Assistance for Governments/Private-Non-Profits

FEMA Public Assistance Program

The Federal Emergency Management Agency (FEMA) Public Assistance (PA) Program provides supplemental federal disaster grant assistance for debris removal; emergency protective measures; and the repair, replacement, or restoration of disaster-damaged, publicly owned facilities and the facilities of certain private nonprofit organizations. The PA Program also encourages protection of these damaged facilities from future events by providing assistance for hazard mitigation measures during the recovery process.

The federal share of assistance is not less than 75% of the eligible cost for emergency measures and permanent restoration from major disasters or emergencies declared by the President.

State Disaster Relief Program

The State Disaster Relief Program (SDRP) is implemented at the Governor’s discretion, when federal assistance criteria are not met. Local governments and eligible private nonprofit organizations must apply to the program through a written letter of intent within 14 days of the incident. Eligible assistance mirrors the FEMA PA Program. The supplemental assistance is cost-shared between the state and the applicant and the cost share varies depending on the type of natural disaster (50/50 for snow emergencies and 75/25 for all other natural disasters). For snow events, only those entities included in a gubernatorial declaration are eligible to apply. In addition, in order to be eligible for reimbursement, the applicant’s expenditures must exceed ½ of 1 percent of their total annual budget.

For more detailed information, click the link below:
State Public Assistance Programs

Assistance for Individuals

Assistance from FEMA

In order to qualify for disaster assistance for individuals from FEMA, Hamilton County must be covered by a Presidential disaster declaration and your losses must have occurred here. Secondly, if you have insurance, you must file a claim with your insurance company. Also see FEMA’s fact sheet, Is disaster assistance still available if I have insurance?

Two types of disaster assistance, “Housing Needs” and “Other than Housing Needs,” are available to individuals, families and businesses in an area whose property has been damaged or destroyed and whose losses are not covered by insurance. See FEMA’s website for additional information on this program:
FEMA Individual Assistance

State of Ohio Individual Assistance Program

The State Individual Assistance (IA) Program is designed to provide grants for disaster-related unmet needs to individuals and families that have uninsured essential private property damages or losses. The disaster must be declared by local government(s), the Governor and the U.S. Small Business Administration (SBA), and would not be declared by the Federal Emergency Management Agency (FEMA).

The Ohio Emergency Management Agency developed the State IA Program in 2000 and it was authorized by the General Assembly in the 2002-2003 budget. The State IA Program does not duplicate disaster assistance from any other available sources, but fills a gap for those who have serious and essential unmet needs or losses not addressed by insurance, the SBA, other state agencies and voluntary agencies/non-governmental organizations.

Once the Program is available, an applicant in an eligible county must first apply for a home/personal property disaster loan from the SBA and be denied or determined ineligible for a loan. After being declined by SBA, the applicant may then complete the registration process for the State IA Program.

The damages or losses must fall within the following categories and meet all associated eligibility criteria: Real Property (damage to an owner-occupied residence); Personal Property (damage to essential major appliances and furniture of a homeowner or renter). Not all damages or losses caused by the disaster may qualify for reimbursement. Eligibility determination for an award is based on site inspections for real and personal property as well as verification of requested documentation.

Small Business Administration Disaster Loans

The U.S. Small Business Administration (SBA) can make federally subsidized loans to repair or replace homes, personal property or businesses that sustained damages not covered by insurance. For many individuals, the SBA disaster loan program is the primary form of disaster assistance. The Small Business Administration can provide four types of disaster loans to qualified homeowners and businesses:

  • Physical Damage Loans are applicable to homeowners and renters to repair or replace disaster-related damages to home or personal property.

  • Mitigation Assistance is applicable to homeowners and small businesses impacted by declared natural and other disasters. Eligible SBA disaster loan borrowers may choose to receive expanded funding to help mitigate their home or business against future disasters.

  • Economic Disaster Loans provide capital to small businesses and to small agricultural cooperatives to assist them through the disaster recovery period.

Damage Assessment Resources

The list of resources below are to assist the local jurisdictions within Hamilton County conduct damage assessments following hazardous events.

Damage Assessment – Jurisdictional Responsibilities.pdf: This one-page guide describes the responsibilities of all the jurisdictions within Hamilton County as it relates to Damage Assessment.

Damage Assessment Training.pdf: Theses slides are used during the Hamilton County Damage Assessment Training.

Hamilton County Individual Assistance Damage Assessment Just-in-Time Training: This video is designed to be a Just-in-Time training that can be used to teach the basics or be a review of how to conduct individual assistance damage assessment. After watching this video, individuals will be able to identify and apply the 4 degrees of damage to impacted residences and businesses and correctly assess and record damages on street sheets.

Individual Assistance

IA Damage Assessment Street Sheet: Street sheets are completed by damage assessment teams evaluating the degree of damage to homes and businesses.

IA Damage Assessment Street Sheet - Fillable PDF: A fillable PDF version of the IA Damage Assessment Street Sheets. Either may be submitted to Hamilton County EMHSA or Hamilton County Planning + Development.

Completed Street Sheet Example: This is an example of a properly completed Street Sheet.

IA Damage Assessment Street Sheet - Electronic Fillable: An electronic version of the IA Damage Assessment Street Sheets. Either may be submitted to Hamilton County EMHSA or Hamilton County Planning + Development.

IA Damage Assessment Illustrations: Illustrations explaining examples of the different degrees of damage for both flooding and wind.

