CISM Rules of Procedure

CISM Rules of Procedure
(Critical Incident Stress Management)
for the Mayday Foundation

The basic principles of organization and working practices for CISM-Teams deployed on behalf of the Mayday Foundation are modeled on the CISM guidelines as laid down by the International Critical Incident Stress Foundation, Inc. (ICISF). Selection, basic training and quality assurance as well as duties, advanced training and supervision of CISM-Team-Members (CTM) are in line with the principles and regulations of the ICISF. All CTMs deployed by the Mayday Foundation will act independently of their employer firm/organization and are bound by confidentiality.

Arrangements for cooperation between the Mayday Foundation and companies or organizations are set out in policy papers (letters of intent). These regulate the following:
Allocation of duties regarding the care and support of staff after critical incidents, funding of necessary measures such as basic and advanced training, expenses incurred during deployment and for Mental Health Professionals (MHP), technical equipment (mobile phone etc.), selection, duties, responsibilities and authority of officials, of the Clinical Director (CD), of the coordinators and the peers, insofar as these are not already described in the CISM Rules of Procedure, remuneration for CTMs, data security and protection, regulations concerning access to personal data (CTMs and clients), CTMs’ rights under employment legislation, liability and insurance in the course of CISM-Team duties, cooperation with and coordination of various departments (airline management, cabin management, air traffic control personnel, professional organizations, trade unions, etc.), vehicular access and parking permits.

Within an aviation context, aircrews are occasionally exposed to situations that they may personally perceive as life threatening or stressful beyond their normal experience. It has been shown that in most incidents of this type the normal reaction is to experience stress, although this is generally overcome within a matter of days. If, however, stress is not adequately dealt with, there is the possibility of long-term illness manifesting itself in the form of a diminished quality of life, incapacity for employment and, in extreme cases, a chronic condition which is very difficult to treat known as post-traumatic stress disorder (PTSD). The Mayday Foundation’s CISM scheme has been devised to deal with such critical situations. If CISM proves inadequate or only partially adequate to the challenge, our counselors will make every effort to ensure that the client receives suitable therapy from a qualified therapist at the earliest opportunity.

For reasons of aviation safety, duty of care to staff and best use of resources, the signatories of the policy paper have organized the CISM scheme under the auspices of the Mayday Foundation and according to the Rules of Procedure and regulations as laid down in the aforementioned policy paper.

For the employees of any partner firm or organization, the latest-dated signed version of the policy paper will apply.

Membership of the CISM team is on a voluntary basis. No member of the CISM-Team may suffer any negative consequences of his/her participation in the scheme. For this reason, CISM-Team deployment, training and supervision must be arranged in accordance with the policy paper. CTMs should not incur any personal expense. Deployment may not be taken into account for the calculation of salary or statutory time off work.

For travel to or from deployment or training, the relevant department for that particular CTM will draw up the necessary documentation and make all necessary bookings. Booking status has been laid down in the policy paper. Invoices relating to costs arising from frontline deployment are to be presented together with the relevant forms (travel costs claims form etc.) to CISM officials.

The CTM’s duty roster should be kept as manageable as possible – follow-up calls should only be altered after checking back with the CTM. In exceptional circumstances and with the agreement of the CISM coordinator and his or her superiors, a CTM may receive remuneration.

CTMs declare themselves willing in principle to take on the care and support of colleagues from other companies/organizations. The costs of this support work will be discussed between CISM officials and the companies/organizations concerned and an appropriate level of remuneration will be agreed.

CTMs who exercise a disciplinary role or senior management role will not be used for CISM deployment within their own company or organization. In this way, it is hoped to avoid conflicts of interest and to uphold the basis of confidence in the impartiality of the CISM-Team. CTMs pledge themselves to absolute confidentiality with regard to any information they become privy to during their CISM duties.

To ensure that they can be readily contacted, CTMs declare their willingness for their personal details (name, address, phone and fax number) to be recorded by CISM coordinators or departments authorized by them and, wherever necessary, communicated to MHPs.

In order to safeguard the health of CTMs deployed to other parts of the world, they will be given inoculations in line with WHO guidelines unless the individual CTM expressly refuses.

The CISM-Team of the Mayday Foundation has the following structure:

1. Clinical Directors (CD)
2. CISM Coordinators
3. Mental Health Professionals (MHP)
4. Frontline Team Leaders
5. Peers (colleague advisors)
6. Trainers (ICISF licensed)
7. Disciplinary Board

As a basis for coordinating efforts with companies and organizations that have subscribed to a joint policy paper with the Mayday Foundation, there are additional structural elements as follows:

8. Companies/Organizations Steering Committee
9. Representatives from relevant companies or organizations

1. Clinical Director (CD)
CDs for the Mayday Foundation are specialists in psychosocial therapy with qualifications in the clinical field of psychology and have been trained according to ICISF guidelines.
They direct and supervise the technical aspects of CISM-Team training and deployment, thus assuring quality of delivery, select instructors for basic and advanced training of peers and MHPs and they also interview applicants for membership of the CISM-Team.
They select MHPs, maintain contact with them and ensure that MHPs receive advanced training. Together with CISM officials, they select CISM Coordinators and frontline team leaders.
Where necessary, they accompany team members on frontline duties and both arrange for and support more intensive therapeutic measures. They ensure that MHPs and CTMs receive proper supervision and, where appropriate, make recommendations to officials and to the Board of the Mayday Foundation. They attend sessions of the CTM and the Steering Committee and take responsibility for ensuring that the ICISF qualification is current.

