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Crisis Management Team
Introduction
The definition of “crisis” according to Webster’s New Collegiate Dictionary is, in part, “an emotionally significant or radical change of status in a person’s life; an unstable or crucial time or state of affairs whose outcome will make a decisive difference for better or worse.” With a University community totaling more than 10,000 people, we know crises will occur and will require a timely response.
One of the many positive factors about Southern Methodist University is its small size and the fact that many students, faculty, and staff know each other on a first name basis. However, as a result of this closeness, an emotionally significant event or radical change of status in one person’s life can have a major impact on the larger community.
The goals of the Crisis Management Team are:
1. To assist in the direction of a crisis while paying special attention to the safety and security needs of community members.
2. To offer counseling, spiritual guidance and any other feasible type of support needed to members of the University community, including their families.
3. To use the experience of crisis, when appropriate, as a teachable moment which may enhance the quality of life for all of those touched by the experience.
Members of the Crisis Management Team have completed special training and meet periodically to stay ready to respond appropriately to any crisis. Team members are pledged to confidentiality and may be entrusted with highly confidential information. They refer all requests for information to the Office of Public Affairs unless that office has designated others to speak on behalf of the University.
This manual is intended as a guide only, since each situation is unique and
involves the specific needs of individuals. Questions or suggestions about
protocols, procedures or policy issues may be directed to the Assistant Vice
President for Student Affairs and Dean of Student Life, who chairs the Crisis
Management Team, or to the Vice President for Student Affairs.
General Procedures
The Student Affairs Division has identified staff trained to respond in a crisis situation at Southern Methodist University. The Crisis Management Team will be used in cases such as student, spouse, or dependent death, sexual assault, attempted suicide, or major trauma affecting students’ lives. Team members represent the Counseling and Testing Center, Mental Health Center, University Chaplain’s Office, Office of Residence Life & Student Housing, Public Relations, University Counsel, Dedman Advising Center, Risk Management, the SMU Police Department, and Student Life.
What follows are the procedures which would be utilized in the event of a crisis which does not present a threat to personal health or safety. In the event a crisis represented such a threat, the SMU Police Department or other department identified by the Emergency Management Plan would assume control and direct the University’s response to the crisis. In those situations, the role of the Crisis Management Team would be identified and defined by the appropriate responsible agency.
In the event of a crisis, the Assistant Vice President for Student Affairs and Dean of Student Life, or Vice President for Student Affairs will initiate Team Member involvement. If the Dean of Student Life is out of town or otherwise unavailable, the Assistant Dean of Student Life assumes the position of chair. In initiating Team involvement and depending on the location of the crisis, an on-site coordinator may be identified. For example, if the crisis is in a residence hall, a Residence Hall Director may be designated as the on-site coordinator. In a fraternity or sorority house, the Interfraternity Council or Panhellenic Council Coordinator might be the on-site coordinator.
The Team leader or the on-site coordinator will assume responsibility for briefing caregivers arriving on the scene of the crisis as well as any others, including paraprofessionals who may be assisting, and for keeping the Team informed about developments. Any Team members called on-site should check in with the on-site coordinator and receive instructions or guidelines. Team members will be assigned on-site as needed and determined by the Dean of Student Life or the Vice President for Student Affairs in communication with the on-site coordinator.
Team members on-site will assist in managing the crisis by providing counseling, resources, gathering information, providing referrals, etc. Counseling on-site or at a future date and grief support will be the responsibility of the Counseling and Testing Center, the Mental Health Center, the University Chaplain’s Office, and the Women’s Center. In the event that more than one counseling office is called upon for on-site support, the Director of the Mental Health Center will be responsible for coordinating all on-site counseling services.
In the event of a student death or serious injury, the Dean of Student Life or Vice President for Student Affairs will identify a staff member who will serve as SMU’s contact with the parents or other surviving family members. This will normally be the Dean of Student Life. The Dean of Student Life will have responsibility for notifying the student’s family, will assist the family with reclaiming the deceased student’s effects (in communication with the SMU Police Department), answering questions regarding the deceased’s withdrawal from the University, including processing appropriate paperwork, accompanying the family on campus, and responding to other needs. The Dean of Student Life will also arrange for the family to meet with the University Chaplain’s office and other University officials as appropriate.
