Natural Disasters Crisis Management

Modified on Mon, 16 Mar at 11:22 AM

Table of Responsibilities

Task	Department	Notes
Awareness of potential natural disasters	EVERYONE Primary- On Call staff, RMs, Support, Leadership	NPR, CNN and all the other news outlets are wonderful ways to know what’s happening and where. If you’ve heard of the wildfires, hurricanes, etc- please check if your supervisor is aware of this.
Initiate Crisis Management Process	Primary: Director of Support Secondary: Leadership directors of other departments
Call a 15min staff Meeting	Primary: Director of Support	Alert everyone that Crisis Management protocol has been initiated. Make sure everyone knows who is doing what Decide how each teams will be reporting back completion of tasks Determine if follow up meeting is needed. Set the date/time and who needs to attend.
Pull EV list for all programs (SWT, I/T, Teach) H2b team to confirm whether we have any H2b exchange visitors in the affected areas.	Primary: Admin Team Secondary: Support and RMs
Save EV list report in Teams/SharePoint and communicate location	Primary: Admin Team Secondary: Support	Example: Emergency Outreach\2021\Hurricane Florence
Mailchimp Campaign to All Exchange visitors	Primary: Marketing Secondary: Support
DEPARTMENT OF STATE VISA SPONSOR website, Social Media posts (Facebook, Twitter, Instagram)	Marketing	Alerting exchange visitor of the hurricane/wildfires, etc and instructing them to contact DEPARTMENT OF STATE VISA SPONSOR if they need assistance.
Outreach to all Full Placement HCs If HCs utilize H2b program, RMs to confirm with HC that all are OK and HC is in contact with their H2b exchange visitors.	RM Teach team reaches out to schools	Confirm list of exchange visitors at SOA. Everyone should be accounted for. Instruct HC to communicate frequently with exchange visitors directly during this time, to ensure exchange visitors are aware of what the plan is. Confirm HC’s plan to ensure exchange visitors’ safety. If need to evacuate, we look to HC to ensure everyone is safely evacuated Confirm point of contact and best way to reach them Make sure HC knows DEPARTMENT OF STATE VISA SPONSOR 24-hour support line and keeps us informed of any updates/changes Update the spreadsheet with notes from the outreach
Outreach to all SA Placements	Partner AMs Teach team reaches out to schools	If AM is out, it is Department Director’s responsibility to ensure outreach happens in a timely manner. Outreach to HCs and keep partners informed. Confirm list of exchange visitors at SOA. Everyone should be accounted for Confirm HC’s plan to ensure exchange visitors’ safety. If you need to evacuate, we look to HC to ensure everyone is safety evacuated Confirm point of contact and best way to reach them Make sure HC knows DEPARTMENT OF STATE VISA SPONSOR 24-hour support line and keeps us informed of any updates/changes Update the spreadsheet with notes from the outreach
Outreach to Partners for expected arrivals in the area	Partner AMs	Ensure Partners are aware of the situation in the area and understand exchange visitor might have to delay arrival.
Outreach to all Exchange visitors	Support/Hub	Ensure outreach happens in a timely manner to all exchange visitors. Call exchange visitors. If unable to speak with, leave a voicemail. Email those we don’t have phone numbers for. Confirm exchange visitors are aware of the situation Confirm exchange visitors are in communication with their HC Confirm whether exchange visitors are staying at HC, evacuating Confirm exchange visitors are in communication with their families Always ask about other DEPARTMENT OF STATE VISA SPONSOR exchange visitors this exchange visitor is in touch with. Always provide DEPARTMENT OF STATE VISA SPONSOR 24-HR emergency number Update spreadsheet with notes from the outreach
Notify DOS	Primary: Zhanna Secondary Laurie	Provide information if anyone is evacuated (need to know who, where exchange visitors evacuated to) and if anyone’s program being impacted due to the situation (shortened, change of SOA, etc)
Emergency Line/On Call Staffing	All Support and RM Relations Team Members	Support Supervisor to inform Stericycle to add all Support and RM staff to on call until further notice.
Payments	Finance Department	Finance Department provide CC info to Directors/Supervisors that could be used to pay for exchange visitor housing, food and necessities if needed.
Companywide email at the end of each Day (if appropriate)	Primary: Zhanna Secondary: Crystal	Update on exchange visitor’s wellbeing and safety. General update on our Host Companies Next Steps and Asks of DEPARTMENT OF STATE VISA SPONSOR staff

After the natural disaster, follow up with Host Companies and Exchange visitors to confirm whether all have returned to placement to work/training

Task

Department

Notes

Outreach to all Full Placement HCs

If HCs utilize H2b program, AM/RM to confirm with HC that all H2b exchange visitors are accounted for and are OK.

RMs

Teach Team contacts schools

Confirmation that everyone has returned to work/training

Outreach to all SA Placements

Partner AMs

Teach team contacts schools

If AM is out, it is Department Director’s responsibility to ensure outreach happens in a timely manner. Outreach to HCs and keep partners informed.

Confirmation that everyone has returned to work/training

Outreach to all Exchange visitors

Support

Ensure outreach happens in a timely manner to all exchange visitors to confirm return to work/placement.

Anyone deciding to leave/shorten program- notify Compliance to update SEVIS.

Final Update to DOS

Primary: Zhanna

Secondary: Laurie

Debrief

Directors

What have we learned?

What should we do differently next time?