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III. Crisis Response Plan
Crisis Response Team
Responsibilities
Crisis Response Team, under leadership of the Team Leader, is responsible for
the following:
1. Establishing a protocol for dealing with crises and critical incidents.
2. Establishing a systematic approach for identifying, referring, and
intervening with individuals identified as at-risk for suicide or other
destructive behaviors.
3. Orienting key people to procedures and training to fulfill designated
roles, including conducting drills.
4. Providing information to public, staff, and community on Crisis
Management referral procedures.
5. Providing assistance during a crisis in accordance with designated
roles; providing follow-up activities.
6. Conducting debriefing at the conclusion of each crisis episode to
critique the effectiveness of the buildings Crisis Management Plan. In
addition, Conduct periodic reviews and up-date the Crisis Management Plan and
training.
Duties of Members of Crisis Response Team
Duties of members of the crisis response team are as follows:
A. The Team Leader will coordinate and supervise
emergency management activities at the facilities. Assignments include:
- Continuity of authority or chain of command.
- Development of a comprehensive crisis management program.
- Designation of a Crisis Team and an Command Center with provisions for
training.
- Monitor developing situations such as weather conditions or incidents that
may impact the site.
- Keep officials, Board members and personnel informed of developing
situations and initiate emergency notifications and warnings.
- Direct emergency operations until public safety officials arrive on scene.
Serve as a liaison to public safety personnel once they arrive on the scene.
- Implement evacuation procedures and measures to control access to affected
area.
- Authorize the release of information to the public.
- Coordinate use of building as public shelter for major emergencies
occurring in the area.
- Provide damage assessment information to the Chairman and major
emergencies' assessment information will be forwarded to the Emergency
Services Coordinator for determination of local emergency status and request
for federal assistance.
- Coordinate disaster assistance and recovery.
B. The Crisis Team is trained in intervention and
postvention procedures. Team members include the management, Security, medical
and psychology professionals, financial experts, human resources, public
relations assign the appropriate staff. The Team has responsibility to:
1. Develop and implement procedures for prevention, intervention and
postvention at all levels.
2. Establish a systematic approach to identifying, referring and
assessing individuals at risk of suicide or other behavior that would
endanger themselves or others.
3. Disseminate information to staff and community on referral procedures.
4. Provide training for key people . Conduct drills.
5. Assist the Team Leader in controlling emergency situations.
C. Team Members are responsible for implementing appropriate
procedures to protect individuals. These responsibilities include:
1. Evacuation Prepare kit. Direct and supervise individuals en route
to pre-designated safe areas or to an off-site evacuation shelter.
2. Assembly Maintain order while in assembly areas.
3. Accounting Verify the location and status of every person. Report
to the leader or designee on the condition of anyone that needs additional
assistance.
4. Establish a partner system to pair team members so that some members
can assist with other tasks such as first aid, search and rescue, or public
relations.
5. Remain with assigned individuals throughout the duration of the
emergency, unless otherwise assigned through a partner system or until
everyone has been released through the official process.
D. Public Information Officer (PIO) The CMT will release
information to the general public only through a designated PIO. Duties
include:
1. Identify a potential "news center" site away from emergency
operations where media representatives can receive briefings.
2. Prepare public information kit including identification, maps,
supplies, signs, forms, sample news releases, battery-powered radio, school
information, etc.
3. Collect, verify and disseminate information to the media. Coordinate
information with on-site command and the administration PIO prior to
release. In cooperation with local public safety officials, considers
establishing a Joint Information Center "JIC" to ensure
coordination of information being distributed.
4. Establish regular time schedule for news briefings and periodic updates.
5. Provide information in appropriate format for the general public
including a format for sensory impaired or non-English speaking persons, if
needed.
E. Office Manager (Secretary) The administrative secretarial
staff has primary responsibility for emergency communications including
exchange of information with management, emergency responders (fire, police,
EMS, emergency services coordinator) and internal communication within the
building. Primary responsibility for record keeping also lies with this
position.
1. Establish procedures for emergency communications with management in
compliance with plans.
2. Establish internal emergency communications including provisions for
two-way communications with sites.
3. In an emergency, establish and maintain communications with management.
4. Establish and maintain communications with county emergency services
coordinator, as needed.
5. Initiate and maintain incident log.
6. Receive and maintain human accounting forms. Take appropriate action
to notify medical or search teams through 9-1-1.
7. Report status of individuals to the proper people in management
F. Assistant Team Leader All tasks related to individual
accounting and release.
1. Establish procedures for assessing and reporting status of individuals
in an emergency or any event that results in evacuation or relocation of
individual.
