CRITICAL INCIDENT POLICY

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1 CRITICAL INCIDENT POLICY Endorsed September 2009 Next Review November 2011 Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 1

2 Contents 1. Position statement Purpose Scope Definitions in context of this policy Critical incident Example of critical incidents included but is not restricted to: Policy principles Critical response team incident (CIRT) and responsibilities The CIRT team leader after taking necessary advice will develop a response plan to the incident Critical incident response team (CIRT) Supporting documents... 9 Appendix Appendix 2: Telephone contacts Appendix 3: Critical incident initial report Appendix 4: Critical incident flow chart Policy action required by clubs Each club is required to appoint a critical incidence protocol officer (CIPO) Each club must have a copy of this policy and procedures (available or on hand) at al times the club is operating or providing services to members A copy of the flow char must be placed in a prominent position within the club and/or event venue Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 2

3 GYMNASTICS QUEENSLAND CRITICAL INCIDENT MANAGEMENT POLICY 1. Position statement 1.1 In the event of a critical incident Gymnastics Queensland (GQ) recognises that effective planning, management and appropriate infrastructure must be in place beforehand to ensure the provision of all necessary support services. 1.2 This GQ policy and associated procedures and support mechanisms are in place to ensure the proper management of any critical incident. This policy has been approved so that Gymnastics Queensland meets its duty of care by providing the highest possible standard of health and safety for any person; provides a quick and effective approach in responding to critical incidents as they occur; ensures exposure of persons to health and safety risks arising from critical incidents is avoided or limited and any psychological or physical injury are reduced by appropriate support and counselling services to those affected; and Appropriate training and recourses available to GQ staff 2. Purpose 2.1 This policy provides direction for a person to respond to a critical incident and for persons with designated roles to respond immediately following the incident and for management of the longer term consequences of such an incident 2.2 This policy and the critical incident procedure define the roles and responsibilities of designated persons in relation to The management of a critical incident Coordination of a critical incident Communication of information about a critical incident Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 3

4 2.2.4 Subsequent recovery after a critical incident, and The handling and post incident review of the critical incident. 3. Scope 3.1 This policy applies to the following whether they are in a paid or unpaid/voluntary capacity Individuals sitting on boards, committees and Sub-committees Employees and volunteers Support personnel (e.g. managers, physiotherapists, psychologists, masseurs, sports trainers) Coaches and trainee coaches Athletes Officials Members, including life members Affiliated clubs and associated organisations Peak associations and the national body Any other person or organisation that is a member of or affiliated to Gymnastics Queensland Parents, guardians, spectators and sponsors to the full extent that is possible 4. Definitions in context of this policy 4.1 Critical incident A critical incident means a traumatic event or situation, or the threat of such, which causes or is likely to cause a fatality, severe physical injury, fear, harm or severe emotional distress to members of the Gymnastics Queensland community whether at club or Queensland level, or at Australian or international events held in Queensland and under the auspice of Gymnastics Queensland. A critical incident: Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 4

5 4.1.1 May not necessarily require an initial emergency response; May significantly compromise the ability of Gymnastics Queensland to continue operations and impact on sponsor obligations May threaten or bring into disrepute the reputation of Gymnastics Queensland May impact on a number of areas under the control of Gymnastics Queensland 4.2 Critical incident response team (CIRT) means the team that will be formed in the event of a critical incident to coordinate the management of the incident 4.3 Critical incident director (CID) means the Executive Director of Gymnastics Queensland who has overall responsibility for coordinating the response to the critical incident. 4.4 Critical incident deputy director (CIDD) means the State Administrator of Gymnastics Queensland who has overall responsibility for coordinating the response to the critical incident in the absence of the CID. 4.5 Critical incident protocol officer (CIPO) means a person who has an understanding of this policy and critical incident management procedures and has a copy of the policy, procedures and forms necessary to be the first response contact for any critical incident. 4.6 Post critical incident team (PCIT) means the team appointed to manage the subsequent recovery procedures after a critical incident and the handling and post incident review of the critical incident. 4.7 Member protection information officer (MPIO) means a person trained to be the first point of contact for a person reporting a complaint under, or a breach of, the Gymnastics Queensland child protection policy 4.8 Volunteer means a person who is employed by another person not for financial reward but who may receive reimbursement for out of pocket expenses. Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 5