IA Damage Assessment Matrix: This sheet provides a chart which defines the different degrees of damage and how each definition applies to damage caused by flooding and non-flooding events.

Tab A - Individual Assistance Damage Assessment: This tab from the Ohio EMA addresses the damage assessment process for the private sector, individuals, households and businesses.

Preliminary Damage Assessment Field Guide: This field guide has been designed to serve as a quick reference tool to be utilized by local officials and others, conducting local damage assessment for homes and businesses.

Public Assistance

Public Assistance Damage Assessment Form: This form is completed by the potential applicant and is a broad picture of the types of disaster related work and associated cost.

Public Assistance Site Estimate Form Multiple and Single: This form is completed by the potential applicant and provides a detailed description of the damage, scope of work needed to make repairs, and calculations to support cost estimates.

Tab B Public Assistance Damage Assessment: This tab from the Ohio EMA addresses assistance to the public sector including the damage assessment process and debris management.

Public Assistance Pocket Guide: This pocket guide is designed to serve as a quick reference guide for potential applicants conducting damage assessments for public assistance.

General Resources

Tab F - Public Information: This tab from the Ohio EMA provides some tools and tips to assist with the public information side of recovery from the damage assessment process, assistance programs and debris management. It also discusses interactions with elected officials and managing expectations related to recovery assistance.

Tab G -Terms: This tab from the Ohio EMA defines common damage assessment terms.



Hamilton County COAD Logo
What is the Hamilton County COAD?

The Hamilton County Community Organizations Active in Disaster, or COAD, is a collaborative group of organizations that want to help our community before, during, and after a disaster. Similar groups exist across the United States and play an important role in local disaster response and recovery. Any non-profits, businesses, faith-based organizations, community groups, and government partners who want to help Hamilton County in a crisis are welcome to join.

What does COAD Stand for?

COAD stands for Community Organizations Active in Disaster. We use this acronym because COADs are a known structure in the disaster response field, and we want to use the same naming structure as other local groups - for example, our neighbors to the north have formed the Miami Valley Regional COAD.

You may also see the acronym “VOAD” used, which stands for Voluntary Organizations Active in Disaster. Typically the state or national-level groups are known as VOADs and local and regional groups call themselves COADs, but these acronyms are sometimes used interchangeably. COADs/VOADs have the same goals and purpose, they just might work on different levels.

What is the Hamilton County COAD?

The Hamilton County Community Organizations Active in Disaster, or COAD, is a collaborative group of organizations that want to help our community before, during, and after a disaster. Similar groups exist across the United States and play an important role in local disaster response and recovery.

What does the COAD do?

The Hamilton County COAD itself does not provide services, but its member organizations do in their respective sectors. The COAD's function is to proactively bring organizations together so that if disaster strikes, they already have experience and a framework for working together effectively.

The COAD gives space for organizations to share their expertise and amplify the needs of the people they serve. By bringing diverse voices to the table, the COAD plays a critical role in engaging and advocating for all community members in disaster preparedness, response, and recovery efforts

Who can join the COAD?

Any non-profits, businesses, faith-based organizations, community groups, and government partners who want to help Hamilton County before, during, and after a disaster are welcome to join. Organizations are asked to commit to our 4 core principles: cooperation, communication, coordination, and collaboration, in order to be a member.

Does your organization have to have disaster response experience to join?

No, organizations do not have to have disaster response experience to join; any group interested in helping and collaborating with other organizations is welcome to become a member.

What are the benefits of joining?

There is no cost to join the COAD and membership has many benefits, including:

  • Networking opportunities with other community organizations

  • Priority access to information and resources in an emergency response

  • Advocacy opportunities for your sector and your constituents

  • Input on county-level emergency planning and decision making

  • Improved connections with local government partners

  • A role in creating a safer and more resilient community

How much does it cost to join?

There are no costs to join that Hamilton County COAD.

What is the commitment like for COAD members?

Members are able to be as involved as they would like to be. In times where Hamilton County is not facing a disaster, there will be biannual meetings for all members and periodic emails with information, updates, or opportunities for involvement.

There will be ways for organizations to have more influence in disaster planning through subcommittee groups (i.e., a Sheltering Task Force, Pet Care Planning Team, etc.) and participation in optional surveys and meetings to provide a community perspective for emergency planning. Members are encouraged to work with other COAD organizations if they see a need and to communicate with Hamilton County Emergency Management on projects. Becoming a member does NOT commit an organization’s resources to a future disaster response. COAD members always retain the ability to determine their level of involvement.

What will the COAD do in a disaster?

We can't know exactly how a disaster will affect our community, but we know the COAD will play an integral role in the response. COAD member organizations will be working in their own sectors and communicating and collaborating on those efforts within COAD communication channels. The COAD may also be assembled to aid local emergency managers with decisions on behalf of the community, or to make decisions as a group on a disaster response plan impacting multiple member organizations. We will likely have multiple virtual or in-person meetings and frequent update emails so we can all work together to address the crisis and move on to recovery.

How does being in the COAD benefit my specific organization in a disaster?

Hamilton County EMHSA does not collect donations or accept volunteers, but communities always offer both in a disaster response. EMHSA will share the list of COAD members with the public to direct monetary donations and interested volunteers their way.

As a key disaster response partner, COAD members get priority access to information about the response that may not yet be public knowledge. The COAD will help organizations avoid duplication of effort and help all members effectively provide their services through staying informed about what else is happening in the community.