2. Provide instruction and practice to team members and staff in the
individual assessment and reporting process.
3. Place reporting forms and procedures in proper access areas
"emergency kit." Establish procedures for communicating with team
members.
4. In a crisis, receive reports from all team members on the condition and
location of everyone.
5. Assign persons to investigate reports of anyone missing, injured or
ill, or otherwise not in compliance with accounting reports.
6. Implement individual release procedures.
G. Maintenance Head Maintenance staff are familiar with the
operations and infrastructure of buildings and are responsible for the
stabilization of the building, controlling access, and securing the
facilities.
1. Inventory all hazardous materials, portable and fixed equipment, and
utility lines of the area.
2. Establish procedures for isolating hazardous areas.
3. In an emergency, survey damage, structural stability of buildings and
utilities and report to management.
4. Search the affected sections for anyone that may be confined or
injured; however, do not put yourself or others at risk. This task may need
to be accomplished by trained public safety professionals.
5. Implement building access control measures.
6. Secure assembly areas. Distribute supplies to assembly areas.
7. Assist officials and management in damage assessment and recovery
procedures.
Crisis Response Procedures
Intent
Crisis Response Procedures are intended to guide management in responding to
more frequently occurring crises such as deaths and other traumatic events which
can affect the community for days. These procedures are intended to be
time-limited, problem-focused interventions designed to identify and resolve the
crisis, restore equilibrium, and support productive responses.
Procedures for General Crisis Intervention
Source: Association of California School Administrators
Unanticipated events, such as suicides, school bus
crashes, natural disasters, or multiple injuries or deaths, can quickly escalate
into a nationlwide catastrophe if not dealt with immediately and effectively.
Knowing what to do if such a crisis occurs will minimize the chaos, rumors, and
the impact of the event on the others. As a reminder, for the purposes of this
manual, crisis is defined as:
A sudden, generally unanticipated event that profoundly and negatively
affects a significant segment of the population and often involves serious
injury or death.
The following procedures should be implemented if a crisis occurs.
Immediately Following Notification of Crisis
The designee should implement the following procedures
when notification of a near-death or fatal crisis situation has happen:
Tell the person providing the information not to repeat it elsewhere. Explain
the individual need to verify the information and have any announcement of the
event come from the designated person. If there is concern regarding the
likelihood of compliance with this request, appropriate steps should be taken to
persuade the individual.
Tell office staff members NOT to repeat or give out any information until
specifically instructed to do so. Have them direct all inquiries to the manager
or designee until told otherwise.
In case of reporting death, verify the reported incident by calling the
police liaison or coroner. DO NOT DISTURB THE AFFECTED FAMILY.
The timing of the notification of a crisis may alter
the order of the initial steps taken. For example, if the key personnel is
notified in the morning, all procedures should be implemented on that day with
emergency meetings. If notification is received at night or on the weekend, ask
the person providing the information not to spread the information further until
the situation is verified, and proceed with #3. Continue through the remaining
general crisis intervention procedures, instructing office staff as appropriate
(#2) the following day.
Following Verification of Crisis
The following actions are listed in a priority order.
In actuality, several things will happen simultaneously. It is critical,
however, that #1-10 occur BEFORE THE PUBLIC ANNOUNCEMENT (#11) IS MADE.
Once verification of a crisis has occurred, crisis
response team designee(s) must attend to the following:
1. Notify the Team leader of the event. Have that person notify the media
liaison if appropriate.
2. Convene the Crisis Response Team. Do not unnecessarily alarm others, use
the coded message developed for these situations (i.e., "CRT members,
please report to room 5," or "A CRT meeting will convene in room 5
in 10 minutes.")
3. Have an administrative assistant or other designee notify the social
worker, psychologist, and/or counselors. If the affected person was in a
special education or other special program, notify the appropriate program
coordinator.
4. Assign Crisis Response Team members in the building to locate, gather,
and inform closest friends of the deceased/injured and provide support. Pull
this group together before the general announcement is made. If significant
others are absent or out of the building, assure that a knowledgeable,
supportive adult gives the news to them. With parent or guardian consent, have
these absent students transported to the school if practical and appropriate.
5. Prepare a formal statement for initial announcement to entire facility.
Include minimum details and note that additional information will be
forthcoming. Also prepare statements for telephone inquiries.
6. Decide on a time for an emergency staff meeting and notify staff in a
manner which does not unnecessarily alarm others. Invite designated outside
professionals to join the meeting to help staff members process their own
reactions to the situation.
