UNIVERSITY INCIDENT PLANNING COMMITTEE TERMS OF REFERENCE

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1 1. TITLE OF COMMITTEE UNIVERSITY INCIDENT PLANNING COMMITTEE University Incident Planning Cmmittee (IPC) 2. ESTABLISHMENT TERMS OF REFERENCE The University Incident Planning Cmmittee is established in accrdance with the Australian Standard AS3745:2010 Planning fr Emergencies in Facilities standards f best practice. 3. FUNCTIONS AND RESPONSIBILITIES The University Incident Planning Cmmittee is respnsible fr planning the management f all incidents and emergencies thrugh the develpment, implementatin and evaluatin and review f the Emergency Management Plan, Emergency Prcedures and related training, such as exercises, wrkshps, cnferences, curses and accredited training (hencefrth cllectively knwn as Emergency Management Gverning Dcuments and related training). The University Incident Planning Cmmittee must ensure that applicable legislative requirements are met and that adequate resurces are priritised t fulfil these requirements. The duties f the University Incident Planning Cmmittee will include, thugh are nt limited t, the fllwing: Develp a cmprehensive all-hazards apprach in rder t identify events r hazards that might result in an incident r emergency situatin and develp apprpriate management strategies based n a thrugh risk analysis; Develp a University-wide Emergency Management Plan and Emergency Prcedures; Priritise resurces (including time, finance, equipment and persnnel) that are prvided by the University, t be effectively utilised in the develpment and implementatin f the Emergency Management Gverning Dcuments and related training; Nminate the validity perid fr the Emergency Management Gverning Dcuments and review, test and mdify as apprpriate: When the validity perid has expired; After an incident r emergency has ccurred; After an exercise; If there is a majr change t University facilities; If there is a majr change t Australian legislatin r Standards arund emergency management; and/r If there is a majr change t an accreditatin regime; University Incident Planning Cmmittee Terms f Reference ter-033 Versin: 1.00 Cntact fficer: Chair, University Incident Planning Cmmittee Page 1 f 6

2 Ensure that the Emergency Management Plan is reviewed at the end f the validity perid (annually as a minimum), after an emergency, an exercise, r any changes that affect the Emergency Management Plan; Ensure that the Emergency Management Plan is readily identifiable and available t the apprpriate persns; Establish and supprt the Incident Management Structure (IMS) t perate in accrdance with the University Emergency Management Plan; If deemed necessary, establish a specialist Emergency Respnse Team (ERT); Develp, train, test, review, mnitr and prmulgate the Emergency Prcedures; Assist in the develpment f campus/area/rle specific Standard Operating Prcedures (SOPs); Maintain a register f the Emergency Cntrl Organisatin members and ensure it is readily available; Ensure the cntinued peratin f the Incident Management Structure by establishing apprpriate arrangements in case f leave, resignatin etc.; Ensure all members f the Incident Management Structure (including the members f the Incident Planning Cmmittees) are updated and prvided with relevant training, and that a register f training is maintained; Establish strategies t ensure the Emergency Management Gverning Dcuments are effectively prmulgated t the apprpriate persns within and utside f the University, including: staff members, students, tenants, visitrs and cntractrs; and t mnitr and evaluate cmpliance with and knwledge f, Emergency Management Gverning Dcuments; Ensure that the Emergency Prcedures remain viable and effective by reviewing and testing the prcedures at least annually; Analyse recrds f previus incidents and emergencies; evaluate the University s respnses and recvery measures; and initiate crrective management t apprpriately prepare fr and respnd t future incidents and emergencies; Ensure that a permanent recrd f events fr each incident and emergency is cmpiled and retained; and Identify and rectify deficiencies and pprtunities fr imprvement in the Emergency Management Gverning Dcuments and related training. All members f the University Incident Planning Cmmittee must attend suitable training n a regular basis as identified by the University s Incident Management System, s as t effectively functin as a member f the Cmmittee. Due t the imprtance f the rle, each member f the University Incident Planning Cmmittee must nminate a suitable deputy wh will be trained accrdingly and can cver cntingencies such as leave, resignatin etc. 4. MEMBERSHIP Membership* f the University Incident Planning Cmmittee will include: Chief Operating Officer (Chair); University Incident Planning Cmmittee Terms f Reference ter-033 Versin: 1.00 Cntact fficer: Chair, University Incident Planning Cmmittee Page 2 f 6

