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OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
          CRISIS MANAGEMENT PLAN


                 GENERAL INCIDENT/PROBLEM ...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
           CRISIS MANAGEMENT PLAN

                  GENERAL INCIDENT/PROBLEM...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
           CRISIS MANAGEMENT PLAN

                      MISSING/LOST PERSON
...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
          CRISIS MANAGEMENT PLAN

      GUIDELINES FOR THE LOST STUDENT


   ...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
           CRISIS MANAGEMENT PLAN

                            FATALITY PLAN
...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
           CRISIS MANAGEMENT PLAN

          SUPERVISOR BECOMES INCAPACITATED...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
           CRISIS MANAGEMENT PLAN

                           INJURY/ILLNESS
...
Discuss event and its impact with the group if appropriate or move to
                      School Traumatic Incident Resp...
Discuss event and its impact with the group if appropriate OR move to
               School Traumatic Incident Response Po...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
          CRISIS MANAGEMENT PLAN

               LOST/STOLEN ITEM/PASSPORT


...
From New Zealand Embassy in Japan – Web Site
URL: www.nzembassy.com

If your passport has been lost or stolen:
The loss or...
OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP
          CRISIS MANAGEMENT PLAN

   EARTHQUAKE/TYPHOON/NATURAL DISASTER


  ...
Discuss event and its impact with the group if appropriate OR move to
School Traumatic Incident Response Policy




