Crisis Management ESSEX Meeting July 2009
Outline <ul><li>A YEP Crisis ? </li></ul><ul><li>A Plan ? </li></ul><ul><ul><li>Events </li></ul></ul><ul><ul><li>Media </...
A YEP Crisis <ul><li>Death </li></ul><ul><li>Serious Accident </li></ul><ul><li>Missing / Abduction </li></ul><ul><li>Disa...
Elements of a Crisis Plan <ul><li>Safety and help for involved students </li></ul><ul><ul><li>Immediate response to scene ...
Elements of a Crisis Plan <ul><li>Notification of involved host families </li></ul><ul><ul><li>Assign this task to YEO in ...
Elements of a Crisis Plan <ul><li>Assistance </li></ul><ul><ul><li>Fact finding /understand needs </li></ul></ul><ul><ul><...
Elements of a Crisis Plan <ul><li>In case of death </li></ul><ul><ul><li>Proper  notification of families/next of kin </li...
Elements of a Crisis Plan <ul><li>Notification of all other Rotary partners and friends </li></ul><ul><ul><li>Information ...
A Media Plan <ul><li>Designate a Rotary spokesperson </li></ul><ul><li>Instruct all club members to refer inquiries to the...
A Crisis Plan <ul><li>Convene a crisis management team </li></ul><ul><li>Gather all the facts </li></ul><ul><li>Provide ti...
The Media <ul><li>An effective media crisis plan is based, first and foremost, on the principles of truth, transparency, a...
Media Plan 515-EN—(507) www.rotary.org
Why Manage a Crisis <ul><li>Need to protect the students </li></ul><ul><li>Events may get carried away </li></ul><ul><li>L...
YE Crisis Management Team <ul><li>Elements </li></ul><ul><li>Chair  (fact finding / convening/spokesperson) </li></ul><ul>...
YE Crisis Management Team <ul><li>Suggestions… </li></ul><ul><li>District Governor </li></ul><ul><li>YE Committee Chair / ...
Considerations <ul><li>District Plan Adoption/How </li></ul><ul><li>Communication of plan ESSEX to Districts and District ...
Action <ul><li>ESSEX to draft and adopt plan by January 2010 meting </li></ul><ul><li>Guidelines for Districts to be provi...
Rotary District 5100 Youth Exchange In an Instant
 
In an Instant – Disaster Strikes <ul><li>Review what happened </li></ul><ul><li>Crisis Plan </li></ul><ul><ul><li>First 24...
January 24th <ul><li>Deanne, a host mom decides to plan a birthday party for her inbound student, Annelise </li></ul><ul><...
January 24th <ul><li>They want to go dancing. Deanna checks out the venue and gets references. </li></ul><ul><li>At approx...
January 24th <ul><li>We were called about 10 minutes after the incident. </li></ul><ul><li>After 5 minutes of discussion o...
  the first 24 hours <ul><li>We are in a informational gathering and support mode.  </li></ul><ul><li>First responders and...
January 25th <ul><li>Crisis Team in place. </li></ul><ul><li>Daily meetings to update and keep the communication moving. <...
January 26 - 30 th   Media <ul><li>Media point person handles multiple inquires from print, radio, and television. </li></ul>
Jan 30 – Feb 2 nd  Memorial Services <ul><li>Friday – Ashley Wilks </li></ul><ul><li>Friday Night – Private Inbound Memori...
<ul><li>Tika </li></ul><ul><li>Peru </li></ul>In Memoriam
<ul><li>Ashley </li></ul><ul><li>Outbound to France or Denmark </li></ul>In Memoriam
Feb 3rd– Feb 10 th   Tika’s Travels  <ul><li>Tika is escorted by Bill Whidden back to her home in Arequipa, Peru. </li></ul>
Feb 10 th  - Recovery  <ul><li>Most if not all of our inbound students are receiving counseling. </li></ul><ul><li>Like th...
Improvement Needed  <ul><li>Student Data </li></ul><ul><li>Medical records (football took a day to arrive) </li></ul><ul><...
What went right  <ul><li>Media was cooperative </li></ul><ul><li>Very little speculation </li></ul><ul><li>Great Local Sup...
