Wheatland Center School

Wheatland Center School

66606 368th Avenue

Burlington, WI 53105

(262) 537-2216

Division of Student Support and Prevention Services

Department of Student Support and Guidance

CRISIS RESPONSE PROCEDURE MANUAL

CRISIS RESPONSE PROCEDURES

Table of Contents

Directories

Is This A Crisis?……………………………………………………………..4

Crisis Response Goal………………………………………………………..5

Crisis Response Building Team…………………………………………….6

Building Telephone Tree (Insert)

Building Map (Insert)

Building Procedures

Press Statement……………………………………………………………..6

Crisis Team Role Descriptions/Check Lists

Principal

During School Hours………………………………………………..8-9

Outside School Hours……………………………………………….10-11

Crisis Team Leader…………………………………………………………..12-13

Crisis Team Member…………………………………………………………14

Teacher……………………………………………………………………….15

Secretary……………………………………………………………………...16

Custodian …………………………………………………………………….17

Medic Alert/Nurse……………………………………………………………18

Sample Letter

Key Points for Notification Letters.…………………………………….19

Parent Sample Letters………….….…………………………………….20-22

District Policies

District Policy ……………………………………………………………23-45

Suicide Crisis Plan (Insert)

Memorials (Insert)

Is This A Crisis?

Factors to consider:

1. Number of children, staff, families affected by the event.

2. Seriousness of the incident.

3. Age of the persons involved or witnessing the event.

4. Proximity to the school.

5. Time of the incident.

6. Amount of information, accurate or inaccurate, that is being disseminated.

7. Scheduled events that could be impacted.

Examples:

A. Life or Death Situations

1. Suicide – Verbal/Written Threat

B. Time of danger or anxious waiting

1. Weapons

2. Fire

3. Tornado

4. Intruder

5. Bomb Threat

C. Deaths

1. Natural Death

2. Accidental Death

3. Suicide

F. Critical Injury

G. Missing/Adductive Child

H. Other

1.Alcohol

2. Harassment

3. Demonstrations

4. Fights

5. Sexual Assault

Crisis Response Team Goals

The purpose of this plan is to assist students and faculty in dealing with a crisis that may impact on the social and/or educational environment of a student and/or faculty member here at Wheatland Center School.

Ø  To provide and organize, systematic, yet flexible response to crisis.

Ø  To acknowledge that grief is a natural response to dying.

Ø  To provide education in the grief process.

Ø  To offer consolation and a safe environment for the release of emotions.

Ø  To identify individuals/groups who may be at-risk and to provide follow-up resources as needed.

Ø  To annually identify Crisis Response Teams and to provide an on-going training and support.

Crisis Response Building Team

1. Administrator Jason Tadlock

2. Building Principal Patricia Clements------Primary Contact

3. School Counselor Denise Ruemmele

4. School Psychologist Emily Lynd

5. Designated Health Person Carolyn Spangler

Responsibilities of Intervention Team/Members

A. Receive information about crisis

1. Inform the team members personally

B. Call team meeting as possibly

1. Information

a. Verify all possible information

b. Determine what information will be given out and to whom

2. Assign person(s) to

a. Contact media if needed

b. Parent contact if needed

c. Staff contact if needed

3. Dissemination of information by

a. Phone

b. Individual Contact

c. Memo

d. Group Meeting

4. Contact and make ready and available services

a. Counseling

b. Health and Rescue Services

c. Law Enforcement

Press Statement

Reminder to staff that making statements to the press is not recommended. All media personnel should be referred to the Administrator.

This is a statement, which staff can give to the press if approached.

“To the extent we understand the situation,

we are doing everything we can with the

resources we have. Information will be

made available to you as it is obtained.

Please call the Administrator for this information.”

Principal Check List

Crisis Repose Building Procedures

During School Hours

I. When a crisis occurs during the school day, the following procedures will be followed:

______A) The principal will verify the information.

______B) The principal will contact the Administrator, Guidance, and

Psychologist.

______C) The principal will call a meeting of the building Crisis Team

(including any teachers directly involved).

______D) Notify Parent/Guardian/Emergency Contact of situtaiton.

Parental input is sought regarding information to be released.

Also, Parent will determine if siblings will be notified by

school personnel.

______E) Identify siblings and their schools. Notification of these schools

will be made after parent contact is made.

______F) Review the roles for each team member as defined in the crisis

manual.

______G) Develop a plan for informing faculty, students, and parents for the

event and support services to be offered.