7. Identify individuals, staff and parents likely to be most affected by
the news (e.g., due to their relationship to the deceased/injured, recent or
anticipated family losses, personal history with similar crisis, recent
confrontations with the affected student). These persons are targeted for
additional support.
8. Determine if additional district/community resources are needed or
are needed to "stand by" to effectively manage the crisis, and
notify them if appropriate.
9. Assign team members in the building to:
a. Provide grief support in designated building areas. Try to have more
than one area available for this purpose. Have the adults on duty in these
areas keep lists of everyone they see. Make sure the proper peoples are
notified regarding the impact of the event.
b. Review and distribute guidelines to help everyone with classroom
discussion.
c. Stand in for anyone in the building or for any staff member unable or
unwilling to deal with the situation during the announcement and subsequent
discussion.
d. Coordinate and greet all auxiliary support services staff members and
take them to their assigned locations. Provide a sign-in/out sheet for them.
10. Station support members as planned prior to making the announcement.
11. Announce the crisis over the public address system or by delivering a
typed statement to every classroom before the end of the period. Include
locations of in-building support.
Crisis Control Center Emergency Kit
The following items are shall be maintained in the designated Crisis Control
Center and carried to any alternate site which may be designated:
1. Responsibilities checklist who does what.
2. Keys to all doors in the school facility.
3. Floor plan that shows the location of all exits, all telephones and
telephone wall jacks, computer locations, and all other devices that may be
useful in communication during an emergency.
4. Blueprints of school building(s), including utilities.
5. Map of evacuation route(s).
6. Faculty/staff roster with:
a) list indicating those with first aid, CPR, and/or EMT training.
b) list of mobile/cellular telephone numbers.
7. Crisis response equipment (two-way radio, cellular telephones, fully
charged battery operated bullhorn).
8. Phone lists:
a. Community Emergency Numbers
General emergency number - 911
Police Department/Sheriff
Rescue/Ambulance
Fire Department
Poison Control Center
Local Hospitals
b. Numbers:
Central Office telephone and fax numbers
List of portable telephones and beeper numbers of management
Extension numbers for security, nurse, guidance services and other
support staff.
c. Other Resource Numbers:
Home/work telephone numbers of parent networks, school volunteers, local
clergy, and other resources previously identified.
9. Roster including home and emergency phone numbers.
10. Master schedule.
11. Name tags and sign-in sheet for crisis response team members and
community resource people.
12. Sample statements/letters for use in notifying people about crisis
incident.
Crisis Response Bag
Each classroom and gymnasium should be equipped with a crisis response bag.
The bag should be hung from the inside doorknob or other conspicuous location.
At a minimum, the bag should contain:
1. a flashlight and spare batteries
2. employee list and crisis checklist
3. emergency evacuation plans
4. first aid supplies (latex gloves, bandages, gauze, etc.)
5. pen and paper
6. names and telephone numbers of crisis intervention team members
7. list of assigned roles for crisis management team
Crisis Checklist
DAY 1
In the event of a serious accident, sudden death, or similar events:
_____ Direct staff and others not to repeat information until
verification is obtained.
_____ Notify superintendent.
_____ Convene Crisis Response Team and assign duties.
_____ Notify building support staff, such as counselors, psychologists,
and social workers.
_____ Inform closest friends of the affected student and provide support.
_____ Prepare formal statement or announcement.
_____ Announce time and place of emergency staff meeting.
_____ Identify other/additional students, staff, and parents likely to be
most affected by news.
_____ Assess need for additional community resources.
_____ Make official announcement.
_____ Hold emergency staff meeting.
_____ As needed, assign team members and other staff to monitor grounds;
notify parents, support staff, and feeder schools; provide support to staff;
collect belongings and remove individual from area.
Day 1 Management Meeting
At the first meeting during a crisis:
a. Pass around a photograph of the deceased/injured individual.
b. Review the facts of the crisis and dispel rumors.
c. Help staff members process their responses to the situation.
d. Describe the employee's feelings and suggest how managers might handle
specific situations.
e. Provide guidelines for helping upset people.
f. Encourage team members to allow for expressions of grief, anger, etc.
Emphasize the acceptability/
normalcy of a range of expressions. The guiding principle is to return to the
normal routine as soon as
possible. The structure of routine provides security and comfort to all
members.
g. Encourage staff to dispel rumors whenever possible and discourage any
"glorification" of the event
(especially in cases of suicide).
h. Request staff to meet 30 minutes early the next work day to review
procedures and debrief.
DAY 2
_____ Gather faculty members and update them on any additional
information/procedures.
