Crisis Management (Magellan Networkmeeting – Monday October 3 2011)

Developing a Crisismanagement plan 1. Preparing for a crisis: procedures, documents, decision tree Steps in CM, Worksheets, tips and tricks for communication, checklists, personal emergency plan for students, emergency cards… 2. Managing and handling a crisis 3. Documentation and information The plan is constently subject to change Different plans and procedures needed for different target groups (inbound students/staf; outbound students/staff)

Preparing for a crisis: alarm procedure 0. Inform stakeholders on alarm procedure Alarm: crisis 1. Register the crisis 2. Inform Programme: head of the programme & international coordinator Central office: President, Head student Affairs…, International coordinator, Insurance office 3. Decision making Define the decision maker What does the CM-team look like? Who’s in charge of the CM-team? Who can overrule standard procedures? Who carries the responsibilty?

7. Evaluation and closure 4. Members in the CM-team Responsible for handling the Crisis Reports to the programme and central office 5. Actionplan Analysis of the crisis Planning the activities Organisation (activities, timeling, staff and responsibilities, means) Finances Administration Moral support/ethics Family support Coordination of other initiaitves (i.e. government, army…) Internal communication External communication After the crisis 6. Debriefing 7. Evaluation and closure

Required data and information: examples List of students/staff abroad Period abroad Contact@guest institution Address abroad Contact@home institution Medical data (blood type, allergy, …) Embassy/consulate abroad Contact placement company Insurance information Health care information Travel itinerary … Database + Paper !

Mandate & Responsibilities of the CM team Financial mandate Mandate to impose decisions Mandate for external comunication Logistics and facility management responsibilities Legal advice Insurance advise …

Our role in CM: information network Not every crisis needs intervention from the CM team Impact of the crisis Access to important (personal)data Access to information is crucial