Criticial Incident Management

Transcription

1 1 Document Control Version Date Amended by Changes Made Centre Manager Student Support Services Manager Health, Safety & Wellbeing Initial document Update new template and rewrite document 2 Purpose The purpose of this policy is to provide guidance to Box Hill Institute Group (BHIG) on how to plan for, respond to and manage critical incidents. The aim is to ensure that BHIG meets its duty of care obligations in providing the highest possible standard of health and safety, and upholds its legislative obligations in relation to its employees, students, contractors, volunteers and visitors, while maintaining business continuity and protection of BHIG s reputation and asset base. 3 Scope The scope of the Critical Incident Management Policy extends to all campuses, operations, staff and students of BHIG. If a Critical Incident occurs on a site not controlled by BHIG, but impacts BHIG staff, students or reputation, then the BHIG Critical Incident Management Team (CIMT) will form and work alongside (or in conjunction with) the overseeing CIMT with the focus on BHIG staff, students and reputation. This policy does not apply to minor injuries or accidents affecting an individual or isolated area(s) which do not pose any additional threat or risk to employees, students, contractors, volunteers, visitors, property, or affect BHIG s operations and/or reputation. These minor incidents should be reported and managed through the operational area with support from the team. 4 Policy Statement This policy and its related procedures demonstrate BHIG s commitment to: protecting the health and safety of employees, students, contractors, volunteers, visitors both in Australia and overseas; identifying and managing critical incidents; allocating appropriate resources, including training and awareness, to safely manage critical incidents in compliance with BHIG policies and procedures, legislative obligations, and standards, such as AS (Planning for Emergencies in Facilities); delivering the highest possible standard of health and safety for employees, students, contractors, volunteers, visitors, the BHIG community and the public, in the event of an incident or critical incident; managing the BHIG reputation for the benefit of students, employees, and stakeholders; and, evaluating the effectiveness, adequacy and ongoing suitability of the organisation s critical incident responses. This policy is not intended to replace safety procedures currently in place. It should supplement the existing framework to provide a consistent, defined and effective response to a crisis. Page 1 of 5

2 4.1 Getting Help Immediately Any situation which requires immediate response from Services (Police, Fire or Ambulance Services) to preserve life or property should be immediately reported by calling As soon as you become aware of an emergency, assess the situation and then call Call Campus Security Box Hill, Nelson, Whitehorse CAE Lilydale In case of an emergency, make sure you are safe before assisting others. 4.2 Managing the Risk Where a situation occurs and there is the potential of harm to others, the physical asset, or reputation of BHIG then the situation needs to be reported to the Facilities Duty Officer. However, if the situation requires Services then the first call should be to 000. The Facilities Duty Officer will assess the situation and will determine if it may be a critical incident. If so, the Facilities Duty Officer will use the Telephone Tree to contact a member of the Executive. The Executive will then determine if the Critical Incident Management Team (CIMT) needs to be activated to manage the situation. At this point the Incident Leader will be determined. 5 Critical Incident Management Program Framework Level Criteria / Description Level 0 Level 1 Level 2 Event Critical Incident Minimal Impact on Institute Impact on small number of persons or property Can be managed within Standard Operating Procedures (SOP s) Event can be managed by the Zone Wardens services will be notified to respond Likely response will be less than 1 hour is affecting more than 1 building Requires coordination of large number of people Zone Wardens need support to manage people Coordination required to manage relocation from areas of campus People have been injured, or there is potential of injury Requires management at off campus locations Requires management of key stakeholders Media exposure at the local or state level Likely response will be up to 4 hours Large scale impact on Institute Coordination required for complete campus evacuations or lockdowns Requires management of key stakeholders and media Media exposure at the national level Likely response will be more than 4 hours Page 2 of 5

