CRITICAL INCIDENT POLICY AND PROCEDURES

CRITICAL INCIDENT POLICY AND PROCEDURES Ratinale Whittlesea Secndary Cllege (WSC) has a duty f care t the students, staff, families and wider cmmunity in the event f traumatic events. This Plicy and plan are part f the Whittlesea Secndary Cllege Emergency Management Plan. Aims t mbilise all supprt services in a timely manner t supprt all members f the cmmunity affected by trauma. t prvide clear, accurate infrmatin at all times. Implementatin Definitin A Critical Incident is a traumatic crisis which directly invlves the schl and which has resulted in lss f life r serius injury and/r emtinal trauma within the schl cmmunity. Child Safety As a result f the Ryal Cmmissin int Institutinal Respnses t Child Sexual Abuse, the Victrian Gvernment intrduced a range f measures t better prtect children. These measures include: The Child Safe Standards Reprtable Cnduct Scheme Organisatinal Duty f Care Whittlesea Secndary Cllege (WSC) uphld ur Statement f Cmmitment t Child Safety (refer t the WSC Child Safe Envirnment Plicy, Appendix A). All staff, vlunteers, cntractrs, and any ther member f the schl cmmunity invlved in childrelated wrk will be infrmed abut, and expected t adhere t, the Whittlesea Secndary Cllege Child Safety Cde f Cnduct (refer t the WSC Child Safe Envirnment Plicy, Appendix B). The Child Safety Cde f Cnduct applies in all schl situatins, including schl camps and in the use f digital technlgy and scial media. Framewrk t Guide Actins These guidelines prvide a framewrk fr actin and wuld nt necessarily be fllwed in all cases hwever emphasise the fur key principles: 1. prvide clear, accurate infrmatin 2. describe the actins t be fllwed 3. prvide help fr all affected 4. maintain a nrmal schl prgram where pssible The respnse will vary depending n the cmplexity f the incident, and the prximity t members f the cmmunity. Respnding t a Traumatic r Critical Incident in which the Schl in Invlved The Schl may becme directly r indirectly invlved in a tragic r traumatic event. The incident may invlve lss f life, serius injury r emtinal disturbance Page 1 f 11

the incident may ccur in the schl envirnment r utside it may invlve staff, students r thse clse t them the netwrk f thse invlved in a traumatic event can be wide, especially if it directly invlves the schl feelings f grief and lss can cntinue ver lng perids. Cunselling shuld be prvided fr all thse wh need it. this may include many wh d nt seem t be clsely cnnected t the event r the individuals invlved the schl may be in a psitin t help grieving families at difficult times, e.g. thrugh the schl s participatin in the funeral service. While schl shuld perate as nrmally as pssible, sme degree f flexibility shuld exist. It is essential that peple be given clear, accurate infrmatin at all times. It is essential that a Critical Incident Recvery Team be frmed t manage the shrt and lng-term effects. Actins Framewrk This prvides a framewrk fr actins t be taken as a result f a tragic/traumatic event which invlves the schl. The Critical Incident Recvery Plan (CIRP) prvided in Appendix A, prvides guidance fr crdinatin and prcedural actins. The Critical r Traumatic Incident Plan First 24 hur Shrt Term Tasks in Appendix B prvides details fr shrt term prcedural actins. The Emergency Message Recrd Frm Template in Appendix C prvides a prcedural template t recrd Critical Incidents and Actins. Fur principles frame ur actins Incidents vary in cmplexity therefre these guidelines prvide a framewrk fr actin and wuld nt necessarily be fllwed in all cases. Hwever, the fllwing fur principles must be fllwed: 1. prvide clear, accurate infrmatin 2. describe the actins t be fllwed 3. prvide help fr all affected 4. maintain a nrmal schl prgram as clse as pssible. Obtain accurate infrmatin Deal nly with substantiated facts. as sn as pssible, infrm staff, especially thse mst directly invlved infrm clse friends and family individually allw questins and discussin as they arise dispel rumurs. Take Actin Appint a skilled Critical Incident Recvery Team t assist in the management f the incident. The team may include staff members, psychlgists, cunsellrs, external Department f Educatin and Training (DET) persnnel, supprt agencies etc. The size and cmpsitin f the team will be related t the nature f the incident. Distribute names f the Critical Incident Recvery Team members, and infrm thers f the rle f the team t the DET Emergency Management and Securities Supprt Services n 9589 6266, which perates a 24/7 cmmunicatin centre and utilises an Incident Reprting Infrmatin System (IRIS) t enable schls t meet their mandatry reprting respnsibilities in an emergency, r during a crisis. As sn as pssible, prvide infrmatin t the cmmunity as t what has happened, and what is being dne. Appint a skilled Critical Incident Recvery Team member t respnd t media enquiries. A written press release may be useful. Page 2 f 11