      ...
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  1. 1. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN GENERAL INCIDENT/PROBLEM (p. 2) MISSING/LOST PERSON (p.3) GUIDELINES FOR THE LOST STUDENT (p. 4) FATALITY PLAN (p. 5) SUPERVISOR BECOMES INCAPACITATED (p. 6) INJURY/ILLNESS (p. 7) SERIOUS MISCONDUCT (p. 8) e.g. assault, drug/alcohol use, sexual activity, blatant defiance, theft EMOTIONAL DISTRESS (p. 9) LOST/STOLEN ITEM/PASSPORT (p. 10) EARTHQUAKE/TYPHOON/NATURAL DISASTER (p. 12)
  2. 2. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN GENERAL INCIDENT/PROBLEM STOP! THINK! ASSESS 1 Safety of Self 2 Safety of Group 3 Safety of person(s) involved DELEGATE • 1 Supervisor to manage the group – warmth/shelter, fluids, food, reassurance • 2 Someone to manage the person(s) involved – provide 1st Aid, resolve crisis • 3. Others allocated roles – go-fers, TLC giver, messengers GATHER INFORMATION • 1 Establish circumstances of incident/problem- question person(s) check physical evidence • 2 Consider options for resolution DECISION Decide on a course of action COMMUNICATION • Call emergency services, teacher in charge, Principal (may occur earlier in the process) • Keep group informed and reassured • Keep Principal informed; principal talks to Family and Media • DO NOT SPEAK TO THE MEDIA EVACUATION/RESOLUTION DEBRIEF Discuss event and its impact with the group if appropriate OR move to School Traumatic Incident Response Policy 2
  3. 3. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN MISSING/LOST PERSON STOP! THINK! ASSESS 1. Safety of self 2. Safety of Group 3. Safety of person (s) involved DELEGATE • 1. Supervisor to manage the group-warmth/shelter, fluids, food, reassurance, check all group accounted for • 2. Supervisor to monitor cell phone and wait for call from lost/missing person. • 3. Someone to manage the person(s) involved, once found-provide 1st Aid, resolve crisis • 4. Two people minimum to be messengers as needed- write brief message GATHER INFORMATION • 1. Establish point last seen/contacted • Circumstances of separation from group-question person(s), check physical evidence; hiding? Lost? • 2. Consider options to resolve-search area, continue if located, SAR? Police. DECISION Move group to prearranged meeting area. Continue to wait for cell phone call? Determine search area, activate own search plan? Continue or evacuate when found OR call in and wait for SAR/Police. Management and evacuation of group COMMUNICATION • Call Police-SAR; call Principal (who contacts Family as appropriate) • Keep group informed and reassured • Keep Principal informed • DO NOT SPEAK TO THE MEDIA EVACUATION RESOLUTION Person located, administer 1st aid, reassure, warmth, nourishment Inform search team, Principal, rest of group Evacuate person and/or group DEBRIEF Discuss event and its impact with the group if appropriate Go to School Traumatic Incident Response Policy 3
  4. 4. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN GUIDELINES FOR THE LOST STUDENT STOP! THINK! ASSESS 1. Safety of self 2. Safety of person (s) involved DELEGATE • 1. Manage self/group-warmth/shelter, fluids, food GATHER INFORMATION • 1. Establish location. • 2. If unsure, locate nearest Koban (Police Box). Inform police officer that you are lost and need to contact the Supervisor. DECISION Move to prearranged meeting area. Continue to call Supervisor’s cell phone call. Wait at Koban (Police Box). COMMUNICATION • Call the Supervisor’s cell phone. • Make contact with police officer at Koban (Police Box). EVACUATION RESOLUTION Rejoin group. DEBRIEF Discuss event and its impact with the group if appropriate Go to School Traumatic Incident Response Policy 4
  5. 5. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN FATALITY PLAN STOP! THINK! ASSESS 1. Safety of self 2. Safety of Group 3. Safety of persons(s) involved DELEGATE • 1. Supervisor to manage the group-warmth/shelter, fluids, food, reassurance • 2. Someone to manage the person(s) involved-cover body, create a no-go zone • 3. Two people minimum to be messengers as needed. Write down short messages. GATHER INFORMATION • 1. Establish circumstances of death BUT DO NOT DISTURB THE BODY OR SCENE-question person(s), check physical evidence DECISION Body removal by police, Principal informed early. Do not leave the body alone if possible, and treat with sensitivity. COMMUNICATION • Call Police, Principal and New Zealand Embassy • Keep group informed and reassured • Keep TIC and/or Principal informed • Contact travel insurance company for medical services/emergency/repatriation payment instruction. • DO NOT SPEAK TO THE MEDIA EVACUATION/RESOLUTION Police arrange removal of the body Allow for grieving Evacuate the group DEBRIEF Manage needs of the group, and go to School Traumatic Incident Response Policy 5
  6. 6. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN SUPERVISOR BECOMES INCAPACITATED STOP! THINK! ASSESS 1. Safety of self 2. Safety of Group 3. Safety of persons(s) involved DELEGATE • 1. Prearranged hierarchy of three student leaders to manage the group-warmth/shelter, fluids, food, reassurance, check all group accounted for. • 2. Caller for emergency services or min. two people to be messengers – write short messages GATHER INFORMATION • Establish location. • Establish circumstances of injury/illness Gather information about the supervisor’s condition First aid giver treat as appropriate • Locate nearest Koban (Police Box) • Gather information on options DECISION • 1. Continue if injury/illness successfully treated and residual effect • 2. Wait for emergency services COMMUNICATION • Call Police, Principal and New Zealand Embassy • Keep group informed and reassured. • Contact travel insurance company for medical services/emergency payment instruction. • DO NOT SPEAK TO THE MEDIA EVACUATION/RESOLUTION If serious, Police and New Zealand Embassy involvement Evacuate the group DEBRIEF Manage needs of the group, and go to School Traumatic Incident Response Policy 6
