Crisis Management Plan

If you are the leader of a class, meeting or event you are ultimately responsible for the safety and well-being of the members of your group.  It is imperative that you develop a plan for crisis management of an emergency situation, to mentally prepare contingency plans for a variety of unlikely scenarios.  A Crisis Management Plan should be a part of every organization’s Risk Management Education Program.

In the event of an emergency the members of your group will be looking to you for direction and leadership.  You have the authority and the responsibility to order/direct personnel for their own safety.  The following guidelines will help you in keeping the members of your group safe. 

Every member should be aware that you, the leader, would be in charge of every emergency. Input from members who have more expertise or insight is necessary, however, all final decisions rest with the leader. In the event that the leader is absent, the next ranking leader assumes control.

The following guidelines are to be used in the event a tragedy or crisis occurs either on or off Drury University property.

Examples of such situations include, but are not limited to:

  • Area is subject to an emergency situation such as active shooter, bomb threat, fire or tornado
  • Any injury or incident at or during a meeting, activity or event
  • An injury or incident involving alcohol or contraband items
  • The serious injury or death of a member

Use the Crisis Management Plan Worksheet to provide members with emergency contacts for use in an emergency situation.

GENERAL PROCEDURE
If a crisis occurs, close the location at once. The leader cannot give instructions and maintain control if members are leaving or strangers are entering. Permit only members and appropriate officials to enter. Assign a few responsible members to calmly control access to the location.

In nearly all situations, the leader’s first call will be to Drury Security who will contact and direct emergency personnel. Briefly and calmly explain the situation so that Drury Security can appropriately respond.

If appropriate, the leader should then notify the Drury University crisis management contacts including:

  • Dean of Students
  • Director of Counseling
  • Director of Security

Members should not speak to anyone outside the group; the leader will be the official spokesperson for the organization.

Do not discuss details, speculate on events, or otherwise project consequences until police and/or university officials have arrived—to do so would only create unrest and unnecessary upheaval. It is important to remain calm.

If the news media should contact the group, the leader should first consult University Communications.  Only the leader should speak for the group. With the help and approval of University Communications, the group should issue a careful statement before any information is issued to the media. Do not release any names until an investigation has been completed and the timing is appropriate.

SERIOUS INJURY OR DEATH
Do not notify parents. In the event of a serious injury or death medical or police personnel trained in such matters will notify the family.  

In the event of a death, do not remove any personal items from the location. Keep the location secure.

Find out the visitation wishes of the family and coordinate this with members. In any emergency, use extreme tact and caution in your actions and statements to members, the media and others.

The group may want to coordinate member attendance at the funeral or memorial service. If appropriate, discuss with the family or family’s clergyman the possibility of conducting a group memorial service.

EMERGENCY SITUATION MANAGEMENT
If you are the leader of a class, meeting or event you are ultimately responsible for the safety and well-being of the members of your group.  It is imperative that you read and fully understand all of the emergency response plans for the building in which you are meeting and mentally prepare contingency plans for a variety of unlikely scenarios. 

In the event of an emergency the members of your group will be looking to you for direction and leadership.  You have the authority and the responsibility to order/direct personnel for their own safety.  The following guidelines will help you in keeping the members of your group safe. 

If you have any questions please call Drury Campus Safety & Security at 873-7400 or 873-7911. 

The following guidelines should become standard practice for the group leader for every meeting or event:

  • KNOW THE AREA: Well before the start time of the meeting or group activity take some time to familiarize yourself with the layout of the room or area.  Pay attention to emergency exits, telephones, doorways to the room, windows, objects that could be used as weapons or items that could become flying debris in high winds.
  • READ EMERGENCY PLANS: Locate the Campus Emergency Response Plans and review them.  They are also included below.  Write down the phone numbers for Campus Safety & Security:  873-7400, 873-7911.
  • LOCATE EMERGENCY RESOURCES: Locate the fire extinguishers, fire alarm pull stations and any medical equipment.
  • LOCATE EXITS: Locate the building entrances, emergency exits, stairwells and rooms that could be used as a safe haven for a variety of possible emergencies.  Generally rooms that have no glass windows and are located in the lower level in an interior wall are best for safe havens against tornadoes (see Tornado Plan below for more detailed information).  Your building should have designated tornado shelter areas but locate alternatives in case they are full.  For an active shooter the response is detailed below in the Active Shooter Plan. 
  • DESIGNATE AN EMERGENCY ASSISTANT: Either before or at the beginning of the meeting, select an individual to act as your assistant during an emergency.  This person will be available to help you control group members, give instructions, make phone calls, lead group members to safe havens, take note of who is present and a variety of other tasks that may arise.
  • DESIGNATE AN EVACUATION ROUTE: At the beginning of the meeting inform the group of the designated evacuation route and safe havens, as well as the nearest telephone, fire extinguisher, fire alarm pull stations and medical equipment.  Ask for a show of hands of people who are EMTs, First Responders or CPR certified.
  • KNOW SIREN SOUNDS: Inform the group of the two types of siren sounds on campus and what they mean.  A long, continuous siren indicates an active shooter is on campus.  However, because the siren rotates around a pole it may sound like the tone goes up and down in pitch or gets loud and then quieter and then loud again.  A series of shorter, intermittent blasts indicates a tornado warning. The siren will continue in this fashion for 3 minutes and then turn off for 3 minutes before starting again.
  • TAKE ATTENDANCE: In order to ensure you have an accurate number wait until about ten minutes after the meeting has started then count how many personnel are present.  Be sure to tell your assistant the number of personnel in order to maintain accountability in the event of an evacuation.
  • TAKE IMMEDIATE ACTION: If an emergency occurs take immediate action.  Quick thinking and making a decision, even if it isn’t thoroughly analyzed, is better than doing nothing or getting into a debate with members of your group.  Consult your assistant if necessary and then give the order to the group members.  Remember, you are in charge and they are expecting you to tell them what to do.
  • COMMIT TO YOUR ACTIONS: Members of your group are likely to follow your lead during an emergency situation.  During an emergency, leaders should be familiar with their Emergency Procedures and be prepared to take immediate action, remain calm, lock and barricade doors if situation calls for this, and/or evacuate the group via a preplanned evacuation route to a safe area.  If someone does not want to cooperate do not physically restrain them and advise them that there is a plan and that it is in their best interest to adhere to it.
GIVE FIRST AID: If the emergency is medical in nature, give immediate First Aid with the assistance of those individuals you identified at the beginning of the meeting.  Have your assistant call Campus Safety & Security at 873-7400 or 873-7911.  Be sure to tell the Security staff the name of the building and the room number you are located in.  Use your judgment as to whether to call the ambulance directly yourself.  Security staff will meet the ambulance and direct them to your building, which can save time upon the ambulances’ arrival to campus.  The dispatcher may not know which building to send the ambulance to, and this may cause a delay in the medical response time.