Crisis Plan University Administration ITM

Drawn up by Anna Blendow and Jan Wikander 2018-05-14, revised  2020-08-10.

Each accident or catastrophe consists of a number of individual catastrophes for the persons individually affected and their immediate families. An individual death, sudden illness, or suicide is a catastrophic situation for those closest to that person.

The first person informed of the event immediately contacts the crisis manager(s) at the School of Industrial Engineering and Management (ITM). When necessary, they bring in other experts.

The tasks of the crisis manager at VS ITM is:

• to organize measures that the situation that has arisen requires on site
• to meet and respond to the media’s questions, or alternately to refer them to the press officer or Vice-Chancellor at KTH
• to inform those working in the front office of what has happened so that they will always refer inquiries to Magnus Wiktorsson, KTH press officer, or alternately to the Vice-Chancellor for information
• to inform staff and students of the actual situation.

Crisis responsible at VS ITM

Reporting incidents

All incidents described in this plan should be reported to the Head of department and the Operational Controller. A copy of the report should also be given to the local health and safety representative.

In the event of a crisis: Alert – Act – Process – Evaluate 

Advice in the event of a crisis, step 1 – Alert

1. Save lives.

2. Sound the alarm.

1. Call 112 during an event where external help is needed in the form of an ambulance, the fire brigade, or the police – indicate you are calling from KTH, give the address (Lindstedtsvägen 30 or Osquars Backe 31) and the reason for the alarm.
2. After that, always call the KTH emergency number, 08-790 77 00. Indicate the reason for the alarm, the address, and the telephone number you can be reached at so that KTH emergency services can call you back. You do not need to dial 00 to get an outside line when calling 112.
3. For events that do not require an ambulance, the fire brigade, or the police, call only the KTH emergency number, 08-790 77 00, which is open around the clock. Indicate the reason for the alarm, the address, and the telephone number you can be reached at so that KTH emergency services can call you back. You can get advice as to what you should do immediately through the KTH emergency number. Contact is also arranged around the clock with:
   The KTH Crisis Management Group
   The Head of KTH Security
   The Head of KTH IT Security
   KTH Emergency Services on KTH Campus
   KTH security guards on KTH Campus, only during guard hours

3. Note what happens in a logbook

Print logbook here (pdf 45 kB)

• time of conversation/message that came for you
• name and phone number of person leaving message
• what has happened
• who has been injured or lost their lives
• how, and by whom, what has occurred can be confirmed
• what you are doing/have done 

4. Inform.

1. Contact the Head of School first.
2. If he/she does not answer, contact the back-up to inform them of what has happened.
3. He or she contacts the Crisis Manager for students and the Crisis Manager for emplyees.
4. Crisis Managers inform staff and / or students.

Note! In the event of an individual death, contact the police. Never give notice of a death to a relative.

Advice in the event of a crisis, step 2 – Act

Re-assembly point

Floor 2-7: At the square in front of the entrance of Lindstedtsvägen 30
Floor1: Teknikringen 34

Personal injury

• Take care of the injured person at a separate location, speak calmingly, keep warm, do not leave alone
• Turn away other onlookers
• Be sure that somebody accompanies them to the hospital
• Contact a relative

Fire

• Warn people in danger and begin evacuation
• Never go through smoke
• Extinguish with a hand-held fire extinguisher if possible
• If the fire/smoke is strong, leave the premises and close as many doors as possible between the smoke/fire and neighbouring premises. Meet the fire brigade.

Robbery

• Turn over what is requested
• Give the robber a free way out
• Sound the alarm from another place

Threats

• Be calm and friendly
• Use delaying tactics
• Act as if you do not understand the call
• Keep them on the line and ask for information
• Express a willingness to cooperate
• Try to find out if the threat is meant in earnest
• Try to record the call

In the course of the call, you should if possible encourage a workmate to sound the alarm!

Ask the person making the threat about the following:

• When will the threat be carried out?
• Who/what is the threat directed at?
• Why?

For an action to be counted as an unlawful threat, weapons do not need to be involved. It is enough if the threat is made in such a way or in such a context that it can be assumed that the object of the threat feels a serious fear that the threat will be executed.

The police report is made via 114 14

Document the threats

It is important to document what is possible with the help of e.g. a recording on a mobile phone or own notes. (See log book on the last page). If you have received threats by e-mail, text message, etc. you should save the information on the computer, phone or the platform where the threats were received. Also do this if you choose to print out the material. Together this may constitute important evidence in a possible court case.

While awaiting help

• Gather those affected at a separate place. Do not let anyone go home directly.
• Provide simple, concrete and clear information. Avoid speculation. Feel free to repeat what is said.
• Be active in providing help; go with the person, ring phone numbers, show the way, stay with those affected
• Do not let anyone affected go home on his or her own, drive a car or do anything requiring responsibility
• Show concern: Rest, Warmth, Friendliness, Care, Fluids
• Let everyone have a chance to talk about what has happened – if they want to. Listen without judging or controlling.
• Be honest with those affected and give the information you have. Avoid looking for scapegoats.
• Protect against further stress, strong impressions, media and an audience
• Provide an opportunity to contact relatives/family. The HR staff can also get the information in HR+.
• Arrange when necessary a social contact network for the evening/weekend.
• Decide a time and place for follow-up the next day.

Advice in the event of a crisis, step 3 – Process

In the reaction phase – once the initial shock has subsided

• Be there
• Hold
• Provide space for sorrow, fear, etc.
• Provide information (even if there is no news, say so)
• Respect
• Refrain from judging
• Care, listen
• Give hope
• Inform about mental and physical stress reactions
• Book an emergency appointment with Avonova for individual support
• Invite Avonova for expert support a few days after the crisis; it may be hard to determine who wants such help

Advice in the event of a crisis, step 3 – Evaluate

Once the crisis has been handled

• Evaluate and improve procedures.
• Identify those who need extra support (around 1-3 months afterwards)
• Save the log book and other experiences.

Also refer to

ITM Crisis Response Organisation

Crisis support: employees, other staff and students at KTH

Skolchefens ansvar för krisstöd till anställda och studenter

Information about how the school's crisis management team should be organized

Logbook

Print logbook here (pdf 45 kB)