3 Level 3 Crisis Critical services impacted Impact on Operations, Reputation, Financial etc Requires strategic management Media exposure at the international level The different management structures of an emergency and a critical incident or crisis are detailed in the table below. Management of Incidents (Level 2) Managed by Local Management and the Control Organisation (ECO) Incident Assessed ECO Notified and Activated Management of Incident Debrief/Lessons Learnt INCIDENT Critical Incident or Crisis (Level 3 and 4) Managed by the Critical Incident Management Team (CIMT) Incident Assessed Critical Incident Management Team Formed Management of Critical Incident Recovery Debrief/Lessons Learnt Business Recovery Normal Operations 5.1 Critical Incident Management Team (CIMT) The Incident Leader will declare a critical incident if it has the potential to significantly affect BHIG s people, operations, environment or its long-term prospects and/or reputation. The BHIG Critical Incident Management Team (CIMT) comprises of senior individuals from BHIG. The CIMT will manage the Critical Incident through recovery to normal operations. The structure of the CIMT is flexible to adapt to effectively manage a critical incident in varying types and severity. As such the Incident Leader may mobilise all members of the CIMT or only key roles dependent on the critical incident. 5.2 Leadership and Commitment The BHIG Leadership Team is committed to the health and safety of employees, students and other groups who access our campuses and facilities. The BHIG Leadership endorses the principles in this policy to ensure the effective management of a critical incident impacting BHIG s people or resources. This commitment extends to supporting individuals through training and preparation activities to ensure if a critical incident was to occur the response provided by BHIG is effective and compliant with established procedures. Page 3 of 5

4 5.3 Roles, Responsibilities and Authorities The Executive and Leadership Teams will raise awareness about the Critical Incident Management Policy and Procedures within their areas of responsibility. BHIG is also committed to ensuring all staff, students, contractors, volunteers and visitors comply with the requirements of the policy and its related procedures. As such components of the Critical Management (and Management) policies and associated procedures will be incorporated into staff, student contractor and visitor inductions. The Manager of is responsible for the operation and review, (including scheduling and coordinating scenario testing at least annually), of the Critical Incident Management Policy and Procedures. Predefined members of the CIMT will be trained in their roles and responsibilities within the Critical Incident Management Policy and Procedures. It is their responsibility to ensure staff within their business units are aware of their responsibilities to deliver the policy and related procedures. 6.0 Code of Conduct All employees are expected to conduct themselves in a manner consistent with the BHIG Code of Conduct for Employees; the Victorian Public Sector Employees Code of Conduct; and any code of conduct applicable within a host organisation. 7.0 Definitions Term Critical Incident Critical Incident Leader Critical Incident Management Team (CIMT) Crisis Definition A critical incident relates to an event which may adversely affect the BHIG and requires an immediate response. An incident may be deemed critical if it is likely to cause significant personal illness or injury, substantial impact to operations and commercial prospects, a degradation or reputation, or lead to an impact on the wider community. A critical incident will generally need to be managed by the senior management team of the BHIG due to resourcing requirements and decisions required. The member of Executive who has overall responsibility for coordinating BHIG s response to a major or critical incident. The team of senior leaders appointed to control and manage a major or critical incident, including the transition to recovery. A crisis relates to a stage or a sequence of events, which is, or is expected to lead to an unstable and dangerous situation affecting an individual or group which may negatively impact the People, Operations, Reputation or Financial position of BHIG. A crisis can occur as a result of an unpredicted event, an escalated critical incident or as an unforeseen consequence of some event which had been considered as a potential risk. In either case a crisis will be managed by the BHIG s senior management team due to resourcing requirements and decisions required. An emergency relates to a situation or occurrence that happens unexpectedly and demands immediate action. An emergency can generally be managed with Page 4 of 5

5 local resources, such as the Control Organisation and security, however may require the support of the Services. Reference - Australian Standard Planning for Emergencies in Facilities AS Related Procedures Critical Incident Management Plan Management Plan Occupational Health & Safety Policy Media and Communications Policy 9. Related Legislation and Registration Occupational Health & Safety Act 2004; Occupational Health & Safety Regulations 2017; and Australian Standard Planning for Emergencies in Facilities AS Records Records will be maintained in accordance with the requirements of BHIG s Records Management Policy and Procedures 11 Review The Critical Incident Management Policy and associated documents will be reviewed by the Manager Health, Safety & Wellbeing on an annual basis. 12 Approval Body The CEO is the approval body. Owner Chief Executive Officer Author Manager, Health Safety & Wellbeing Page 5 of 5