If necessary, prtect thers frm cntact with the media. Advice regarding this may be btained frm DET Relatinship with the Media n 9637 2871 DET Emergency Cmmunicatins Centre and the DET Media Unit. Establish an pen line f cntact with the family r families directly invlved. Prvide ut f schl hurs cntact if necessary. This culd be as simple as circulating the Principal s telephne number. In situatins that are mre cmplex it may mean maintaining telephne cntact at the schl. Try t identify thse mst likely t need help, e.g. classmates, teacher, special friends. Sme students nt directly affected may becme distressed. Cntinue cntact with the family t identify their expectatins f the schl, e.g. student participatin in funeral r memrial service. Ensure that cunselling help is available. Cntact the Reginal Office and/r DET if necessary. All emergency r criminal activity, in which the safety r well-being f staff r students is at risk, r where there is a threat t prperty, must be reprted immediately t the Department s 24 hur DET Emergency Management and Securities Supprt Services n 9589 6266 Cntinue t keep staff, students and parents infrmed especially abut what has happened and what the schl is ding abut it. As sn as pssible call students tgether and prvide infrmatin abut what has happened and what the schl is ding abut it. A fllw up letter hme may be imprtant. Cunselling Prvide cunselling services fr all. Ensure that there are suitable places in which this can take place. Be prepared t mdify the timetable and ther arrangements s that peple are free t make use f available help. The class teacher may be the persn t whm students first turn fr help. Pst Event Actins Children wishing t attend funerals shuld d s in the cmpany f their parents. Prvide meaningful participatin fr thse nt actually attending the service. Cntinue nrmal rutines at schl but acknwledge the effect f tragedy n the schl cmmunity. Be flexible with thse in need f help. Be aware that many peple may be deeply affected, e.g. an event may cause a persn t recall sme traumatic event invlving them in the past. Be aware the anniversary may als be a difficult time. Maintain links with the family. The schl and family may wish t develp a memrial garden, erect a memrial plaque, r display a pht in a prminent psitin in the schl. Be sensitive t staff and student s needs ver a perid. Related Legislatin and Plicies Ministerial Order N. 870 DET Child Safety Plicy DET Emergency Management Planning DET Managing Schl Emergencies - Minimising the impact f trauma n staff and students DET Recrds and Infrmatin Management WSC Child Safe Envirnment Plicy WSC Emergency Management Plan WSC Accidents and Incidents Plicy WSC Duty f Care Plicy WSC Student Engagement, Wellbeing and Inclusin Plicy Appendices Appendix A: Critical Incident Recvery Plan (CIRP) Page 3 f 11

Appendix B: Critical r Traumatic Incident Plan First 24 hur Shrt Term Tasks Appendix C: Emergency Message Recrd Frm Template Evaluatin This plicy will be reviewed as part f the schl s three-year review cycle. This Plicy was last ratified by Schl Cuncil in: 2017 Page 4 f 11

CRITICAL INCIDENT POLICY & PROCEDURES APPENDIX A Critical Incident Recvery Plan (CIRP) 1. PLAN STATEMENT This Plan is an integral part f the Emergency Management prcesses f the schl. 2. IMPLEMENTATION The Recvery Team will be respnsible fr crdinating and implementing the Plan (refer t 4.3 fr the cmpsitin f the team). It will need t cnsider: establishing the facts as sn as pssible develping an actin plan f shrt, medium and lng term tasks cntact with the Department f Educatin and Training (DET) liaising with external bdies including the media cmmunicating with the whle staff as sn as pssible meeting with staff bth as a whle and with individuals r grups fr debriefing cmmunicating with the student bdy meeting with students in grups r individually fr debriefing cntacting parents/guardians shrt term and lng term cunselling requirements fr grups r individuals The relevance f each f the abve will depend n factrs such as the nature and magnitude f the incident, the intensity f the impact n the Schl cmmunity and the number f peple affected. 3. DEBRIEFING Critical Incident Stress Debriefing has three cmpnents: 1. Initial discussin abut feelings and an assessment f the intensity f the stress respnses 2. Detailed discussin f signs and symptms f stress respnses 3. Clsing stage - prvides verview and infrmatin with referral t an utside agency if required 3.1 The Recvery Team will assist the Principal t facilitate the recvery f staff and students and thse f the Schl cmmunity affected by the critical incident. 3.2.1 The debriefing meeting f the Recvery Team shuld include a mental health prfessinal and ne peer wh were nt invlved in the incident. 3.2.2 The Recvery Team will decide the structure and cmpsitin f debriefing meetings; such meetings shuld be held within eight hurs f the critical incident. These meetings will review the impressins and reactins f the persns invlved during r fllwing the incident. 3.3 Cunselling supprt and referrals fr students and their families will be prvided initially by the Principal r their nminee and/r the Netwrk Emergency Management C-rdinatr. 4. REVIEW 4.1 The Recvery Team will meet t review the implementatin f the Critical Incident Recvery Plan within seventy tw (72) hurs f the critical incident. 4.2 As part f the Critical Incident Recvery Plan, the Principal will set up a Recvery Team at the beginning f each year, cmpsed with the fllwing persnnel. Principal Leading Teacher Teacher Business Manager Page 5 f 11