____ (1) Written notice to be read to all students and staff as

appropriate for individual circumstances.

____ (2) Visits to appropriate classes by Crisis Team members.

____ (3) Notification to school community that support counseling services are available to students through the school counselor/support staff. An “open door” policy will be maintained as long as needed.

____ (4) Develop a written response for the parents who seek information by phone or in person.

____ (5) Provide substitute teachers as needed.

____ (6) Designate a phone line for Crisis Team communication

____ (7) Follow up with hospital and family as needed

____ (8) Record the services offered and used on the “Crisis Support Log” form.

____ (9) Inform community agencies of potential referral.

_____ H) Schedule review and staff support meetings as needed.

_____ I) Remind staff that making statements to the press is not recommended. All

media personnel should be referred to the Administrator.

____ J) Determine if a memorial, gift, flowers, or services are appropriate.

____ K) Determine follow-up support available for district personnel.

____ L) Refill Crisis Binder.

Principal Check List

Crisis Response Building Procedures

Outside School Hours

II. When a crisis occurs outside school hours, the following procedures are to be followed:

______A) The principal will verify the information and seek parental input on

information to be released.

______B) The principal will contact the Administrator, Guidance, and

Psychologist (including the calling tree).

______C) The Crisis Team will meet the next day (exact time to be

determine).

______D) Hold faculty briefing before school.

______E) Review the roles for each team member as defined in the crisis

manual.

______F) Develop a plan for informing faculty, students, and parents for the

event and support services to be offered.

____ (1) Written notice to be read to all students and staff as

appropriate for individual circumstances.

____ (2) Visits to appropriate classes by Crisis Team members.

____ (3) Notification to school community that support counseling services are available to students through the school counselor/support staff. An “open door” policy will be maintained as long as needed.

____ (4) Develop a written response for the parents who seek information by phone or in person.

____ (5) Provide substitute teachers if needed.

____ (6) Follow up with hospital and family as needed

____ (7) Record the services offered and used on the “Crisis Support Log” form.

____ (8) Inform community agencies of potential referral.

_____ G) Identify siblings and their schools. Notification of these schools

will be made after parent contact is made.

____ H) Schedule review and staff support meetings as needed.

_____ I) Remind staff that making statements to the press is not recommended. All

media personnel should be referred to the Administrator.

____ J) Determine if a memorial, gift, flowers, or services are appropriate.

____ K) Determine follow-up support available for district personnel.

____ L) Refill Crisis Binder.

Crisis Team Leader-Principal

Role Description for Crisis Response

I. Meet with the Crisis Response Team:

____ A) Assess the impact of the event on the student, staff, and community.

____ B) Determine the need for additional help for support

____ C) Plan how student/staff will be informed of the event

____ D) Plan for one or more of the of the following:

_____ (1) Set up the Crisis Control Center

_____ (2) Designate counseling rooms and assign crisis team

members to those rooms.

_____ (3) Assign school staff to escort students to and from

counseling rooms.

_____ (4) Establish procedures for sending students home

_____ (5) Prepare a list of siblings and close friends. Notify the

schools where they attend. Provide this list to the crisis

team members.

_____ (6) Develop a written response for parents who seek

information by phone or in person.

II. Notify staff of the procedures to get assistance for students/staff:

_____ (A) Read written announcements to students

_____ (B) Make a list of students who need or request counseling contact

_____ (C) Send students to and from counseling rooms

_____ (D) Facilitate classroom discussions

_____ (E) Assess the need for classroom and staff support

III. Contact parents of seriously distraught students and give them information on resources available, what reactions they might expect from students, and what actions parents could take.

IV. Hold a staff meeting at the end of the day

____ (A) Review facts of crisis

____ (B) Get faculty reactions to events of the day

____ (C) Distribute any pertinent information: example hospital, funeral

arrangements

____ (D) Determine follow-up plan of actions:

_____ (1) Student/Staff attendance at memorials, funeral, etc.

_____ (2) School’s expression of sympathy to the family

_____ (3) Plan for management of students in upcoming days

_____ (4) Identification of students possibly in need of further

interventions.

V. Meet with the building Crisis Response Team at the end of the day

____ (A) Response Review regarding Crisis Response Plan effectiveness

____ (B) Designate personnel to provide follow-up intervention

VI. Remind staff that making statements to the press is not recommended. All media

personnel should be referred to the Administrator.

