Critical Incident Plicy Scpe This plicy is applicable t Kaplan Business Schl Pty Ltd and t critical incidents that may ccur while students are undertaking study at Kaplan Business Schl, (Kaplan). Purpse The purpse f the Critical Incident Plicy is t: prvide the ratinale and rules fr managing critical incidents that may ccur while students are undertaking Kaplan curses r subjects. establish the management plan fr critical incidents as they may ccur at Kaplan. What is a critical incident? A critical incident is a sudden event r situatin which may cause students and/ r staff majr stress, fear r injury and may be regarded as utside the nrmal range f experience f the peple affected. Fr the purpse f this plicy the fllwing events are defined as critical incidents: Serius injury r death Physical r sexual assault Vilence r threats f vilence Hld up, attempted rbbery Sudden r unexpected death r suicide f a wrk clleague Natural disasters Fire, explsin, bmb threats High publicity events r incidents Any incident that is charged with extreme emtin. any fatality, near fatality r incident likely t affect seriusly a number f staff and/r students serius traffic accidents majr theft r vandalism threat f serius infectin incidents invlving pain r abuse f children incidents in which sights, sunds, r smells are distressing strms/natural disasters acute illness (physical r mental) any student ging missing. It is imprtant t nte that what is a critical incident fr ne persn may nt be a critical incident fr anther. It depends n ne s perceptin f vulnerability and amunt f cntrl ver a situatin. Every critical incident is unique and will need t be dealt with differently and accrding t the needs f the peple affected. Each critical incident als needs t be carefully assessed and managed in line with cultural sensitivities fr the student(s) impacted and their families. 1
In assessing a critical incident, cnsideratin must be given t: hw public the incident is the number f peple affected the existing factrs, and the md f affected staff and/r students at the time f the incident. The Critical Incident Management Plan sectin f this plicy clearly utlines the prcesses t be fllwed in managing a critical incident invlving students. Preventin and preparatin Emergency evacuatin ntices illustrating the lcatin f assembly in the event f a fire r ther emergency are t be prminently displayed thrughut the building. Emergency wardens are t be appinted and trained regularly in emergency prcedures. The availability f apprpriate resurces and the develpment f safety measures are t be mnitred n a regular basis thrugh the WHS cntact in the Peple and Culture Team and relevant managers. Regular practice f building evacuatins is t be carried ut and staff encuraged t reprt any pssible safety issues t management. New staff are made aware f the Critical Incident Plicy as part f inductin prcesses. The relevant Student Services Managers shuld maintain a cntact list f relevant cmmunity resurces including: Medical agencies including welfare and cunselling Plice Funeral Directrs Religius leaders Ethnic grup leaders Cnsular representatives Insurance cntacts Interpreters. Critical Incident Management plan The fllwing steps utline the prcess t be fllwed when managing a critical incident invlving a student. 1. Critical Phase The critical phase is the time immediately after the incident has ccurred, r the pint in time when Kaplan becmes aware f the incident. Staff shuld assess the situatin and cnsider the fllwing: Ensure that the student is safe and receiving apprpriate medical attentin in a safe envirnment Ensure that ther students and staff are safe Determine if evacuatin prcedures need t be implemented Reprt incident t the relevant Kaplan Manager (e.g. General Manager f relevant functin r Business Head) Cntact relevant authrities as apprpriate (e.g. plice, ambulance) If necessary, call an interpreter and have them stand by fr assistance Once the student is nt in danger and receiving medical attentin resume activities if apprpriate At the earliest time interview the student and/r relevant staff t ascertain what happened and t identify any nging issues Supprt ther students r arrange cunselling supprt Address any ther immediate needs, such as rganising plice reprts e.g. t reprt stlen gds etc Fllw the prcedures utlined in Appendix 1 in the case f a death f a student. 2
