The Mountaineers
Critical Incident Response Plan (CIRP)
Last Reviewed and/ or Updated December 2014
Table of Contents
Table of Contents ................................................................................................................................................................... 1
Purpose .................................................................................................................................................................................. 1
Definitions .............................................................................................................................................................................. 1
Mountaineers Critical Incident Communication Chart ........................................................................................................... 3
Implementing the Critical Incident Response Plan (CIRP) ...................................................................................................... 4
Critical Incident Review Process ........................................................................................................................................... 11
Purpose
The purpose of The Mountaineers Critical Incident Response Plan (CIRP) is to outline the actions to be taken in the
event of a serious accident, incident, injury, or other emergency involving Mountaineers members, program
participants, staff, visitors, or property. An incident may be related to persons or property and may be behavioral
as well as accidental.
Groups, Mountaineers departments, and volunteers are expected to supplement this CIRP with additional
emergency procedures for their trips and educational activities. Information such as evacuation plans, nearest
medical assistance, and other specific emergency details may be needed for effective emergency response.
The CIRP facilitates The Mountaineers’ response so that the problem is addressed in an efficient, compassionate,
and professional manner. The following procedures are in place as a guide, and are to remain flexible. It is
important to note that The Mountaineers’ does not provide rescue services, individuals must contact 911 for these
services. The Mountaineers can only provide support around and during the time of the emergency.
A Critical Incident Response Plan is not to be a substitute for the common sense, judgment, training and knowledge
of The Mountaineers leadership or those responsible for its implementation.
Definitions
Critical Incident Response Team (CIRT): The purpose of the critical incident response team is to effectively manage
information gathering and communications through a formal, clearly defined channel in order to mitigate crisis, or
serious negative repercussions for The Mountaineers, and maintain a reputation of leadership and transparency on vital
issues and breaking news. The team of people compiled by the Executive Director (or his/her designate) who have the
skills needed to respond to a critical incident. These people will be listed on The Mountaineers Emergency Call Service
roster to receive an emergency call. They manage the incident response. The team may consist of staff, individuals from
the Board of Directors, or other key leaders in The Mountaineers. Periodic critical incident response training will be
offered to potential CIRT members. One to two of the CIRT members also take on the roles of the Emergency
Coordinator and Incident Leader, in most cases the Incident Leader will be The Executive Director unless he/she is
unavailable:
 Emergency Coordinator (EC): Person on the CIRT who is contacted through The Mountaineers’
Emergency Call System. This person triages the situation and collects relevant information.
 Incident Leader: Person who takes the lead coordination position after the initial information is
gathered in order to maintain consistent contact and communications with stakeholders. This may be
the same as the Emergency Coordinator.
Incident Review Team: The Mountaineers team assembled by the Incident Leader to review the incident. They are
chosen for the specific incident because of their expertise in the activity and/or experience in incident investigation.
Safety Chair, branch chair and branch safety representative is typically involved. The Committee chair, a member of the
board and a staff member may also be involved.
Support Team: Individuals identified specifically to support the trip participants involved in the incident
Communication Liaison (Ex: Former Board President): Individual responsible for communication. This may be the
incident leader or someone assisting the incident leader.
Executive Director: Executive Director of The Mountaineers
BOD: Board of Directors
Critical Incident: Any serious incident or situation concerning the health, injury, missing person(s), or fatality of a The
Mountaineers member, volunteer, program participant, guest, or employee while participating in a The Mountaineers
activity. This includes extensive property damage.
EMS: Emergency Medical System.
Field Staff: The trip leader(s) or instructor(s) of a The Mountaineers trip, class, or activity. This includes a Group trip
leader, a YEP instructor or volunteer, or an Adventure Travel trip leader.
SAR: Search and Rescue. County Sheriff departments (or other entity such as national park) authorize search and rescue
operations.
The Mountaineers Critical Incident Communication Chart
Designated Caller
(Trip Leader or
Instructor)
Call 911
Activate EMS, SAR, etc.
