Critical Incident Plan Endrsed by Schl Cuncil: March 2018 Develped: March 2018 Infrmatin: 02 6076 1566 DET Schls Reference Guide: Next review: March 2019 r after a critical incident Manager: Principal Assciated Plicies: Emergency Management Plan Issue N: 1.4 Ratinale/Aims: The Critical Incident Plan is designed t prvide a framewrk fr the schl n hw t respnd t a traumatic r critical incident, t best supprt the safety and wellbeing f all schl cmmunity members. Implementatin: The Critical Incident Plan is cmmunicated t all staff thrugh the Staff Handbk and frms part f the annual briefing n the Emergency Management Plan. Key staff invlved in the Critical Incident Recvery Team, wh wuld lead the respnse t a traumatic r critical incident are given a hardcpy. Plicy and Prcedures: RESPONDING TO A TRAUMATIC OR CRITICAL INCIDENT IN WHICH THE SCHOOL IS INVOLVED At any time, Crryng Cllege may becme directly r indirectly invlved in a tragic r traumatic event. The incident may invlve lss f life, serius injury r emtinal disturbance. 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 f time. 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, eg. 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. ACTION TO BE TAKEN AS A RESULT OF A TRAGIC/TRAUMATIC EVENT WHICH INVOLVES THE SCHOOL 2.1 Incidents vary in cmplexity. These guidelines prvide a framewrk fr actin and wuld nt necessarily be fllwed in all cases. 2.2 Hwever, the fllwing 4 principles must be fllwed: 1. Prvide clear, accurate infrmatin. 2. Describe the actins t be fllwed. 1
3. Prvide help fr all affected. 4. Maintain a nrmal schl prgram as clse as pssible. 2.3 Obtain accurate infrmatin. Deal nly with substantiated facts. 2.4 As sn as pssible, the Principal, r their delegate, will infrm staff, especially thse mst directly invlved. Infrm clse friends and family individually. Allw questins and discussin as they arise. Dispel rumurs. 2.5 The Principal will assemble the Critical Incident Recvery Team t assist in the management f the incident. Additinal members with skills specific t the incident may be appinted as needed. The team may include staff members, psychlgists, cunsellrs, external DET persnnel, supprt agencies etc. The size and cmpsitin f the team will be related t the nature f the incident. The Principal will distribute names f the Critical Incident Recvery Team members, and infrm thers f the rle f the team. 2.6 As sn as pssible, the Principal, r their delegate, will prvide infrmatin t the cmmunity as t what has happened, and what is being dne. 2.7 The Principal will appint a skilled Critical Incident Recvery Team member as the Media Crdinatr, t respnd t media enquiries. A written press release may be useful. If necessary, the Media Crdinatr will prtect thers frm cntact with the media. Advice regarding this may be btained frm the DET Emergency Cmmunicatins Centre and the DET Media Unit. (See Appendix A fr a List f Cntacts). 2.8 The Principal, r their delegate, will establish an pen line f cntact with the family r families directly invlved. 2.9 The Principal, r their delegate, will prvide ut f schl hurs cntact if necessary. This culd be as simple as circulating the Principal s telephne number. In mre cmplex situatins it may mean maintaining telephne cntact at the schl. 2.10 The Principal, r their delegate, will cntinue cntact with the family t identify their expectatins f the schl, eg. student participatin in a funeral r memrial service. 2.11 The Critical Incident Recvery Team will try t identify thse mst likely t need help, eg. classmates, teacher, special friends. Sme students nt directly affected may becme distressed. 2.12 The Student Safety and Wellbeing Crdinatr will ensure that cunselling help is available and will cntact the Reginal Office and/r DET if necessary. (See Appendix A fr a List f Cntacts). 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 Emergency and Security Management Unit n (03) 9589 6266. 2.13 The Principal, r their delegate, will cntinue t keep staff, students and parents infrmed, especially abut what has happened and what the schl is ding abut it. 2.14 As sn as pssible, the Principal r their delegate will 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. 2
