This plan can also be downloaded in PDF format. (  Download "Crisis plan for Stockholm University" (146 Kb) .)

Contents

  1. Purpose and objective
  2. Incidents covered by the crisis plan
  3. Crisis management structure
    1. Crisis management group
    2. Crisis support group
    3. Crisis communications group
  4. Documentation
  5. Departments/units
  6. Checklist
  7. Miscellaneous

1. Purpose and objective

The purpose of a crisis plan at Stockholm University is to create preparedness for

cohesive and clear central crisis management and to development procedures for action in the event of serious incidents. This includes everyone from the affected individual or department/unit to Stockholm University as a whole.

Crisis planning should prioritise the following:

  • being able to quickly establish a unified management with a clear division of responsibility,
  • that collaboration is achieved between the relevant parties at the central and local level at Stockholm University,
  • establishing effective media contacts and efficiently disseminating information to employees, students, relatives and the general public and
  • combatting rumour spreading.

The objective with activating the crisis management group is to:

  • gain a good overview of the incident,
  • coordinate resources at Stockholm University,
  • contribute to gaining control of the unfolding of events,
  • minimise damages and consequences,
  • maintain the public trust in Stockholm University,
  • ensure that correct information regarding the incident is provided to employees and students,
  • ensure that other operations can resume their regular activities as soon as possible.

2. Events covered by the crisis plan

The crisis plan is activated when a serious incident befalls Stockholm University. A serious incident is defined as:

A difficult, often rapidly emerging situation causing personal, material or ethical and confidence-related damage or the imminent threat of damage, or a difficult situation arising through a gradual and hard to detect process. The incident requires immediate and coordinated efforts within Stockholm University in order to minimise the consequences for employees, students and property.

The Head of Safety and Security at Stockholm University is responsible for ensuring that the crisis plan is activated in collaboration with the Head of Administration their deputy or other member of the crisis management group. 

3. Crisis management structure

The crisis management structure is established, which means that responsibilities and duties are clearly defined through the checklist, which specifies each respective function's main duties within the crisis management group, and separate from each other in order to avoid unnecessary "double work" and misunderstandings. It is important that the regular management structure which is not affected by the serious incident continues to operate. Day to day operations shall be maintained to the greatest extent possible. 

In the event of a serious incident, the crisis management group is activated. If needed, the crisis support group which operates under the crisis management group is also activated. A crisis communications group is also established. 

The Vice-Chancellor is ultimately responsible for the University as a whole. In case of a serious incident, the Vice-Chancellor has delegated the operative crisis management work to the Head of Administration. The Head of Administration is responsible for informing the Vice-Chancellor of the decisions made in the crisis management group.

3.1 Crisis management group

The crisis management group is led by the Head of Administration and consists of the functions listed below, with their main duties in parentheses:

  • Head of Administration (decides in consultation with the Head of Safety and Security what functions to involve, decision maker, delegates duties within the group, keeps the Vice-Chancellor informed on the event's development and the decisions that are being made),
  • Head of Safety and Security (summons the members of the crisis management group, conducts threat analyses, handles security-related issues),
  • Head of IT (secures necessary communications such as telephone and data traffic and ensures that decision support systems are available),
  • Head of Communications (monitors the flow of information from the media and acquires information from the crisis communications group)
  • Head of Technical Support Office (coordinates logistics issues)
  • Head of Human Resources (acts as liaison to the crisis management group and unions)
  • Secretary (keeper of minutes).

The crisis management group meets at least once per semester, in addition to emergency meetings and drills.

Each member of the crisis management group should have at least one appointed deputy to ensure that the group is always able to convene and to be able to step in temporarily in case of prolonged crises.

The crisis management group can, when needed, be reinforced with specialist expertise from other units within the central administration and with representatives from the affected operational area as well as the property owner's representative. When needed, external specialist expertise can also be called upon to join the crisis management group.

Decisions made within the crisis management group must adhere to the Stockholm University Delegation Policy. However, exceptions may be made in an emergency situation where a delay would mean a clear risk or when a serious hindrance may arise unless a decision is made.

