VZCZCXRO5214
PP RUEHIK
DE RUEHC #6027/01 3141919
ZNR UUUUU ZZH
P 101912Z NOV 09
FM SECSTATE WASHDC
TO ALL DIPLOMATIC AND CONSULAR POSTS COLLECTIVE PRIORITY
RUEHTRO/AMEMBASSY TRIPOLI PRIORITY 0800
RUEHRY/AMEMBASSY CONAKRY PRIORITY 2278
RUEKJCS/SECDEF WASHINGTON DC PRIORITY
RHMFISS/JOINT STAFF WASHINGTON DC PRIORITY
RUEKJCS/SECDEF WASHINGTON DC PRIORITY
RHRMAKS/COMFIFTHFLT PRIORITY
RHMFIUU/COMSIXTHFLT PRIORITY
RHHMUNA/HQ USPACOM HONOLULU HI PRIORITY
RHMFIUU/CDR USSOCOM MACDILL AFB FL PRIORITY
RHMFISS/CDR USCENTCOM MACDILL AFB PRIORITY
RHMFISS/CDR USEUCOM VAIHINGEN GE PRIORITY
RHMFIUU/CDR USSTRATCOM OFFUTT AFB NE PRIORITY
RUEKJCS/JOINT STAFF WASHINGTON DC PRIORITY
RUEKJCS/JOINT STAFF WASHINGTON DC//J-3:JOD// PRIORITY
RUEKJCS/JOINT STAFF WASHINGTON DC//J-1//J-3:JOD// PRIORITY
RHMFISS/CDR USSOUTHCOM MIAMI FL PRIORITY
RHMFISS/COMSOCAFRICA STUTTGART GE PRIORITY
RUMIAAA/HQ USSOUTHCOM J2 MIAMI FL PRIORITY
RHMFISS/HQ USSOUTHCOM MIAMI FL PRIORITY

UNCLAS SECTION 01 OF 06 STATE 116027 
 
SIPDIS INFORM CONSULS 
FOR ALL CHIEFS OF MISSION AND DEPUTY CHIEFS OF MISSION 
FROM UNDER SECRETARY PATRICK F. KENNEDY 
 
E.O. 12958: N/A 
TAGS: KFLU AEMR ASEC CASC KFLO TBIO KSAF KPAO
PREL, PINR, AMGT, MG 
SUBJECT: PREPARING FOR A CRISIS 
 
REF:    A) FSINFATC 001346 
 
STATE 00116027  001.2 OF 006 
 
 
 
------- 
SUMMARY 
------- 
 
¶1. (U)  Crisis situations - whether because of political 
or social unrest, wars or acts of terrorism, natural 
catastrophes or human accidents - represent some of the 
greatest challenges facing the Department, our overseas 
missions, and the broader USG.  While they are typically 
times of tragedy and challenge, they also present the 
opportunity for Department personnel and posts to save 
lives.  The Department wants to remind posts of ongoing 
crisis management obligations, planning resources 
available to posts, and best practices for those caught 
in a crisis situation.  An event-specific, 
operationally-detailed message will be sent to posts in 
the initial stages of a crisis. 
 
---------------------------- 
PREPARE BEFORE A CRISIS HITS 
---------------------------- 
 
¶2. (U)  Refresh crisis management tools. 
 
(U)  A post's crisis management documents - including 
the post's Emergency Action Plan (EAP), EAP tripwires, 
and F-77 reports of potential evacuees - are a vital 
element to an adequate response.  These tools are the 
collective responsibility of the Emergency Action 
Committee and need to be updated at least annually so 
that they accurately reflect the situation in a country. 
Please make sure post's tripwires are up-to-date. 
Tripwires can be updated through the Crisis and 
Emergency Planning Application (CEPA). 
 
(U) Post should ensure that its Post Personnel System is 
current, including personal safehaven information, and 
that post has access to the Evacuation Management System 
(EMS), which can assist in emergency planning and 
tracking employees in a crisis.  EMS can be used to 
create and activate travel itineraries, determine 
evacuee locations, and update arrival/departure status 
(including medical evacuations) during a drawdown. Post 
Personnel feeds data to EMS; therefore it is imperative 
that posts keep employee data current in case an 
evacuation is required.  EMS can be accessed through HR 
Online under the HR Applications tab.  Posts may request 
access to EMS by completing the system access form which 
can be obtained online at the HR/EX HR Overseas 
Applications website. 
 
