Crisis Management

1. Crisis Management Diocese of Pittsburgh John Krauland Loss Control/ Safety Coordinator

2. Crisis Management • Crisis Management is the process by which an organization deals with a major event that threatens it’s operation. • It involves dealing with the threats: • Before • During, and • After • Consideration should be given to both perception and reality.

3. Examples of Crises Natural disasters (flood, tornado, earthquake) Severe weather Fires Hazardous material spills Bus crashes School shootings Bomb threats Medical emergencies Student or staff deaths Outbreaks of disease or infections

4. Process of Crisis Management Prevention – addresses what can be done to eliminate or reduce the risk to life, property, and efficacy. Preparedness – focuses on planning for the worst-case scenario. Response – is the steps taken during a crisis Recovery – returning back to “normal”

5. Establish a Committee A “Safe n’ Secure” committee should be established to identify roles and responsibilities within the crisis management cycle. “If you fail to plan, you plan to fail.”

6. Crisis Planning should… Begin at the top. Not be done in a vacuum. Open lines of communication. Include police, firemen, and EMS. Establish a common vocabulary. Include all facilities. Provide direction.

7. Mitigation and Prevention Phase 1

8. Keys to Preventing a Crisis • Facility location/ layout • Property maintenance • Security procedures • Life safety compliance • Community involvement • Timely response to incidents

9. Facility Location/ Layout Keep in mind: Geography Building uses Parking lots Playgrounds Occupants

10. Property Maintenance • Buildings • Grounds • Systems • Vehicles

11. Security Procedures • Access controls • Entry • Alarms • Visitor protocol • Early dismissals • Discipline/ Prosecution Policies

12. Life Safety Compliance • Means of egress • Paths or isles • Doors/ exits • Locks • Emergency lighting • Contents/ storage • Protective systems

13. Community Involvement • Use the resources available to you: • Parishioners • Fire, Police, and EMS • Community leaders • Local emergency management directors • Consider a “suggestion box” • Social development programs

14. Timely Response Every incident is not a crisis. Don’t let it become one.

15. Preparedness Phase 2

16. The following elements should be considered: • Site security • Emergency action plan • Business continuity plan

17. Security Measures Outside Recommendations: • Clearly define property • Clearly label facilities • Maintain adequate lighting • Limit blind spots • Remove items to scale buildings • Routinely inspect the premises

18. Security Measures Inside Recommendations: • Limit the use of entrances • Institute strict procedures for key control • Secure access points of joint-use facilities • Routinely inspect doors and windows • Keep unoccupied areas locked • Keep door latches in the locked position

19. Security Measures Considerations specifically for schools: • Install a panic alarm in main office area • Ensure all classrooms have 2-way communication • Use caller ID • Ensure radio frequency communication is possible • Restrict access to all mechanical/ utility rooms • Implement student release procedures

20. Develop an Emergency Action Plan (EAP)

21. EAP An EAP is a proactive plan to deal with potential threats, so that everyone knows what is expected of them when something happens. The major elements are: • Hazard assessment • Resource assessment • Responsibility assessment • Communication assessment • Policy and Procedures • Training and education • Record keeping

22. Hazard Assessment Identify hazards, assess risks. Determine: • the types of hazards (fire, flooding, tornado, etc.). • the probability of their occurrence. • the extent of damage if hazards occur.

23. Resource Assessment Assess capabilities and resources. • What do we have? • What will we need? • Identify personnel and equipment. Review existing plans if they exist.

24. Responsibility Assessment For each hazard or threat, determine who is responsible for necessary actions. Keep in mind, one person can not be everywhere at the same time all the time. Be detailed and precise when assigning responsibilities to personnel.

25. Communication Assessment Who do you need to communicate with? Administration Families Authorities Utility providers Mutual-aid providers Media What ways do you communicate? Phones, Email, Radios, PA Systems When is communication necessary?

26. Develop Procedures Using the information you’ve gathered through the multiple assessments, develop the procedures to be followed for each threat. Include drawings with evacuation plans, utility shut-offs, safety equipment, etc.

27. Write It! Put the plan in writing. The easiest way to get everyone on the same page is to give them the same book.

28. Implement & Practice the Plan Give all employees a copy of the plan and train them on their responsibilities within the plan. Invite local authorities to review your plan. Practice the plan. Identify weaknesses.

29. Types of Drills • Evacuation • Lock-down • Table top scenarios • Bus evacuation

30. Update the Plan No matter how specific your plan, it is likely that once practiced, changes will need to be made. Make the changes in the written plan and communicate the changes with everyone they affect.

31. Develop a Business Continuity Plan (BCP)

32. Business Continuity Plan (BCP) Business continuity planning focuses on sustaining the delivery of services essential to the organization’s survival. • Personnel • Bank accounts • Vendors • Property

33. What should be included in a BCP?

34. A BCP should identify: • What services you deliver, • To whom these services are delivered, • Who will deliver the services, and • Alternate locations the services will be offered The more detailed you are now, the easier the recovery process will be later.

35. Response Phase 3

36. Assess the Situation Does a crisis exist? If so, determine: • The type of crisis • The location • The magnitude

37. Notify Emergency Responders • Don’t delay! • It is never too early. • Give as much information as possible Alert key personnel for your facility.

38. React • Respond within seconds • Evacuate or lock down facility • Triage injuries if necessary • Trust the leadership • Communicate appropriate information

39. Document, Document, Document • Record all actions taken • Record damages • Record financial transactions • Keep all original notes and records

40. Recovery Phase 4

41. Return to “Normal” • Take as much time as needed • Focus on people and buildings • Continue communication • Provide for families, staff, and responders

42. Evaluate Response Activity Evaluation of the response can help guide the prevention and planning processes for the future. • What worked and what didn’t? • What additional training is necessary? • What additional resources are necessary?

43. Questions

44. Helpful Links and References • John Krauland – Loss Control/ Safety Coordinator Office: 412-456-3150 Email:jkrauland@diopitt.org • Catholic School Safety and Security Manual • Parish Emergency Action Plan Guide http://www.diopitt.org/pdfs/parish-emergency-action-plan-guide • Practical Information on Crisis Planning http://www2.ed.gov/admins/lead/safety/emergencyplan/crisisplanning.pdf • Department of Homeland Security – School Safety http://www.dhs.gov/school-safety • Mitigating Hazards in School Facilities http://www.ncef.org/pubs/pubs_html.cfm?abstract=mitigating2 • Department of Homeland Security – Active Shooter Booklet http://www.dhs.gov/xlibrary/assets/active_shooter_booklet.pdf • Church Mutual – Self-Inspection Safety Checklist http://www.churchmutual.com/admin/store/downloads/Self_Inspection_Checklist.pdf • Church Mutual – Free Safety Resources http://www.churchmutual.com/index.php/choice/risk/page/intro/id/21