6 5. Example of critical incidents included but is not restricted to: 5.1 A fatality, near fatality or dangerous incident likely to seriously affect a member of the gymnastics community; 5.2 Physical or sexual assault, murder or suicide involving members of the gymnastics community 5.3 Threats and acts of physical violence or extreme aggression or violence towards members of the gymnastics community; 5.4 Allegations of child abuse, emotional abuse, harassment involving the gymnastics community; 5.5 Social issues e.g., drug abuse, alcohol abuse, internet abuse, involving the gymnastics community; 5.6 An accident occurrence resulting in the fatality or serious injury of gymnastics community members travelling to GQ sanctioned events; 5.7 Sudden serious injury or death of a member of the gymnastics community; 5.8 Inexplicable and worrying disappearance of a staff member or club participant, for example from a club during training or at a competition; 5.9 Bomb, fire, chemical hazard or explosion threat; 5.10 Acts or attempts of robbery; 5.11 Natural disaster e.g. epidemic, severe adverse weather and warnings of such; 5.12 Any incident that may threaten or bring into disrepute the reputation of Gymnastics Queensland 6. Policy principles 6.1 A designated critical incident director and CIRT will be formed to manage critical incidents within Gymnastics Queensland. 6.2 The Executive Director of Gymnastics Queensland or the State Administrator of Gymnastics Queensland, in the absence of the Executive Director, will have authority to designate an incident as critical and activate the CIRT. 6.3 The CID will be responsible for: Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 6

7 6.3.1 Coordinating Gymnastic Queensland response to the critical incident; and Authorise the classification of a critical incidence from a critical phase to a recovery phase. The CID will be a member of the CIRT. 6.4 The CIRT will be responsible for managing Gymnastic Queensland response to and its recovery from the incident. 6.5 The CIRT will have the authority to function up to the level set out in the critical incident will have authority management procedures. 6.6 All communication about a critical incident must comply with the procedures and authorisation as set out in the critical incident management procedure. 6.7 A CIPO will be appointed by the Executive Director to be in attendance at all Gymnastic Queensland sanctioned competitions held at any venue and at any level within Queensland. This person will usually be the person in charge of running the event 7. Critical response team incident (CIRT) and responsibilities 7.1 The CIRT team leader will gather and verify information of the critical incident. Assess needs and priorities for Gymnastics Queensland response. Record that information on a Critical Information Fact Sheet (Appendix 3). 7.2 The CIRT Leader will identify and assess: The immediate needs of the people involved or affected; The need for Gymnastics Australia insurers/ legal advice; Agencies that need to be notified e.g. child protection agency; Relevant risk factors; Next of kin and families that need to be notified; Other Gymnastics Queensland ctaff that need to be contacted; 8. The CIRT team leader after taking necessary advice will develop a response plan to the incident Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 7

8 8.1 Organise a task timetable for responses and delegation of responsibilities; 8.2 Initiation of contact with victims or other persons affected by the incident; 8.3 in case of death contact with next of kin; 8.4 Provide factual information and advice for debriefing meeting; 8.5 Provide guidelines for the GQ staff/ gymnastics community about what information can be released; 8.6 Brief relevant GQ staff and delegate a staff member to deal with telephone/face-to- face enquiries; 8.7 Manage media/publicity and prepare a press release for the media of the incident; 8.8 Identify gymnasts/staff members most closely involved and therefore most at risk; 8.9 Organise a quiet private area where victims/or their families can be protected from intrusion by anyone not immediately affected by the incident 8.10 Arrange a time and place for an initial group / individual debriefing with relevant counsellors; 8.11 Plan for ongoing feedback so that the CIRT are continually informed of developments; 8.12 Complete a report on incident for Gymnastics Queensland files Conduct a review and initiate any changes to procedures or protocols in order to improve Gymnastics Queensland incident management 8.14 A copy of the review findings will be included in the GQ file of this incident. 9. Critical incident response team (CIRT) Position Executive Director Executive Director CIRT Role To appoint a critical incidence protocol officer for Gymnastics Queensland sanctioned events Spokesperson and authorising officer State Administrator Spokesperson and authorising officer in the absence of the Executive Director Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 8

