ENGLISH (EN)

DEVELOPING A CRISIS MANAGEMENT PLAN

A crisis management plan is a carefully developed set of protocols designed to help individuals
deal effectively with real and perceived emergency situations when they arise. A real
emergency is one that poses an immediate danger, while a perceived emergency is a potentially
risky situation that may develop into a dangerous situation. It is essential that districts are
prepared to respond to both real and perceived emergencies, as either can turn into a crisis
situation, posing serious risks to student and volunteer health, safety and security – as well as
the district’s reputation.

Learn more about how to get started, consider best practices, and review sample forms.

Getting Started

Best Practices

Sample District Crisis Management Plan

Appendix A – Sample District Contact List and Crisis Notification Protocols

Appendix B – Sample Debriefing Questionnaire

Crisis Management Plan Guide and Samples (August 2020) 1

 ENGLISH (EN)

GETTING STARTED
WHY DEVELOP A CRISIS MANAGEMENT PLAN?

All activities, especially those that involve youth program participants, inherently involve risks.
It is essential that districts have plans in place to deal with crises, especially because youth may
be especially vulnerable in crisis situations.

The best time to develop a plan is before a crisis happens. A crisis can occur when you least
expect and events may unfold rapidly, making an already stressful situation difficult to respond
to quickly or with good judgement. Some crises may be preventable, while others are
unavoidable, so having a plan with a set of procedures in the event something does (or could
potentially) occur – especially when youth are involved – is the best way to help your district
minimize the impact a crisis may have on health, safety and security, as well as to mitigate
reputational risk to your district.

HOW DO WE BEGIN DEVELOPING A CRISIS MANAGEMENT PLAN?

Careful planning is critical to crisis management. This entails forming a committed team,
carefully assessing potential risks that exist locally, educating volunteers and young people
about the risks and their roles/responsibilities, practicing protocols regularly, and coordinating
with experts to regularly evaluate and update the plan as circumstances change. If you’re new
to developing a crisis management plan, here are some general considerations to get started:

1. Designate a crisis management team (CMT). This should be a small group (5-6
individuals) composed of district leaders, club representatives, and local experts who
will take the lead in developing a framework to protect against threats and the impact
of a crisis. Each member of this team should have specific roles and responsibilities to
carry out a response to an emergency (or this team should appoint a group of
individuals that are specifically tasked with doing so in response to a given crisis).
Keeping the CMT small is important to make meeting, communicating, and coordinating
action easy and efficient.

2. Determine the risks that exist. Different regions of the world are susceptible to different

Crisis Management Plan Guide and Samples (August 2020) 2

 types of risks, including natural disasters, crime, government instability, etc. The crisis
management team should work together to consider the location of the program, as
well as its youth, volunteers, and partner districts abroad to determine what risks may
exist and how they may impact the program and its activity.

3. Consult with local experts. While the crisis management team should remain relatively
small, it is important to identify and consult with external experts (law enforcement,
local government officials, emergency medical personnel, local health authorities, etc.)
when developing protocols for the risks you’ve identified. They may not only have
experience developing these types of protocols, but they may also play an active role in
your response, so having a good relationship with community experts is important.

4. Develop a plan and protocols that address each type of crisis at varying levels of severity.
In addition to developing protocols specific to the types of crises for which you are
planning, it is also important to keep in mind any given situation may have varying levels
of severity. It may be helpful to have different plans in place that guide your response
based on the level of risk a given crisis is posing (or may pose) to individuals’ health,
safety, and security.

5. Develop a communications plan. Communication is key, so it is essential that your

district develop communication protocols to respond to various types of crises. Read
more about developing a communications plan in the Best Practices section.

6. Ensure everyone is informed, prepared and trained on an ongoing basis. To mitigate risks
to your program, prevention is key. Districts should ensure that all volunteers and
participants are trained on how to keep themselves safe, as well as aware and clearly
informed of the procedures outlined in the crisis management plan before program
activity takes place. In addition to regular training, consider implementing scheduled
and unscheduled simulations to test student’s and volunteer’s preparedness and to help
you find where there may be vulnerabilities or opportunities for improvement.

