crisis response plan

Crisis Response Plans

Why are schools responsible for Crisis

Response Planning?

What components already exist in your

district/school?

What parts of this legislation cause you

heartburn?

Most Common Crises Schools Experience

Student death due to accident or illnessStudent death by suicideStudent death due to homicideStaff death due to accident or illnessStaff death by suicideCatastrophic events involving students or

staffNatural disasters

Expectations of Training

Understand the legislation & essential components of crisis response plan

Be able to construct a district plan for implementation

Identify pertinent members of a teamProvide current research and resources

for school districts interested in further information.

Crisis Response Planning Legislation

District constructs modelSchools construct specific plans/teamsDistrict annually review/update and

postTraining annually for all district

employeesDistrict: July 1, 2000School: December 31, 2000

Each school shall have a crisis response team

Minimum Team Membership the principal. One certified member. One classified member One parent.

Basic Plan Requirements

Identification of person in charge and a substitute

Identification of team members and specific crisis team job functions

A communication plan Crisis response protocols Emergency procedures Evacuation and lock down plans

Crisis response policies.

The district and each school within the district shall consult with local social services agencies and local law enforcement authorities when developing the school crisis response plan.

Crisis Definition

The legislation defines crisis to include a

traumatic event or emergency condition

that creates distress, hardship, fear or

grief.

Changes?

Trauma

Working in the Aftermath

Grief and Trauma are Different

Trauma is unlike any other psychological response.Traditional counseling techniques are not helpful.

Grief

An emotional response to loss of something loved.A heart centered experience characterized by sadness, anger, guilt and other emotions.

Trauma

A reaction to exposure to events beyond the realm of every day experience.

A brain based biochemical response.

Reactions to Trauma

Leaves people feeling collectively helpless

Out of control

Children’s responses are dependent upon that of the adults around them.

Trauma survivors need to cope with the trauma before they can begin to grieve

The victim of trauma does not need to know the injured or deceased to suffer trauma

Trauma victims are triggered into high anxiety by being too close to those who are highly emotional or are grieving.

The Continuum of Trauma

Hyperarousal

Intrusion

Constriction

Untreated Trauma may lead to:

use of drugs and alcoholloss of sleepincrease in high risk behaviorincrease in violenceloss of viable and long-term relationshipswithdrawn and isolated behaviorinability to access their old emotional selflife no longer feels the same

Factors That Increase the Likelihood of Trauma

Incidents within closely knit communities

Incidents with multiple eye witnesses

When the victims have a special significance

When a community is exposed to carnage or misery

Incidents that call for numerous rescue workers

Incidents that attract a great deal of media attention

Stages of Crises Planning

Pre-CrisisCrisisPost Crisis

Crisis Management is that part of a school’s approach to school safety which focuses more narrowly on a time-limited, problem-focused intervention to identify, confront and resolve the crisis, restore equilibrium and support appropriate adaptive responses.

School-wide Management after the Crisis

Calm leadership and consistency in disciplineRumor controlTake positive actionCreate a safe environmentPredict and prepareNormalize the usual reactions to traumaCreate opportunities to talkAllow for personal action

There is a sense of security

in knowing we have a plan

for crisis intervention.

Knowing what to do and

when to do it, keeps crisis

from becoming chaos.

A Typical Plan May Include:

A working definition of crisis

Team members and team jobs

Communication plan (includes all phone numbers)

Protocols and Procedures to follow during crisis

Crisis policies

What the Plan Makes Clear

What each team member will do

How the chain of command operates

Who is in charge of what

How to approach problems that may

come up

Why Do You Need A Team?

A crisis response team is a collection of representatives from all facets of school life. A team provides collaborative leadership when crisis occurs and assumes an educational role

with teachers, staff, parents, other school personnel and students. When crisis occurs,

the team shares in decision-making and delegates the tasks of the specific incident.

A Crisis Response Team:

Assesses and provides structurePromotes CommunityPrepares for the crisisResponds during the crisisEvaluates effectiveness

Possible Team Members

PrincipalAssistant Principal

or designeeCounselorFaculty MemberSecurity PersonnelSchool PsychologistSchool Nurse

School Social WorkerParentSocial Service

Agency Representative

Law EnforcementStudentSecretaryCustodian

Specific Jobs During Crisis

Media LiaisonAgency LiaisonLaw Enforcement

LiaisonRoamersSafe Room

AttendantKeeper of the

Ready Bag

Home Visit Designee

CounselingLog AttendantAttendanceCommunicationParent RelationsForms Attendant

One of the most important parts of a plan is

COMMUNICATION.Who tells what to whom and when…

incomplete information only fuels rumors.

COMMUNICATION must be ongoing and should be closely followed up. This can build trust and credibility

with the school and the community.

The Most Important Thing

VERIFY THE FACTSThe principal or designee should

contact law enforcement, medical

authorities or family to verify if indeed

a crisis did occur and the magnitude of

it.

Rumor Control

Identify & notify internal groups.Designate staff to answer the phone.Identify & notify key communicators

in the community.Provide accurate & timely information

to the mediaAfter the immediate crisis have a

public meeting

Telephone Tree

The goal is to give staff time to become emotionally prepared to meet the day. Should include all staff including secretary, custodian, cooks, bus drivers, etc.

• Give only the facts

• Give the time and place of a before school meeting

• Request that callers not go into conjecture or surmising

Communication Technology

TelephonesCellular PhonesIntercom SystemBullhorns &

megaphonesWalkie-Talkies

Fax MachinesPanic ButtonsAlarm Systems

Computer telecommunications

Announcing the Crisis

Announce as soon as facts are verified

Make the announcement for all students at the same time

Make the announcement from a formal written statement

Make the announcement to small groups of students (in a classroom)

Do not use the PA system.