Within three to six days following the crisis, Team members involved in the case may participate in a debriefing process. This process is designed to enhance the reflection of Team members and further refine the procedures implemented by the Crisis Team. The debriefing process will ordinarily be initiated at the discretion of the Dean of Student Life and all Team members shall be present. The debriefing process will result in a summary report for the Vice President for Student Affairs and will be maintained in the relevant files. The report shall include: a description of the incident, a review of the time frame, a summary of activities taken by the Crisis Team, assessment of the response provided, and any recommendations regarding the procedures.
Outline of Crisis Team Response Procedures
Note: This outline is intended to provide general guidance regarding the protocols and procedures to be used in the event of a crisis. Variations are expected to occur in response to the specific situation.
1. SMU PD is notified of the crisis.
2. SMU PD notifies the Dean of Student Life, who notifies the appropriate members of the emergency call list.
The Dean of Student Life arrives on site, consults with SMU PD officials and other on-site staff, and assesses immediate needs including safety and security issues and counseling needs.
As a situation warrants, the Dean of Student Life calls the entire Crisis Management Team or selected Team members and asks them to report to a designated location. The Crisis Management Team and any affected students’ academic advisors are notified the next working day after the incident, if there is not a need for an emergency meeting of the entire Team.
When needed, the Dean of Student Life selects an on-site coordinator in consultation with the individual responsible for the area; e.g., Director of Residence Life & Student Housing for the residence halls. If necessary, a command post may be established away from the crisis site to coordinate and facilitate information gathering and dissemination.
3. The Dean of Student Life contacts the family on behalf of the University. (This may be the family’s first notification or a follow-up if the police or other appropriate official has made contact.)
4. The Dean of Student Life meets with the Public Affairs designee, to draft appropriate written documents such as emergency notifications, Campus ALERT signs, or press releases. The signs and release will include a telephone number to call for current information. This number will usually be the Office of Public Affairs.
5. The Dean of Student Life will work with the family to arrange their visit to campus. The Dean meets with them and may serve as their official escort while on campus or in Dallas, as appropriate.
6. Family members meet with the University Chaplain, the President and/or other University officials as requested or needed.
7. The University Chaplain’s Office coordinates the memorial service to be held if a student’s death is involved.
8. Crisis Management Team meets to de-brief and plan appropriate follow-up programs, activities.
9. Draft report is written and reviewed by appropriate Team members before the final report is completed.
Crisis Management Guidelines for Fraternity and Sorority Presidents
Note: These emergency procedures have been formulated for the Presidents of individual fraternity and sorority chapters in the event of a death or serious injury to a member of your chapter or any other emergency situation.
1. Be certain that every member and guest in your house knows that you, as President, are in charge in any emergency situation involving serious injury or death. In your absence, establish a ranking order of officers and be sure those officers know where to find your copy of these procedures. You should already have arranged with your chapter advisor how s/he is to be notified. Be sure, also, that your house mother/director is aware of the procedure.
2. If a tragedy has occurred within your house, close the house at once. You cannot give instructions if your members are leaving and strangers are entering. Permit only your members and University and/or city officials, including the police, to enter.
3. Your first call is to the SMU Police Department emergency number 911 for an ambulance or the University police. If the emergency situation is a fire, your alarm should automatically bring the fire truck, but always still call 911. DO NOT hesitate to call the SMU Police Department - either 911 or 768-3333.
The SMU Police Department has a crisis notification list and will automatically contact the appropriate University officials. The Dean of Student Life is chair of the University Crisis Management Team and will arrive on-site or go directly to the hospital, whichever is appropriate. If the Dean of Student Life goes directly to the hospital, she will assign an on-site coordinator, usually a Student Affairs staff member, who will assist on site.
4. Your second telephone call should be to your alumni advisor.
5. Assemble your members in a group. Explain to them that there is an emergency situation and the house is closed. Ask them to cooperate in halting outgoing telephone calls until the situation is under control. Do not discuss the situation until the Dean of Student Life (or other Student Affairs staff member) arrives. Instruct your members to make NO STATEMENTS to anyone other than University officials. You, as the President, will make any appropriate statements to the media after the situation is under control and University Public Affairs has discussed with you the content of any statement.
6. In the event of death, serious accident or illness, the Dean of Student Life or another Student Affairs staff member, police officer, or doctor will notify the family and advise them of the student’s condition. YOU ARE NOT TO CONTACT THE FAMILY UNTIL THE DEAN OF STUDENT LIFE ADVISES YOU THAT THEY HAVE BEEN CONTACTED BY THE UNIVERSITY.