¶3. (U)  Be familiar with resources available to you. 
 
(U)  The Operation Center's Office of Crisis Management 
Support (CMS) maintains a SharePoint site with valuable 
information, including emergency checklists for Chiefs 
of Mission, evacuation primers, response teams available 
to posts, and lessons learned from previous crises. 
Encourage outgoing officers to schedule courtesy calls 
with the appropriate regional CMS program officer to 
discuss crisis management best practices and lessons 
learned.  CMS can be reached at 202-647-7640 or SES- 
O_CMS@state.gov.  For consular specific resources, 
 
STATE 00116027  002.2 OF 006 
 
 
please contact the Crisis Management Unit in the Bureau 
of Consular Affairs at CA-Crisis-Mgt@state.gov. 
 
¶4. (U)  Conduct drills, review procedures, and check 
supplies regularly. 
 
(U)  There is no better way to learn post-specific 
lessons and to prepare for the real event than to 
conduct drills.  These should be open to a variety of 
participants, including direct hires, colleagues from 
other agencies, locally engaged staff, and private 
American citizens, when appropriate.  Use these 
opportunities to stress-test safehaven locations, post 
communications systems (e.g., radios) and Alternate 
Command Centers and coordinate with schools attended by 
embassy children, etc.  Additionally, take seriously the 
FSI-run Crisis Management Exercises conducted at post 
and implement the lessons learned.  FSI recently 
released a distance learning course on the Emergency 
Action Committee, PD543, which we strongly recommend. 
For additional advice and resources on conducting 
additional exercises on your own, please contact FSI's 
Crisis Management Training staff at 
FSI_Crisis_MgmtIdea@state.gov. 
 
¶5. (U)  Develop host country crisis contacts. 
 
(U)  These should include host country first responders, 
including police, hospital, fire, aviation, and security 
officials.  Establishing solid contacts within 
appropriate country ministries, and other diplomatic 
missions can also facilitate information exchange and be 
invaluable in providing services to private citizens. 
Local media contacts can assist post in disseminating 
information to the private U.S. citizen community and 
aid in dispelling rumors.  Additionally, learn from the 
post's institutional memory:  locally employed staff who 
may have experienced past crises.  Incorporate their 
ideas and best practices into your planning. 
 
--------------------------------------------- --------- 
ENGAGE AND STAY ACTIVE DURING EARLY STAGES OF A CRISIS 
--------------------------------------------- --------- 
 
¶6.  (U) Call Ops and your regional bureau early and 
often. 
 
(U)  Keep the Operations Center(SES-O@state.gov;202-647- 
1512) abreast of developing situations, even if 
information is limited.  Ops is the fastest way to 
mobilize Washington support and consolidate phone and e- 
mail inquiries to post, as it can help coordinate 
conference calls with appropriate Department and USG 
offices for you. 
 
¶7. (U)  Convene frequent, effective EACs. 
 
(U)  An established agenda and time limit keeps members 
focused on the issues at hand.  If applicable, convene 
digital EACs with constituent posts and in-country 
military counterparts to coordinate response.  Relay via 
Ops vital steps taken by the EAC or important 
conclusions reached, rather than waiting for the EAC 
summary cable to go through. 
 
¶8. (U)  Establish post-wide interagency task forces. 
 
(U)  Establish a post task force at the first hint of a 
pending crisis.  Creating several teams consisting of a 
few members each might be advisable for 24/7 coverage, 
depending on the situation.  Remember to have a 
representative of the Public Affairs Section on the task 
 
STATE 00116027  003.2 OF 006 
 
 
force in order to respond appropriately to any media 
queries. 
 
¶9. (U)  Start a single, comprehensive log. 
 
(U)  The log should contain all significant developments 
on the ground and actions taken by post.  It should be 
especially attentive to reporting and information passed 
via secure and non-secure voice.  It should also track 
incoming and outgoing Requests for Information (RFIs). 
 
¶10. (U)  Keep Washington informed. 
 