Call (206) 521-6030
The Mountaineers
Emergency Call Service
Emergency Coordinator triages
the call
KEY
Communication as needed
between Executive Director
and EMS/SAR
Members of the CIRT
Incident Leader is assigned ( in
most cases the Executive
Director)
Branch or Committee
Chair
Family Relations
Board President
Organizational
Communications
Victim and Participants
Back-up if Executive Director
is not available
SAR -Search and Rescue
EMS-Emergency Medical
Service
BOD-Board of Directors
Designated Caller
LegalLeader orInsurance
(Trip
Instructor)
Designated Caller
(Trip Leader or
Instructor)
Staff
Internal
External
BOD chair
Media
Website
Public Land
Agency
Implementing the Critical Response Action Plan (CIRP)
The following section of the CIRP outlines the roles and responsibilities of staff and volunteers:
I. Duties of Critical Incident Response Team:
1. Be one of the people on The Mountaineers Emergency Call Service roster to receive an emergency call.
a)
In case of an emergency, the caller is patched through a series of numbers until a live person is
reached.
b) Communicate with the other members if planning to be out of town or unavailable to take a call for
an extended time on a weekend.
2. Emergency coordinator receives and triages the call, if necessary assigns an Incident Leader.
3. Incident Leader manages the incident through the entire process and coordinates with various parties.
4. Assemble review team.
5. Assign internal tasks to staff as well as external tasks to review team.
6. Review and reflect on the incident response for lessons learned.
7. Make adjustments, as needed in the Critical Incident Response Plan and supporting documents.
Process Guideline:
1.
Emergency occurs, 911 is called, then The Mountaineers Emergency Call system is called and a member of the
Critical Incident Response Team (CIRT) is notified
2.
The person who receives the initial call (Emergency Coordinator/EC) takes down vital information about the
incident and triages the call.
3.
If the incident is determined to be a critical incident then ASAP the EC contacts the other members of the
CIRT. They designate the Incident Leader. In most cases the Incident Leader will be the Executive Director.
However if unavailable responsibilities goes down the chain. The EC may be the Incident Leader.
4.
Restrict external (The Mountaineers) communication about the emergency only to those parties vital to the
emergency response, and refer any outside inquiries (e.g. media) to the Executive Director.
5.
Incident Leader maintains a log of communication and information during the event and gathers as much data
as possible for a potential.
6.
Incident Leader may assemble an Incident Review team. The team will be notified soon after the incident but
will wait an appropriate amount of time to begin review.
Emergency Coordinator (EC tasks):
1) Take the call and act as communications relay.
2) Keeps a brief communication log outlining the date, time, contact, subject, action, responsibility, and phone
number of each communication. It is important to state only the facts in the communication log; avoid
speculation or opinion in this written record. (See Appendix I.)
3) Follow the Crisis Communications Chart. The individuals involved should have already contacted SAR or 911, if
not advise them to do so and assist if needed.
4) Contact Executive Director and other members of the CIRT.
5) Log on to the website to gather information on type of activity and participants, including number of people in
attendance, goal(s) of the activity, original plans, field staff names and qualifications, outfitter contacts, roster,
emergency contact or other pertinent information.
a)
6)
7)
8)
9)
10)
11)
Note: Group and Committee Chairs and Directors are responsible for providing the current trip
information and contact phone numbers in The Mountaineers database prior to the start of every activity.
b) Handle appropriate communications within the Group/Staff. Notify the Safety and Leadership
Committee. See sample scripts as communication examples.
Maintain contact with SAR, and refer media calls to the Executive Director or appointed spokesperson.
Gather information and forms.
Monitor telephone and maintain a detailed log of events.
Continue communication with and give direction to the field staff.
Assess needs of staff and participants for physical and emotional support.
Hand off logs, forms, information to the incident leader and assist incident leader as needed (in some cases
the EC may also be the incident leader).
Incident Leader Tasks:
A. Immediate Response:
1.
2.
3.
Be the point person for communication with the various stakeholders.
Pull out resource list. (Note: Mountaineers needs to form a resource list of people and key phone
numbers. Included is insurance, legal team, etc.)
