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Tragedy can happen quickly and without warning. In response
to the war and current world events and the memory of September
11, camps need to look at their disaster preparedness plans.
Speculations can cause anxiety and cloud reality. As the
national alert status changes and as threats of bioterrorism
and other terrorist acts are prevalent in our news, camp
directors and administrators must plan for the coming summer.
Issues and Plans Prior to Camp
Designate, if you haven't already done so, a Crisis Response
Team. This team is generally interdisciplinary and includes
people from camp administration, maintenance, health care,
your owners/sponsors, a mental health resource (counselor,
social worker, community mental health services), and perhaps
a clergy member. The team should work together to develop
written guidelines for various kinds of foreseeable emergencies-appropriate
parts of which have been rehearsed in camp to be sure they
are practical and effective.
It is always important to remain calm and take steps to
prepare and educate yourself before being in a situation
where you have to act without a plan. Your camp's plan should
include discussions of the impact of the war on plans for
the summer and what happens if acts of terrorism should
strike the United States prior to camp.
- What are your key marketing messages about the value
of a camp experience during times of trouble? During times
of war, parents often need additional support and are
looking for partners to help preserve childhood and provide
ways for their children to have safe and fun educational
experiences. Camp can be a respite from a tumultuous world
and provide hope for humanity.
- Will the economy affect registration this summer? Children
who have parents deployed in the military or working in
emergency response may have losses in family income and
need financial assistance to attend camp.
- How will you communicate with parents about the security
steps you have taken to protect their child? Depending
on specific events, you may need to step up or change
your plans for security. How will you communicate these
changes to parents?
- What types of situations would make it necessary to
cancel camp prior to the season? This will vary greatly
depending on the individual camp situation, client group,
location, local economy, etc.
- How can you help children during the summer deal with
the aftermath of war or other disasters? (For more information
on this topic, see the article, "Helping Children
Cope with Terrorism and War.")
- Familiarize yourself with information on Homeland Security
Alerts and information on bioterrorism. Know your local
resources for support in case of crisis. How does the
camp's plan interact with the larger community emergency
response plan?
If a Crisis Does Happen in the United
States During the Summer
When a crisis occurs, rumors can spread like wild fire.
It is important to provide age-appropriate information in
a timely manner. You will need to decide what information
should be shared by camp staff or by a trained crisis team
member or external support individual.
Be sure there is adequate adult support to allow for observers
so that individual campers can receive follow-up encouragement
as necessary. Have a system in place to identify and refer
campers who need extra support.
If the danger is not a part of the immediate camp area
and crisis or emergency action is not required, camp directors
can help everyone feel more secure by: |
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National Resources
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Responding to Media Inquiry
Word Bank
When No Answer Seems Appropriate . . .
- "If you let me know the kinds of things you're
looking for, I'll do my best to have someone contact you
with answers."
- "That involves a matter that (name of person) can
help you with. If you will let me know when your deadline
is, I'll do my best to see that your call is returned
in a timely manner."
- "To protect the rights of everyone involved, it
is our practice to report all matters such as this to
our (owners, denominational headquarters, agency office).
Until that is done, it would be inappropriate for me to
release any information."
- "Those involved have requested that I not discuss
this matter. I have to honor that request and hope you
will respect my position."
- "We don't have all of the facts at this time, and
out of respect for the people involved, it would be premature
for me to say anything until we have further information."
- "At the moment, that information is unavailable,
but we will be holding a news conference at (time and
location) where we will make a statement."
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ACA Articles on Crisis Management
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- Working with the crisis team to disseminate the information
the team has decided that staff and campers should be told
and how and when they are told.
- Helping to coordinate information between staff and families
and between campers and their parents. Help campers communicate
and express their concerns with their parents. Everyone at
camp may be worried about the health and safety of their family.
- Providing a predictable routine and schedule. During stressful
times everyone is reassured by structure and familiar routines.
- Understanding and watching for physical symptoms related
to stress, changes in behavior, or increased conflicts and
discussing them with the camp health supervisor or director.
- Allowing children to be children. Most children are quite
resilient, even when exposed to trauma. They may not want
to talk about what has happened and be more comfortable continuing
with the regular activities of the camp.
Keep in mind that staff will also need support. Emphasize that
asking for support is OK, and have administrative staff accessible
to monitor staff to determine what support they need.
If the Crisis Is at Your Camp or the
Community Around Camp
Help staff understand and be a part of the plan, if something
happens during the summer. Staff should understand that their
first concern is always the health and safety of the children
in their care.