2.15 The Student Safety and Wellbeing Crdinatr will prvide cunselling services fr all. They, r their delegate, will 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. 2.16 A class teacher may be the persn t whm students first turn fr help. 2.17 Children wishing t attend funerals shuld d s in the cmpany f their parents. Prvide meaningful participatin fr thse nt actually attending the service. 2.18 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, eg. an event may cause a persn t recall sme traumatic event invlving them in the past. The anniversary may als be a difficult time. 2.19 The Principal r their delegate will 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. 2.20 Be sensitive t staff and student s needs ver a perid f time. APPENDICES (including prcesses related t this plicy) Appendix A: List f Cntacts. Appendix B: Critical Incident Recvery Plan (CIRP). Appendix C: Critical r Traumatic Incident Plan First 24 hur Shrt Term Tasks. Appendix D: Emergency Message Recrd Frm Template. Definitins: Nil. Review Prcess: The Critical Incident Plan will be reviewed annually and fllwing any critical incidents if they ccur. References: Critical Incident Sample Plan: https://edugate.eduweb.vic.gv.au/sc/sites/schlrerganisatin/minimumregistratinrequirements/exemplar%20 Schl%20Plicies/Frms/AllItems.aspx DET s Managing Schl Emergencies Minimising the impact f trauma n staff and students Related Plicies and Dcuments: CORRYONG COLLEGE Emergency Management Plan Links which are cnnected with this plicy are: DET Emergency Management Planning Emergency and Critical Incident 3
Appendix A: List f Cntacts. Cntact Emergency Services Management Unit (frmerly SSU) Prvides assistance t schls and regins t help reduce ptential lng term adverse psychlgical and emtinal impacts arising frm an emergency, critical r traumatic incident. Cntact details (03) 9589 6266. All services prvided by ESMU are available 24 hurs a day, seven days a week thrughut the year. DET Media Unit (03) 9637 2871 r (03) 9264 5821 Reginal Office Nrth East Victria Regin General Enquiries Email: nevr@edumail.vic.gv.au Phne: 1300 333 231 Phne: 03 8392 9300 Benalla ffice Phne: 03 8392 9500 Fax: 03 8392 9502 The Department's Infrmatin and Referral Service 1800 809 834 edline@edumail.vic.gv.au Student Supprt Services Officers (SSSO) Student Supprt Services Implementatin Manager Respnd t critical incidents invlving students, staff and schl cmmunities Carline Evans (03) 8392 9500 0418 551 173 evans.carline.a@edumail.vic.gv.au SSO: Emily McGillvery mcgillvery.emily.j@edumail.vic.gv.au 0418762829 Linda Jamiesn Manager, Operatins & Emergency Management Linda Jamiesn (03) 8392 9336. 4
Critical Incident Respnse Team Members 2018: Psitin Name Cntact Principal Fran Heath 02 6076 1566 Assistant Principal Sarah Klippel and/r Chrissie McKimmie 02 6076 1566 Student Safety and Wellbeing Crd Chrissie McKimmie 02 6076 1566 Ed Supprt Staff (first aid trained) Helen Malitz 02 6076 1566 DET SSSO Emily McGillvery 0418 76 2829 5
Appendix B: Critical Incident Recvery Plan (CIRP). Critical Incident Recvery Plan (CIRP) Respnsibilities and Prcedures 1. PLAN STATEMENT This Plan is an integral part f the Emergency Management prcesses f the schl. 2. IMPLEMENTATION 2.1 The Critical Incident Recvery Team will be respnsible fr crdinating and implementing the Plan (refer t 4.3 fr the cmpsitin f the team and Appendix A fr the Team details). 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 Critical Incident 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 Critical Incident Recvery Team shuld include a mental health prfessinal and ne peer wh were nt invlved in the incident. 3.2.2 The Critical Incident 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. 6