Consult with a local university or youth-serving organization – especially if they participate

in study abroad programs, camps, travel, or other high-risk activities – to ask for help in
identifying potential risks. They may even be willing to share a copy of their plan with you, act
as a consultant or advisor to your crisis management team, or provide suggestions that could
assist you in developing your district’s plan.

Crisis Management Plan Guide and Samples (August 2020) 3

BEST PRACTICES
WHAT TYPES OF EMERGENCIES SHOULD WE PLAN FOR?

When developing a crisis management plan, you should first conduct a risk assessment to
identify the primary known risks to health, safety and security by category, according to your
district’s unique circumstances (location, programs, participants, resources, etc.).

Though it is certainly impossible to plan for all contingencies in a given situation, having a well-
developed plan can help you ensure you have the proper tools in place to react quickly and
responsibly to the unexpected. Generally, a district’s crisis management plan should include
(but is not limited to) procedures that will address the following types of emergencies:

Accidents. Vehicular crashes, poisoning, house fires, falls, sports injuries, etc. that may require
serious medical attention.

Before planning activities for a group or individual, determine whether they are covered
under your district’s liability insurance and/or whether students’ travel insurance policies cover
participation, such as transporting young people in private vehicles.

Physical health emergencies. Various types of physical health emergencies can arise that may
not be accident-related, such as the serious outbreak of a contractible disease, hospitalization
for an ongoing medical condition, drug or alcohol overdose, etc.

Mental health emergencies. Mental health emergencies may include (but are not limited to)
disruptive or psychotic behavior, severe depression or withdrawal, drug or alcohol abuse,
suicidal or homicidal ideation, threats, or attempts, and self-harm.

Volunteers should never intervene in medical or mental health situations unless they are
trained to do so, and should instead utilize the expertise of local resources and professionals.

Natural disasters. Different regions of the world are susceptible to various natural hazards,
including wildfires, tsunamis, and earthquakes.

Political or civil instability. Ongoing government instability, a sudden rebellion or revolution, or

violent demonstrations, can post immediate or long-term health and safety risks.

Crisis Management Plan Guide and Samples (August 2020) 4

Crime or violence. Incidents such as assault, robbery, shoplifting, or rioting can occur
anywhere, and may be either committed against or by program participants.

Terrorist threat or attack. An act or threat of terrorism is the deliberate use of (or threat to
use) violence against civilians.

Missing person/Death. Young people may be perceived as “missing” due to

miscommunications about activities or plans. Although rare, abduction, kidnapping, hostage-
taking (including ransoms), or homicide can still occur even under the safest of conditions. In
rare but extreme circumstances a young person may die as a result of any crisis situations or
from natural causes. It is important to be prepared even in these unlikely events.

Rotary International has a zero-tolerance policy against abuse and harassment, and there
are specific policies and guidelines that all districts must follow to prevent and respond to these
types of incidents and allegations. Furthermore, all districts certified to participate in Rotary
Youth Exchange are required to adhere to and incorporate reporting guidelines for allegations
involving sexual abuse or harassment into their district youth protection policy. For more
information and feedback about how districts are to respond to these situations, see the Youth
Protection and Rotary Youth Exchange sections of the Rotary Code of Policies or consult Rotary’s
Youth Protection Guide.

COMMUNICATION CONSIDERATIONS

Ensuring communication protocols are clearly incorporated into a district’s crisis management
plan is directly related to the overall success of a district’s response to a crisis. Having a solid
communications plan in place will help ensure that information is relayed to participants, their
families, and volunteers in a consistent, accurate, and timely manner – minimizing the risk of
misinformation or confusion, and instilling confidence that the situation is being handled
effectively. Consider also appointing a dedicated group whose sole responsibility is to manage
and implement the communications plan in coordination with the CMT during a crisis. While
developing your communications plan, you should consider the following:

Outline key responsibilities. Determine who will be responsible for deciding when
communication is necessary and to whom, who will develop the messaging, and who will
communicate this information to all necessary parties.

Communication with young people and their families should be prompt, transparent,
factual, and compassionate – as well as free from personal opinion or subjectivity.

