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PRE-CRISIS PLANNING
NAYEN CONFERENCENAYEN CONFERENCE
CHICAGO, IL, USACHICAGO, IL, USA
February 27, 2010February 27, 2010
1
PRE-CRISIS PLANNING
Don PetersDon Peters
D-6150D-6150
ArkansasArkansas
USAUSA
Guillermo López PortilloGuillermo López Portillo
D-4160D-4160
MéxicoMéxico
2
PRE-CRISIS PLANNING
Floods
Hurricanes
Fire
RapeAbuse
Accident Surgery
Death
Tornado
3
District Crisis Plan Template - Structure
• Overview• District Crisis Management Team• Procedures
– Inbound Student– Outbound Student
• Appendix– Inbound Crisis
Summary Log of Contacts
– Sample Press Release– Ten Positive Points– Outbound Crisis
Summary Log of Contacts
– RI Guidelines for Youth Exchange Emergencies
4
District Crisis Plan Template
OverviewOverview
• Safety of student(s) is first priority
• Can involve– inbounds or outbounds
– Single student or group of students from multiple districts
• TIMELY/ACCURATE/CONCISE information
• IMMEDIATE response is needed
• Maintain log of all contacts
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District Crisis Plan Template
District Crisis Management TeamDistrict Crisis Management Team
• Chair
• Vice Chair
• District Youth Exchange Officer
• District Governor
• Media Representative
• Crisis Counselor
• Club YEOs, as appropriate
6
District Crisis Plan Template
Inbound CrisisInbound Crisis
Procedure SummaryProcedure Summary
7
District Crisis Plan Template - Inbound
Information Needed by Crisis TeamInformation Needed by Crisis Team
• Contact information of Rotarian
• For each student involved– Name
– Date of birth or age
– Host club
– Home country and sponsoring district
– Current location
• Nature of crisis and any details available
• Name, phone numbers of officials
8
District Crisis Plan Template - Inbound
Release of InformationRelease of Information
• Authorized Information for Release Approved by:– Natural Parents– Authorities with jurisdiction– Host Parents, if needed
• Information Internal to Crisis Team– All information subject to authorities with jurisdiction
• First Amendment– Recognized subject to:
Privacy rightsRestrictions by authorities with jurisdiction
9
District Crisis Plan Template - Inbound
• Overall management of crisis response
• Confirm facts of crisis with authorities with jurisdiction
Chair ResponsibilitiesChair Responsibilities
10
District Crisis Plan Template - Inbound
District YEO ResponsibilitiesDistrict YEO Responsibilities
• Identify interpreter and use as needed
• Obtain natural parents wishes working with sponsoring district YEO
• Provide Available Information to:– Department of State – Host Clubs
– CSIET, if applicable – Host Families
– RI Youth Exchange – Inbound Students
– Embassy/Consulate11
District Crisis Plan Template - Inbound
• Use interpreter as needed
• Provide Available Information to Sponsor District Governor
• Obtain Talking Points from Media Representative
District Governor ResponsibilitiesDistrict Governor Responsibilities
12
District Crisis Plan Template - Inbound
• Provide Talking Points to Crisis Management Team
• Provide Available Information to Media
• Serve as Sole Media Contact for Host Club and District
Media Representative ResponsibilitiesMedia Representative Responsibilities
13
District Crisis Plan Template - Inbound
• Provide Available Information to:– Insurance Company
– RI Risk Management
– Non-hosting Clubs in District
– Host Schools
• Interface with Funeral Home, as needed
• Arrange Bank Account for Contribution Fund, as needed
Vice Chair ResponsibilitiesVice Chair Responsibilities
14
District Crisis Plan Template - Inbound
• Provide Counseling as needed to:– Host Rotary Club
– Host Families
– Inbound Students
Crisis Counselor ResponsibilitiesCrisis Counselor Responsibilities
15
District Crisis Plan Template
Outbound CrisisOutbound Crisis
Procedure SummaryProcedure Summary
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District Crisis Plan Template - Outbound
• For each student involved– Name
– Date of birth or age
– Host country
– Host district
– Host club
– Current location
• Nature of crisis and any details available
Information Needed by Crisis TeamInformation Needed by Crisis Team
17
District Crisis Plan Template - Outbound
• Authorized Information for Release Approved by:– Natural Parents
– Authorities with jurisdiction
• Information Internal to Crisis Team– All information subject to authorities with jurisdiction
• First Amendment– Recognized subject to:
Privacy rightsRestrictions by authorities with jurisdiction
Release of InformationRelease of Information
18
District Crisis Plan Template - Outbound
• Overall management of crisis response
Chair ResponsibilitiesChair Responsibilities
19
District Crisis Plan Template - Outbound
• Identify interpreter and use as needed• Confirm facts of crisis with Host District YEO• Obtain natural parents wishes working with
sponsoring Rotary club • Provide Available Information to:
– RI Youth Exchange– Embassy/Consulate– Sponsor Clubs– Outbound Students
District YEO ResponsibilitiesDistrict YEO Responsibilities
20
District Crisis Plan Template - Outbound
• Use interpreter as needed
• Maintain Interface with Host District Governor
• Obtain Talking Points from Media Representative
District Governor ResponsibilitiesDistrict Governor Responsibilities
21
District Crisis Plan Template - Outbound
• Provide Talking Points to Crisis Management Team
• Provide Available Information to Media
• Serve as Sole Media Contact for Sponsor Club and District
Media Representative ResponsibilitiesMedia Representative Responsibilities
22
District Crisis Plan Template - Outbound
• Provide Available Information to:– Insurance Company
– RI Risk Management
– Non-sponsoring Clubs in District
– Sponsor Schools
• Interface with Funeral Home, as needed
• Arrange Bank Account for Contribution Fund, as needed
Vice Chair ResponsibilitiesVice Chair Responsibilities
23
District Crisis Plan Template - Outbound
• Provide Counseling as needed to:– Sponsor Rotary Club
– Natural Families
– Outbound Students
Crisis Counselor ResponsibilitiesCrisis Counselor Responsibilities
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District Crisis Plan Template
A. Inbound Crisis Procedure Summary
B. Inbound Crisis Procedure Log of Contacts
C. Sample Press Release
D. Ten Positive Points
E. Outbound Crisis Procedure Summary
F. Outbound Crisis Procedure Log of Contacts
G. RI Guidelines for Youth Exchange Emergencies
H. Resources
AppendicesAppendices
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District Crisis Plan
Questions?Questions?Comments?Comments?
26
District Crisis Plan
27