What the Announcement Will Say

Validate feelings

What happened

Who was involved

What is happening now

What information do I need

What will happen next

Keep in Mind:

A regular day may be too hard

for grieving students.

Offer choices of activities.

Media Guidelines

Assign a media liaison personDo not allow press on campusCall them before they call youIdentify a time & a neutral place to

meet with themHave an official statement preparedGive honest answers

Scenario

A severe earthquake occurs during school hours. There is structural damage to the school building and several students and staff members are hurt. Power has gone out all over town limiting communication.

Protocols

A Crisis is in progress on school grounds

The Crisis hasalready occurred

• If a criminal activity call 911

• Implement lock-down or evacuation procedures

• Convene the crisis-response team

• Verify facts

• Initiate the phone tree

• Convene the crisis-response team

Evacuation Procedures

Call 911Alert bus systemBuddy school or alternative locationAttendanceCommunity notificationAlternate routesPractice drillsAttend to students with special needs

Lock Down Preparation

Determine signals and procedures for lockdowns.

Conduct drills.

Lock Downs

Detention of students in classroomsChecking of hallways by teachersKeep students calmClose shades & blinds, lock windows

& doorsWait for the all clear signal

Ready Bag Contents

Responsibility checklist Phone number list School map Blueprints Keys to all doors Student roster including

parents phone numbers Master schedule Name tags

Pens & magic markers Bullhorn Batteries First Aid Kit Sample forms Communication

electronics Legal Pads

Post Crisis

Notify Superintendent Convene Crisis Team Assign team members

specific jobs Prepare formal statement Plan staff meeting Identify students & staff

most affected Determine if additional

resources are needed in community

Call subs Provide guidelines to staff Setup & staff safe room Assign staff to follow

deceased students schedule

Make school announcement

Remove deceased student from attendance rolls

Crisis Response at Building Level

Introduce the crisis team Review facts Summarize the

assignments Announce safe room Designate staff

gathering place Discuss/validate feelings Discuss impact of the

event

Announce press protocols

Offer coverage of classes for teachers who need a break

Hand out pertinent forms Suggest possible

beginning thoughts/phrases

Give time/place of after school or next meeting

Respecting Cultures

Dress appropriately Greet and say good-bye to survivors in their own

language Allow survivors to direct you through cultural

protocols and follow their direction Participate in defined rituals, as allowed or requested Apologize when you do something wrong Find out, and use, appropriate body language Be aware of spiritual beliefs in the culture

Safe Rooms

A space that is set aside for people to

gather in the aftermath of tragedies.

Most often this is in the school library

or some other comfortable space.

It is not whether the Safe Room

is used by a large number of kids

that makes it useful. Whether

kids go into it or not, they know

they can! This builds a bridge to

safety for them.

Safe Room Guidelines

Listen, observe, validate, reflectSign in and outList students who may need follow-up

servicesAllow students to choose the length of

the Safe Room stayRefer students to counselors if

needed

Safe Room Checklist

Name tags for staff Chairs Tables Big pillows Healthy food & drink Sign in & out sheet Fact sheet Kleenex Self-care handouts

Writing materials Art materials Stuffed animals Age appropriate

books Tape player &

relaxing music Community

Resource List

Safe Room Activities

TalkingSittingWritingColoringWalkingListening to musicQuiet time

Working on assignments

Drinking hot chocolate

Just a time to feel “safe enough to feel”

Give Sorrow words; the

grief that does not

speak knits up the o’er

wrought heart and bids

it break--

--Shakespeare’s

Macbeth

Safe Room Handouts to Have Ready

Helping a grieving friend Helping grieving parents Helping your child after

a disaster Funerals & memorial

activities Post-traumatic stress

reactions Stages of grief

Guidelines for classroom discussion

Classroom activities

Phone tree directions

Needs of students

Warning signs of suicide

Stress reducers

Forms or Templates to Have Ready

Student checkoutLetter template for parentsInitial announcement of crisis event Orientation information for teamSafe room sign inStudent referral slipsEvaluation forms

Scenario

You are notified at 5:30 a.m. that a 12th grade boy who was on the basketball team committed suicide by gunshot during the night. He was out the evening before with his girlfriend and some friends. The friends witnessed a loud fight between him and his girlfriend. He also has a brother in 8th grade and a sister in 4th grade.

Crisis During Non-school Time

Institute the phone tree to inform Crisis Response Team members

Coordinate with community agencies Identify & make a list of students & staff most likely to be

affected Notify remaining staff with information by letter or

telephone Schedule faculty meeting for an update before affected

students return to school When school reconvenes, monitor students & staff

previously identified Make referrals

Policy provides both a

foundation and a

framework for action. The

chances of effectively

managing a crisis are

increased with consistent

district policies.

Possible Policies

Funeral AttendanceAbsenceMake-up workMemorialsEvacuation vs. LockdownTransportation for Early Dismissal

Maintaining Preparedness

Conducting drills and establishing a

procedure for periodically reviewing

and updating the Crisis Response Plan

are two essential elements of

maintaining preparedness.

Drill Activities

For team members: respond to hypothetical scenarios.

Practice drills that involve moving staff & students to a safe location.

Practice lock down procedures with staff and students.

Avoid using dramatic props.

A coordinated district-wide

crisis response is no

accident. It reflects

prevention, intervention and

rehearsed reaction.