Crisis Management Plan Guide and Samples (August 2020) 5

Maintain a secure record of updated contact information and communication protocols. Ensure
that all contact information – especially for young people and volunteers – is maintained and
readily available so that in the event of an emergency all parties can be reached. Create a chart
to determine the flow of communication, and consider developing a backup communications
plan or even meeting points in the event telephone or cell service is unavailable, there is loss of
power, or someone cannot be located.

Specify communications protocols depending on the type and level of emergency. Different
emergencies may warrant different types of communication. For example, a potential natural
disaster may require a warning communication first to inform individuals that there is a
possible threat to safety. On the other hand, an unexpected event (such as a terrorist attack)
may require a more detailed level of communication that includes specific actions that must be
taken to ensure safety and security. Keep in mind an individual’s right to privacy depending on
the type of emergency.

Media communication. If the district feels it should alert the media (or the general public) about
a crisis, or if it has been asked to respond to media inquiries, see Rotary’s Media Crisis
Guidelines for guidance. Be sure to incorporate these steps into your district-specific
communications plan so that everyone understands how to best address these situations.

Language barriers. Working across countries, cultures, and languages is one of the most
enriching experiences for volunteers and young people in Rotary, but can present real
challenges during a crisis. Consider how you will communicate in the event of an emergency
when you may not share a common language or where language proficiency may hinder clear
and quick communication. Appoint additional members to your crisis management team that
can act quickly to facilitate communication and understanding between languages.

WHAT SHOULD OUR DISTRICT CRISIS MANAGEMENT PLAN LOOK LIKE?

A crisis management plan should be clearly written, easy to understand, and flexible in order to
allow for changes as local conditions or circumstances change. Review the sample crisis
management plan and appendices for guidance on developing your own plan that is unique and
customized to your local circumstances. These samples are general and in no way intended to
serve as a full plan or complete template, but rather a starting place developed with risk
management experts to help guide your district in the development of your own plan. While
there may be common elements in every district’s crisis management plan, it is crucial that
each district’s plan is developed by local leaders to address its own specific local conditions and

Crisis Management Plan Guide and Samples (August 2020) 6

risks. Adapt the sections, protocols, and appendices to meet your needs.

Many industries utilize checklists when planning for and responding to specific crises. Not
only do checklists provide a step-by-step approach to confirming tasks are completed in
response to a crisis, but they also help ensure a consistent, systematic, and informed decision-
making in the midst of a stressful situation. Additionally, they are typically easy to follow, which
is helpful for those who may be less familiar with your district’s protocols (e.g. students).

Crisis Management Plan Guide and Samples (August 2020) 7

 Insert your district logo here.
Use Rotary’s Brand Center to create one.

SAMPLE DISTRICT CRISIS MANAGEMENT PLAN

This document provides a basic framework but must be customized to fit your local and
legal circumstances. Text in gray are guide notes and should be removed from the final plan.

DISTRICT {INSERT DISTRICT NUMBER} CRISIS MANAGEMENT PLAN

TABLE OF CONTENTS
I. Purpose
II. Preparation and Crisis Prevention
a. Development
b. Training Schedule
c. Planned and Unplanned Simulations
III. Crisis Management Team
a. Core Crisis Management Team
b. Additional Crisis Management Team
IV. Crisis Situations & Response Protocols
a. Accidents
b. Physical Health Emergencies
c. Mental Health Emergencies
d. Natural Disasters
e. Political and Civil Unrest
f. Crime or Violence
g. Terrorist Threat or Attack
h. Missing Person
i. Death
V. Crisis Resolution
a. Deescalating a Crisis and Declaring a Crisis Resolved
b. Recovering
c. Debriefing
d. Updating the Crisis Management Plan and Emergency Training
VI. Other Important Considerations
a. Supporting Young People During a Crisis
b. Administrative Protocols
c. Insurance and Expenses
d. Media Crisis Guidelines
Appendix A – Sample Contact List and Notification Protocols (must be updated annually)
Appendix B – Sample Debriefing Questionnaire

Crisis Management Plan Guide and Samples (August 2020) 8

 Insert your district logo here.
Use Rotary’s Brand Center to create one.

I. PURPOSE

The health, safety and security of our volunteers and program participants is our highest
priority. As such, this document has been developed to serve as an important
procedural resource to assist District ____ (herby referred to as the district) volunteers
and participants respond effectively when a crisis occurs in order to minimize risk and
help ensure the safety of all, to the greatest extent possible.

