ir tert for l"«
3Ts for Reducing Lead in Drinking Water in Schools and Child Care Facilities: Training. Testing. Telling.
Issue and Crisis Management
Guidelines
Objective:
At the heart of an effective issue/crisis management plan is preparation and coordination to
deliver information swiftly, professionally and consistently. Preventing issues from escalating
into crises demands a proactive approach designed to shape public opinion, defuse flashpoints,
and counter any actual or potentially negative, misleading or misinformed word-of-mouth and/or
media coverage.
1. Follow these communication guidelines for enhancing public perception.
4 Take the initiative in providing information.
4 Make sure your information is honest, accurate and comprehensive.
4 Speak with one consistent voice.
Anticipate questions and concerns and address them proactively.
4 Be positive and forthcoming.
4 Keep your audiences up to date as new information becomes available.
2. Form an issue/crisis management task force in advance.
4 Assemble a team with technical, advocacy and communications expertise. Draw from
internal resources as well as professionals and leaders in the community. Designate a
single spokesperson to make announcements, respond to questions and conduct
interviews. Doing so is critical to ensuring the accuracy and consistency of public
information.
3. Create a contact list.
Having names, phone numbers, fax numbers and email addresses at your fingertips is
vital, especially when a quick response is necessary. Create a contact list and update it
regularly. It should include task force members as well as fact-finding and
communications contacts, including:
School Superintendent
* School Board Members
Civic Leaders
Local Public Health Officials
* Head of Building
Maintenance/Custodial
Services
* State Department of Education
4 State Department of Health
State Drinking Water Program
EPA Regional Office
* Utility/Water Supplier
Media (Newspaper, TV, Radio, Web
and Newswire Outlets)
-------
3Ts for Reducing Lead in Drinking Water in Schools and Child Care Facilities: Training. Testing. Telling.
Page Two - Issue and Crisis Management Guidelines
4. Define what constitutes an issue or crisis.
4 Issue: A situation or specific event that has the potential to undermine credibility and positive
public perception.
4 Crisis: An event or series of events that directly damage your facility's reputation by
demonstrating or implying a failure to ensure public safety.
5. Identify your target audiences for ongoing issue/crisis communication.
4 Internal:
* Teachers
* Administrative Staff
Custodial Staff
4 External:
Students and Parents
* Media
* Local Health Community
Local Drinking Water Community
Local Environmental Community
* Local Lead Poisoning Prevention Program
6. Launch an ongoing campaign of education and awareness, capitalizing on a variety of
communication vehicles.
4 Press Releases (media)
4 Follow-up Letters and Flyers (parents)
4 Paycheck Stuffers (school or child care employees)
4 Newsletter (parents and staff)
4 Newsletter Articles (for advocacy groups, parent-teacher organizations,
chambers of commerce, service clubs and other stakeholders)
4 Postcard-style Information Updates (parents)
4 Workshop/Open House (parents and community at large)
4 Presentations (before a variety of local civic and community groups)
-------
3Ts for Reducing Lead in Drinking Water in Schools and Child Care Facilities: Training. Testing. Telling.
Page Three - Issue and Crisis Management Guidelines
7. Prepare a fact sheet so that your task force spokesperson has accurate, up-to-date
information about the status of your plumbing system and water source. Information
should include answers to the following questions:
When was the building constructed?
4 Since then, have any new buildings or additions been constructed?
4 If built after 1986, were lead-free plumbing and solder used in accordance with the
requirements of the 1986 Safe Drinking Water Act Amendments?
4 What are the potable water pipes made of in your facility? Does your facility contain
components that may leach lead?
4 Has your school or child care center checked the brands and models of water coolers to
see if they are on EPA's list of banned coolers with lead-lined tanks?
4 Has water quality testing been conducted at your facility? Were samples tested for
lead, and if so, what concentrations of lead were found?
4 Is water tested regularly for lead at your facility?
4 Who supplies your facility's drinking water?
4 According to information provided by your public water supplier:
Is the water system in compliance with federal and state standards for lead?
* What is the latest 90th percentile lead level for the public water system?
* Does the utility collect samples from your facility?
Is a corrosion control chemical being used? Does the system have results to
show the effectiveness of the control measures? If so, what are they?
* Does the water distribution system have any lead piping? If so, does the public
water system plan to remove these sources of lead?
Will your water system provide assistance to support your efforts to minimize
exposure to lead in your facility's drinking water?
-------
3Ts for Reducing Lead in Drinking Water in Schools and Child Care Facilities: Training. Testing. Telling.
Page Four - Issue and Crisis Management Guidelines
4 If potential problem areas have been identified and a sampling plan is being developed,
provide answers to the following questions:
Who is heading up your sampling effort?
* Who will collect and analyze samples and maintain records?
Where will the samples be collected?
4 If sampling has just been completed, have answers to these questions:
* What were the results?
Did lead levels exceed the EPA level of concern of 20 ppb? If so, at which drinking
water outlets?
* What is being done on an immediate, short-term and permanent basis to address
any identified problems?
A How are sampling results being made available to the public, including parents,
teachers and other staff members, the media, and relevant parent, teacher, student
and employee organizations?
If concerned, how and where can individuals be tested for blood lead levels?
OFFICE OF WATER • EPA 816-E-05-006 • December 2005 • www.epa.gov/safewater/schools
------- |