Critical Incident Policy

Document type: Rule/Policy/Plan/Guidelines
Administering entity: Principle
Date approved: 11 June 09
Approved by: (Academic Board/Principal)
Indicative time for review: Annual
Responsibility for review: Principal

1 Purpose
The purpose of this policy is to minimise the damage as a result of a critical incident and to provide a guide for an effective response to a critical incident.

2 Scope
This policy refers to Top Education Institute, its staff, students and facilities. The revised National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students (National Code 2007) requires Top to demonstrate its compliance with the National Code 2007 at the point of CRICOS registration and throughout its CRICOS registration period.
Standard 6 of the National Code 2007 requires the Institute to support students to adjust to study and life in Australia, to achieve their learning goals and to achieve satisfactory academic progress towards meeting the learning outcomes of the course.
In order to comply with Standard 6 the Institute must have a documented critical incident policy together with procedures that covers the action to be taken in the event of a critical incident, required follow-up to the incident, and records of the incident and action taken.

3 Definitions
For the purposes of this procedure a critical incident is defined as:
A situation or traumatic event which causes or presents a significant risk to students and staff of Top outside the normal range of experience of the people affected. Critical incidents encompass situations such as bodily harm, property damage, legal involvement, media activity, pandemics, natural disasters, war or acts of terrorism or other unusual activity that falls outside the scope of activity undertaken by Top.

4 Procedures
4.1 Objective
4.1.1 The Administration, HR and Finance Manager is duly authorised by the Institute to manage critical incidents directly involving:
• International students on-campus at the Australian Technology Park;
• Visiting Academics;
• All staff at the Institute.

4.1.2 The Administration, HR and Finance Manager is the nominated Critical Incident Co-ordinator and forms and manages a Critical Incident Management Team (CIMT).
4.1.3 The UNE Program Director TOP is a member of the CIMT.
4.1.5 The Administration, HR and Finance Manager monitors the availability of appropriate resources for managing critical incidents and the development of safety measures.
4.1.6 Training and clearly accessible and understood procedures are provided to key personnel who may be affected by critical incidents.
4.2 Procedure
4.2.1 Phase 1: Prevention
4.2.1.1 The prevention of critical incidents through risk identification is a major component of critical incident management. TOP will:
a) Undertake Critical Incident Risk Assessment and identify key risks for TOP;
b) Advise on individual plans to minimise the risks identified through such measures as education and training, improvements to OH&S, student counselling and discipline, individualised plans for students with challenging behaviour, security measures etc.;
c) Undertake an annual audit of the resources for managing key risks and report any shortfall to the Principal;
d) Approve the Risks and Prevention Checklist;
e) Ensure all International students at TOP, complete the Student Contact Information Form; and
f) Ensure a copy of the Student Contact Information Form is placed on file at TOP.

4.2.2 Phase 2: Response
4.2.2.1 The staff member directly involved with the critical incident is to:
a) Ensure the physical safety of students and staff as a matter of urgency (i.e. lockdown
or evacuation of premises);
a) Call emergency services as appropriate on 000;
b) Call the Critical Incident Coordinator (CIC) at TOP;
c) Refer directly to the Immediate Response Checklist for response action specific to the incident.

4.2.3 Phase 3: Recovery
4.2.3.1 The CIC at TOP is to:
a) Provide all those affected by the incident with access to factual information;
b) Contact the Principal at TOP;
c) Contact the UNE Program Director at TOP;
d) Co-ordinate the de-briefing of those affected within 8 hours of the incident;
e) Monitor the need for counselling. Initiate and maintain contact with those affected by the incident;
f) Assess the need for on-going additional support from outside agencies.

4.2.4 Phase 4: Review
4.2.4.1 A Recovery and Response Plan to assist students affected by a critical incident will be reviewed annually by the Administration, HR and Finance Manager and the Principal or in the event of a critical incident, one-week post incident, 2 months post-incident and 6 months post-incident.
Meeting 1: The CIC TOP, the UNE Program Director and the Principal to meet within one week of incident.
Purpose:
• De-brief and update on outcomes.
• The Critical Incident Policy requires the CIC TOP to complete a Critical Incident Report to
build on cumulative experience of handling crises so that TOP can improve its crisis
response. This report is to be completed at the initial meeting.
• Assess the need for legal advice.