Note: Explain the purpose of your plan and the goals you aim to achieve through its
development and/or implementation.

II. PREPARATION AND CRISIS PREVENTION

a. Development:
The district’s crisis management plan includes a comprehensive assessment of the local
risks, in collaboration with the following external agencies:

Note: List any consultants, including law enforcement agencies, local or national health
agencies, mental health professionals, etc. that may have contributed to your plan.

b. Training Schedule:
The district will implement the following training schedule for all individuals involved in
the program:

Example: Students shall receive in-person training at inbound orientation once per year.

Crisis Management Plan Guide and Samples (August 2020) 9

 Outline your district training schedule, frequency, and method for your Crisis
Management Team (CMT), students, volunteers, etc.

c. Planned and Unplanned Simulations

For the purpose of testing for readiness in the event of a crisis, the District Governor
may initiate a planned or unplanned simulation of a crisis. The following guidelines will
be followed during both a planned and unplanned simulation:
 It will be clearly identified that the crisis is a simulation and there is no
immediate risk to young people or volunteers.
 A crisis simulation shall not be conducted during an active crisis or immediately
following a resolved crisis.
 A crisis simulation shall not be conducted during a scheduled conference,
training event, planned group travel, or other event so as to avoid confusion.
 The district governor will confirm when the crisis simulation has ended.
 The Crisis Management Team will immediately conduct a debriefing session as
outlined in Chapter VI.

Note: A plan is only as good your ability to enact it successfully, therefore it is

encouraged that the district governor or the Core CMT do at least one simulation per
year, either planned or unplanned. Include other considerations for conducting
simulations according to your local circumstances.

III. CRISIS MANAGEMENT TEAM

The district’s Crisis Management Team (CMT) will constitute the following members and
include the outlined responsibilities. In the event of a vacancy, temporary leave of
absence, or incapacitation of any member of the Core or Additional CMT, the district
governor shall designate a trained replacement.

Core Crisis Management Team:

District Governor: Responsible for overseeing all aspects of crisis response, convenes
meetings, and delegates tasks as necessary. Represents the district and serves as the
appointed spokesperson when answering media inquiries. Has ultimate decision-making
authority when determining the level of a crisis (upon consultation with the CMT) and
actions to take in response to a crisis according to the response protocols. A trained
alternate should also be available in case the governor is impacted by the crisis or
otherwise unable to perform their crisis management duties.

District Youth Protection Officer: Assists with overseeing crisis response and serves as a
consultant (when appropriate) or consults with local experts for guidance when
necessary, monitors developments of the situation, and coordinates communication
within the district and its clubs and with Rotary International. This person does not need
to be an active member of a club to serve in this role.

Crisis Management Plan Guide and Samples (August 2020) 10

 District Youth Exchange Chair: Serves as the main point-of-contact for students and
families involved in Rotary Youth Exchange, coordinating communication with them.
Responsible for ensuring all students are safe and accounted for in the event of a crisis.
Responsible for reporting updates to all members of the CMT.

District Interact Chair: Serves as the point-of-contact for youth and families involved in
Interact, coordinating communication with them. Responsible for ensuring all students
are safe and accounted for in the event of a crisis. Responsible for reporting updates to
all members of the CMT.

District RYLA Chair: Serves as the point-of-contact for youth and families involved in
Rotary Youth Leadership Awards, coordinating communication with them. Responsible
for ensuring all students are safe and accounted for in the event of a crisis. Responsible
for reporting updates to all members of the CMT.

Additional Crisis Management Team:

Example: Jane Doe, member of the Rotary Club of XX, member of the district Youth
Exchange committee: responsible for ensuring all CMT members, parents, and families
are subscribed to automated alerts from their respective government agencies, health
agencies, or emergency notification systems. Regularly monitors any emergency
notifications and reports potential or actual emergencies to the Core CMT.

Note: In order to ensure effective coordination, it is essential that those managing and
following this plan understand their roles and responsibilities in carrying out a response.
In this section, list everyone on this team, their role, and a description of their
responsibilities.