Coordinate with the EC and CIRT to gather the following information:
a. Assess the incident and get facts.
i. Use the Mountaineers website to identify who was registered for the trip
ii. Identify the location of the incident and any resources
iii. Monitor blogs and websites
b. Use Emergency Coordinator Worksheet and Incident Leader Worksheet to get answers.
c. Continue documentation process for everything.
d. Determine what information is needed and who beyond organizational staff need to get it
(photos)?
e. Determine if someone needs to go to the scene? What will be the communication to people at
the scene?
f. Determine areas of concern about what can and can’t be said to the media?
g. Is legal needed?
h. Should insurance be notified?
i. Is PR needed?
j. Develop written statement(s) for employees, board members, and membership services
k. Assign Marketing to monitor blogs and press extensively
l. Determine and provide the responses (press, web, statements, EXECUTIVE DIRECTOR comments)
m. Notify staff
n. Notify board
o. Assemble review team (internal or external.). If it is a large incident or an international incident,
a larger team may need to be required.
p. Determine if it is necessary to form a support team for participants. This is helpful for an
international trip. See end of document for possible support team
q. Assign internal tasks to staff as well as external tasks to review team.
p. Review and reflect on the incident response for lessons learned.
q. Make adjustments, as needed in the Critical Incident Response Plan and supporting documents.
B. Maintain Family Relations:
1.
2.
3.
4.
5.
6.
Identify the family/next of kin contact information. This depends on the situation and the Executive
Director or Incident Leader will advise the CIRT regarding contact.
In the event of a fatality or critical injury, the Executive Director family or next of kin, should be
notified by civil authorities.
Assess need for critical incident debriefing or professional therapeutic intervention. This intervention
is highly recommended in cases of fatalities or serious injuries.
Consider follow-up with the patient's family in event of an extreme incident. Without admitting any
fault, extend possible means of support, such as lodging, meals, transportation, or counseling.
Approve expenditures that exceed program budget such as airfare.
Determine appropriate follow-up with participant’s family or next of kin.
C. Communications:
External Communications
1.
2.
3.
4.
5.
6.
Handle public relations.
Obtain accurate information about the emergency from the emergency coordinator and other
applicable staff.
Identify an appropriate The Mountaineers spokesperson to communicate with the media. Make
sure spokesperson has current and accurate information about the emergency.
Write press release and media response.
May decide to post press release on The Mountaineers web site.
Maintain communications with the appropriate Public Land Agency representative, as needed.
Internal Communications
1.
2.
3.
4.
5.
6.
7.
Keep the Board Chair informed of the situation.
Notify relevant staff via e-mail with brief description of incident and directions to refer press inquiries
to Executive Director or designated CRT member.
Determine when and how to notify The Mountaineers staff, board, Groups and other stakeholders.
Contact insurance agency and provide requested information, as directed by Executive Director.
a. In the event that staff is injured, follow up with the appropriate workers compensation
procedures.
Contact The Mountaineers Legal counsel, as directed by Executive Director.
Initiate formal review process for serious incidents, critical or disabling injuries, and fatalities.
Keep a communication log of all internal communications.
THE MOUNTAINEERS Emergency Coordinator Worksheet
1.
Are you the designated Emergency Coordinator at this time? If yes, carefully start down this worksheet. If
not, is that person readily available to take this call? If yes, go get them, otherwise carefully start down
this worksheet.
2.
Your name:
3.
Date of call:
Date of Incident:
4.
Time of call:
Time of Incident:
5.
Who is calling (name, title, organization/company)?
6.
What is the location they are calling from:
7.
What is the situation(collect info on SOAP NOTE):
8.
Where is the location of the situation/incident?
9.
Current environmental conditions?
10.
Is the environment now safe?_____________________________________________________________
11.
What do they need specific assistance with? _______________________________________
12.
Further Information (For The Mountaineers volunteer/employee calling: Do they have a plan? Record
Phone Number(s):
details of the plan):
13.
If you are talking to someone outside the The Mountaineers, find out who they are and how they can
help:________________________________________________________________________________
14.
MAKE A PLAN
(a) What kind of trip is it (Group, school, YEP, etc.?)
(b) Who is the Trip Leader?
(c) Number of Patients and/or do you know who is injured (get medical forms)?
Name(s) of injured _________________________________
(d) What is the nature of the injury that you know at this time (record info on SOAP Note) :
(e) What is the status of the other trip participants? Location, injuries, needs, feelings, need to contact
emergency contact info about late return? ___________________________________________-___
(f) How many total people on the trip? ______________________
(g) Does the trip leader have the CIRP and will begin appropriate documentation and do other activities?
(h) Which day is it in the group’s itinerary?
(i) Can you pinpoint their location?
(j) What elevation are they at?
Feet
Exactly (or) Approximate
(circle one)
(k) Can field staff readily and rapidly evacuate them or do we need a helicopter?