Meeting 2: TOP CIC, UNE Program Director, and Principal two months post-incident
Purpose: 
• Review of recovery phase. i.e. Assess need for on-going counselling; provision of
memorials, resource management, involvement with coronial inquests etc.
• Re-assess legal position.

Meeting 3: TOP CIC, Principal to meet six months post-incident
Purpose:
• Review TOP critical incident policy and procedures.

4.3 Risks and Prevention Checklist
4.3.1 Fire
4.3.1.1 Risk
i) Origin could be internal or external
ii) Internal hazards - electrical equipment and connections, chemicals and other offices in the building
iii) Student computer room poses the highest risk factor due to quantity of electrical devices and connections.
4.3.1.2 Preventive Measures
i) The Australian Technology Park, provided fire protection measures including fire alarms, smoke detectors, sprinkler system, fire extinguishers, building construction and floor plans to assist with evacuation.
ii) In accordance with the Emergency Procedures Program of The Australian Technology Park, the Institute has appointed a Chief Fire Warden. It is a statutory requirement for all tenants of the Australian Technology Park to provide a chief warden who must attend warden training.
iii) All staff and students participate in the fire drills and practice evacuation procedures.
iv) Regular inspection of fire extinguishers and smoke detectors.
v) Emergency electrician contact details are available from the Administration, HR and Finance Manager.

4.3.2 Water
4.3.2.1 Risk
i) Origin could be internal such as leaking or damaged pluming.
ii) Origin could be external such as leaks due to storm damage or flooding.
4.3.2.2 Preventive Measure
i) Regular inspection of the premises - in particular the computer room.
ii) Any water leakage must be reported to the central offices of the Australian Technology Park immediately.
iii) Emergency plumber contact details are available from the Administration, HR and Finance Manager.
4.3.3 Criminal Behaviour
4.3.3.1 Risk
i) Destructive or threatening behaviour by an individual or group such as: physical attack, bomb threat, theft, vandalism, or firearm incident, etc.

4.3.3.2 Preventive Measure
i) Australian Technology Park provides security officers.
ii) The buildings are alarmed outside operating hours.
iii) Offices and facilities are kept locked outside operating hours.
iv) All confidential information is physically or electronically secure.
v) Staff training.
vi) Emergency contact detail for security staff and emergency services are posted by all staff phones and in student areas.

4.4.4 Data / Information Security
4.4.4.1 Risk
i) System failure.
ii) Physical destruction of computer server and information storage areas.
iii) Corruption or theft of data.
iv) Electrical overload.

4.4.4.2 Preventive Measures
i) System back up
ii) Scanning of vital hardcopy documents
iii) Offsite document storage.
iv) System security including: firewalls, password protection
v) Lockable storage areas and filing cabinets.
vi) Use of quality databases:  DB TextWorks.

4.5 Communication
Effective communication throughout the organisation is critical during a critical incident. The CIC is responsible for liaison and communication with all relevant persons and organisations.
4.6 Training
All staff will receive a copy of the Critical Incident Policy and OH&S training as part of their orientation.
All staff and students will participate in regular emergency evacuation training.
4.7 Equipment and materials
All emergency equipment will regularly, checked, serviced and replaced when necessary. Sufficient equipment and material for effectively responding to recovering from emergencies will be available, including First Aid.
4.8 Useful Documentation
• The Organisational Chart with staff names and positions
• The Critical Incident Report
• Up to date staff contact details and the nominated critical incident coordinator
• Up to date student lists
• Emergency Services and Security contact details
• Supplier contact details
• Evacuation procedures
• Floor plans showing emergency exits
• Details of staff with First Aid training 
• Insurance information
• IT system specification
• Copies of maintenance agreements

4.10 Related Policies and Procedures
i) Australia Technology Park Emergency Procedures Program
ii) OH&S Policy
iii) Information Security Policy