Surprises <ul><li>Volume of support </li></ul><ul><li>Crisis Team Formulation  </li></ul><ul><li>Local Support  </li></ul>...
A Crisis Management Plan was critical to managing this event…  Is your District ready ?
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Crisis Management ESSEX Meeting July 2009

  1. 1. Crisis Management ESSEX Meeting July 2009
  2. 2. Outline <ul><li>A YEP Crisis ? </li></ul><ul><li>A Plan ? </li></ul><ul><ul><li>Events </li></ul></ul><ul><ul><li>Media </li></ul></ul><ul><li>Why ? </li></ul><ul><li>Critical Elements </li></ul><ul><li>Action Plan </li></ul><ul><li>A Real Life Crisis D-5100 </li></ul>
  3. 3. A YEP Crisis <ul><li>Death </li></ul><ul><li>Serious Accident </li></ul><ul><li>Missing / Abduction </li></ul><ul><li>Disasters (Natural and Man Made) </li></ul><ul><li>Abuse </li></ul><ul><li>??? </li></ul>
  4. 4. Elements of a Crisis Plan <ul><li>Safety and help for involved students </li></ul><ul><ul><li>Immediate response to scene or hospital </li></ul></ul><ul><ul><li>Coordinate information on students with hospital and authorities </li></ul></ul><ul><ul><li>Notify and coordinate information to District Leadership, RI and sending District YEC/Leadership </li></ul></ul><ul><li>Isolation – Anonymity of students from media </li></ul><ul><ul><li>Appoint one person only, i.e. District Youth Protection Officer, to provide information to media </li></ul></ul><ul><ul><li>This person must be familiar with the laws regarding name release and have good contact with the authorities </li></ul></ul><ul><ul><li>Everyone on the crisis team must defer comments to the appointed media officer </li></ul></ul><ul><ul><li>Appoint one person, i.e. District Youth Exchange Chairman, to provide information about the Rotary Youth Exchange Program </li></ul></ul>
  5. 5. Elements of a Crisis Plan <ul><li>Notification of involved host families </li></ul><ul><ul><li>Assign this task to YEO in charge of each country in your system. Larger programs will be able to divide this task among more people </li></ul></ul><ul><ul><li>This may be the time to inform international partners of involved student countries </li></ul></ul><ul><li>Notification of non-involved host families and students </li></ul><ul><ul><li>Assign this task to YEO in charge of each country in your system </li></ul></ul><ul><ul><li>This is the time to inform all other international partners </li></ul></ul><ul><li>Notification of outbound families and students </li></ul><ul><ul><li>If the incident occurs during the season of student outbound selection, your group to notify will include more students and families </li></ul></ul><ul><ul><li>Notify current outbound students and families </li></ul></ul>
  6. 6. Elements of a Crisis Plan <ul><li>Assistance </li></ul><ul><ul><li>Fact finding /understand needs </li></ul></ul><ul><ul><li>Work with law enforcement / gov’t </li></ul></ul><ul><ul><li>Conduct Needs assessment </li></ul></ul><ul><ul><li>Develop response / Action plan </li></ul></ul><ul><ul><li>Implement actions (Crisis Management Team directed) </li></ul></ul><ul><li>Communications </li></ul><ul><ul><li>In District / YE Committee and Students </li></ul></ul><ul><ul><li>Partner District / Other partners </li></ul></ul><ul><ul><li>RI </li></ul></ul>
  7. 7. Elements of a Crisis Plan <ul><li>In case of death </li></ul><ul><ul><li>Proper notification of families/next of kin </li></ul></ul><ul><ul><li>Procedures established by law in area of jurisdiction must be followed </li></ul></ul><ul><ul><li>Due to modern communication systems, i.e. Internet, cell phones, etc., the normal procedures may be circumvented by involved persons without knowing the consequences of their action </li></ul></ul><ul><ul><li>International notification may have to route through a Consulate or State Department Office. This may cause delays that will allow other communication listed above to be the initial notification path </li></ul></ul><ul><ul><li>Notify school districts of all program students for preparation of grief counseling for students and friends </li></ul></ul><ul><ul><li>Process of repatriation </li></ul></ul>