(l) For a litter evacuation requiring external aid call 911
(m) If partnering with external SAR team, go to their communications base.
(n) When you will communicate with this person again _______________ (E.G. ask that leader contact
again in 2-3 hours after s/he knew more info and was in cell phone communication (returning to trail
head/meet with rangers, etc.) It’s good to talk about their expectations, so the ball is not dropped.
15.
Clear The Mountaineers phone lines to keep the lines open and clear for incoming calls. Take extensive
notes on any related communications, calls, faxes, etc…
16.
Contact all of the following individuals in this order and inform them of the situation and ask for help as
appropriate:
Cell
home
Executive Director
Director of Finance and
Operations
Board of Directors, chair
or designee
Director of
Communications and
Development
17.
Take lots of notes, log calls, and take another deep breath!
18.
Begin documentation for everything
19.
Is there potential public interest? What are people feeling?
office
INCIDENT LEADER WORKSHEET
1.
Review the checklist below extensively.
Notifications
Who makes contact? (suggested)
External Communications:
Family relations of person injured
Incident Lead
Emergency contact of others on trip
Get list of participants and emergency contact info
Incident Lead
Media
Law enforcement and coroner:
Request coroner’s report
Executive Director
Incident Lead
SAR (give them press release)
Land Manager:
Request SAR or NPS report
Review Team
Incident Lead and/or Review Team
Monitor social media, press and electronic media to keep core
response team updated
Counseling resources relevant to the type of trip. Gather info to make
list that will be available for trip leader and others on trip
Marketing staff
Internal Communications
Executive Director to write summary of situation to communicate with
key parties- Based on known facts at time of writing and updated as
information is gathered
Group Chair, Adventure Travel, Committee Chair, or Department
Director, depending on the type of incident
Monitor phones, general email, faxes
Groups, committees, etc. – internal communications within the Group
Executive Director or Incident Lead
Executive Director or Incident Lead
Executive Director
Membership Services Staff
Group chair, committee chair, etc.
Other Groups, committees, as relevant
Other participants on trip
Board president, Donors/Foundations, Partners, Schools, Insurance,
Legal Committee
Inform board
Update web site, social media
Keep paper file with all relevant documentation
Follow up:
Executive Director
Incident Lead?
Executive Director
Send cards to all participants involved in incident
Executive Director
Ensure lessons learned from the accident are used as educational
tools for leaders
Board President, Safety Chair and
Executive Director
Ensure those who desire or need counseling have been offered
Executive Director, Safety Chair,
Committee Chair
Incident Lead
All. Maintained by Finance Dept. Director
of Finance and Operations
Check-in and follow-up with all who have been contacted
Turn over documentation to The Mountaineers’ central files
President
Executive Director /staff
Director of Finance
Review of incident, response team process, this document, CIRP, and
risk management plan.
Other actions as needed
Entire core response team. At conclusion
of incident.
At discretion of Executive Director
Article, as appropriate
Media rights.
The Mountaineer Editor
Critical Incident Review Process
When to Consider an Internal or External Review of an Incident
1.
2.
3.
4.
When a fatality occurs to a participant
When a fatality occurs to a staff member while on duty
When a permanently disabling injury occurs to a participant or staff member
When a life threatening injury occurs to a participant or on duty staff member
Determination of the Need for a Review Team
1.
2.
3.
4.
5.
The Executive Director will determine the necessity of a review and initiate such a review. This
should occur as soon as possible after an incident.
The Executive Director will consult with the president of The Mountaineers board, chair of the Safety
Committee, and the management of the program in which the incident occurred in making a decision
regarding conducting a review.
The Mountaineers will look to accepted industry standards in determining whether an internal or
external review is appropriate.
The Executive Director must approve external reviews.
Appropriate funds will be set aside if an external review is found to be appropriate.
Role of the Review Team
The overall mission of the Review Team is to help The Mountaineers as well as outdoor education/recreation
industry prevent fatalities and permanently disabling injuries. The Review Team will provide a factual summary,
recommendations, and observations on prevention of further incidents and related improvements in quality to the
Executive Director. The Review team will also provide recommendations and suggestions on improvements in
emergency response as well as highlight areas of effective procedure for continuation in the future to The
Executive Director. The Executive Director will review report and recommendations with legal counsel make any
necessary changes and present to Executive Committee and then board. Factual summary is made available to
public as part of annual safety report.