Public Relations Crisis Communications Plan Internal Document TYPES OF CRISIS Foreseeable Crises Crisis Assessment: The President & Executive Director will be notified immediately of an emerging crisis and will determine the necessary strategy and who should be involved, including a crisis team if appropriate. The President & Executive Director has final approval of the recommendations of the crisis team. Sudden Crises Immediate Action:

When the sudden occurrence of a crisis precludes convening, President & Executive Director will draft and implement a strategy immediately with the assistance of the Director of Communications and Executive Assistant.

RESPONSIBILITIES Establishing a Clear Line of Communication  The President & Executive Director will hold responsibility for communicating to internal and external groups about the crisis, with the help of the Director of Communications and Executive Assistant.



If the President & Executive Director cannot be reached and communication is needed immediately, the Director of Communications or Executive Assistant will release information internally (see Public Relations Crisis Communications Contact List).

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Both the Director of Communications and the Executive Assistant will maintain consistent contact information for internal groups including email distribution lists and the attached document Public Relations Crisis Communications Contact List.

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Both the Director of Communications and the Executive Assistant will maintain close contact with the President & Executive Director for communicating the crisis and identifying important groups to which to communicate.

Releasing Information Internally Before any information is released, the President & Executive Director should be informed of the crisis. Information should be released internally in the following order:  President & Executive Director of SC Ministry Foundation and staff

   

President of the Sisters of Charity of Cincinnati Board of SC Ministry Foundation Leadership Councilor (who oversees communications) Sisters of Charity of Cincinnati Board Committees of SC Ministry Foundation (if appropriate)

The type of information released and method for releasing information will depend on each situation, including (but not limited to) factors such as:  Severity of the crisis

  

Privacy or family nature of the crisis Verifiability of information surrounding the crisis Time of day the crisis happened

These and other factors will be used to determine the strategy for communicating the crisis.

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Informing Outside Parties The President and Executive Director, with the assistance of the Director of Communications and/or Executive Assistant, will identify key stakeholders outside of the Foundation likely to be affected by or strongly interested in the crisis. Communications will be sent to these groups. Media  All media inquiries are to be handled by the President & Executive Director, regardless of who the media representative is, whom he or she represents, or the request. If the President & Executive Director is unavailable, the Director of Communications & Executive Assistant will handle the request.



The Director of Communications will work with the President & Executive Director to supply verifiable details to the news media when appropriate. After releasing information, the Director of Communications will monitor news coverage and quickly correct any errors that are made and its assessment of the lessons learned and any new guidelines for the next crisis.

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If the President & Executive Director, Director of Communications, or the Executive Assistant is unavailable, staff should reply that they will respond to the media request at a later time. If urgent communication to the media is needed under this circumstance, the President of the Sisters of Charity of Cincinnati can specify and approve this communication.

Ongoing Communication during Crisis Regular updates on the crisis should be given to internal and external groups during the crisis such as status of people’s safety or media developments, both monitored by the Director of Communications during the crisis. Evaluation and Follow-up The Director of Communications will document the news coverage surrounding a crisis. When the crisis is past the Director of Communications will supply a summary of the crisis and the response for evaluation and follow-up.

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Public Relations Crisis Communications Contact List Internal Document S. Sally Duffy, SC (Priority Communication & Contact) President & Executive Director SC Ministry Foundation

Office: 513-347-1136 Home: 513-251-6264 Cell: 513-207-4773 Email: [email protected]

Amelia Riedel (Primary Contact) Director of Communications SC Ministry Foundation

Office: 513-347-1086 Home: 513-325-7619 (cell) Cell: 513-441-3765 Email: [email protected]

Donna Jo Smiley (Primary Contact) Executive Assistant SC Ministry Foundation

Office: 513-347-1122 Home: 513-834-5217 Cell: 513-235-9291 Email:[email protected] SC Ministry Foundation Staff

Maureen Maxfield Program Officer & Director of Education SC Ministry Foundation

Office: 513-347-1134 Home: 859-356-6689 Cell: 513-703-7814 Email: [email protected]

Marybeth Schroer Systems Administrator and Administrative Assistant SC Ministry Foundation

Office: 513-347-1042 Home: 513-922-3882 Cell: 513-827-3882 Email:[email protected]

Catherine Schultz Co-op Student

Office: 513-347-1128 Home: 513-265-4241 (cell) Cell: 513-265-4241 Email: [email protected] Internal Communications

S. Joan Cook, SC President Sisters of Charity of Cincinnati (& Board, Executive, Governance, Strategic Planning, SC Ministry Foundation)

Office: 513-347-5201 Home: Cell: Email: [email protected]

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SC Ministry Foundation Board Michael S. McGraw, Chair Board, Executive, Finance, Governance SC Ministry Foundation

Office: 513-381-7881 Home: Email: [email protected]

Will Groneman Board, Executive, Strategic Planning, Finance SC Ministry Foundation

