1. EEMA 2010 Crisis Management Workshop Rotary Code of Policies 2.110.4. Club and district policies and procedures should include: 1. volunteer application and screening procedures; 2. outlines of volunteer job descriptions and responsibilities; 3. supervision standards for ratio of adults to minors 4.crisis management plan including: a. handling medical and other emergencies and providing for adult support; b. procedures for communicating with parents and legal guardians; 5. written guidelines for reporting and follow-through on allegations or incidents consistent with RI policy. (January 2009 Mtg., Bd. Dec. 155)

2. EEMA 2010 Crisis Management Workshop Workshop Topics 1.Definition of a Crisis 2.Determining action to be followed 3.Define Roles and Responsibilities 4.Training 5.Post Crisis Review 6.Consider EEMA Crisis Management pattern

3. EEMA 2010 Crisis Management Workshop What is a Crisis? Rape or other sexual assault upon student Physical assault resulting in serious injury or death of student Accident resulting in serious injury or death of student Disappearance of student Kidnap of student Natural Disaster Civil unrest Student behaving dangerously or violently Misunderstanding between student and host family or Club

4. EEMA 2010 Crisis Management Workshop Actions a.Notification of incident b.Determine Severity of Crisis c.Decide who should be informed Involvement of local Public Crisis Management Team? Manage at Multi-district or district level a.What services are, or need to be, involved Police, Medical Services, Social Services, Pschologist etc. e.What Documentation should be available Passport, insurance policy etc. f.Financial implications - who pays and how? Insurance Claim – extreme sports cover? g.Communication with Sponsor District Language issues?

5. EEMA 2010 Crisis Management Workshop Roles and Responsibilities a.Crisis Team Leader 24 hour contact - Deputy to cover vacations/illness b.Crisis Management Team Carefully defined roles will determine number on team All should be capable of leading if required Legal advisor Person to take control of others if a group involved in incident c.Press Officer Separate post to allow team to manage crisis Should know the area

6. EEMA 2010 Crisis Management Workshop Training a.Crisis Management Team Members b.Students - responsible use of Facebook, twitter etc. c.District Governor – DGE - DGN d.Club YEOs e.Student Counselor f.Tour Leader g.Host Parents h.High School Representative

7. EEMA 2010 Crisis Management Workshop Post Crisis Review a.Review of effectiveness of Policy b.Make necessary amendments and communicate changes c.Final Incident Report to RI and DG d.Long Term Communication with those close to the incident

8. EEMA 2010 Crisis Management Workshop Should we assemble a team to create a template for a District Crisis Management Policy? Consult with D5100 and D4760 and others for practical guidance Refer to existing documents Central States Crisis Management Procedure Ivan Vianna’s Presentation 2004 USA Canada Conference/ 2004 Osaka pre-convention RI Guidelines for Youth Exchange Emergencies Ref 746 Report back to EEMA President within 6 months On line review by EEMA members Submit to RI Youth Exchange Committee

9. EEMA 2010 Crisis Management Workshop If you have practical experience or knowledge of Crisis Management and would consider contributing and possibly becoming a team member then give us your contact details