting points in
case of emergencies are:

What are the evacuation routes? List the likely routes. However, the final determination will be made
Include mode of travel. as evacuation becomes imminent.

What are the alternate evacuation

routes?

SAFETY AND SECURITY MANAGEMENT PLAN INTERNAL USE ONLY

Part Four: Evacuation, Hibernation, and Relocation

Airport and port information:

Contacts for landing or docking

permission:

Persons who are ordered to evacuate or relocate, and who refuse, shall then be considered terminated
from their employment by CARE (CSSH).

Insert Evacuation Plan appendices here, including:

NGO security phone tree, if available
Local emergency contact numbers
HQ/Designated member CMT contacts

SAFETY AND SECURITY MANAGEMENT PLAN INTERNAL USE ONLY