(U)  Produce daily (or more frequent) situation reports 
and pass these to the appropriate Washington players via 
front-channel cable (and e-mail if necessary).  Remember 
that information (even if incomplete) gives principals 
confidence that post has the situation in hand.  Knowing 
the rationale behind actions taken or not taken is 
especially important for Washington policy-makers. 
Focus particularly on the safety and security of 
American citizens, any assistance requested, 
political/security situation, post status and staffing 
levels, and next steps.  Some questions to consider: 
 
American Citizen Community: 
 
- Is the American community being targeted? 
- Do private Americans live in a cluster, or are they 
scattered? 
- Are they generally affiliated with a U.S. company or 
group?  If so, is post in contact with the HQ of that 
group or does it need Washington to reach out? 
- Will that group assist in evacuation, if necessary? 
- What is the estimated number of potential American 
citizen evacuees?  (NOTE: The F-77 should be reviewed 
and updated at the first signs of a crisis.) 
- Will a warden message be issued to alert Americans to 
the security situation?  Is a Travel Alert or Warning 
warranted?  (NOTE:  If post's footprint changes, a 
Travel Alert or Warning may be required.) 
- Has post received calls from American citizens 
requesting assistance?  Is the volume of calls 
manageable?  (NOTE: Use of the Consular Task Force 
software can assist post and the Department in assessing 
this information.) 
- What instructions are being provided to callers? 
- Does post require assistance from a task force or from 
the consular call center in Florida? 
- Has post received media inquiries regarding the 
crisis? 
 
Political/Security Situation: 
 
- Are there anti-American or anti-Western aspects to the 
unfolding events? 
- Are U.S. facilities or personnel being targeted? 
- Is the security environment permissive?  Can COM 
employees walk around, travel?  Can local citizens? 
- What are the prospects for government stability and 
its ability to maintain order? 
- Are local government ministries and local law 
enforcement working well with embassy staff to address 
the crisis? 
- Is there looting?  If so, what are host country 
security forces doing? 
- What is the host government's public position?  What 
is the host government saying privately? 
- Are major roads and airports open for commercial 
travel?  - Are the roads to the embassy and residences 
of official AmCits open? 
- Are schools open?  Is it safe to travel to and from 
 
STATE 00116027  004.2 OF 006 
 
 
the schools? 
- Could consular officers, if necessary, travel to the 
affected area(s) to provide on-scene support to U.S. 
citizens? 
 
Post Status: 
 
- Has post accounted for all official Americans? 
- Have all official Americans reported for duty? 
- Have all embassy LES reported for duty? 
- Have all local guards reported for duty at the Embassy 
and at residences? 
- What vehicles and routes will post use to relocate 
staff if necessary? 
- Is the Embassy open for normal business?  If not, how 
long is it anticipated to be closed? 
- How many days of supplies (food, water, and fuel) does 
post have on hand on the compound and at residences of 
official AmCits? 
- Have other foreign missions in the country changed the 
status of their posts?  What instructions have they 
given to their citizens in the country? 
- Is post planning to hold an EAC? When? 
- Has post reviewed lists of emergency personnel and 
informed personnel early on? 
- Is post preparing the official community for a 
possible evacuation, including one that might involve an 
interim stopover? 
- Has post been in contact with transit or interim 
stopover posts for potential evacuees? 
 
Next steps: 
- What can the Department do to assist post? 
- Will post require any TDY support to respond to this 
crisis? 
- Will CONS need to provide on-scene assistance to 
affected U.S. citizens? 
- Does post require any additional resources, if so, 
what? 
- What time is the next conference call?  Next SitRep? 
- Should potential transit posts be looped into calls? 
Cocoms? 
- What are upcoming events of significance? 
- What are the main problems/questions with which post 
is currently struggling? 
 
¶11. (U)  Keep AmCits apprised of the situation. 
 
(U)  Always remember the "No Double Standard" policy, 
and use the warden network to inform the American 
community of any specific, credible, non-counterable 
threats or of post closures.  Contact the Crisis 
Management division of CA/OCS/ACS - CA-Crisis- 
Mgt@state.gov with any questions. 
 
¶12. (U)  Communicate internally. 
 
(U)  Use the method most appropriate for post (phone 
trees, SMS messaging, e-mail distribution lists, social 
networking sites, radio net, etc.) through the RSO and 
the CLO to disseminate necessary information in a timely 
way to staff and families and to limit rumors.  Ensure 
that the concerns of the post community are conveyed to 
the EAC. 
 
¶13. (U)  Monitor post morale. 
 
(U)  Be cognizant of crisis-related fatigue as the 
initial adrenaline of responding to a crisis burns off. 
If appropriate, encourage personnel to take time off 
from work.  Consider inviting the RMO/P to post, if 
possible.  State's Office of Medical Services has 
 
STATE 00116027  005.2 OF 006 
 
 
resources and counselors ready to assist.  Information 
can be found on the MED website. 
 
