Crisis Management
While student organizations are compelled to plan their activities and events in such a way as to avert crisis, it is important to proactively plan how to respond in the event one should occur. Intentional development of a crisis response plan prior to an event or activity will empower the organization to effectively respond. Educating members prior to a crisis is crucial. All organization members must know who is in charge and be prepared to follow the plan. The following information is intended to assist students in the development of a crisis response plan, but should not be considered a completed plan, rather a guide for designing a protocol that fits the organization's needs.
Accidents Involving University Vehicles
- Stop immediately and notify the local police.
- Fill out the Police Report. This is necessary for insurance purposes.
- Obtain names and addresses of all witnesses.
- While at the scene of the accident, obtain needed information for the Motor Vehicle Report. The form will be in the glove box of the vehicle.
- Do not make any statements as to who is at fault. Fault or legal liability will be decided by the proper authority.
- Call the Transportation Center (845-7121). You will need to give them numbers found stenciled on the back of the van or found in the pamphlet in the glove box. If the vehicle is inoperable and within the Bryan/College Station area, call the Transportation Center for wrecker service. If outside the area, have it towed to the nearest dealer of the make of the vehicle involved.
- When you return to campus, fill out an accident report and notify the department through which the van was rented. (If it was rented though Student Activities, please contact the Staff Accountant). Be advised that the student organization is liable for the first one thousand dollars ($1000) of damage on each vehicle for each incident.
General Crisis Response Plan
Begin by generating a plan for how to deal with emergencies
- Who is in charge in your organization?
- Whom are you going to notify?
- How will you help during the event and afterward? If medical attention is needed Contact 911 (9-911 if on campus) or get appropriate help needed
- Consult medical release form for any special needs of victims
- Attend to medical needs first before doing anything else
- If you did not cause nor are responsible for the accident, then any medical assistance you give to the injured party leaves you potentially legally responsible for anything you do beyond what an ordinary person in that unique situation would do.
- If you did cause or are responsible for the accident then you owe all victims of the accident a reasonable duty of care.
- Contact the appropriate authorities (students or advisor should call)
- Notify the University Police Department (UPD) at (979) 845-2345 (monitored 24 hours). They will contact CIRT as appropriate.
- Notify your advisor if s/he was not part of the activity.
- Notify all organization members in a meeting.
Statements About the Accident
- Create an organization statement for media inquiries.
Following the accident, empathize with victims/families but avoid saying anything other than "We sympathize for those affected by this. The situation is under investigation and more information will be revealed when it is available." This posture will appear as if you are covering up the situation. However, when more information does become available to you, your group should decide who will speak for the group and what information will be released.
- Consult with your university advisor and/or national representative to discuss what things you should discuss in a post-accident press conference or release.
Post-accident cooperation
- Cooperate fully with those evaluating the accident.
- Your organization should be seeking information to resolve the situation.
- Covering up or ignoring information is never the recommended manner for handling a post-accident situation.
- Learn from the event if nothing else.
Crisis Fact Sheet
Quickly assemble all of the facts, verify them, and use them in preparing any official statements.
The organization spokesperson is _________________________________________________
What happened?
Who was involved?
When (specific time and date)?
Where (exact location)?
Why did this occur?
How did this occur?
List property damage:
Nature of injuries:
What can be done to keep this from happening in the future?
What other events should we review based on what we know now?
Applicable University/Organization Policies:
