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CoDRRA

Rapid assessment sheets for evacuation shelters

Use these sheets to record conditions at a facility or evacuation shelter and explain what support people need.

Assessment sheet and indicators

When to use the assessment sheet

The sheet records 13 aspects of shelter conditions in roughly the first week after a disaster, including water, meals, toilets, bedding and accessibility. CoDRRA used the Sphere standards to develop the criteria for Japanese shelters and devised the electricity criteria for use in Japan.

In Japan, public facilities such as schools and meeting halls often serve as evacuation shelters. They may be suitable for their usual purpose but lack the conditions people need for daily living. Assessing the space as a place to live helps responders describe what is needed and how much.

The 2025 sheet is intended for a rapid assessment of shelter conditions in roughly the first week after a disaster. It helps users share what they find with local authorities and organisations providing assistance.

The companion guide explains the criteria used to rate shelter conditions. CoDRRA prepared it using the Sphere standards. The criteria correspond to the sheet dated 31 March 2025.

What the indicators cover

The criteria below are CoDRRA’s English translation of the 2025 indicators. In the guide, E means that conditions fall below grade D. The assessment sheet itself only accepts grades A to D. If conditions fall below D, enter D rather than leaving the item blank.

CoDRRA developed the electricity criteria for use in Japan.

1. Drinking water
  1. At least 3 litres of drinking water per person per day, excluding fluids from meals.
  2. At least 2 litres per person per day, excluding fluids from meals.
  3. At least 1 litre per person per day, excluding fluids from meals.
  4. Around 1 litre of total fluid intake per person per day, including fluids from meals.
2. Meals
  1. Everyone receives a staple such as rice or bread at least three times a day, and a side dish or a more substantial meal at least once. Curry, pork and vegetable soup, and boxed meals count.
  2. Everyone receives a staple such as rice or bread three times a day.
  3. Everyone receives a staple such as rice or bread once or twice a day.
  4. People are eating food they brought themselves.
3. Usable toilets
  1. Everyone feels safe using the toilets at any time of day or night.
  2. Separate toilets are provided for men and women, with three times as many lockable, lit cubicles for women as for men.
  3. There is one lockable, lit toilet cubicle for every 20 people.
  4. There is one toilet cubicle for every 50 people.
4. Electricity
  1. Heating or cooling equipment runs around the clock.
  2. Indoor lighting runs around the clock.
  3. Some indoor lighting is operating.
  4. Indoor lighting is supplied by a generator.
5. Water for daily use
  1. There is enough water to wash dishes thoroughly.
  2. There is enough water to wash cooking utensils thoroughly.
  3. There is enough water for everyone to wash their hands each time they use the toilet.
  4. There is enough water for everyone to wash their hands after using the toilet at least once a day.
6. Crowding
  1. Every household has room for essential belongings and enough sleeping space to stretch out. An adult and a child can walk hand in hand along the routes to every entrance and exit.
  2. Everyone has room for essential belongings and enough sleeping space to stretch out.
  3. Everyone has a space at least the size of one blanket.
  4. At least one household member sleeps outside the shelter, such as at home or in a car.
7. Bedding
  1. Everyone receives at least one seasonally appropriate item to lie on and one to cover themselves with. Spares are available when replacements are needed.
  2. Everyone receives at least one seasonally appropriate item to lie on and one to cover themselves with.
  3. Everyone receives at least one blanket.
  4. People who need additional assistance receive at least one blanket.
8. Temperature and humidity
  1. The climate control system works throughout the facility.
  2. Every household has equipment such as a fan or portable heater.
  3. Every household with someone who needs additional support has equipment such as a fan or portable heater.
  4. The living area has a ceiling at least 2 metres high, and the whole space can be ventilated.
9. Handwashing
  1. A handwashing point with drainage is available in each area: near the toilets, in the wash area and in the kitchen.
  2. A handwashing point with drainage is available in at least one of those three areas.
  3. Disposable hand wipes or hand sanitiser are available in all three areas.
  4. Disposable hand wipes or hand sanitiser are available in at least one of those three areas.
10. Infection prevention and cleaning supplies
  1. Supplies are available to clean the whole facility, and consumables are replenished.
  2. Supplies are available to clean the whole facility.
  3. Supplies are available to deal safely with vomit and other bodily waste.
  4. Supplies are available to clean the toilets.
11. Partitions and privacy

For grades A to D, assess partitions alongside the crowding criteria.

12. Cots and other raised beds
  1. All members of the household can rest on cots or similar beds.
  2. Some members of the household can rest on cots or similar beds.
  3. All infants, children and people who need care can rest on cots or similar beds.
  4. Some infants, children or people who need care can rest on cots or similar beds.
13. Accessibility
  1. People who use wheelchairs or other mobility aids can move around and use all parts of the facility independently.
  2. People who use wheelchairs or other mobility aids can independently reach their own space, the entrance, the toilets and the areas for collecting food and supplies.
  3. People who use wheelchairs or other mobility aids can reach those areas with assistance.
  4. People who use wheelchairs or other mobility aids are accommodated close to the entrance, toilets and areas for collecting food and supplies.

Read about the Sphere standards · Open the CHS self-assessment

Primary sources