IV. CRISIS SITUATIONS & RESPONSE PROTOCOLS

Each section below outlines crisis situations by type and the appropriate protocols to be
followed depending on the Level. The Core CMT and ultimately the district governor
decides the level of a crisis and when to escalate or deescalate a crisis.

Note: Below are two examples of a response protocol based on three crisis levels.
Develop a set of response protocols based on each type of crisis as noted in the table of
contents or include additional types according to your local circumstances. Because each
type of crisis requires a different response, it is important to have clearly defined

Crisis Management Plan Guide and Samples (August 2020) 11

 definitions for each level and the response protocols for each. Also consider developing
checklists for each type of crisis as noted in the best practices section.

a. Accidents

Level I – Minor Injury/Accident: The emergency (or perceived emergency) does not currently
present a significant health or safety risk and does not appear to require medical intervention
and involves only one or two people. If more than two people are affected by a minor
injury/accident, follow the response protocol for Level II

1. Immediately alert the on-site or responsible health, safety, or medical personnel to

assess the injury/accident
2. Have a qualified/trained volunteer administer first aid to the injured person(s) and
safely transport them to the designated area of refuge if needed
3. Continue to monitor the affected person(s) and contact emergency medical assistance if
necessary (escalate to Level II)
4. Contact the parent/guardian within 24 hours of the injury/accident
5. Report the injury/accident to the District Youth Protection Officer and Rotary
International within 72 hours of the injury/accident
6. _______________________________________________________________________

Level II – Serious Injury/Accident: The emergency (or perceived emergency) may present a
significant health or safety risk and requires medical intervention for one or more person or
more than two people are affected by a minor injury/accident

1. Immediately alert the on-site or responsible health, safety, or medical personnel to

assess the injury/accident
2. Immediately contact emergency medical services
3. Have a qualified/trained volunteer administer first aid to the injured person(s) and
safely transport them to the designated area of refuge if needed
4. Ensure that other youth program participants are being supervised while attending to
the needs of the injured person(s)
5. As soon as emergency medical services arrive, contact the parent/guardian and District
Youth Protection Officer
6. If the person(s) are required to be transported to a hospital or emergency medical
facility, designate an adult volunteer to accompany them and other adult volunteers to
supervise remaining youth program participants
7. Contact the designated person responsible for insurance-related questions or claims to
determine what steps may be required to report to insurance provider(s)
8. Determine if there will or may be any media coverage and activate your media crisis
response protocols
9. Report the injury/accident to the District Youth Protection Officer and Rotary
International within 72 hours of the injury/accident
10. _______________________________________________________________________

Crisis Management Plan Guide and Samples (August 2020) 12

 Level III – Critical Injury/Accident: The emergency (or perceived emergency) presents a
significant or critical health or safety risk and requires immediate medical intervention or life-
saving procedure

1. Immediately alert the on-site or responsible health, safety, or medical personnel to

assess the injury/accident
2. Immediately contact emergency medical services
3. Have a qualified/trained volunteer administer first aid to the injured person(s) and
safely transport them to the designated area of refuge if needed
4. Ensure that other youth program participants are being supervised while attending to
the needs of the injured person(s)
5. As soon emergency medical services arrive, contact the parent/guardian and District
Youth Protection Officer
6. Designate an adult volunteer to accompany the person(s) to a hospital or emergency
medical facility and designate other adult volunteers to supervise remaining youth
program participants
7. Contact the designated person responsible for insurance-related questions or claims to
determine what steps may be required to report to insurance provider(s)
8. Determine if there will or may be any media coverage and activate your media crisis
response protocols
9. Report the injury/accident to the District Youth Protection Officer and Rotary
International within 72 hours of the injury/accident
10. _______________________________________________________________________

Note: Create additional levels or protocols depending on your local circumstances.

b. Physical Health Emergencies

Level I – Monitor: The emergency (or perceived emergency) does not currently directly impact
students or volunteers, and is perceived to be a contained/isolated situation

1. Distribute or communicate information to volunteers, students and their parents, and RI

related to how the emergency is impacting/has impacted nearby cities, countries, etc.,
to create awareness and educate stakeholders on how to protect themselves, and to
assure them that the situation is being monitored by your crisis management team.
2. Continue to monitor developments, including any alerts and updates issued by federal,
state and local government agencies for further guidance.
3. _______________________________________________________________________