2. Onging Supervisin and fllw-up Once the incident has been managed and necessary cntact has been made with relevant persnnel, it is imprtant that a nminated Kaplan Manager, undertakes apprpriate fllw-up f the student regarding the Critical Incident. This may include: Keeping in cntact with the student and relevant thers, such as by making daily welfare-check calls. Checking that the student is receiving nging help with medical cnditins and cunselling Passing n findings t the apprpriate manager and ther relevant peple. 3. Investigatin Prcess T ensure that the incident is accurately recrded and managed the nminated Kaplan Manager shuld: Cllect facts abut the incident (e.g. injuries r damage sustained, any witnesses, infrmatin frm the scene). This may be in written frm r thrugh the use f media such as phtgraphs as apprpriate Examine any wrk/perating prcedures r training gaps that may have impacted the incident Determine the cause f the accident/incident paying attentin t cntributing factrs, envirnmental factrs, mechanical failure r systems failure Review wrk prcedures, training, and/r safe perating prcedures, and Dcument recmmendatins and cmmunicate results f investigatin t relevant managers. 4. Reprting Written and/ r verbal reprts are prvided t the relevant manager including any recmmendatins n ways t prevent similar ccurrences. Media enquiries shuld be referred t the General Manager, Administratin and Cmmunicatins. Written reprts, signed and apprved by the student where apprpriate, are t be put n the student s file and n Kaplan s Critical Incident file. Cpies f this reprt may be sent t the student s parents and ther relevant authrities if the student permits. Fllwing any critical incident the nminated Kaplan Manager shuld cmplete the Checklist in Appendix 2. This shuld als be filed with the reprt in Kaplan s Critical Incident file. Versin Cntrl and accuntable fficers It is the jint respnsibility f the Implementatin Officer and Respnsible Officer t ensure cmpliance with this plicy. Plicy Categry Respnsible Officer Implementatin Officer Gvernance (Crprate Legal) General Cunsel Relevant Manager, e.g. GM, Student Experience in liaisn with Executive Directr, Internatinal Educatin (ANZ) Review Date September 2020 Apprved by VP, Academic n behalf f the Academic Bard Versin Authred by Brief Descriptin f the changes Date Apprved Effective Date Plicy reviewed fr currency, with the fllwing 1.1 Academic Quality and Gvernance Team changes made: Language refined and cntent mved t enhance clarity and cherency. Accuntable and Implementatin Officers intrduced. 06.09.2017 30.09.2017 1.2 Academic Quality & Gvernance Department f Immigratin and Brder Prtectin changed t the Department f Hme Affairs 08.03.2018 09.03.2018 3
Appendix 1 Prcedures in case f student death In the case that an incident results in the death f a student, the relevant Kaplan Manager shuld frm a Crdinating Cmmittee that is cmprised f relevant managers and student advisr representatives, where apprpriate. The respnsibilities f this cmmittee are t: Assess risk and plan immediate respnse actins Liaise with emergency and ther services Allcate individual rles and respnsibilities fr tasks Make cntact with apprpriate persnal which may include: Next f kin Other students (thse invlved, friends) Hspital Cunselling/supprt staff The persn assigned t deal with the media Teaching/academic and ther relevant staff Student assciatins Chaplain r priest Department f Hme Affairs, Cnsulate, Spnsr, agent, Accmmdatin prvider (fr verseas students). Liaise with ther external bdies Arrange cunselling f students and staff nt directly invlved in the incident Plan nging strategies Keep careful recrds thrughut the prcess Ensure staff left in the ffice have enugh infrmatin t handle enquiries Establish what csts can be met by Kaplan Discuss fee reimbursement Investigate any insurance issues Arrange cndlence letters t everyne invlved Arrange thank yu letters Arrange a debriefing Offer fllw up supprt t thse invlved Review critical incident prcedure Fr verseas students the respnsibilities f the cmmittee may als be t: Arrange a funeral r memrial service Obtain a cpy f the death certificate and related dcuments Arrange fr repatriatin Arrange fr the student s pssessins t be stred r sent t his/her family. 4
Appendix 2 Checklist fr fllw up, review and evaluatin Hw well were the fllwing actins undertaken by the Critical Incident Crdinating Cmmittee? 1 = pr; 5 = excellent. Please add cmments t clarify yur chice if required. Questins 1 2 3 4 5 Actins taken Fllw up Availability f mbile phnes Ntificatin f and liaisn with Spnsr/ Agent Arrangements fr Family visit Liaisn with Plice, Dctrs, Hspital Staff Liaisn with Independent Interpreters Death Ntices Funeral/ Memrial Service Arrangements Refund f student s fee t pay repatriatin r assciated expenses Cpy f Death Certificate Cnsideratin f persnal items and affairs (husehld and academic) Insurance Matters, OHSC Cverage, Ambulance Cver Frmal Stress Management interventins required fr students and/r staff (release frm classes, leave, rescheduled exams) Liaisn with Academic Staff Arrangements fr further debriefing sessin fr grups/ individuals Liaisn with Department f Immigratin and Citizenship Fees issue t be reslved fr students unable t cntinue with their studies Legal issues: helping students get access t legal assistance if required Fllw up cndlence r ther letters t Family Financial Assistance fr families f affected persn(s) if residing in Australia Organising students/ staff fr hspital visits 5