  8. 8. Elements of a Crisis Plan <ul><li>Notification of all other Rotary partners and friends </li></ul><ul><ul><li>Information by now will be released by authorities. News media will have all information they can make news out of </li></ul></ul><ul><ul><li>Information about victim funds and memorials will be available </li></ul></ul><ul><ul><li>Try to have at least one general victim assistance fund set up </li></ul></ul><ul><ul><li>Public memorial services will be planned for students </li></ul></ul><ul><ul><li>Make plans for a private memorial service for inbound students and host families </li></ul></ul><ul><ul><li>Plan group counseling for all students and crisis team </li></ul></ul><ul><li>Continuing professional care of involved students and families </li></ul><ul><ul><li>Arrangements must be made for continuing care for involved students and families </li></ul></ul><ul><ul><li>Arrange at least one professional counseling session for each involved student and family </li></ul></ul>
  9. 9. A Media Plan <ul><li>Designate a Rotary spokesperson </li></ul><ul><li>Instruct all club members to refer inquiries to the spokesperson </li></ul><ul><li>Prepare a statement that accurately states the facts, expresses Rotary’s position, and conveys the appropriate tone. </li></ul><ul><li>Develop key messages to convey Rotary’s position consistently and accurately. </li></ul><ul><li>Contact the RI PR Division </li></ul>
  10. 10. A Crisis Plan <ul><li>Convene a crisis management team </li></ul><ul><li>Gather all the facts </li></ul><ul><li>Provide timely briefings to all Rotary stakeholders </li></ul><ul><li>Designate a Rotary spokesperson </li></ul><ul><li>Instruct all Rotarians to refer inquiries to the Crisis Management spokesperson </li></ul>
  11. 11. The Media <ul><li>An effective media crisis plan is based, first and foremost, on the principles of truth, transparency, and sincerity. Nothing in your club’s media crisis plan should compromise, or appear to compromise, these key principles. </li></ul>
  12. 12. Media Plan 515-EN—(507) www.rotary.org
  13. 13. Why Manage a Crisis <ul><li>Need to protect the students </li></ul><ul><li>Events may get carried away </li></ul><ul><li>Law needs to be followed </li></ul><ul><li>RI leadership needs to be informed / will provide resources </li></ul><ul><li>Informed partners will prevent misunderstandings and later ramifications </li></ul><ul><li>Media relations set public image and public image reflects on District and RI </li></ul><ul><li>??? </li></ul>
  14. 14. YE Crisis Management Team <ul><li>Elements </li></ul><ul><li>Chair (fact finding / convening/spokesperson) </li></ul><ul><li>Sec’ty (records) </li></ul><ul><li>Law Enforcement / Gov’t Communications </li></ul><ul><li>Youth Protection (take care of the involved student(s) </li></ul><ul><li>Student Information ( students informed and attended to) </li></ul><ul><li>District / Committee Communications </li></ul><ul><li>PR/Media </li></ul><ul><li>Rotary Cares (hosting/logistics/travel/memorials) </li></ul>
  15. 15. YE Crisis Management Team <ul><li>Suggestions… </li></ul><ul><li>District Governor </li></ul><ul><li>YE Committee Chair / YEC Members </li></ul><ul><li>Youth Protection Officer </li></ul><ul><li>District PR/Media Chair </li></ul><ul><li>??? </li></ul>
  16. 16. Considerations <ul><li>District Plan Adoption/How </li></ul><ul><li>Communication of plan ESSEX to Districts and District to clubs </li></ul><ul><li>Financing of expenses related to crisis </li></ul><ul><ul><li>Communications </li></ul></ul><ul><ul><li>Travel </li></ul></ul><ul><ul><li>Funeral </li></ul></ul><ul><ul><li>Memorials </li></ul></ul><ul><li>Other ??? </li></ul>