2. CISM Coordinators
CISM Coordinators are appointed by the Mayday Foundation and the Companies/Organizations Steering Committee. They may relinquish their duties at their own request or at the request of the Mayday Foundation and the Companies/Organizations Steering Committee. They are the first line of response on the CISM Hotline (Call Center). They manage the initial contact with the client and the frontline team and they initiate the appropriate care and support measures (if necessary, in consultation with a CD). They decide on the membership of the individual support team and appoint a frontline team leader. They liaise with officials of the companies/organizations that employ both the carers and the client, i.e. the crew member (CM) requiring care and support, paying particular attention within the terms of the policy paper to the practicability of withdrawing the CTM or the CM from their existing commitments, They document the care and support measures within the Mayday Foundation databank and IT system. They report back to appropriate officials the dates and times of deployment. They compile statistics concerning CISM call-outs, deployments etc. according to criteria laid down by the Company/Organization Steering Committee. They support and assist in basic and advanced training of the CISM-Teams and have an consultative role in the selection of new team members. They attend Coordinator meetings and further training on a regular basis.

3. Mental Health Professionals (MHPs)
MHPs for the CISM team are selected by the CDs. They are specialists in psychosocial therapy and will have had additional training according to guidelines issued by the ICISF. Their basic and advanced training for the CISM team takes place at the invitation of the Mayday Foundation.
They are responsible for the technical aspects of CISM casework, They support the frontline team leader in identifying the nature and level of care and support required. They advise the CISM team in regard to follow-up care and support for clients, and they are available to provide backup care.
They are involved in advanced training on a regular basis.

4. Frontline team leaders
The frontline team leader directs the deployment of a care and support team.
He or she is a CTM, is appointed by a CISM Coordinator for a particular case and is authorized to direct members of his or her team (e.g. to relieve a member of his/her duties in the case of overwork).

5. Peer Support Personnel (Peers)
Peers are colleagues who have been trained in accordance with ICISF guidelines.
Following an interview with a CD, they will receive training. During the course of a CISM and by agreement with a frontline team leader and a CD, they will provide care and support for a CM. Generally speaking, they will be drawn from the same line of work as the client. They will regularly participate in further training courses that are offered to them (e.g. refresher courses) to ensure that their skills remain current. They are also entitled to receive supervisory support.

6. Trainers
Trainers must hold ICISF qualifications.

7. Disciplinary Board
The Board is constituted by 2 members from each of these groups: CD, Coordinator, MHP and Peer. Members are nominated for the Disciplinary Board by their group.
The Board deals with any problematic cases arising from CISM frontline deployments.
It decides whether a member of the CISM-Team should be excluded from the team for a breach of ICISF regulations or for gross incompetence.
The Board’s decision is reached by majority vote providing that a quorum of four members is in attendance.

8. Companies/Organizations Steering Committee
The Companies/Organizations Steering Committees is constituted as follows: at least one representative of the Mayday Foundation Board, one CD and the CISM representatives of associated companies and organizations.
Its duties are as follows:
It represents the Mayday Foundation to associated companies/organizations and is their first line of contact,
It sets out the criteria according to which the CISM coordinators compile statistics about casework,
It is responsible for the frontline efficiency of the CISM-Team.
It selects CTMs (coordinators and peers) and appoints them once they have undergone selection and training procedures.
It devises methods of accounting for support measures that have been provided.

9. CISM officials
CISM officials are appointed by associated companies/organizations. 
They may relinquish their duties at their own request or if recalled by their own company/organization.
They have the following duties and responsibilities:
They organize and coordinate the day-to-day business of the CISM-Team to ensure its frontline efficiency (e.g. updating records, reports), 
They draw up guidelines for the training and deployment of CTMs and document these in the policy paper,
They inform the relevant departments within the individual companies/organizations about the fact (without, however, divulging the reasons) that a particular deployment plan for a CM already receiving or about to receive care and support has to be altered on the basis of the policy paper,
They arrange for the selection and training (basic and advanced) of CTMs and liaise with the company or organization concerned,
They present and explain CISM to the general membership of their own company/organization,
They draw up documentation (travel expenses forms etc.) and make these available as required,
They assist in the selection of CTMs,
They draw up a budget and oversee its implementation, 
They support the CDs and CISM Coordinators in their duties, 
They are responsible for logistics and administration, for the upkeep and maintenance of office space, telephones, photocopiers and computer equipment and for the efficient operation of deliveries and postal services etc.
They attend meetings of the Companies/Organizations Steering Committee on a regular basis.


CISM deployment:

Any activity undertaken by a member of the CISM team to provide care and support to a client or client’s dependant qualifies as frontline deployment within the meaning of CISM.

CISM frontline team:
This team includes all persons who are engaged in frontline CISM duties.
A CISM frontline team will be deployed if a CM (affected crew member) so desires and/or (insofar as a company or organization deems otherwise) if
a CISM coordinator,
a CD,
the Post Holder Flight Operations,
the relevant airline management,
the relevant cabin crew management so desires.