Level II – Plan: The situation does not yet directly impact students or volunteers but has
developed or progressed/spread to other areas and is no longer isolated or contained

1. Activate crisis team to monitor developments, prepare for and plan for next level of
severity
2. Prepare formal communication to individuals who express concerns about the
developments, as well as a proactive, informational communication to all stakeholders
(volunteers, students and parents)

Crisis Management Plan Guide and Samples (August 2020) 13

 3. Identify the criteria that would require activities, such as in-person gatherings or travel
to be postponed or cancelled
4. Identify the criteria that would require program participants to self-isolate, quarantine,
seek medical treatment, or be repatriated
5. Develop a specific plan based on the criteria identified should the emergency spread to
or directly impact your region, including students and volunteers, and communicate this
plan to all. The plan should include specific dates that actions will be taken if the
situation does not improve or worsens
6. Contact the designated person responsible for insurance-related questions or claims to
determine what steps may be required to report to insurance provider(s) and to access
any resources the carrier may have available
7. _______________________________________________________________________

Level III – Act: The emergency directly affects your district/region, students and volunteers

1. Implement actions steps identify in Level II to prevent risk to students or volunteers (e.g.
cancelling activities, events, or travel)
2. Communicate emergency and contingency procedures to students, volunteers and
parents
3. Communicate emergency and contingency procedures to all relevant local, national, or
international government or health agencies as necessary to coordinate repatriation or
safe travel
4. Contact the designated person responsible for insurance-related questions or claims to
determine what steps may be required to report to insurance provider(s) and to access
any resources the carrier may have available
5. Issue refunds or notice of cancellation for all pre-paid or registered events, trips, or
other program-related costs
6. Notify RI within 72 hours of any emergency medical treatment, hospitalization, or
repatriation of program participants related to a heal emergency
7. Continue to monitor and adapt procedures as situation develops
8. _______________________________________________________________________

Note: Create additional levels or response protocols according to your local

circumstances. For example, “Level III – Act” may include specific action steps per
program, such as what to do in the event of quarantine measures or travel restrictions
related to an infectious disease outbreak and what factors would require a decision to
cancel in-person events like RYLAs or require all currently hosted Rotary Youth Exchange
students to return to their home country if safe and possible to do so. Include all the
action steps required in order to safely and effectively implement those actions steps.

V. CRISIS RESOLUTION

a. Deescalating a Crisis and Declaring a Crisis Resolved:

The District Governor shall be responsible for deescalating a crisis (moving a crisis from
a higher level to a lower level) and declaring a crisis resolved according to the following:

Crisis Management Plan Guide and Samples (August 2020) 14

 Deescalating a crisis: a crisis level will be moved from a higher level to a lower level,
when appropriate, when the all steps in the response protocols have been followed, but
there is still a need to maintain a level of crisis awareness or response, and that
response is more appropriate to the protocols described by a lower level. The District
Governor will communicate with the Core CMT in the event of a deescalation of a crisis
and activate the notification protocols as necessary.

Declaring a crisis resolved: a crisis will be deemed resolved when the all steps in the
response protocols have been followed, there is no immediate risk to young people and
volunteers, and there is no need to maintain a level of crisis awareness or response. The
District Governor will communicate with the Core CMT in the event of a resolution of a
crisis and activate the notification protocols as necessary.

Note: Outline additional criteria for deescalating or resolving a crisis and response
protocols for each as according to your local circumstances.

b. Debriefing:
Immediately following a resolved crisis, a crisis simulation, or a narrowly avoided crisis,
the Core CMT shall conduct a debriefing. Members of the Additional CMT may also be
included, as necessary. The purpose of the debriefing is to ensure the response
protocols were followed, if there are any action steps needed as a result of a crisis
resolution, including, but not limited to, making updates to the crisis management plan
and conducting emergency trainings.

A copy of the debriefing questionnaire (Appendix B) shall be included with any formal
records and the district governor shall be responsible for ensuring that any actions
recommended as a result of the debriefing are implemented.