VII. Determine if a memorial, gift, flowers, or services are appropriate.

VIII. Determine follow-up support available for district personnel.

IX. Inform community agencies of potential referrals

X. Refill the Crisis Binder.

CRISIS TEAM MEMBER

Role Description for Crisis Response

______I. Assist in the implementations of the building plan. Specific assignments

will be determined by the building Crisis Team Leader at the initial

strategy meeting.

_____ II. Obtain a list of suspected high-risk students so that these individuals can

be immediately recognized when they seek counseling.

_____ III. Record information on the “Crisis Support Log” for individuals seen.

_____ IV. Consult with the building Team Leader prior to calling the parent to

discuss further recommendations.

_____ V. Submit the “Crisis Support Log” to building Crisis Team Leader at the end

of each day.

_____ VI. Attend and participate at the staff support meeting as scheduled.

_____ VII. Remind staff that making statements to the press is not recommended.

TEACHER

Role Descriptions for Crisis Response

____ I. Attend school meeting where information about the incident and strategies

for dealing with the situation will be shared.

____ II. Identify close friends, other family members and additional building staff

who may have been particularly close to those involved and relay this

information to a Crisis Team member.

____ III. Identify students who may be in need of individual or group counseling by

crisis team member and relay this information the a Crisis Team member.

_____ IV. Attend a participate in the school staff support meetings as scheduled.

_____ V. Recognize symptoms of distress in students and staff in the weeks

following the incident and notify appropriate building team members.

_____ VI. Review materials provided by the Crisis Team.

_____ VII. Ask a Crisis Team member for any information or assistance you need.

_____ VIII. Staff are reminded that making statement to the press is not recommended.

SECRETARY

Role Description for Crisis Response

_____ I. Maintain up-to-date Emergency Card information and make available

when needed.

_____ II. Notify Principal and Crisis Team of any crisis situation

_____ III. Provide building maps and faculty list, with room assignments

_____ IV. Locate and notify the Building Support Staff.

_____ V. Seek additional help as needed for phones, duplication, distribution of

materials, etc.

_____ VI. Refer all press calls to: Bob Mickelsen

_____ VII. Designate available rooms for Crisis meetings and notify the Crisis Team

_____ VIII. Identify phones available for crisis calls and notify the Crisis Team.

Designate a phone line to remain open for district communication.

_____ IX. Seek directions from administrator/Crisis Team Leader regarding

statement to parents, or other callers. Anyone assigned to answering

phone calls will be provided with the appropriate statement.

_____ X. Maintain “check-in list” of Crisis Team members, additional staff, and nay

community services providers who arrive.

_____ XI. Check enrollment form for siblings and notify principal.

_____ XII. Assist memorials as directed by the Crisis Team

_____ XIII. In the event of a death, remove student name form lists as directed by the

principal

_____ XIV. Attend and participate in staff support meetings as scheduled.

CUSTODIAN

Role Description for Crisis Response

_____ I. Secure doors at the direction of Building Principal or Crisis Team Leader

_____ II. Secure any area directed by principal

_____ III. Post notices at each entry directing people to the office.

_____ IV. Relay any traffic control issues to Crisis Team.

_____ V. Attend staff support meeting as scheduled.

_____ VI. Review the statement to the press.

MEDIC ALERT/NURSE

Role Description for Crisis Response

_____ I. Participate in Building Crisis Team meeting

_____ II. Contact hospital as directed by principal.

_____ III. Report unusual physical complaints of students/staff to Building Crisis

Team Leader.

_____ IV. Maintain the “Crisis Support Log” and turn in at staff support meeting.

_____ V. Attend staff support meeting as scheduled.

_____ VI. Review the statement to the press. Staff are reminded that making

statements to the press is not recommended.

KEY POINTS FOR NOTIFICATION LETTERS

1. Statement of fact about the death/crisis

2. School’s Response

3. Family request/Funeral information

4. Student reactions to a crisis

5. Available school/community resources

6. Who to contact with questions

Sample letter to Parent

Date

Dear Parent

This letter is written with great sadness. A week ago last Saturday, ______, a long standing Art Instructor at ______school died. During a walk at his sister’s home in Cedar Lake, Indiana. Needless to say, since ______was an integral part of our building staff, all of us here were shocked and deeply saddened by this loss of one of our own.

Children react to a loss such as this in different ways. Since______was the full time Art Instructor for at least the last fifteen years, we know that nearly all of our students have had the opportunity to have been positively influenced by his love of art, and his strong desire to develop the artistic skills of his students. Thus, the entire school family will feel the effect of his loss. This morning, District Guidance Counselor were on hand to afford an opportunity for students to share their concerns and their grief.