9 Member Protection Information Officer President Representative of appointed PR consultants Representative of Mullins Lawyers Technical representative Responsible for all incidences involving child protection Spokesperson as appropriate Responsible for drafting, releasing and media relations Responsible to ensure all legal implications are covered Responsible for Technical advice 10. Supporting documents 10.1 Critical incident management procedure Appendix Critical incident management contact list - Appendix Forms necessary to record the critical incident - Appendix Flow chart Appendix 4 Approval authority Board Date approved Date for review Policy sponsor Committee Policy owner Board Policy contact Executive Director Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 9

10 Appendix 1 CRITICAL INCIDENT MANAGEMENT PROCEDURE The critical incidence protocol officer should be advised immediately if there is any doubt as to whether an event is a critical incident or not. Work hours Gymnastics Queensland Tel: or or ) (After Hours ; ) 1. Identifying and reporting a critical incident of potential incident To be activated if and when a critical incident or threat of an imminent critical incident comes to the attention of a member of the GQ community 2. Immediate response (immediately incident is known) 2.1. Take any action within the member s capacity to evacuate any area affected by the risk then; 2.2. Commence first aid immediately; 2.3. where appropriate, immediately contact and advise emergency service/s such as Queensland Fire and Rescue, Queensland Police Service, Queensland Ambulance Service, State Emergency Services and provide- time of the incident location of the incident Nature of the incident (e.g. death, injury, threat, aggressive behaviour, assault, collapse, bomb threat, fire or any incident that would need to be reported to the emergency 000 number) names and roles of the persons involved, Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 10

11 any known contact details (e.g. witnesses, next of kin) 2.4. if applicable secure the incident area; 2.5. ensure the safety and welfare of athletes, staff, and spectators; 2.6. contact and inform parents / next of kin; Important - The police are routinely called to a workplace death and they are responsible for informing family members of the death. They will inform the coroner's office and prepare a report for the coroner 2.7. notify Queensland Work Place Health & Safety Queensland; Important - you are required by law to report serious bodily injuries, work caused illnesses and dangerous events Contact Workplace Health and Safety Queensland on Workplace Health and Safety Queensland can provide approval to touch the scene. An inspector or police officer will need to investigate the scene of a notifiable workplace incident. You should be aware of the traumatic nature of incidents, and consider counselling or organise discussions for the people involved or affected by the incident contact GQ CIRT; Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 11

12 . Gymnastics Queensland (Work Hours Tel: or or ) (After Hours ; ) 2.9. notify GQ insurers identify athletes, staff members most closely involved in the incident; assess the need for support and counselling for those directly or indirectly involved; advice staff directly involved in the incident that because of privacy issues statements / interviews with the media is to be prepared and delivered by the CIRT; manage media by providing contact details of the GQ CIRT; 3. Secondary response (within 24 hours) 3.1. assess the need for support and counselling for those directly and indirectly involved in the incident (ongoing); 3.2. provide support for staff and witnesses directly involved in incident during workplace health and safety investigation; 3.3. CIRT to liaise with Gymnastics Australia, association insurers, and association solicitors and provide a media release; 3.4. CRIT Team to provide factual information as appropriate to GQ staff and wider gymnastics community; 3.5. assess whether facility needs to be closed during workplace health and safety investigation period; 3.6. arrange debriefing for all staff, gymnasts, directly involved in incident; 3.7. restore regular routine program delivery and community life as soon as practicable; 3.8. completion of critical incident report; Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 12