The crisis management group is a decision-making body and makes decisions regarding the following issues:

  • continuous information to the Vice-Chancellor and the University Board,
  • frameworks for the crisis support group's work,
  • overall focus and prioritisation,
  • communication efforts, internally and externally,
  • measures that involve significant personal, material or financial undertakings being utilised,
  • temporary deviations from policies and regulations,
  • restorative and reconstructive work,
  • information to the staff organisations,
  • information to the student union.

The crisis management group collaborates directly with:

  • other universities and higher education institutions,
  • the police authorities,
  • emergency services,
  • the municipality,
  • the County Council,
  • Akademiska hus and other property owners within Stockholm University,

other government agencies or companies affected by the serious incident. 

3.2 Crisis support group

The crisis support group is appointed and organised by the Head of Human Resources. The operative work is led by a specialist at the Human Resources Office. The crisis support group includes the following functions:

  • HR specialist,
  • corporate health care,
  • Student health service,
  • Student Affairs Office,
  • Student Unions,
  • Union organisations (Saco-s, SEKO, OFR) and
  • representatives of relevant operational areas.

Specialist expertise can, when needed, be called upon to join the crisis support group from other units within the central administration or through representatives from the affected operational area. The crisis support group's task is to provide support and help to the individuals within the affected operational area. When needed, external specialist expertise can be added to the crisis support group.

The crisis support group collaborates directly with:

  • the crisis management group,
  • other universities and higher education institutions,
  • the police authorities,
  • emergency services and
  • relatives.

3.3 Crisis communications group

The crisis communications group is appointed and organised by the Head of Communications at the Communications Office. The operative work is led by a coordinator at the Communications Office and is carried out by staff at the same unit. When needed, additional staff may be added.

The crisis communications group is an operative working group and its duties include:

  • providing recommendations to the crisis management group regarding communication measures, internal as well as external,
  • carrying out and coordinating communication measures, internal as well as external, in accordance with decisions made by the crisis management group,
  • collecting, verifying and disseminating information via the University's channels,
  • monitoring how the media (traditional and social) is portraying the crisis,
  • helping the Press Office handle incoming calls from journalists.

The crisis communications group collaborates with

  • the crisis management group,
  • the crisis support group,
  • the head of operations at the affected faculty/department/unit and
  • the Head of Information at an affected external party.

4. Documentation

When the crisis management group, crisis support group or crisis communications group meet in the event of a serious incident, all measures and decisions should be carefully documented.

5. Departments/units

Each department/unit should, in accordance with point 6 establish their own check list and organisation regarding this. For questions regarding the establishing of a check list and crisis management training, contact the University's Head of Safety and Security.

6. Crisis plan checklist

At Stockholm University, the head of operations at each respective department/unit is responsible for ensuring that there is an established organisation which clearly states who does what in the event of a serious incident. To achieve this, the following points should be fulfilled and adhered to:

  • Appoint a person who establishes and updates a telephone and e-mail list of key persons to be contacted in the event of a serious incident.
  • Establish a telephone list with the contact information of the employees' close relatives.
  • The head of operations ensures that their mobile phone numbers are sent to the Section for Safety and Security's text message list. The function will be used as a fast information channel to the various operations.
  • Establish a priority list for equipment/materials to be saved in the event of a serious incident.
  • The department/unit must take inventory of their equipment/materials. The Ordinance (2011:248) on risk management in government agencies states that government agencies shall identify, evaluate and calculate the costs of risks that are related to their operations.
  • In accordance with the Stockholm University fire protection policy (ref no. SU 671-2163-08), the department/unit shall ensure that the staff has had training in systematic fire protection. See also the Prevention of Accidents Act (SFS 1995:778), and the Swedish Civil Contingencies Agency regulations (SRVFS 2004:3, 2004:4)
  • Decide how employees should be informed in the event of a serious incident. 

7. Miscellaneous

For questions regarding the establishment of a check list or questions regarding security in the workplace, contact the University's Head of Safety and Security.

This document, which can also be found on the staff webpage at www.su.se/english/staff-info/services/emergency-crisis, is reviewed and revised annually and when needed. The Head of Security is responsible for these revisions.