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Crisis Communication

 

 

MISSION STATEMENT OKS: To develop excellence, character, and growth in swimming for all.

VISION STATEMENT OKS: To advance our core values of selflessness, excellence, leadership, integrity, inclusion, and development by increasing competitive swimming opportunities and developing relationships that promotes excellence and growth.

 

CRISIS COMMUNICATION PLAN

This policy shall be implemented when any incident requires communication with the public on behalf of Oklahoma Swimming. Only the individuals listed in this policy and acting within the scope and procedure below are authorized to make any statements. All other individuals shall refer the media to the General Chair.

1)    Crisis Communication Team:

a)     1st Team

i)      General Chair

ii)    USA Swimming Legal Counsel

iii)   USA Swimming (Club Development Representative and if needed Director of Communications & PR)

b)    Back Ups:

i)      Administrative Vice Chair

ii)    USA Swimming Back-up Legal Counsel

c)     Situational-General Chair may include other individuals/specialists as appropriate for given situation

2)    Stakeholders to be notified:

a)     Board of Directors – contact emails and phone numbers through OKS website

b)    Clubs – contact emails and phone numbers through OKS website

c)     Coaches –contact emails through OKS website

d)    OKS Membership – use OKS website

e)     Media/Public – contact local newspaper and television networks as appropriate

3)    Process:

a)     General Chair gathers and confirms all the information from relevant sources

i)       Determine what happened, when and where

ii)    Determine who is affected

iii)   Identify cause

iv)   Determine reaction to incident and possible repercussions

v)    Determine when there will be more information/update

vi)   General Chair convenes Crisis Communication Team via conference call. Team will be alerted by phone call to home number and cell number.

b)    Team determines appropriate response to crisis and develops plan and timetable

i)      Determine what needs to be done and when it needs to be done

ii)    Determine what to say, who will say it, to whom it will be said, when it will be said, and by what means it will be said, as well as determining whether to take a proactive or reactive approach

iii)   Spokesperson makes any necessary statements to news media, membership or others as appropriate.

iv)   Team monitors situation and reacts accordingly.

4)    Spokespersons informs appropriate stakeholders of situation and response

a)     Description/background of situation and the response are communicated to stakeholders by established timetable

b)    Stakeholders are given contact information for Spokesperson as well as other contact information that may apply in the situation

c)     Spokesperson makes any necessary public statements to news media, direct meetings of membership, or others as appropriate.

 

General Chair

Paul Thompson

405-570-6529

Admin Vice Chair

Deanna Oliphant

405-204-9278

Age Group Vice Chair

Ben Harlow

918-440-7847

Senior Vice Chair

Chris Van Slooten

405-537-2602

Finance Vice Chair

Michele Brown

918-638-0279

Secretary

Tracey Garrett

405-473-9872

Coaches Rep

John Brown

405-503-5522

USA Swimming General Counsel

Lucinda McRoberts

719-866-3591

Central Zone Sports Consultant

Randy Julian

719-440-2421