  17. 17. Action <ul><li>ESSEX to draft and adopt plan by January 2010 meting </li></ul><ul><li>Guidelines for Districts to be provided </li></ul><ul><li>Districts to review discuss guidelines </li></ul><ul><li>Districts to develop their own plans… integrating them with ESSEX plan with regard to YE Crisis Management by July 2010 </li></ul>
  18. 18. Rotary District 5100 Youth Exchange In an Instant
  19. 20. In an Instant – Disaster Strikes <ul><li>Review what happened </li></ul><ul><li>Crisis Plan </li></ul><ul><ul><li>First 24 hours – Information </li></ul></ul><ul><ul><li>Media 24 – 96 hours </li></ul></ul><ul><ul><li>Memorial Services </li></ul></ul><ul><ul><li>Tika’s Travels </li></ul></ul><ul><ul><li>Recovery Phase – counseling for the survivors </li></ul></ul>
  20. 21. January 24th <ul><li>Deanne, a host mom decides to plan a birthday party for her inbound student, Annelise </li></ul><ul><li>Annelise invites friends for a sleep over including the club outbound candidate, Ashley Wilks and Susanne de Sousa who is an inbound on the AYUSA Program. </li></ul>
  21. 22. January 24th <ul><li>They want to go dancing. Deanna checks out the venue and gets references. </li></ul><ul><li>At approximately 10:30 pm they arrive and line up on the sidewalk to enter. </li></ul><ul><li>Seconds later a gunman walks by and opens fire into our students. </li></ul>
  22. 23. January 24th <ul><li>We were called about 10 minutes after the incident. </li></ul><ul><li>After 5 minutes of discussion our Crisis Plan is being implemented. </li></ul>
  23. 24. the first 24 hours <ul><li>We are in a informational gathering and support mode. </li></ul><ul><li>First responders and the hospitals are in charge. </li></ul><ul><li>We cooperate with the police and hospital. </li></ul><ul><li>We do not give interviews to the media. We will appoint a spokesman within 24 hours. </li></ul><ul><li>We do not give out student information to the media. All of our inbounds students are minors. </li></ul><ul><li>We do not speculate in front of the media. </li></ul>
  24. 25. January 25th <ul><li>Crisis Team in place. </li></ul><ul><li>Daily meetings to update and keep the communication moving. </li></ul>
  25. 26. January 26 - 30 th Media <ul><li>Media point person handles multiple inquires from print, radio, and television. </li></ul>
  26. 27. Jan 30 – Feb 2 nd Memorial Services <ul><li>Friday – Ashley Wilks </li></ul><ul><li>Friday Night – Private Inbound Memorial Service </li></ul><ul><li>Monday – Tika Paz de Noboa </li></ul>
  27. 28. <ul><li>Tika </li></ul><ul><li>Peru </li></ul>In Memoriam
  28. 29. <ul><li>Ashley </li></ul><ul><li>Outbound to France or Denmark </li></ul>In Memoriam
  29. 30. Feb 3rd– Feb 10 th Tika’s Travels <ul><li>Tika is escorted by Bill Whidden back to her home in Arequipa, Peru. </li></ul>
  30. 31. Feb 10 th - Recovery <ul><li>Most if not all of our inbound students are receiving counseling. </li></ul><ul><li>Like the aftermath of 9/11 we have noticed the students creating even stronger ties to each other. </li></ul>
  31. 32. Improvement Needed <ul><li>Student Data </li></ul><ul><li>Medical records (football took a day to arrive) </li></ul><ul><li>Speculation (yes there was some) </li></ul><ul><li>Notification of next of kin </li></ul><ul><li>US State Dept could not issue an emergency VISA for Tika’s mom quickly </li></ul>
  32. 33. What went right <ul><li>Media was cooperative </li></ul><ul><li>Very little speculation </li></ul><ul><li>Great Local Support </li></ul><ul><li>Rotary World Wide Support </li></ul><ul><li>Escorting Tika Home </li></ul>
  33. 34. Surprises <ul><li>Volume of support </li></ul><ul><li>Crisis Team Formulation </li></ul><ul><li>Local Support </li></ul><ul><li>Rotary World Wide Support </li></ul><ul><li>Insurance does not cover overseas funeral home expenses or burial plot. </li></ul>
  34. 35. A Crisis Management Plan was critical to managing this event… Is your District ready ?
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