Critical Incident Policy

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Critical Incident Policy Revised – June 2013

Critical Incident Policy

Contents 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 9.1 9.2 9.3 9.4 10.0 11.0 12.0

Definition ............................................................................................................. Critical Incident Coordinating Team ......................................................................... Procedures ........................................................................................................... Scene of a critical incident ...................................................................................... Initial Coordinating Team Meeting ........................................................................... Response ............................................................................................................. Ongoing and Follow Up Response ............................................................................ Keeping Accurate Records ...................................................................................... Staff Roles and Responsibilities ............................................................................... Coordinating Team ............................................................................................. Program Coordinators ......................................................................................... Teaching Staff ................................................................................................... Office Staff ....................................................................................................... Evaluation ............................................................................................................ Useful Resources/Telephone Numbers ...................................................................... Partner University Emergency Plans .........................................................................

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Critical Incident Policy

1.0

Definition

A critical incident for the purpose of this policy is defined as follows: A tragic and/or traumatic event which causes or is likely to cause extreme physical and/or emotional distress to staff and/or students and may be regarded as outside the normal range of experience of the people affected. The event has the potential to cause unusually strong emotional reactions in the UCIC community. Some examples of critical incidents include:

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Any fatality, near fatality or incident likely to affect seriously a number of staff and/or students; Adverse media comment; Serious traffic accidents; Murder or suicide involving students or staff and their family members; Physical or sexual assault; Fire, explosion, bomb threat; Chemical, radiation or bio-hazard spillage; Hold-up or attempted robbery; Threats of violence to staff/students; Major theft or vandalism; Threat of infectious disease such as the H1N1 virus (swine flu); Incidents involving pain or abuse of children; Incidents in which sights, sounds, or smells are distressing; Storms/natural disasters; Acute illness (physical or mental); Missing students

Every critical incident is unique and will need to be dealt with differently, according to the needs of the people affected.

2.0

Critical Incident Coordinating Team

The UCIC Coordinating Team will be responsible for managing, coordinating, planning and implementing a timely and effective response to a critical incident. This team, who are responsible for ensuring that appropriate procedures are implemented, should include the following staff members:

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College Director & Principal Academic Manager Welfare Advisor Quality & Compliance Manager Director of Marketing and Admissions Director of Finance and Administration

The Coordinating Team may co-op additional staff members as appropriate to a particular incident. It is the responsibility of the College Director & Principal to determine whether or not the incident is a critical incident as defined above and to put into operation the Critical Incident Procedures.

Critical Incident Policy When a critical incident is identified, the staff member receiving the news should immediately contact the College Director & Principal. The College Director & Principal will contact the other members of the coordinating team. In the event the College Director & Principal is not available, the staff member who has been informed of the incident will immediately contact other members of the Coordinating Team so that decisions can be made about how to proceed.

3.0

Procedures

These procedures provide:

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4.0

A description of the essential components of the response strategy; Procedures to be followed; A description of Roles and Responsibilities of all staff members; A list of key contact information.

Scene of a critical incident

If any member of UCIC staff is present at the time that a critical incident occurs, they should undertake the following action immediately: 1. 2. 3. 4. 5. 6.

5.0

Assess whether the students/persons are safe and take all necessary steps to ensure their safety; Assess immediately practical needs to stabilise the immediate environment; Check to see if any individuals or groups might need immediate attention; Ring fire, police, ambulance as necessary; Contact a member of the Coordinating Team as soon as practical; Contact the security area of the Partner University as appropriate

Initial Coordinating Team Meeting

The task of the Coordinating Team at the initial meeting is to:

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Develop a profile of the incident. What has happened? Who has been affected by the incident? How might it have affected them? Decide on the range of supportive actions which can be offered to student's and/or staff members affected by the incident Evaluate which individuals/organisations need to be involved and what their potential roles might be Re-establish a sense of personal control, by considering linking students to parents/care givers and significant others Decide When, How and What to communicate to parents and students regarding the incident Advise the Navitas CEO of the incident and determine who will be authorised to deal with and make media comments

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Critical Incident Policy

6.0

Response

Issues to be considered include:

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7.0

Contact with next of kin/significant others - what is the most appropriate manner of contact? Arrangements for informing staff and students Guidelines to staff about what information to give students A written bulletin to staff if the matter is complex Briefing staff and delegating a staff member to deal with telephone/counter inquiries. Managing media/publicity Identification of those students and staff members most closely involved and therefore most at risk. Liaison with Partner University as appropriate. Notification of and liaison with Sponsor/Agent if applicable Notification of and liaison with international students Embassy/Consulate

Ongoing and Follow Up Response

The following issues may need to be discussed at subsequent meetings:

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WHO is the DECISION MAKER? Shared between Critical Incident Coordinating Team WHO will FOLLOW UP? Shared between Critical Incident Coordinating Team Availability of mobile phone(s) Arrangements for visits to/from family Liaison with Police, Doctors, Hospital Staff Hiring Independent Interpreters Death Notices Funeral/Memorial Service Arrangements Refund of student's fees to pay repatriation or associated expenses Copy of Death Certificate Consideration of personal items and affairs (household and academic) Insurance Matters, Ambulance Cover Formal Stress Management interventions required for students and/or staff (release from classes, leave, rescheduled assessments or exams) Liaison with Academic Staff or Supervisors Arrangements for further debriefing sessions for groups/individuals as required Liaison with Immigration if studies will be interrupted Fees issue to be resolved if student cannot continue with their studies Legal Issues: helping students get access to legal assistance, right to sue etc. Arrangements for further debriefing sessions for groups/individuals as required Follow up condolence letters to Family Financial assistance for families of victim if residing in Australia Roster of students for hospital visits

Arrange a time and place for an initial group/individual debriefing session with Welfare Advisor/ Counsellor(s). University of Canterbury counsellors and/or student services may need to be contacted. In this session, an opportunity is given to share the impact of the event, discuss various interpretations of the event in cultural/ethnic terms, the resulting sense of vulnerability, the experience of painful emotions and the normalisation of reactions. Page 5 of 9

Critical Incident Policy Organise a tasks timetable for the next hour(s), day(s) etc. Plan ongoing feedback and regular meetings so that the coordinating teams are continually in touch and working together. (In the case of death) contact the Director of Finance and Administration to put a stop on the student's record. Confirm access to emergency funds if necessary.

8.0

Keeping Accurate Records

One member of the Critical Incident Coordinating Team should scribe for all meetings to keep records of content and decisions. Careful records should be kept throughout the response period and placed on a local file that is created specifically for this purpose. The file should include the student/s;

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Arrival date at UCIC Next of Kin Emergency contact details Medical Insurance Provider Photo

The records should include;

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9.0

Detailed documentation about each step taken in the response process Copies of emails and letters Records of significant interactions that occur, Contact details for significant people in the process

Staff Roles and Responsibilities 9.1 Coordinating Team          

Attend meeting of Coordinating Team convened by the Welfare Advisor Collect factual information on critical incident; Provide support for UCIC staff, students and parents; Monitor and supervise follow up action; Coordinate debriefing and closure activities; Contact Emergency Agencies/Parents (as required); Inform staff of response plan/facts/roles; Coordinate the dissemination of information (decide When/How/What); Coordinate any contact with Media; Prepare communication for UCIC community.

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Critical Incident Policy

9.2 Programme Coordinators    

Liaise with UCIC teaching staff about dissemination of information; Identify staff and students at risk; Coordinate relief arrangements; Monitor own responses to the incident and seek support as appropriate.

9.3 Teaching Staff    

Attend staff meeting and be familiar with the facts of the incident, UCIC’s response and their roles and actions; Support all staff members, students and parents, especially those at risk; Disseminate information to classes as agreed with Coordinating Team; Monitor own responses to the incident and seek support as appropriate.

9.4 Office Staff     

Attend staff meeting(s) to become familiar with the facts of the incident; Support all staff members, students and parents; Liaise with Coordinating Team to supervise telephone/fax and email communication; Direct all outside media enquiry's to the College Director and Principal Monitor own responses to the incident and seek support as appropriate.

10.0 Evaluation The Critical Incident Coordinating Team will meet within one month after the critical incident to evaluate the implementation of procedures and responses.

11.0 Useful Resources/Telephone Numbers Emergency Phone List UCIC Staff Academic Manager College Director Deputy Director Finance & Administration Director Partner University Staff X X X Student Residences Manager

Names

Work

Mobile

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Critical Incident Policy

12.0 Partner University Emergency Plans UCIC staff and students will at all times follow the University of Canterbury Health and Safety policy and Emergency Plans of the University of Canterbury as regards Natural Disasters and other campus-wide events. For further details please see: UC UC UC UC UC UC

Emergency Management Policy Emergency Statute Policy Student Emergency Response Plan Emergency Response Plan Weather Plan Health and Safety Policy

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Critical Incident Policy

Policy Title

Critical Incident Policy

Policy Owners

College Director & Principal

Contact Persons

College Director & Principal

Key Stakeholders

UCIC Staff, UCIC students, University of Canterbury

Approval Body

Executive Committee

Agenda item and meeting date approved [Agenda item and meeting date approved]

Relevant Legislation

[Relevant Legislation]

Related Policies Related Guidelines

N/A

File information

File number

Version number

N/A

V1.0 - 24/06/2013

[Date Effective]

Next Review Date

Date Effective

29/06/2014

Version 1.0 Approved By:

CEO, University Programs Division

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