Crisis Management Plan For Officers
Table of Contents

Introduction

It is an unfortunate fact that bad things do happen to good people. From time to time a serious injury, loss of life, major property loss, or criminal activity will occur in a chapter. The best way to handle these problems is to have a set of guidelines, prepared well in advance, which will help you not to miss anything in the immediate aftermath. We are providing you with a crisis management checklist and plan to help prevent, manage and follow-up crisis situations.

Keeping this document handy — perhaps posted, but certainly somewhere you can reach it on short notice — is one line of defense. You have already received much information about reducing your liability, preventing theft, etc. Common sense, as you know, will prevent a lot of headaches.
Events of this nature grievously impact not only the chapter, but also the community, school, and the families of members and those connected with them, as well as the Fraternity and the fraternity system.

Strong preventive measures will prevent most losses. Safety inspections, fire drills, and the elimination of improper illegal activities are essential to control the risk. Should an event of a disastrous nature occur, however, the Fraternity must be prepared to respond quickly and appropriately.

  1. NOTIFY LAW ENFORCEMENT OFFICIALS. Crimes must be reported. It is not brotherly to cover them up. Report crimes to police and campus law enforcement officers. If such officials contact you first, cooperate. Advise undergraduates of their duty to cooperate. Stick to the facts known to you/them.
  2. NOTIFY THE EXECUTIVE OFFICES. Contact Phi Tau’s Director of Chapter Services and report the incident and available facts. Give names and telephone numbers of local brothers and others whom the Fraternity will likely want to contact because of their knowledge or involvement in the incident or the management of its consequences. These numbers are to only be used in emergency situations. Director of Chapter Services: Tim Hudson Daytime phone: 513.523.4193 x231 Crisis Hotline: 1.800.758.1906 X231
  3. NOTIFY SCHOOL OFFICIALS, in the following capacities, according to your judgment of the nature and seriousness of the event, reporting the essential facts; if the event indicates a possible need for disciplinary action, the Fraternity will take immediate action to control and/or discipline the chapter or individuals involved, independently and in cooperation with the school.
    1. Greek Advisor
    2. Dean of Students/Student Affairs
    3. Public Relations Officer
    4. Office of the President
  4. DO NOT NOTIFY PARENTS of the injured or deceased. In general Law Enforcement or medical personnel will assume that responsibility. Contact with parents should be handled with care and respect. This should generally not be handled by undergraduates. State your name, capacity, the general nature of the event and its results, your telephone number, and the names and telephone numbers of others whom the family will want to contact. Extend your sympathy and that of the Fraternity. Particularly when an event may be carried in the media, chapter members/associate members should notify their families. Make it clear that they avoid speculation and opinion regarding the event, causes, and fault.
  5. NOTIFY YOUR BOARD OF GOVERNORS. The BOG has ultimate authority and responsibility for directing and coordinating communications, repair, and recovery efforts. Don't leave them out and don't withhold any information.
  6. NOTIFY YOUR INSURANCE CARRIER. Every Property loss or potential liability must be reported to your insurance carrier immediately, through your agent or the company's local office.
  7. HIRE AN INVESTIGATOR (IF NECESSARY). If there is some doubt as to whether your insurance company is going to handle the case, or in any case where there are facts which should be promptly investigated and documented, consider hiring an investigator. This is an expense which will probably ultimately be borne by the chapter.
  8. ARRANGE ALTERNATE HOUSING/EATING FACILITIES. Where chapter facilities for housing and eating are lost or impaired, arrange for alternate facilities, possibly with other fraternities or a school dorm. This is a cost to be borne by the chapter, so do not incur costs unless you know that funds are available to pay them. Maintain a roster of where all displaced persons are located.
  9. ITEMIZE PROPERTY LOSSES. This is best done when memories are fresh. In some communities, it is common for the insured party to hire its own adjuster to determine the amount of the loss and deal with your insurance.
  10. MAINTAIN CONTACT with the Executive Offices and follow any special instructions emanating from the Chief Executive Officer or other officers.
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