7. While your chapter members are gathered, there are several things to be done. It is important that they remain calm. When the situation warrants, out-of-house members and pledges may need to be called. Work with the University staff member on-site to determine how to make those calls and contacts and to formulate statements to keep everyone informed. Your chapter advisor should be kept informed of all of the steps you are taking.
8. If the situation is a death outside of the house, do not announce it until the Dean of Student Life or a Student Affairs staff member has arrived to help. Be very careful about this information as the Office of Public Affairs will release a statement only after all of the members of the immediate family have been notified. If the member or pledge lived in the house, do not move any of his/her possessions. Since most of our students share a room, perhaps you will want to move the roommate somewhere temporarily. The University will assist with temporary housing upon request.
After University officials have notified the family of the death, you should call the family to offer sympathy on behalf of the chapter. During a later phone call, ask what their wishes are regarding their daughter’s/son’s possessions. You may offer to pack them in boxes, but, parents usually will prefer to come to the house and do this themselves. Before the parents arrive, make sure that all borrowed items are returned to the student’s room and, if possible, lock the room. When the parents arrive, you may want to have empty boxes available and offer to help. This is a traumatic experience for the parents and they may or may not want to be with any of their son’s/daughter’s friends. Normally, parents will be met by a Student Affairs member who will ask whether or not they would like to meet friends. The staff member will convey the response to you.
All necessary paperwork for withdrawing the student from the University will be handled by Student Affairs staff.
It is, of course, proper to send sympathy cards, notes, or flowers. If a funeral is in-state or nearby, it will mean a great deal to the parents if some members can attend. Most of your national organizations have a memorial ritual pertaining to the chapter. Check your own individual procedures and offer it to the parents in advance of the final arrangements.
The University Chaplain and the Dean of Student Life staff are available to assist in the planning and implementation of an on-campus memorial service. It is recommended that the service be held in the week following the death at a time convenient for the family to attend if possible.
Conducting a Group Session in a Living Unit Following a Suicide
Note: The central themes of concern to members of a living unit where there has been a recent suicide are enumerated below. These themes are listed sequentially, in the order they are usually brought up by residents. Suggested interventions for the counselor are noted for each theme.
1. Expressing their feelings in response to the suicide. Obviously, helping residents express their feelings in response to the suicide is essential. It also seems important to let them know that the myriad of responses they are experiencing (i.e., guilt, denial, anger, etc.) are quite normal and understandable.
2. Questioning what prompted the suicide. Residents often collectively and individually, harbor fears that their action or lack of action caused the suicide. After they have expressed their fears, it seems helpful to assure them that suicide motivation is typically both complicated and set in motion years before the suicide actually takes place.
3. Expecting grief to be displayed uniformly within the group. Some residents will probably expect or want the group to respond uniformly in their grief. These residents are usually quick to notice that some individuals appear quite grief-stricken while others do not. It is important to help them understand that individuals respond differently, outwardly and inwardly, to suicide and that this should be allowed.
4. Wanting to get back to normal. While residents feel a desire to get back to normal (i.e., dating, studying, etc.), they often feel guilty about these feelings. The counselor can help alleviate their guilt by giving them permission to resume their daily schedules and by confirming the importance of not allowing the suicide to become central to their daily lives.
5. Feeling a heightened sense of responsibility to recognize suicidal signs in the future. It seems residents often feel a responsibility to prevent future suicides within the living unit. This is manifested by feeling a need to closely monitor an individual who seems depressed, giving up needed study time to talk with co-resident if they seem troubled, etc. While these actions are commendable, it seems important for the counselor to underscore the limitations of one’s responsibility and impact in such circumstances. Residents should be encouraged to suggest counseling to a co-resident rather than taking on that role themselves.
6. Coping with their own needs in the wake of the suicide. Residents will exhibit a wide range of individual needs following a suicide. Some will be afraid to be alone for a few days, others will have haunting dreams, etc. While they usually express a desire to have these needs attended to, they often feel selfish in this regard. The counselor can let them know it is legitimate and important that their individual adjustment to the suicide receive attention. Residents may be able to meet each other’s needs for companionship, etc., if these needs are expressed. Residents should also feel free to seek counseling.