Note: Debriefings can be formal or informal, but should always include a thorough and
honest assessment of the crisis response so that improvements can be made.

c. Updating the Crisis Management Plan and Emergency Training:

It is important to review the crisis management plan regularly. The plan shall be
updated as follows:
 Annually prior to the start of the new Rotary year by {insert date}.
 Following any changes to leadership or other youth protection policies.
 As a result of recommendations from a debriefing following a resolved crisis, a
crisis simulation, or a narrowly avoided crisis.

Emergency (unscheduled) trainings shall be conducted as follows:

 Immediately following a resolved crisis when the results of a debriefing reveal a
need to do so.

Crisis Management Plan Guide and Samples (August 2020) 15

  If a crisis or emergency that involves young people is narrowly avoided,
especially when the results of a debriefing reveal that youth protection policies
or response protocols were not followed.

Note: These may not be the only circumstances that warrant an update to your crisis
management plan or that may require additional training. Outline additional
requirements according to your local circumstances.

VI. OTHER IMPORANT CONSIDERATIONS

a. Supporting Young People During a Crisis

Young people may require additional support, mental health counseling, or medical
attention during or immediately following a crisis. It is important to check-in with young
people who have experienced a crisis themselves as well as others who may have been
present during an in-person emergency or who may also be indirectly impacted (friends,
family, or others close to someone who experienced a crisis).

The following procedures should be followed during a crisis and immediately following a
crisis:
 Assess the physical, mental, and emotional state of young people directly or
indirectly impacted by a crisis
 Be supportive but also respect the young person’s right to privacy or
confidentiality if there is no reporting requirement
 Schedule a follow-up with anyone directly or indirectly impacted by a crisis with
an appropriate person (Club counselor, district Youth Protection officer, etc.)
 Offer additional support services as follows. Notify ________________________
when additional support services are required

Service type Provider Telephone Email

Ex. Mental Health ABC Counseling +1-123-555-5555 ABC@email.com

Note: Outline additional types of support that your district can offer according to your
local circumstances or what types of professional services your district has contracted or
has access to as part of your youth protection policies.

b. Administrative Protocols
Reporting: All required reporting (district-level, local, state/provincial, national,
international, and RI) shall be completed within the designated required timeframe.

Crisis Management Plan Guide and Samples (August 2020) 16

 Record-keeping: An official record of a crisis response, including the corresponding
completed debriefing questionnaire, along with any other relevant materials
(press/media releases, media coverage, insurance claim application forms, official
letters, email correspondence, police reports, etc.) shall be filed along with other private
and confidential reports, accessible to only those with a need to review the record.

Note: Outline the specific required reporting timeframes either in this section or
reference where they might be noted in your district youth protection policies. Outline
additional record-keeping requirements according to your local circumstances.

c. Insurance and Expenses

Insurance: The district maintains liability insurance which can include coverage for
bodily injury and/or property damage incurred in an emergency/crisis. Review the policy
coverage/limits for additional information and policy reporting guidelines. All insurance-
related questions or requests to submit a claim must be referred to {insert insurance
provider/broker name}.

Note: A student’s travel insurance should provide medical, repatriation, and evacuation
coverages. Know the policy requirements, and the process for activating coverage,
reporting a loss, and submitting a claim

Expenses: The district maintains an emergency crisis management fund in the event that
there are expenses incurred that require immediate payment to provide for the safety
and well-being of youth and volunteers, including expenses that may be later
reimbursed by a liability insurance provider and those that may not be reimbursed. To
the extent possible, all expenses must be approved in advance by {insert responsible
person} and all receipts must be submitted for reimbursement and record-keeping.

Note: Reference the name and contact information for your insurance provider or note
where to find coverage and policy information, and designate a main point of contact for
insurance-related questions or claims. Crises can be expensive, especially when there
may be costs not covered by insurance. Consult with your district finance committee and
insurance provider to determine how much you should budget for an emergency crisis
management fund and how those funds will be kept, audited, and managed. Outline any
additional procedural considerations according to your local circumstances.

d. Media Crisis Guidelines

In the event of a media inquiry, request for comment, interview, or other details related
to a crisis, the designated media spokesperson shall be the district governor, unless
otherwise noted. All volunteers should be instructed as part of their crisis training to not
respond to or otherwise comment on a crisis situation and rather refer all inquiries to
the designated spokesperson. All volunteers should refrain from commenting on or
otherwise sharing published content involving a crisis and refer the content to the
designated spokesperson.

