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RI YEP PRE-CRISIS PLANNING

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Transcript of RI YEP PRE-CRISIS PLANNING

CRISIS
District Crisis Plan Template - Structure
Appendix
Emergency Contacts
Inbound Crisis
Summary
Incident Report
Log of Contacts
Sample Press Release
Ten Positive Points
Outbound Crisis
Summary
Incident Report
RI Guidelines for Youth Exchange
Emergencies
Resources
Overview
Release of Information
Authorized Information for Release approved by:
Natural Parents
Authorities
Host Parents, if needed
Information Internal to Crisis Team
All information subject to authorities
Restrictions
Recognized subject to:
Privacy rights
Restrictions by authorities
District YEO Responsibilities
Identify interpreter and use as needed

Obtain natural parents wishes working with sponsoring district YEO
District Crisis Management Team
Chair
Vice Chair
District Youth Exchange Officer
District Governor
Media Representative
Crisis Counselor
Club YEOs, as appropriate
CRISIS MANAGEMENT
Tornado
Hurricane
Fire
Surgery
Abuse
Assault
Rape
Accident
Death
Overview
District Crisis Management Team
Procedures
Inbound Student
Outbound Student
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
Inbound Crisis

Procedure Summary
Information Needed by Crisis Team
Contact information of Rotarian
For each student involved
Name
Host club
Home country
Sponsoring district
Current location
Nature of crisis and any details available
Name, phone numbers of officials
Complete Initial Incident Report

Confirm facts of crisis with authorities

Finalize Incident Report and distribute to Team

Overall management of crisis response
Chair Responsibilities
Provide Available Information to:
Applicable State/Federal Government
RI Youth Exchange
Embassy/Consulate
Host Clubs
Host Families
Inbound Students
District Governor Responsibilities
Use interpreter as needed

Provide Available Information to Sponsor District Governor

Obtain Talking Points from Media Representative
Crisis Counselor Responsibilities
Provide Counseling as needed to:
Media Representative Responsibilities
Vice Chair Responsibilities
Interface with Funeral Home, as needed
Provide Talking Points to Crisis Management Team
Serve as Sole Media Contact for Host Club and District
Provide Available Information to

Media
District/Club Webmasters for updates on social media
Provide Available Information to:
Insurance Company
RI Risk Management
Non-hosting Clubs in District
Host Schools
Arrange Bank Account for Contribution Fund, as needed
Host Rotary Club
Host Families
Inbound Students
Release of Information
Authorized Information for Release approved by:
Natural Parents
Authorities
Information Internal to Crisis Team
All information subject to authorities
Restrictions
Recognized subject to:
Privacy rights
Restrictions by authorities
Outbound Crisis

Procedure Summary
Information Needed by Crisis Team
For each student involved
Name
Host country
Host district
Host club
Current location

Nature of crisis and any details available
Complete Initial Incident Report

Obtain confirmation of facts from District YEO

Finalize Incident Report and distribute to Team

Overall management of crisis response
Chair Responsibilities
District YEO Responsibilities
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 Governor Responsibilities
Use interpreter as needed

Maintain Interface with Host District Governor

Obtain Talking Points from Media Representative
Media Representative Responsibilities
Provide Talking Points to Crisis Management Team
Serve as Sole Media Contact for Sponsor Club and District
Provide Available Information to:
Media
District/Club Webmasters for updates on social media
Vice Chair Responsibilities
Interface with Funeral Home, as needed
Provide Available Information to:
Insurance Company
RI Risk Management
Non-sponsoring Clubs in District
Sponsor Schools
Arrange Bank Account for Contribution Fund, as needed
Crisis Counselor Responsibilities
Provide Counseling as needed to:
Sponsor Rotary Club
Natural Families
Outbound Students
District Crisis Plan Template
a) List of Emergency Contacts

b) Inbound Crisis Procedure Summary

c) Inbound Crisis Procedure Incident Report

d) Crisis Procedure Log of Contacts

e) Sample Press Release
Appendices
¿Questions?
¿Comments?
Ing. Guillermo A. López Portillo G.
D4160 - MEXICO

RI YE Committee Member 2014-2017

NAYEN Director Region 2A 2010-2016

d4160yeo@hotmail.com
At your service:
CRISIS PLANNING - SCENARIOS
Ing. Guillermo A. López Portillo G.
D4160 - MEXICO

RI YE Committee Member 2014-2017

NAYEN Director Region 2A 2010-2016

d4160yeo@hotmail.com
At your service:
Please determine the best approach to be taken by the district.

Determine the people who should be involved and the responsibilities for each.