3.3 Cunselling supprt and referrals fr students and their families will be prvided initially by the Principal, r their delegate, and a Reginal Guidance Officer. 4. REVIEW 4.1 The Critical Incident 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 Critical Incident Recvery Team at the beginning f each year. 4.3 Fllwing a critical incident, the Principal will cnvene the Critical Incident Recvery Team as sn as pssible. The cmpsitin f the Critical Incident Recvery Team will be: the Principal the Assistant Principal the Student Safety and Wellbeing Crdinatr a member f the Educatinal Supprt staff (first aid trained) ther supprt staff as apprpriate as necessary, psychlgists, cunsellrs and DET persnnel. 4.4 The Principal will cnvene the Critical Incident Recvery Team nce each semester t review planning and strategies fr the Critical Incident Recvery Plan. 5. EVALUATION Evaluatin f the Plans will fllw any critical incident at the schl. 7
Appendix C: Critical r Traumatic Incident Plan First 24 hur Shrt Term Tasks. Critical r Traumatic Incident Plan First 24 hur Shrt Term Tasks Respnsibilities and Prcedures 1. Emergency Recrd Recrd Infrmatin 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 Department s 24 hur Emergency Services Management Unit n (03) 9589 6266 2. Ensure students and staff are safe frm harm r injury Year Level Crdinatrs 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 (accmpanied) all very stressed students t the Recvery area in the Library (see nte at 4.1) 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 Critical Incident Recvery Team will be: the Principal the Assistant Principal the Student Safety and Wellbeing Crdinatr a member f the Educatinal Supprt staff (first aid trained) ther supprt staff as apprpriate 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 t: 8
manage infrmatin and phne calls 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 mnitr Schl Cmmunity s reactins liaise with utside agencies and emergency services brief key persnnel and review respnses 4.1 Recvery Rm(s) Set Up Recvery Rm NB: Minimise the number f students gruped tgether. Larger grups can cntribute t stress and can cause hysteria. set up Library and ffices, Student Safety and Wellbeing Office and if necessary the Staffrm empty adjining rms if pssible and relcate t ther rms screen windws have available pens, textas, paper, envelpes, tissues Appint Recvery Rm Supervisrs First Aid staff Chaplain Librarian 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 Respnse 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 9
6. Allcate respnsibilities Principal r senir staff Teachers 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 Critical Incident 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 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/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 this plan 8. Media Cverage nminate a media crdinatr, prepare the Schl Cuncil President and Principal t prvide n camera interviews cntact DET Media Unit n (03) 9637 2871 r (03) 9264 5821 prepare a three paragraph reprt: 10
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 crdinatr liaise with the family abut any statements made t media exclude discussin f plicy matters, limit cmment t the emergency and the schl respnse 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 and parents negtiate accepted areas fr filming eg. schl/church bundary and nt within 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 s Managing Schl Emergencies - Minimising the impact f trauma n staff and students Managing Schl Emergencies Bklet. 11
Appendix D: Emergency Message Recrd Frm Template. Emergency Recrd Frm Template Date: / / Time f ntificatin: : am/pm Name f persn taking the call Psitin: Name f persn reprting the incident Cntact telephne number Details Describe: Where everyne is nw What actin is being taken t help? Wh: When: Where: Hw: Nature and extent f injury: 12
Immediate Actins Required Principal ntified? Yes Time: : am/pm Other schl staff? Yes Time: : am/pm Emergency Services ntified? 132 500 Yes Time: : am/pm Emergency & Security Management ntified? Yes Time: : am/pm (03) 9589 6266 Emergency Cntact Telephne Numbers POLICE 000 AMBULANCE 000 FIRE BRIGADE 000 STATE EMERGENCY SERVICES (SES) 132 500 LOCAL HOSPITAL (02) 6076 3200 REGIONAL DIRECTOR (Judy Rse) (03) 5761 2174 EMERGENCY SECURITY MANAGEMENT UNIT (03) 9589 6266 SEIL (Jdy Grimmnd) (03) 8392 9500 r 0437 072 830 13