Contingency plan for crisis management within CLINTEC

This contingency plan is a complement to the basic Crisis and disaster management plan at Karolinska Institutet. The purpose of a crisis management plan is to have preparedness in advance for whether an unforeseen and serious event would affect, or risk affecting, our employees and / or students at the department.

Purpose and focus

A crisis can be defined as an event where previous experiences and learned reactions are not sufficient to understand and mentally handle the current situation.

Those responsible must have knowledge of crisis management and authority to make the necessary decisions. It must be possible to activate crisis preparedness during term time. Students should, if possible, be involved in the decisions about measures taken. Each event is unique and the crisis manager (head of department) is responsible for, in the event of a crisis, organising the operational work with regard to the situation that has arisen.

The plan must be kept up to date through recurring revisions. Disasters are handled according to KI's Crisis and disaster management plan.

The plan should, along with training and practice:

  • create readiness for action for a cohesive and clear management in the event of serious events of varying scope
  • contribute to developing routines for efforts to gain control over the course of events and minimise damage and consequences
  • be a complement to society's crisis and disaster preparedness

The department’s crisis management group

The department's crisis management group consists of the head of department, two vice head of department and the head of administration. If necessary, the crisis management group can be expanded with more people.

At each division, the division head is responsible for ensuring that all employees know about the crisis plan and where to find it.

In crisis management related to students in programmes for which the department is responsible, each programme director has the initial responsibility. For each educational program at CLINTEC, the programme director is responsible for ensuring that information for lecures and students is available on the programme website.

In crisis management related to students who take courses where the department does not have programme responsibility (e.g., the Study Programme in Medicine), the director of studies / course director has the initial responsibility. The Study Programme in Medicine programme board has its own crisis management plan on its programme website.

Definitions of major and minor crises

Major crises, serious incidents, and major accidents

“A difficult, often hasty situation with personal, material or ethical and trust damage or with imminent danger of damage. Alternatively, a difficult situation that arises through an insidious process."

The incident requires immediate and coordinating action within the authority to minimise the consequences. Managed by KI's central crisis management group. https://staff.ki.se/crisis-and-disaster-management

Minor crises, less serious incidents / accidents

Material or personal injuries that only affect operations within the own department and that are not included in the concept of serious incident. Managed by the head of department and the department's crisis management group. In general, the head of department informs the president about the crisis. The president decides whether the crisis is to be handled by KI's central crisis management group

CLINTEC's crisis and disaster management plan covers the three stages into which crises can be divided:

  1. The acute phase
    – Save lives and take immediate action to limit damage and convene the crisis management organisation.
     
  2. The crisis management phase
    – Provide crisis support to staff, ensure that the prioritised processes work, communicate internally and externally.
     
  3. The decline phase
    – Handle all the extra work created by the crisis and make use of the experience.

When something happens

Events that result in material / physical damage or accidents

In case of acute danger to life, health, and property, contact SOS Alarm (00) 112 to get to the rescue service, ambulance, or police.

Call KI´s emergency number 08-524 80 100 to inform the central crisis management to get help with:

  • Risk of or ascertained serious personal, environmental or property damage.
  • Deaths in the workplace.

In the event of an accident or serious incident, also contact your manager, head of department, head of administration or someone else in the crisis management group at CLINTEC (see below).

Events that result / can result in intangible / psychosocial injuries

Caring for each other includes being vigilant about the person / persons who have been exposed to events that may result in temporary psychosocial problems or crises.

If there are people around you who have been through events that can trigger psychosocial problems or crises - talk to them. You can ask them to contact their manager, head of department, head of administration or HR function at the local level. If it is judged that additional support is needed, the occupational health service or the central HR function can be contacted.

Avonova Health, occupational health service, has telephone number 08-120 124 10.

Crisis management group at CLINTEC

Lars Henningsohn

Head of Department

Magnus Nilsson

Vice Head of Department, Chair Work Environment Group CLINTEC

Pille Ann Härmat

Head of Administration

Contingency plan for crisis management at CLINTEC