3 Academic Liaisn (nminated by Chair); Crdinatr, Equity Services; Directr, Facilities Management; Directr, Office f Human Resurce Services; Directr, Office f Infrmatin Technlgy Management and Supprt; Directr, Office f Media Advancement and Cmmunity Engagement; Pr Vice-Chancellr, Faculty f Engineering, Health Science and Envirnment; Pr Vice-Chancellr, Faculty f Law Educatin Business and Arts; Pr Vice-Chancellr, Faculty f Vcatinal Educatin and Training; Manager, Wrk Health and Safety; Manager, Security; Manager, Internatinal Huse Darwin; Pr Vice-Chancellr, Academic; University Incident Cntrller; A member f the Emergency and Risk Management Team * At least ne (1) member f the University Incident Planning Cmmittee is recmmended if pssible; t represent peple with a disability; and ne (1) member must be a cmpetent persn. If n members f the Cmmittee are cnsidered by the standard s definitin t be a cmpetent persn, then an external persn may be invited t attend the meeting wh can fulfil this rle. Ntes n membership: Members f the University Incident Planning Cmmittee may be required t attend the meetings f a Lcal Incident Planning Cmmittee t create a qurum and t ensure effective cmmunicatin acrss the University. External parties identified as a cmpetent persn r persn with specialist knwledge, may be invited t attend meetings f the University Incident Planning Cmmittee r as apprved by the Cmmittee Chair fr the purpses f training, educatin, cmpliance and/r bservatin. 5. CHAIR The Chair f the University Incident Planning Cmmittee will be the Chief Operating Officer. 6. SECRETARY The Chief Operating Officer (r delegate) will act as secretary fr the University Incident Planning Cmmittee. 7. TERM OF OFFICE The term f ffice is dependent upn cntinued emplyment in the relevant psitin. University Incident Planning Cmmittee Terms f Reference ter-033 Versin: 1.00 Cntact fficer: Chair, University Incident Planning Cmmittee Page 3 f 6

4 8. QUORUM A qurum fr the University Incident Planning Cmmittee will be 75% f the Cmmittee membership. Any prxies attending the Cmmittee in place f a member must be f an apprpriate level and delegatin. 9. MEETINGS Meetings f the University Incident Planning Cmmittee must be held in persn at least nce every three (3) mnths and as necessary frm time t time, via electrnic means. 10. RESOLUTIONS OF THE UNIVERSITY INCIDENT PLANNING COMMITTEE All reslutins f the University Incident Planning Cmmittee must be reprted t Cuncil thrugh the Audit and Risk Cmmittee. Any reslutin f the University Incident Planning Cmmittee put t a vte must have majrity supprt. The Chair will have a casting vte shuld a deadlck exist. 11. AGENDA A written agenda will be distributed three (3) days prir t a meeting f the University Incident Planning Cmmittee. 12. REPORTING A written reprt f the meeting will be frwarded t the Audit and Risk Cmmittee fr reprting t Cuncil. 13. INTERPRETATION In the cntext f this dcument: Business Cntinuity means a lsely-defined set f planning, preparatry and related activities which are intended t ensure that the University's academic enterprise and critical business functins will either cntinue t perate despite serius incidents r disasters that might therwise have interrupted them, r will be recvered t an peratinal state within a reasnably shrt perid; Cmpetent Persn means (as defined in sectin f the AS 3745:2010 Planning fr Emergencies in Facilities) a persn wh has acquired thrugh training, educatin, qualificatin, experience, r a cmbinatin f these, the knwledge and skills t enable him/her t crrectly perfrm the required task; Emergency means an event, actual r imminent, which endangers r threatens t endanger life, prperty r the envirnment, and which requires a significant and crdinated respnse. At the University the respnse t an emergency will usually be crdinated by the Incident Cntrller and sme r all members f the Emergency Cntrl Organisatin; Emergency Cntrl Organisatin (ECO) means a structured rganisatin that will rganise an apprpriate respnse t emergency situatins; Emergency Services means an agency respnsible fr the prtectin and preservatin f life and prperty frm harm resulting frm incidents and emergencies; Emergency Management Gverning Dcuments means a cllective term used by the University and includes all dcuments, plans and prcedures relating t incident and emergency peratins within the University such as the Emergency Management Plan; Incident Management Team (IMT) means the grup f incident management persnnel cmprised f the Incident Cntrller and any appinted Deputy Incident Cntrllers, the Safety Officer, and any appinted functinal fficers leading the sectins f Planning, Intelligence, Public Infrmatin, Operatins, University Incident Planning Cmmittee Terms f Reference ter-033 Versin: 1.00 Cntact fficer: Chair, University Incident Planning Cmmittee Page 4 f 6

5 Investigatin, Lgistics and Finance and Administratin. The Incident Cntrller has pwer t c-pt thers as members f the IMT frm time t time; Incident means an event, ccurrence, r set f circumstances that: Has a definite spatial extent; Has a definite duratin Calls fr human interventin; Has a set f cncluding cnditins that can be defined; and Is r will be under the cntrl f an individual wh has the authrity t make decisins abut the means by which it will be brught t a reslutin. Incident Management Structure (IMS) means a cmmand structure t systematically and lgically manage suppressin f emergency incidents, frm small, simple incidents t large, difficult r multiple situatins. It is designed t develp in a mdular fashin frm the tp (Incident Cntrller) dwnwards; and Planned event means any planned event that has the ptential t disrupt the nrmal functining f the academic enterprise and business, fr example, fficial visits, prtest actin, celebratins r cncerts. University Incident Planning Cmmittee Terms f Reference ter-033 Versin: 1.00 Cntact fficer: Chair, University Incident Planning Cmmittee Page 5 f 6

6 Versin Date Apprved Apprved by Dcument Histry and Versin Cntrl Brief Descriptin Nv 2014 Vice- Chancellr Creatin f riginal dcument and psting t CDU website. University Incident Planning Cmmittee Terms f Reference ter-033 Versin: 1.00 Cntact fficer: Chair, University Incident Planning Cmmittee Page 6 f 6

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