User Guide

Survivor Sheltering
Assessment Tool User
Guide

September 2017

RECOVERY REPORTING AND
ANALYTICS DIVISION

Survivor Shelter ing Assessment Tool User Guide
Septe m ber 20 17

The Survivor Sheltering Assessment Tool is an instrument used to collect data from survivors residing in shelters. The
tool utilizes ESRI’s Survey123 application. This guide will help you get Survey123 set up on your iPhone or iPad, and
understand the survey administration process. This document is intended as supplement, not a replacement, for in
person training.

Using Survey123
Getting Started
1.

Please request an ESRI account using the following link.
https://www.femadata.com/request-forms/account-request/. Fill out the form,
and select the “Systems requesting access to: FEMA GeoPlatform” check box at
the bottom of the page. In the “Brief Justification” field, enter that you are to be
added to the Survivor Sheltering Assessment survey.
2. Request to be added to the Survivor Sheltering Assessment User Group. To
request, send an email to [email protected], including your user
name and the subject line “SSAT User Group Request”
3. Download the Survey123 application on Apple’s App Store. Download here or
visit the App Store and search for “Survey123”. Click Get and then Install.
4. If you already have a version of Survey123 on your phone, please ensure that it
is version 2.3.29 or higher.
5. Once you have received confirmation that you have been added to the user
group, open the application. Sign into your ESRI account when prompted.
6. Click the Menu button (“Hamburger” icon) on the top right of the screen to
open the menu.
7. Select the Settings option from the menu.
8. At the bottom of the screen, select the Portals button.
9. Select the Add Portals button.
10. Enter or paste the following URL in the URL of your Portal for ArcGIS field:

https://orr.services.femadata.com/portal/.
Be careful of autocorrecting text when entering the URL.
11. If you have entered a valid URL, the
portal will appear in the Portals tab.
See example.
12. Click the back arrow on the top left
of the screen. You may be prompted
to log in again.

Downloading a survey
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1.
2.
3.

Select the Menu button (“Hamburger” icon) on the top right of the screen.
Select the Download Surveys option.
Select the survey titled Survivor Sheltering Assessment v1.x. If you are unable to see the form please email
[email protected]

Administering the Survey
1.
2.

3.
4.
5.
6.
7.

The My Surveys home screen will now include the survey you have downloaded. To open the survey, select the
survey. Select the Collect button at the bottom of the screen.
Read the following when beginning the survey. It will appear at the top of the screen:
“The purpose of this survey is to help FEMA understand how best it can support survivors as they transition
out of temporary shelters. No information given will be used to determine eligibility for assistance. Eligibility
for assistance will only be determined through the separate registration process. It is estimated that this
survey will take 10 minutes to complete. Do you wish to continue?”
If the survivor does wish to continue, continue with the survey. If they do not wish to continue, exit the survey
and select Close this survey and lose changes.
While giving the survey, please ensure you enter data correctly. Be careful that Autocorrect does not
change responses you have typed. Spell back responses such as names, cities, and Registration Number.
You will be prompted to read the privacy statement at the beginning of the survey. The survivor must accept
the privacy statement to continue taking the survey.
See the tables below for instructions on how to answer each question. Read the tables thoroughly before
administering your first survey.
The first set of questions ask about the registrants identity and location or their pre disaster residence:
Date:
Shelter Name:
Have you registered for FEMA assistance?
Registration Number:
Last Name:

Current date and time
Official name of the shelter. Please to not use any
shorthand or abbreviations.
Has the survivor registered with FEMA? If survivor
answers Yes, a Registration Number field will display.
Must be 9 digit number.

First Name:
What was your pre-disaster housing situation?
Street Address:
City:
State:
County:

Zip Code:
Mobile Phone:

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Selecting Homeless will skip the later HUD and home
accessibility questions.
Survivor’s primary residence. If homeless, leave blank.
Survivor’s primary residence.
Survivor’s primary residence. If survivor lives outside
of listed options, make note in the comment field.
Survivor’s primary residence. Includes only a list of
counties under federal declaration. If they live
elsewhere, move onto next question.
Survivor’s primary residence. Five digit ZIP code only.
If unknown, leave blank
Only enter digits of phone number. (ie. no dashes or
parentheses) Mobile phone number preferred. If not
available, accept an alternate phone number. If none,
leave blank

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8.

The next set of questions ask about when the survivor plans to leave the shelter and where they plan to go:
Do you have a scheduled move out date from your
current shelter?
Move Out Date:
Do you live in HUD-assisted housing?
What is your current housing plan?
Is your home inaccessible?

Selecting Yes will prompt a question asking to
specify the scheduled move out date.
Date they plan on leaving the current shelter.
Such as Section 8, subsidized housing, etc.
What they plan to do in the near future, especially
as they leave the shelter.
Answering yes will prompt a cause of inaccessibility.

What is the cause of inaccessibility?

9.

The next questions attempt to identify needs which need to be fulfilled for the survivor to move out of the
shelter. The survey ends with a few questions about household composition.
Are you having difficulty finding housing?
What is the reason?
What type of pet(s) are you currently responsible
for?
Are you willing to move 50 to 100 miles away from
your pre disaster home?
Is water currently operable at your pre disaster
home?
What is the expected date of utility restoration at
your pre disaster home?
Is electricity currently operable at your pre disaster
home?
What is the expected date of utility restoration at
your pre disaster home?
Do you need specialized medical equipment?
Do you need funds to move household belongings?
Do you need voluntary agencies to assist with
removing debris or mud out of your pre disaster
home?
How many adults are in your immediate family?

How many children are in your immediate family?

Do you have transportation issues that prevent you
from meeting with an inspector?

Answering yes will prompt a reason for difficulty.
Selecting reason re: pet will prompt to enter the type
of pet

Selecting No will prompt question asking about
expected utility restoration date.
If unknown leave blank.
Selecting No will prompt question asking about
expected utility restoration date.
If unknown leave blank.
If yes, list in note field at bottom of survey.

Immediate family includes significant other, children
and extended family who were in the household or
homeless with the survivor prior to the disaster. If
none, leave blank.
Immediate family includes significant other, children
and extended family who were in the household or
homeless with the survivor prior to the disaster. If
none, leave blank.
If they have registered but cannot meet at their home
for inspection. Answering yes will prompt a reason
for the transportation issue.

What issues do you have with your primary
transportation?

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Do you consent to share information with other
agencies that may be of post disaster assistance?
Additional Notes

DO NOT add any PII in this field.

10. Note to interviewer: If appropriate refer survivor to shelter services that may be beneficial to the survivor
based on information collected in this survey
11. When the survey has been completed, select the check button on the bottom right corner of the screen.
Select Send Now to submit the survey. Select Continue this survey to make any changes before submitting.
12. Make sure the survey was sent successfully. Click on the Sent button at the bottom of the survey screen, and
make sure the most recent survey does not have any error messages (as marked with a red !)
13. Thank the survivor for their time.

Any questions regarding the content of the survey can be sent to [email protected]. This
inbox will not be able to provide any technical assistance regarding the Survey123 app. The user guide is current as of
1 September 2017. Future versions of the survey may have different questions or log in procedures.

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