Crisis Management Policy

As a registered charity, [Charity name] is committed to responding effectively, responsibly, and transparently to crises that may affect its people, operations, reputation, or ability to deliver its charitable purposes.
This Crisis Management Policy sets out the framework for identifying, managing, and recovering from crisis situations in a structured and coordinated manner.

The Trustees recognise that effective crisis management is a key component of good governance, risk management, and organisational resilience.

Purpose of the Policy

1.1 The purpose of this Policy is to:

Provide a clear framework for responding to crises.
Minimise harm to individuals, beneficiaries, and the Charity.
Protect the Charity’s assets, reputation, and continuity.
Support timely decision-making and clear communication.
Ensure compliance with legal and regulatory obligations.

1.2 This Policy supports preparedness, coordination, and recovery in the event of a crisis.

Scope of the Policy

2.1 This Policy applies to:

The Board of Trustees.
Employees and volunteers.
Contractors and third parties acting on behalf of the Charity.

2.2 It applies to all crisis situations arising from:

Operational, financial, or governance issues.
Safeguarding or health and safety incidents.
Cybersecurity or data breaches.
Reputational or media-related events.
External emergencies affecting Charity activities.

Definition of a Crisis

3.1 For the purposes of this Policy, a crisis is defined as:

A serious, unexpected, or escalating situation that poses a significant risk to individuals, the Charity’s operations, legal compliance, financial stability, or reputation.

3.2 A crisis may develop suddenly or evolve over time if not effectively managed.

Principles of Crisis Management

4.1 Crisis management within the Charity will be guided by the following principles:

Safety and welfare of individuals is paramount.
Timely, proportionate, and coordinated response.
Clear leadership and accountability.
Accurate and transparent communication.
Learning and improvement following resolution.

4.2 All actions taken must be in the best interests of the Charity and its beneficiaries.

Crisis Identification and Escalation

5.1 Potential crises must be identified and escalated promptly.

5.2 Any individual who becomes aware of a potential crisis must:

Report it immediately to senior management or a Trustee.
Take reasonable steps to mitigate immediate risk where safe to do so.

5.3 Serious matters must be escalated to the Chair of Trustees without delay.

Crisis Management Roles and Responsibilities

6.1 Board of Trustees

6.1.1 The Board of Trustees has overall responsibility for crisis oversight and decision-making.

6.1.2 Trustees will:

Provide strategic direction.
Approve major decisions.
Ensure regulatory reporting where required.

6.2 Crisis Management Lead or Team

6.2.1 The Charity may appoint a Crisis Management Lead or Team.

6.2.2 Responsibilities may include:

Coordinating the crisis response.
Liaising with stakeholders and authorities.
Maintaining records of actions taken.

6.3 Staff and Volunteers

6.3.1 Staff and volunteers must:

Follow instructions issued during a crisis.
Cooperate fully with response efforts.
Maintain confidentiality where required.

Crisis Response and Action Planning

7.1 Once a crisis is identified, the Charity will:

Assess the nature and severity of the crisis.
Identify immediate and longer-term risks.
Develop and implement an action plan.

7.2 Actions will be:

Proportionate to the level of risk.
Reviewed and adapted as the situation evolves.

Communication and Media Management

8.1 Clear and consistent communication is essential during a crisis.

8.2 The Charity will:

Designate authorised spokespersons.
Provide accurate and timely information.
Avoid speculation or misleading statements.

8.3 Communications must consider:

Confidentiality and data protection.
Safeguarding and legal obligations.
Reputational impact.

Regulatory and Legal Reporting

9.1 Where required, the Charity will report crises to:

The Charity Commission.
Other regulators or authorities.
Insurers or funders.

9.2 Reports will be:

Timely.
Accurate.
Approved by the appropriate authority.

Safeguarding and Welfare Considerations

10.1 Where a crisis involves safeguarding concerns:

Safeguarding procedures take precedence.
Immediate action will be taken to protect individuals at risk.

10.2 Support will be provided to those affected by the crisis.

Business Continuity and Recovery

11.1 The Charity will take steps to:

Maintain or restore critical services.
Minimise disruption to charitable activities.

11.2 Recovery planning may include:

Review of systems and processes.
Temporary adjustments to operations.
Financial or resource reallocation.

Documentation and Record Keeping

12.1 All crisis-related actions and decisions will be:

Documented accurately.
Retained securely.

12.2 Records will support accountability, learning, and regulatory compliance.

Post-Crisis Review and Learning

13.1 Following resolution of a crisis, the Charity will:

Conduct a review of the response.
Identify lessons learned.
Implement improvements to policies and procedures.

13.2 Trustees will oversee the review process.

Training and Preparedness

14.1 The Charity will:

Promote awareness of this Policy.
Provide training where appropriate.

14.2 Preparedness measures may be proportionate to the Charity’s size and risk profile.

Monitoring and Review

15.1 This Policy will be reviewed:

At least annually, or
Following any significant crisis or organisational change.

15.2 Any amendments must be approved by the Board of Trustees.

Conclusion

By adhering to this Crisis Management Policy, [Charity name] ensures that it is prepared to respond to crises in a structured, responsible, and transparent manner, protecting individuals, safeguarding charitable assets, and maintaining public trust while continuing to deliver its charitable purposes.

Signed: ………………………………………
Chair of the Board of Trustees

Date: ………………………………………

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Disclaimer:

Naail & Co provides these policy templates solely as guidelines or standard templates to assist charities in developing their own policies in accordance with Charity Commission England & Wales compliance. These templates are not intended to serve as legal or professional advice, and Naail & Co cannot be held responsible or liable for any outcomes arising from their use. It is essential that each registered charity carefully tailors and customizes these policies to reflect its specific needs, structure, and legal obligations. We strongly recommend that charities seek independent legal or professional advice to ensure compliance with all relevant laws and regulations.

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