Student Interventions
Emergency Situation - Imminent Threat of Harm
The RA, staff member, or SMU PD officer has knowledge of or observes very unusual behavior, including, but not limited to the following:
- Talks about harming him/herself or others;
- Engages in any type of self-destructive behavior;
- Overdose, tissue damage, vomiting, and/or fluctuating levels of consciousness due to severe intoxication;
The RA, staff member, or SMU PD officer:
- Calls 911 and asks for paramedics to come and determine disposition;
- Stays with the student until they are evaluated by paramedics or a mental health professional;
- Notifies staff on call at:
Dean of Student Life – 214-768-4564
Daytime - Counseling and Testing – 214-768-2211
Evenings & Weekends - Mental Health – 214-768-2860
Residence Life & Student Housing Staff Member on call
Others as necessary.
When medically stable, Counseling and Testing/Mental Health staff meets with student, requests student to sign a release of information, and arranges transport to hospital or determines a plan of treatment.
Prior to returning to the Residence Hall, the student must meet with a staff member from Mental Health to determine his/her suitability to return to the residence hall.
The Dean of Student Life in consultation with the Counseling and Testing/Mental Health staff makes other notifications as appropriate.
Counseling and Testing/Mental Health staff will conduct a follow-up with the person(s) who reported the student.
Emergency Situation - Recent Threat of Harm
If an RA, staff member, or SMU PD officer learns that a student has been talking about harming him/herself or others and/or engages in any type of self-destructive or psychotic behavior, he/she should, in conjunction with the Counseling and Testing/Mental Health staff, mandate referral within 24 hours to counseling. At this point, the professional staff will request the student sign a release of information, conduct an assessment, and arrange transportation to the hospital if necessary.
Then the RA, staff member or SMU PD officer will notify one or more of the following as deemed appropriate:
Dean of Student Life –
214-768-4564
SMU PD – 214-768-3333
Daytime - Counseling and Testing –
214-768-2211
Chaplain’s office – 214-768-4502
Evening and Weekends - Mental Health
– 214-768-2860
Others as necessary
Residence Life & Student Housing
Staff Member on call
The Dean of Student Life in consultation with the Counseling and Testing/Mental Health staff makes other notifications as appropriate.
Counseling and Testing/Mental Health staff members are responsible for conducting a follow-up with the person(s) who reported the student.
Non-emergency - No Imminent Threat of Harm
If an RA/staff member or SMU PD officer has knowledge of or observes the following by a student:
- Bizarre behavior;
- Sleeping in excess;
- Shows evidence of an eating disorder or depression;
- Drug use, including serious alcohol use;
This behavior should be reported to the Dean of Student Life Office. (A SMU PD officer will file an Incident Report, which will be received by the Dean of Student Life Office.) The Dean of Student Life will then meet with the student and if the student is exhibiting the first two types of behavior, the student may be required to meet with the Counseling and Testing/Mental Health staff by a specific date and time. If the student is using drugs/alcohol, the student may be required to meet with staff from the Center for Alcohol and Drug Abuse Prevention by a specific date and time. The Dean of Student Life will notify the department director of the referral by phone and in writing.
If the student voluntarily meets with the department to which he/she was referred, the staff will have him/her sign a release of information and follow-up with the referring individual or Dean.
If the student does not meet with the department to which he/she was referred, the Dean of Student Life will be notified, at which time she may issue a mandatory referral requiring a deadline and release of information. After the mandatory referral time period, if the student fails to meet with the appropriate staff, he/she may be removed from school through the disciplinary process.
Crisis Management Team Members
| Primary Member Title | Phone |
| (Chair) Assoc. VP Student Affairs & Dean of Student Life | 214-768-4564 |
| VP Student Affairs | 214-768-2821 |
| Chief – SMU Police | 214-768-3388 |
| Exec. Dir – Residence Life & Student Housing | 214-768-2422 |
| Dir – Mental Health | 214-768-2860 |
| Dir – Counseling & Psychiatric Svcs | 214-768-3211 |
| University Chaplain | 214-768-4502 |
| Assoc. University Legal Counsel | 214-768-1208 |
| Faculty Rep – Assoc. Provost | 214-768-3726 |
| Dir – Women’s Center | 214-768-4796 |
| Assoc. Dean – Academic Affairs Dedman College | 214-768-3325 |
| Exec. Dir – News & Communications | 214-768-7673 |
| Dir – Risk Management | 214-768-4047 |
| Assoc VP & Dir – Public Affairs | 214-768-7660 |
| Asst VP – University Events | 214-768-4523 |
| Asst Athletic Dir – Facilities | 214-768-2879 |
| Students’ Association President | 214-768-4488 |