1. Severe rains from a violent storm caused 75% of a Rotary district hosting numerous inbound students to be flooded. All communication with the flooded area is lost for a several days. No one from outside the country can reach any of the inbound students in the flooded area or members of the District youth exchange organization or the District governance.
Scenario 1
2. A female inbound goes to a bar with some of her friends. After arriving, she finds a "male friend" who tells her that he is a very good friend of the owner of the bar and invites her to a private party with VIP people at the owner's office which is at the bar. At the VIP party, people start using cocaine, and the inbound student joins them. After a few hours, everyone leaves except for the inbound student and three guys, i.e., her friend, the bar owner, and a friend that she made at the party. The situation quickly gets out of control and she is raped by all three men. After arriving back to her host family’s home, the inbound student calls her natural parents and tells them what has happened.
Scenario 2
3. During an event that was organized by the host district, all of the inbound students were allowed to go to a party at a local restaurant. The chaperones gave the students a time to arrive back at the hotel. Once at the restaurant, one of the female students began to drink alcohol by using a false ID. After a few hours of partying and drinking, the student was drunk. She became angry at the other exchange students and left the restaurant by herself. After walking a few blocks, a man grabbed her and threw her on the ground. A car stopped to help her before the man could rape her. The student returned to the host family’s home, went into her room, and called her best friend, another exchange student, and her natural parents. The best friend called his Rotary counselor and described the situation.
Scenario 3
4. An exchange student is riding in a car with several local students going to a local tourist attraction one night. Suddenly a car driven by a drunken driver crosses the tariff and hits the car with the students head on. The exchange student dies in the accident. Other students in that car are injured severely. The drunken driver survives with minor injuries.
Scenario 4
5. A host family takes their inbound exchange student white water rafting, which is a popular activity in the community. In the roughest part of the course, the canoe overturns. The host family, host sister, and the exchange student all drown.
Scenario 5
6. The host mother takes that exchange student, her host sister, and friends of both to a local community event for the neighborhood. While at the event, the host mother drinks liquor, which is her normal occurrence at such events. At the end of the party, the host mother gathers the exchange student and others in their group for the trip home. While driving home, the host mother loses control of the car as a result of driving drunk and has a major collision. The exchange student dies immediately in the accident.
Scenario 6
Emergency Preparedness
Emergency
Preparedness
Steps
A. Crisis Identification
B. Identification of
Vulnerabilities
C. Available Resources
D. Emergency Contact Cards
E. Response Procedures
Available Resources
Virtual Single Point of Contact
Toll free number
Available 24 hours, 7 days per week
Person answers phone and stays with the caller until call is transferred to appropriate person in Rotary District
Multiple Providers
www.phonepeople.com
www.ambsmessageenter.com
Available Resources
External Resources
Civil Defense/FEMA regarding natural disasters
Convey recommended actions to students

District Crisis Management Team
List of students with contact information
Maintain inventory of critical items
First Aid Kits
Food and Water
Fuel
Backup Generators
Available Resources
Rotary International
Media Crisis Handbook (515-EN, free)
Youth Exchange Staff
(847-866-3422,
youthexchange@rotary.org
)
Public Relations Department
Emergency Contact Card
Presented at Orientation
Toll Free Emergency Number
Host Rotary District
Applicable State/Federal Government

Add to Currently Required Contact Information for Student ID Card
Emergency Contact Card - Students
Presented on or before arrival
Rotary Chain of Command




Name, Cell Phone Number, Email Address
Toll Free Emergency Number
Rotary District
Applicable State/Federal Government
Crisis Identification

Natural Disasters
Based on prior experiences
Examples => Hurricanes, Earthquakes, Heavy Snow/Rain
Other Disasters
Examples => Fire, Abuse, Rape, Surgery, Death
Identification of Vulnerabilities

Natural Disasters
May be specific to certain areas of District

Other Disasters
Common risk to all of District

Design Crisis Management Plan based on possible disasters in area of district
Have plans for different areas of District
1. Host Parents
2. Rotary Counselor
3. Rotary Club President
4. District YEO
5. District Governor
6. Non-Rotarian Resource
Emergency Contact Card – Host Family
Presented at Orientation
Rotary Chain of Command



Name, Cell Phone Number, Email Address
Toll Free Emergency Number
Rotary District
Applicable State/Federal Government
1. Rotary Contact
(Counselor, YEO)
2. Rotary Club President
3. District YE Inbound Chair
4. District YEO
5. District Governor
Emergency Contact Card - Rotarians
Crisis Management Team Members



Name, Cell Phone Number, Email Address
Toll Free Emergency Number
Rotary District
Applicable State/Federal Government
Chair
District YEO
Media Representative
Vicechair
District Governor
Crisis Counselor
f) Ten Positive Points

g) Outbound Crisis Procedure Summary

h) Outbound Crisis Procedure Incident Report

i) RI Guidelines for Youth Exchange Emergencies

j) Resources
Full transcript