PRE-CRISIS PLANNING NAYEN CONFERENCE CHICAGO, IL, USA February 27, 2010 1

PRE-CRISIS PLANNING

NAYEN CONFERENCENAYEN CONFERENCE

CHICAGO, IL, USACHICAGO, IL, USA

February 27, 2010February 27, 2010

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PRE-CRISIS PLANNING

Don PetersDon Peters

D-6150D-6150

ArkansasArkansas

USAUSA

[email protected]

Guillermo López PortilloGuillermo López Portillo

D-4160D-4160

MéxicoMéxico

[email protected]

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mailto:[email protected]

mailto:[email protected]

PRE-CRISIS PLANNING

Floods

Hurricanes

Fire

RapeAbuse

Accident Surgery

Death

Tornado

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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

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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 Management TeamDistrict Crisis Management Team

• Chair

• Vice Chair

• District Youth Exchange Officer

• District Governor

• Media Representative

• Crisis Counselor

• Club YEOs, as appropriate

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Inbound CrisisInbound Crisis

Procedure SummaryProcedure Summary

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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

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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

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• Overall management of crisis response

• Confirm facts of crisis with authorities with jurisdiction

Chair ResponsibilitiesChair Responsibilities

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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


• Use interpreter as needed

• Provide Available Information to Sponsor District Governor

• Obtain Talking Points from Media Representative

District Governor ResponsibilitiesDistrict Governor Responsibilities

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• 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

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• 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

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• Provide Counseling as needed to:– Host Rotary Club

– Host Families

– Inbound Students

Crisis Counselor ResponsibilitiesCrisis Counselor Responsibilities

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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

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• 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

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• Overall management of crisis response

Chair ResponsibilitiesChair Responsibilities

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• 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

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• Use interpreter as needed

• Maintain Interface with Host District Governor

• Obtain Talking Points from Media Representative

District Governor ResponsibilitiesDistrict Governor Responsibilities

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• 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

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• 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

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• Provide Counseling as needed to:– Sponsor Rotary Club

– Natural Families

– Outbound Students

Crisis Counselor ResponsibilitiesCrisis Counselor Responsibilities

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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?

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District Crisis Plan

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Documents

PRE-CRISIS PLANNING NAYEN CONFERENCE CHICAGO, IL, USA February 27, 2010 1