13 4. Ongoing follow-up response 4.1. identification of any persons who may be affected by the critical incident and provide access to support services for community members ongoing; 4.2. provision of accurate information to staff and GQ community; 4.3. maintain contact with any injured and affected parties to provide support and to monitor progress; 4.4. monitor staff and gymnasts for signs of delayed stress and the onset of posttraumatic stress disorder; providing information on support/ treatment as necessary; 4.5. evaluation of critical incident management; 4.6. plan and are sensitive to anniversaries; 4.7. manage any possible longer term disturbances e.g. inquests, legal proceedings; 5. Media releases Gymnastics Queensland recognises that each critical incident is unique and the dynamics of each situation will need to be assessed when it occurs. To protect the privacy of individuals and to ensure the provision of accurate information Gymnastics Queensland has developed an agreed approach to media management. If approached by the media 5.1. Be courteous and professional; 5.2. Obtain the name and contact details of the journalist; 5.3. Do not provide contact details of victim, staff or witnesses; 5.4. Do not be drawn into conversation or offer any comment even if asked for an off the record comment ; 5.5. Immediately contact the CIRT Team Leader who will check all facts of the incident; 5.6. The CIRT will seek advice from Gymnastics Australia, association insurers, and association solicitors; Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 13

14 5.7. The CIRT will if after advice and assessment and judged appropriate prepare a statement for release to the media in consultation with representative of appointed PR consultants 5.8. Where a media interview is judged appropriate the nominated CIRT member will be available for media interviews if necessary; Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 14

15 Appendix 2: Telephone contacts State Emergency services Ambulance, Police, Fire, accident 000 State emergency service Severe Storm, Flood Workplace health & safety Gymnastics Queensland critical response team Department of child safety Queensland Health Fatality, serious bodily injuries, work caused illnesses and dangerous events For identification support and advice on handling of a critical Incident. If you suspect a child in Queensland is experiencing Harm or in danger of experiencing Harm. Note: If you believe a child to be in an immediate life threatening situation call the Police on 000 Advice on support counselling services relating to a critical incident Business Hours : or or After Hours : Business Hours: After Hours and at Weekends: HEALTH Emergency services State emergency service Workplace health & safety Gymnastics Queensland critical response team Local Ambulance, Police, Fire, accident Severe Storm, Flood Fatality, serious bodily injuries, work caused illnesses and dangerous events For identification support and advice on handling of a critical Incident. Business hours : or or After hours : Department of child If you suspect a child in Business hours: Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 15

16 safety Queensland Health Queensland is experiencing harm or in danger of experiencing harm. Note: If you believe a child to be in an immediate life threatening situation call the Police on 000 Advice on support counselling services relating to a critical incident After hours and at weekends: Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 16

17 Appendix 3: Critical incident initial report Date of incident:../ / Location of incident: Time of incident: Reported to: Reported by: Phone Relates to: (Club GQ) Club contact Phone Staff member: Phone Coach: Phone Gymnast: Parents ph. contact Parents/guardians names Description of incident: Others involved: Relevant Contacts: Police (name) Phone Hospital Ward Phone Others (next of kin) Phone contact Referred to CIRT leader (name) Date Time Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 17

18 Appendix 4: Critical incident flow chart Secure incident area Ensure safety of other gymnasts/spectators Contact next of kin (unless fatality then contact police 000) Phone Gymnastics Qld. Work hours or or After hours or Notify Workplace Health & Safety QLD for fatality or serious injury Advise staff to maintain privacy of inclidet by allowing CIRT to manage protocol Identify/assess need for counselling - contact QLD Health 13HEALTH ( ) Manage Media by providing contact details of GQ -CIRT Ongoing -Liaise with & following instructions of CIRT Team as per GQ Critical Response Policy Gymnastics Queensland Critical Incident Policy Version 1 (September 2009) 18

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