Office: 513-569-6424 Email: [email protected]

S. Maureen Heverin, SC Board, Grant Review, Program SC Ministry Foundation

Office: 513-347-1408 Home: 513-471-1429 Email: [email protected]

Kathy Kelly Board, Finance, Governance Committees SC Ministry Foundation

Office: 513-246-3830 Email: [email protected]

Don Keller Board, Finance, Executive SC Ministry Foundation

Office: 513-795-1399 Office: 513-285-7080 Email: [email protected]

Robert Killins, Jr. Board, Executive. Grant Review, Strategic Planning SC Ministry Foundation

Office: 513-241-2880 Home: 513-744-9550 Cell: 513-746-9506 Email: [email protected]

Denise Kuprionis Board, Governance, Executive, Program SC Ministry Foundation

Office: 513-272-8500 Email: [email protected]

S. Carol Leveque, SC Board, Program, Strategic Planning Committee SC Ministry Foundation

Home: 513-471-1429 Email: [email protected]

Timothy S. Moeller Board, Executive, Finance, Strategic Planning SC Ministry Foundation

Office: 513-347-5492 Home: Cell: 513-562-7767 Email: [email protected]

S. Patrick Ann O’Connor, SC Board, Finance, Grant Review SC Ministry Foundation

Office: 513-347-5472 Home: 513-921-5020 Email: [email protected]

Simon Sotelo Board, Executive, Program SC Ministry Foundation

Office: 513-651-7532 Home: Email: [email protected]

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Sisters of Charity of Cincinnati S. Mary Bookser, SC Leadership Councilor (oversees communications) Sisters of Charity of Cincinnati

Office: 513-347-5217 Home: Cell: Email: [email protected]

SC Ministry Foundation Board Committees (only if appropriate) Not listed above S. Joanne Burrows, SC Finance Committee SC Ministry Foundation

Office: 563-588-6491 or 6385 Home: 563-583-6614 Email: [email protected]

S. Marcel DeJonckheere, SC Grant Review Committee SC Ministry Foundation

Home: 513-335-2873 Email: [email protected]

Denise Driehaus Program Committee SC Ministry Foundation

Cell: 513-703-8400 Home: Email: [email protected]

George Fee Program Committee SC Ministry Foundation

Office: 513-792-9322 Email: [email protected]

S. Lois Jean Goettke, SC Grant Review Committee SC Ministry Foundation

Office: 513-347-5208 Home: 513-542-7938 Email: [email protected]

S. Karen Hawver, SC Grant Review Committee SC Ministry Foundation

Home: 586-795-5076 Email: [email protected]

S. Louise Lears, SC Program Committee SC Ministry Foundation

Office: 513-347-5210 [email protected]

Beth Robinson Program Committee SC Ministry Foundation

Office: 513-861-8726 Office: 513-861-0198 (direct) Email: [email protected]

Pam Shannon Grant Review Committee SC Ministry Foundation

Office: 513-205-4702 Email: [email protected]

Rev. Len Wenke Program Committee SC Ministry Foundation

Office: 513-341-3131, Ext. 2651 Cell: 513-608-0201 Email: [email protected]

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Other Mark Donner Network Consultant MIDCO Computer Integration, Inc

Office: (859) 594-3101 Home: (859) 689-1050 Home Office: (859) 689-1051 (forwards to his cell phone) Cell: (859) 393-7592 Email: [email protected]

Douglas E. Wickerham Catholic Health Initiatives Financial Services

Office: 859-594-3066 Home: Cell: 513-375-3124 Email: [email protected]

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Emergency Contact Information The following is a list of various individuals, agencies and utility suppliers to contact in the event of a campus emergency: Campus Police…………………………………………………….. (513) 244-4226 Chief Tim Carney, direct dial, office…………………………… (513) 244-4426 Chief Tim Carney, cell phone ………………………………….. (513) 703-5207 Wellness Center…………………………………………………… Student Health Services…………………………………… Dr. Raymond Metzger…………………………………….. Dr. Emily Dixon…………………………………………...

(513) 244-4949 (513) 244-4769 (513) 451-6871 (513) 985-3700

Off site Emergency Response……………………………………... 911 Delhi Police Department………………………………….. (513) 922-0060 Delhi Fire Department…………………………………….. (513) 922-2011 Hamilton County Sheriff………………………………….. (513) 825-1500 Hamilton County Communication Center………………… (513) 825-2280 Emergency Management Agency (EMA)…………………. (513) 263-8200 Hamilton County Health Department Emergency Response Coordinator………………………... (513) 946-7889 Duke Energy……………………………………………………….. (800) 339-8517 Gas.………..……………………………………………….. (800) 634-4300 Electric……………………………………………………... (800) 543-5599 Water Company…………………………………………………… (513) 591-7700 After hours to bypass recorder……………………………. (513) 591-7909 Metro ……………………………………………………………… (513) 632-7550

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