Crisis Management Plan

Ratified: April 23, 2018

Last Amended: N/A

Fraternities are not immune to the tragedies and crises that have struck the college population with alarming frequency over the past decade. As leaders and volunteers working with student chapters, we must be prepared to meet the needs of any crisis we face. This guide is dedicated to the prevention of risk management crises, but also outlines the basics steps to follow in case of an emergency.

Teach Risk Management and Crisis Management to the membership.

All Fraternity Statements of position and risk management policies and procedures should be taught during the initial intake period for members, the new member education program. Review these policies and procedures with the entire membership at Midyear. If a member should not be able to attend Midyear, they will receive a copy of the policies and procedures within their annual welcome packet that they will be required to review upon receipt. The first concern should be the health and safety of each member, and the chapter in general. All members must know who is in charge and be prepared to follow instructions. Identify the leader BEFORE the problem happens.

At the chapter level, the President of the chapter should take charge in any crisis. The President should consult with volunteers, staff, and other members who possess more expertise or insight. The final decision, however, must rest with the President. If the President is absent, the next ranked officer is in charge. All chapter officers should find a copy of these emergency procedures on the Policy website.

1. The Chapter President (or officer next in line if the President is not present) takes charge.
2. Call emergency number(s), usually 9-1-1, so appropriate emergency personnel (police, fire, and ambulance) can respond. Cooperate fully with the needs of any public safety organization seeking to help you or protect your safety.
3. The President must have complete control of the situation, and be aware of who is in the area. Permit only your members and appropriate officials to enter.
4. If applicable, assign one or more responsible members to calmly guard the door.
5. Do not tamper with any part of the area involved in the incident, specifically things that might be construed as evidence or areas involved with the incident.
6. Call the BOT Risk Management Advisor as soon as possible.
7. Assemble your members in a group (in case of fire, assemble outside, in front near the street). All should remain calm. Explain there is an emergency, but that it is under control. Remind members that only the President can speak for the Fraternity — members are not to speak to anyone (including friends, significant others, parents, the university) about the crisis.
8. Do not discuss details, speculate on events or otherwise elaborate on the situation. Often, litigation follows crisis. Statements made could later be used in court.
9. Fully cooperate with appropriate authorities.
10. Clothing with the Fraternity’s name should not be worn during the investigation period.
11. Submit all requested information about the incident to the NVPCM in a timely manner.

• If contacted, only the Chapter President (or next highest ranking officer if President is not available) should speak for the chapter.
• Avoid “no comment” as it leads to speculation. Instead, make a simple statement: “We are aware that an incident occurred and are cooperating fully with the police who are investigating.”
• Keep repeating the above statement if you are pursued further. Do not give in because you are asked the same question several different ways.
• Never release names or admit liability.
• Depending on the circumstances, the National Officers may take over any direct contact with the media including the issuance of a press statement.

• DO NOT NOTIFY THE FAMILY. Medical or police personnel who are trained in this will notify the family. You should always have emergency contact information on file available to proper authorities. After you know that the emergency contact has been notified, it is appropriate for a chapter representative to call and share your concern.
• In the event of a death, do not remove any personal items from the room. Do not let members enter the room. Allow only authorized personnel to enter the room. If possible, keep the door locked. Ask the emergency contact what their wishes are in regard to the member’s possessions. You may offer to pack them in boxes, but it is more likely that the family will want to do this themselves. Before they arrive, be sure that any borrowed items are returned. When the family arrives, have empty boxes available and offer your help. Understand that this is a difficult time for them and they may want privacy.
• Coordinate member attendance at the funeral or memorial service.
• In the case of serious injury or illness, find out the visitation wishes of the family and coordinate this with members of the chapter.

Individual and group counseling is strongly recommended following any crisis situation.