Crisis Management Plan Guide and Samples (August 2020) 17

 Note: Outline additional guidance, procedural considerations, and responsible people
according to your local circumstances. Refer to Rotary’s Media Crisis Guidelines for
additional guidance when developing your district media crisis guidelines.

Crisis Management Plan Guide and Samples (August 2020) 18

 Insert your district logo here.
Use Rotary’s Brand Center to create one.

APPENDIX A - SAMPLE DISTRICT CONTACT LIST AND

CRISIS NOTIFICATION PROTOCOLS
This contact list should be updated annually or anytime a change is made in district
leadership. This list should be distributed to everyone listed below and anyone who may need
to contact those on this list in the event of an emergency (students, parents, host families, on-
site medical personnel, etc.)

Name Role Email address Telephone Notifies

Ex. John DG, Core CMT John.Smith@email.com +1-123-555-5555 All Core CMT
Smith
Ex. Jane District RYLA Chair, Jane.Doe@email.com +1-123-555-6666 District Youth
Doe Additional CMT Protection
Officer

Crisis Management Plan Guide and Samples (August 2020) 19

 Insert your district logo here.
Use Rotary’s Brand Center to create one.

APPENDIX B - SAMPLE DEBRIEFING

QUESTIONNAIRE
This questionnaire should be customized according to your local circumstances and include
clear instructions, designate a responsible person, and indicate a realistic timeline for follow-up

Section 1 – Crisis Overview

Crisis Type:

Crisis Level:

Brief description:

Date(s) occurred:

Section 2 – Crisis Response Check-list

☐ Yes ☐ No 1. Were the crisis type and level appropriately identified?

☐ Yes ☐ No 2. Was the crisis level appropriately escalated/deescalated?
☐ Yes ☐ No 3. Were the response protocols followed according to the crisis type/level?
☐ Yes ☐ No 4. Were the notification protocols followed appropriately?
☐ Yes ☐ No 5. Were the reporting requirements followed appropriately?
☐ Yes ☐ No 6. If reporting required: Was a report submitted to RI within 72 hours?
☐ Yes ☐ No 7. Was an insurance carrier notified?
☐ Yes ☐ No 8. Was the crisis resolved appropriately?
If any answer is marked “No” describe below for all instances:
Example: 1. At first we thought the crisis was only a Level 1, but after reviewing it again we
determined it was actually a Level 2.

Crisis Management Plan Guide and Samples (August 2020) 20

Section 3 – Crisis Management Plan Updates and Emergency Training

☐ Yes ☐ No 1. Does the Crisis Management Plan need to be updated?

If yes, describe what updates are required and include details in Section 3:
Example: The crisis definitions for each type of crisis will be updated with more detail to make it
easier to identify the type and level of each crisis.

☐ Yes ☐ No 2. Is an emergency training required?

If yes, describe what updates are required and include details in Section 3:
Example: The Core CMT will conduct a 30-minute virtual meeting with entire Crisis Response
Team after the crisis definitions and levels are updated to make sure everyone is updated.

Crisis Management Plan Guide and Samples (August 2020) 21

Section 4 – Crisis Resolution Follow-up

Outline all follow-up steps required, the responsible person for each, and a timeline to
complete the action steps:

Follow-up Responsible person Timeline

Ex. Update the Crisis Management Plan DG, Core CMT 4 weeks or by
(insert date)
Ex. Conduct online Zoom training to share the District Youth Protection 6 weeks or by
updated Crisis Management Plan Officer, Core CMT (insert date)

Crisis Management Plan Guide and Samples (August 2020) 22

Section 5 – Acknowledgments

The underwritten acknowledge that they have participated in the crisis debriefing and agree to
any follow-up actions described in Section 4.

Print name Date

Print name Date

Print name Date

Print name Date

Print name Date

Print name Date

Print name Date

Print name Date

Crisis Management Plan Guide and Samples (August 2020) 23