  7. 7. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN INJURY/ILLNESS STOP! THINK! ASSESS 1. Safety of Self 2. Safety of Group 3. Safety of person(s) involved DELEGATE • 1. Leader remains free to ‘fly the plane’ ort appoints a ‘pilot • 2. A first aid giver to attend to injuries’/illness (DRABCS done), TLC giver, ‘Go-fer’ appointed • 3. A supervisor to manage rest of the group-warmth/shelter, fluids, food reassurance, check all group accounted for • 4. Caller for emergency services or min. two people to be messengers – write short messages GATHER INFORMATION • Follow DRABCS with ACHIEVE Establish circumstances of injury/illness Gather information about the patients condition First aid giver treat as appropriate • Gather information on options; ie CONTINUE or EVACUATE DECISION • 1. Continue if injury/illness successfully treated and residual effect • 2. Evacuate if in doubt or if serious • 3. Wait for emergency services COMMUNICATION • Call emergency services; Supervisor contacts family or if serious call Principal (who contacts family as appropriate) • Contact travel insurance company for medical services/emergency payment instruction. • Keep group informed and reassured. Keep Principal informed • DO NOT SPEAK TO THE MEDIA EVALUATION/RESOLUTION Continue with activity Evacuate person & or group – shortest route if patient can walk Assisted evacuation, call for help, keep patient and group comfortable, warm, dry and reassured Keep Principal, family informed. DEBRIEF 7
  8. 8. Discuss event and its impact with the group if appropriate or move to School Traumatic Incident Response Policy OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN SERIOUS MISCONDUCT e.g. assault, drug/alcohol use, sexual activity, blatant defiance, theft STOP! THINK! ASSESS 1 Safety of Self 2. Safety of Group 3. Safety of person(s) involved DELEGATE • Supervisor immediately available to manage the student(s). Further teacher/adult to assist if required. • Other adult supervisors to manage the group or factions - warm/shelter, fluids, food, reassurance, anger/anxiety management if required; provide 1st aid (go to incident plan) GATHER INFORMATION • 1. Establish circumstances of incident/problem-question person(s), check physical evidence, interview witnesses, record responses • 2. Consider options for resolution • 3. Are a large number of students at fault DECISION Decide on a course of action -Loss of privileges/extra duties -Sent home – contact Principal COMMUNICATION • If appropriate; Call emergency services. Contact Principal early • Keep Principal informed; Principal talks to family and media • Keep group informed and reassured • DO NOT SPEAK TO THE MEDIA EVACUATION/RESOLUTION Consequences imposed/sent home (next day IF large number of students) DEBRIEF 8
  9. 9. Discuss event and its impact with the group if appropriate OR move to School Traumatic Incident Response Policy OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN EMOTIONAL DISTRESS STOP! THINK! ASSESS 1. Safety of self 2. Safety of Group 3. Safety of person(s) involved DELEGATE • 1. Supervisor to manage the group- warmth/shelter, fluids, food, reassurance • 2. Teacher with counseling skills or whom affected student trusts to manage the student. Reassure and support. • 3. Supervisor liaises with school GATHER INFORMATION • 1. Establish circumstances of the distress – listen, let student talk, check physical evidence, be honest with the student • 2. Let student search for own solutions. Teacher facilitate this process • 3. Direct student’s thought/activity (keep occupied) • 4. Consider options for resolution DECISION With the student, decide on a course of action COMMUNICATION • If risk of serious harm, call emergency services, teacher in charge & principal, (May occur earlier in the process) • Someone stay with victim and reassure them • Keep group and Principal informed; Principal talks to family and media. EVACUATION/RESOLUTION Will depend on the nature of the distress DEBRIEF Discuss event and its impact with the group if appropriate OR move to School Traumatic Incident Response Policy 9
  10. 10. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN LOST/STOLEN ITEM/PASSPORT STOP! THINK! ASSESS DELEGATE • 1. Supervisor to manage the information gathering process. GATHER INFORMATION • 1. Establish circumstances of the lost item. Walk through from last time seen. • 2. Write down all information for police report. • 3. Locate nearest Koban (Police Box) or Police Station. • 4. See attached for Lost Passport. DECISION Make police report. COMMUNICATION • Contact police. Make police report. • Contact travel insurance company. • Contact New Zealand Embassy if Passport. EVACUATION/RESOLUTION • Resolve with travel insurance company. • See attached for Lost Passport. DEBRIEF Discuss event and its impact with the group if appropriate OR move to School Traumatic Incident Response Policy 10
  11. 11. From New Zealand Embassy in Japan – Web Site URL: www.nzembassy.com If your passport has been lost or stolen: The loss or theft of a New Zealand passport must be reported to the nearest Japanese police station. Please also contact the Passport Office in New Zealand at www.passports.govt.nz or the Embassy Consular Section so appropriate steps can be taken to prevent the unauthorised use of your passport. Emergency Travel Documents The Embassy cannot issue passports in emergency situations. A document called an Emergency Travel Document (ETD) may however be issued instead. The ETD is not a replacement passport – it is an emergency travel document and will only be issued in an emergency. It has a validity of up to twelve months. The cost of an ETD is ¥23,350 (NZ$350.00) for an adult or a child and includes the cost of a new full validity replacement passport upon application to Department of Internal Affairs Passport Offices in New Zealand, Sydney or London before the expiry date of the ETD. If you need to undertake emergency travel but your previous New Zealand passport has expired, been lost or stolen and you are unable to obtain a full validity, machine-readable passport direct from Department of Internal Affairs offices in New Zealand, Sydney or London, please contact the Embassy Consular Section for further details about application for an ETD. 11
  12. 12. OPIHI COLLEGE – JAPANESE LANGUAGE STUDY TRIP CRISIS MANAGEMENT PLAN EARTHQUAKE/TYPHOON/NATURAL DISASTER STOP! THINK! ASSESS 1 Safety of Self 2 Safety of Group 3 Safety of person(s) involved DELEGATE • 1 Supervisor to manage the group – warmth/shelter, fluids, food, reassurance • 2 Someone to manage the person(s) involved – provide 1st Aid, resolve crisis • 3. Others allocated roles – go-fers, TLC giver, messengers GATHER INFORMATION • 1 Establish circumstances of disaster - question local authorities. • 2. Track progress of natural disaster (ie Typhoon). • 3 Locate civil defence shelters DECISION Decide on a course of action. Move to civil defence shelter. COMMUNICATION • Call Principal • Keep group informed and reassured • Keep Principal informed; principal talks to Family and Media • DO NOT SPEAK TO THE MEDIA EVACUATION/RESOLUTION Will depend on the nature of the disaster. DEBRIEF 12
  13. 13. Discuss event and its impact with the group if appropriate OR move to School Traumatic Incident Response Policy 13

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