The American Camping Association (ACA) has been in touch with
some school groups to learn more about the crisis planning being
done by schools in such circumstances. It is clear that now,
more than ever, notification of your local police, fire, and
health officials about the location and characteristics of your
camp program is critical to help with emergency preparedness!
The following checklist has been adapted with permission from
the Douglas County School District. This is the school district
in Colorado that is "home" to Columbine High School.
Response Checklist
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Steps to be taken
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Person responsible
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| Director activates (pre-determined) Crisis
Team and decides what other help should be sought. |
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| Director or designee contacts camp owners/sponsors
to alert them to the situation. |
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| Contact legal counsel for advice and approval
of scripts, statements. |
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| Document and verify the facts of the crisis
to be used in phone scripts, news releases, or prepared statements.
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| Director or designee contacts family members
of those injured or deceased to gather their wishes for dissemination
of information. |
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| Make assignments for notifying appropriate
people. |
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| Contact insurance company. |
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| Appoint a single spokesperson who will be
responsible for responding to questions/queries. |
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Prepare three statements: 1) to be read to
staff; 2) for counselors to read to campers; 3) for those
answering phones. Contact PR counsel for assistance in preparing
statements or strategies.
Assist counselors in working with camper groups. |
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| Designate a gathering place for campers and
staff to come and seek support. (Drinks and snacks will help.)
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| Arrange extra coverage for counselors to take
breaks, or to support them in their tasks at an emotional
time. |
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| Day camps: assist office staff with requests
of campers who want to go home. (Establish a system to assure
only those with permission are able to pick up children.)
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| If needed, discuss and determine best time
to remove personal belongings from bunk for return to family
(families). |
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| Prepare a letter to be sent to
parents explaining the situation. Director and legal counsel
should approve any letter that is sent home. |
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Releasing Public Information
During a crisis, the following steps should be taken to assure
information is released in an orderly, thoughtful, and controlled
manner:
- Identify the type and extent of the crisis as soon as possible.
- Document all facts and verify them: date, time, description,
persons involved, witnesses, cause (if known).
- Inform employees of what is happening.
- Designate a central source of communication.
- Prepare written statements to be used by office personnel
or those handling phone inquiries.
- Identify a spokesperson.
- Release information promptly, but only after it has been
verified and approved.
Guidelines for Public Information
Release
- Take care not to release information that affects a person's
rights including the right to privacy.
- State and federal laws prohibit, in most cases, the disclosure
of information regarding individual camper information, information
concerning disabilities, or child abuse.
- In matters under investigation, release only facts, preferably
through a prepared statement.
When Reporters Call...
- Be polite, cooperative, and honest.
- Assure that you will do your best to see that someone calls
back promptly. (Find out when their deadline is and try to
meet it, or tell them you can't.)
- Ascertain the range of questions before offering answers.
- Deal only with facts.
Notifying Parents
Perhaps one of the most important tasks of a camp director is
to work with parents as your partners in helping to raise their
child. Over time, camps have benefited from giving priority
to the needs of the child and the parent. It is often best to
keep all parents aware of what is happening at camp, knowing
that it is better for them to hear about a situation from your
factual information rather from the rumors their child may share.
In notifying parents of serious incidents at camp such as a
death, a fire, or a response to a difficult situation, here
is an outline for a parent notification letter.
Paragraph 1
- Give factual information on what has happened (following
wishes of affected families, if applicable).
- State your condolences or other appropriate and heartfelt
reactions of self, staff, or campers.
Paragraph 2
- State how camp staff are handling the situation (crisis
team actions, support of Grief Counselors brought in to work
with campers and staff, other support systems, continuity
of camp program).
- If any counseling or support services are available for
parents, let them know.
Paragraph 3
- If the crisis situation is a death and memorial services
have been set up, provide that information.
- If services have not been confirmed, state this and let
them know how to obtain information when it is available.
Paragraph 4
- State what kind of follow-up support will be available for
campers in camp and indicate where they can turn for further
community resources, if needed.
- If appropriate, provide handouts, articles, or lists of
Web-based resources
Paragraph 5
- State any impact on future camp sessions, or activities
that must be canceled, changed, or postponed.
Paragraph 6
- Encourage parents to give emotional support and encouragement
to their children.
Paragraph 7
- Close with an appropriate statement reinforcing that your
camp staff works to provide a safe and caring atmosphere for
children and youth.
If possible, talk over the contents of the letter you are sending
with the family (in case of death) to respect their wishes.
Be sure your legal counsel has reviewed the letter as well.
Keep in mind that all medical information about staff and campers
is confidential. Do not give out any medical information.
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