¶14. (U)  Re-visit tripwires. 
 
(U)  As the situation evolves, discuss and submit via 
cable to the Department reverse tripwires (e.g., events 
that need to occur/actions that need to take place for 
post to begin the discussion of lifting 
Authorized/Ordered Departure). 
 
-------------------------------------- 
REGROUPING COLLECTIVELY AFTER A CRISIS 
-------------------------------------- 
 
¶15. (U)  Lessons Learned. 
 
(U)  Conduct a town hall with mission personnel and 
family members to discuss things that were done well and 
those that could be improved for next time.  Report on 
lessons learned that could benefit other posts. 
 
¶16. (U)  Unwind. 
 
(U)  Social events that allow the embassy community to 
gather and share stories and memories with one another 
are an important way to decompress, share reactions to 
the crisis experience, and begin the adjustment back to 
normal life. Consider post-crisis TDY assistance. 
 
----------------------- 
WHAT CAN WE DO FOR YOU? 
----------------------- 
 
¶17. (U)  At the outset of the crisis, Crisis Management 
Support will issue a detailed cable to post with 
Washington contacts, reporting requirements, advice, 
etc. 
 
¶18. (U)  Depending on the severity, complexity, or 
sensitivity of the crisis, the Executive Secretary might 
direct that a Task Force or Monitoring Group be 
established in the Operations Center as the nexus of all 
Departmental activity concerning the situation.  If so, 
a cable will be issued providing the contact 
information.  Additionally, CMS will establish a crisis- 
specific Intellipedia portal as the hub of all crisis- 
related information for the Department and the 
interagency community.  Note:  Post personnel are 
encouraged to obtain Intellipedia logons in order to 
provide direct updates to the portals  - 
https://www.intelink.gov/passport/Welcome (accessible 
from any unclassified computer) and 
https://passport.csp.sgov.gov/passport/Welcom e 
(ClassNet) 
 
¶19.  The FLO Office is responsible for supporting all 
employee and family member evacuees under Chief of 
Mission authority.  When a crisis emerges, FLO?s Crisis 
Management and Support Officer reaches out to the 
Community Liaison Officer (CLO) to offer guidance and 
support before, during, and after the crisis.  If the 
CLO position is vacant, FLO will offer this assistance 
to the Management Officer. 
 
¶20.  Above all, remember that we are here for you. 
Please call, e-mail, and cable your needs back to 
Washington so that we can provide resources and 
guidance. 
 
--------------------------------------------- --- 
ADDITIONAL RESOURCES, CONTACTS, AND USEFUL LINKS 
 
STATE 00116027  006.2 OF 006 
 
 
--------------------------------------------- --- 
 
Crisis Management Support Sharepoint Site 
 
Emergency Planning Website - 
includes DS Emergency Planning staff contact 
information. 
 
Crisis Management Training Website - 
includes links to an EAC distance learning course. 
 
Office of Medical Services Website 
 
For general questions regarding crisis preparation and 
response, and for F-77 support, please contact Crisis 
Management Support Staff, 202-647-7640, SES- 
O_CMS@state.gov. 
 
For advice and resources on conducting additional 
exercises, please contact the staff of Crisis Management 
Training, FSI_Crisis_MgmtIdea@state.gov. 
 
For questions regarding consular issues in a crisis, 
please contact the Crisis Management division of 
CA/OCS/ACS - CA-Crisis-Mgt@state.gov. 
 
For questions regarding EAPs, please contact 
DS/IP/SPC/EP, 571-345-2785, VerrierRP@state.gov. 
 
For questions regarding EMS or to schedule training, 
please contact HR/EX/SDD, 703-875-5401, 
BerdeguezMR@state.gov or the HR Help Desk, 
HRHelpDesk@state.gov. 
 
For questions regarding support for evacuees, please 
contact FLO, 202-647-1076, FLOAskEvacuations@state.gov. 
 
---------- 
CONCLUSION 
---------- 
 
¶21. (U)  While the Department stands by ready to assist 
posts during crisis situations, it is incumbent upon 
posts to prepare for various contingencies and be aware 
of best practices when responding to a crisis.  Please 
study this cable carefully and implement any appropriate 
changes. 
 
¶22.     (U)  Minimize considered. 
CLINTON