_____ In case of death, provide funeral/visitation information if
affected family has given permission.
_____ Identify everyones in need of follow-up support and, in accordance
with the crisis response plan, assign staff members to monitor the most
affected individuals:
a. coordinate any ongoing counseling support for
everyone on campus;
b. announce ongoing support for everyone with place,
time, and staff facilitator; and
c. notify authorities of affected persons regarding
community resources available to everyone.
Immediately Following Resolution of the Crisis
_____ Convene crisis response team for debriefing as soon as possible:
a. discuss successes and problems; and discuss things
to do differently next time.
_____ Allow staff opportunity to discuss feelings and reactions.
Long-Term Follow-up and Evaluation
_____ Provide list of suggested readings to all individuals.
_____ Amend crisis response procedures as necessary.
_____ Write thank-you notes to resource people who provided (or
providing) support during the crisis.
_____ Be alert on crisis anniversaries and holidays. Often people will
experience "anniversary" grief reaction the following month or
year on the date of the crisis, or when similar crises occur that remind
them of the original crisis
Crises Requiring Limited Involvement
If a crisis response team member is notified of a crisis outside the area,
the response usually will be one of limited involvement. In that case, the
following steps should be taken:
Institute the phone tree to disseminate information to
Crisis Response Team members and request a meeting
of available members. Identify close friends/staff most
likely to be affected . Keep the list and recheck it
when reconvenes. Notify general faculty/staff by letter or
telephone with appropriate information. Be alert
for repercussions and institute appropriate support
mechanisms and referral procedures.
Caring for the Caretakers
Debriefing
The demands of responding to a crisis are intense and place the caretakers,
regardless of training or previous experience, under a great deal of stress. It
is strongly recommended that crisis team members who have been involved in a
crisis have the opportunity for "debriefing," preferably with a
trained crisis team from another facility. For team members, the debriefing is
an opportunity to express feelings and receive emotional support; for the other
team, the debriefing is an opportunity to learn and to become better prepared
for crises.
Symptoms of Reaction to Crisis or Disaster in Adults
First Reactions:
1. Numbness, shock, difficulty believing what has occurred or is in the
process of occurring. Physical and mental reactions may be very slow or
confused.
2. Difficulty in decision making. Uncertainty about things; it may be
difficult to choose a course of action or to make even small judgement calls.
Ongoing Reactions:
1. Loss of appetite, difficulty sleeping, loss of interest or pleasure in
everyday activities.
2. Desire to get away from everyone even family and friends.
3. Emotional liability; becoming irritable or upset more quickly than usual.
4. Feelings of fatigue, hopelessness, helplessness.
5. Digestive problems; headaches or backaches.
6. Difficulty accepting that the crisis has had an impact or accepting
support from friends and the community.
Some Things That Can Be Helpful for Crisis Team Members and Others
Take time to relax and do things you find pleasant. Getting away for a
few hours with close friends can be helpful.
Stick with your regular routine for a while; avoid making changes, even
if it appears to be a positive change.
Get regular exercise or participate in a regular sport; activity
soothes anxiety and helps you relax.
Keep your days as simple as possible; avoid taking on any additional
responsibilities or new projects.
Tap sources of assistance with your workload have students,
instructional assistants, or volunteers help grade papers, take care of
copying, or help with other time-consuming tasks.
If symptoms of stress persist beyond a few weeks or are severe, seek
professional help.
Post-Traumatic Stress Reactions
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Physical
Nausea
Upset stomach
Tremors (lips, hands)
Feeling uncoordinated
Profuse sweating
Chills
Diarrhea
Chest pain (should be checked at hospital)
Rapid heartbeat
Rapid breathing
Increased blood pressure
Headaches
Muscle aches
Sleep disturbance |
Cognitive
Slowed thinking
Difficulty making decisions
Difficulty in problem solving
Confusion
Disorientation (especially to place and time)
Difficulty calculating
Difficulty concentrating
Difficulty naming common objects
Seeing the event over and over
Distressing dreams
Poor attention span |
Emotional
Anxiety
Fear
Guilt
Grief
Depression
Sadness
Feeling hurt
Feeling abandoned
Worry about others
Wanting to hide
Wanting to limit contact with others
Anger
Irritability
Feeling numb
Startled
Shocked |
Medical Protocols
Medical protocols are developed by the Department of Health Services for all
students whose medical conditions require or may require assistance of school
personnel. Classroom teachers and other staff who work directly with these
students are provided information about the condition and a protocol to follow.
Conditions which are almost always present in the student population and may
require assistance include asthma, allergies, diabetes, and epilepsy.
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