4.3 Fllwing a critical incident, the Principal will cnvene the Recvery Team as sn as pssible. The cmpsitin f the Recvery Team will be: the Principal Leading Teacher a member f the teaching staff (first aid trained) a member f the Educatinal Supprt staff Netwrk Emergency Management c-rdinatr ther supprt staff as apprpriate as necessary, psychlgists, cunsellrs and DET persnnel. 4.4 The Principal will cnvene the Recvery Team nce each semester t review planning and strategies fr the Critical Incident Recvery Plan. Page 6 f 11

CRITICAL INCIDENT POLICY & PROCEDURES APPENDIX B Critical Incident Recvery Plan (CIRP) - First 24 hur Shrt Term Tasks Respnsibilities and Prcedures 1. Emergency Recrd Frm Recrd Infrmatin using the Emergency Recrd Frm in Appendix C, including the nature f the incident lcatin f the incident, number and names f persns invlved name f the persn reprting the incident time incident reprted cntact telephne number if away frm schl. Verify all Details cnfirm that the infrmatin given abut the event is accurate Recrd the Incident ntify principal wrkplace crdinatr ensure emergency services have been called ntify the DET Emergency Management and Securities Supprt Services n 9589 6266 (Principal and/r Business Manager respnsibility) call the Whittlesea Secndary Cllege Occupatinal Health and Safety (OH&S) Manager 2. Ensure students and staff are safe frm harm r injury class teachers crdn ff any crisis area and keep students away frm there manage the grunds while staff are briefed and ensure media d nt intrude check crridrs, tilets etc. fr stray students - try t prevent students leaving n their wn particularly if distressed send all very stressed students t the Recvery area in the staffrm ensure that students d nt make hysterical calls ut f schl ensure the schl cntinues as nrmally as pssible 3. Establish Critical Incident Recvery Team The cmpsitin f the Recvery Team will be the Principal the Leading Teacher (determined by the trauma) a member f the teaching staff (first aid trained) a member f the Educatinal Supprt staff (first aid trained) ther supprt staff as apprpriate Whittlesea Secndary Cllege Occupatinal Health and Safety (OH&S) Manager as necessary, psychlgists, cunsellrs and DET persnnel. 4. Allcate respnsibilities emergency message register emergency cntact list evacuatin and assembly f staff and students crdn ff area f crisis establish a Supprt Team and Cmmunicatins Centre cmprising the Principal team, Wellbeing and OH&S Manager t: manage infrmatin and phne calls Page 7 f 11

crdinate media requests fr infrmatin prvide infrmatin t parents arriving at schl crdinate rutine schl activities maintain where practical ntify students, staff and ancillary abut the emergency ntify parents first, and then siblings in the schl establish a recvery rm and supervisr fr affected students establish a waiting rm fr parents infrm students infrm Schl Cuncil infrm Schl Cmmunity by newsletter r SMS (shrt text message) mnitr Schl Cmmunity s reactins liaise with utside agencies and emergency services brief key persnnel and review respnses 4.1 Recvery Rm Set Up Recvery Rm with resurces such as: the staffrm empty adjining rms if pssible and relcate t ther rms screen windws have available pens, felt tip pens, paper, scissrs, envelpes, tissues Appint Recvery Rm Supervisrs including as necessary, first Aid trained staff teachers (fr supervisin Duty f Care respnsibilities) ES staff Recvery Rm Supervisrs Respnsibilities keep calm mnitr students fr shck reactins, prvide first aid if necessary encurage students t gather in small friendship grups rather than bigger nes keep a list f students attending the recvery rm give the students a task t undertake such as making a card r writing a letter cntact parents f students wh remain in the recvery rm and alert them t pssible cncerns. 5. Infrming Staff prvide teachers and ancillary staff with a brief utline f the incident restate t ensure that staff understand and it sinks in utline recvery management arrangements discuss prcedures t be fllwed by staff during the day discuss the general prcedures that Critical Incident Team will be fllwing discuss guidelines fr infrming students and ways f answering questins frm them give staff time t discuss this amng themselves prvide a brief factual utline t thers in the cmmunity n a need t knw basis infrm staff as sn as pssible abut a serius emergency invlving death r injury which ccurs after hurs, n the weekend r during the schl hlidays infrm staff as sn as pssible abut arrangements fr hlding a brief meeting befre infrming students at the start f the next schl day review with staff afterwards any issues and needs prvide staff with cntact numbers fr cunselling r supprt services fr themselves the DET Emplyee Assistance Prgram (EAP) with OPTUM n 1300 361 008. 6. Infrming Students Principal r Senir Staff Page 8 f 11

cntact the bereaved family r plice t ascertain what infrmatin may be released within the schl prepare a written factual statement, withut graphic detail, fr use as a reference by teachers when discussing the incident with students determine whether t tell students abut the incident at a whle schl assembly, by year levels r individual classes, depending n the nature f the incident discuss with teachers wh feel uncmfrtable raising the event with students and arrange fr supprt frm anther teacher r a member f the recvery team identify staff wh may be t distraught t take classes and arrange replacements infrm students sn after briefing staff ask teachers t mark a rll t identify wh has been infrmed and wh has nt. Teachers prvide a factual accunt f the incident at the beginning f the first class in a way that ensures all students hears the same infrmatin limit speculatin and rumurs infrm students abut arrangements f cunselling and recvery rms infrm students abut arrangements fr services, and apprpriate ways t express cndlences utline the arrangements fr the day. Ntifying clse friends ntify clse friends especially girlfriends and byfriends prir t making an annuncement t ther students take these students aside when they arrive at schl and infrm them privately cnsider cntacting their parents prir t the start f the day ensure individual attentin is given t intimate friends wh are likely t have special needs beynd thse f ther students. 7. Cmmunicatin Centre Organise the fllwing t be n hand: telephne - dedicated line in case f jamming by incming calls telephne message if necessary message recrds phne lists rlls excursin list timetable maps cmputer and printer phtcpier Emergency Management Plan. 8. Media Cverage nminate a media c-rdinatr, prepare the Schl Cuncil President and Principal t prvide n camera interviews cntact DET Media Unit n 9637 2871 r 9264 5821 prepare a three paragraph reprt: briefly utline the facts utline what the schl has dne t assist thse affected utline supprt and recvery arrangements include a name and cntact number fr the schl media c-rdinatr liaise with the family abut any statements made t media exclude discussin f plicy matters, limit cmment t the emergency and the schl respnse Page 9 f 11

set rules fr persistent media keep a recrd f media enquiries ffer scheduled interviews in return fr media cmmitment nt t seek uninvited access t staff, students, parents negtiate accepted areas fr filming e.g. schl/church bundary and nt within and nt in frnt f any schl signs check that infrmatin prvided des nt cnflict with curt requirements r plice prceedings anticipate renewed interest arising frm anniversaries, curt prceedings. 9. Lng Term Actins mnitr and supprt members f the schl cmmunity, particularly n significant dates such as anniversaries cnsider lnger term interventin activities such as cunselling r specialist supprt cnsider establishing an area within the schl as a place f remembrance recnvene key peple at regular intervals t review the schl respnse and effectiveness f planning arrangements review the schl emergency management plan in light f experience gained cnsider a ritual f marking significant dates prepare fr legal prceedings if necessary remve students name frm the rll if deceased cnsider article in schl magazine 10. Reference DET Managing Schl Emergencies - Minimising the impact f trauma n staff and students Page 10 f 11

CRITICAL INCIDENT POLICY & PROCEDURES APPENDIX C Emergency Recrd Frm This cmplies with Name f Schl Date f Ntificatin Name f persn taking the call Psitin Name f persn reprting the incident Cntact phne number Describe details: Where is everyne nw? Time am/pm Please indicate time at each step. What actin is being taken t help? Wh? When? Where? Hw? Nature & extent f injury Immediate actins taken Principal cntacted - Other schl staff Emergency services Emergency & Security Management Reginal Operatins cntacted Was an SMS message sent Cntact numbers: POLICE 000 AMBULANCE 000 FIRE BRIGADE 000 STATE EMERGENCY SERVICES (SES) 132 500 LOCAL HOSPITAL Nrthern Hspital: 8405 8000 REGIONAL OPERATIONS AND EMERGENCY MANAGEMENT: Jhn Brwnstein 54403148 0407 045 063 EMERGENCY SECURITY MANAGEMENT (03) 9589 6266 Other ntes: Recrd submitted by: Signature Page 11 f 11