1. Purpose and Objectives
These procedures enact the staff and student provisions of the Critical Incidents Management – Policy.
2. Definitions, Terms, Acronyms
Critical incident – An adverse incident or series of events that have the potential to damage the University’s people, operations, environment and its long-term prospects and or reputation. A Critical Incident is further defined by the ESOS National Code as a traumatic event, or the threat of such (within or outside Australia), which causes extreme stress, fear or injury to international students.
Critical Incident Management (CIM) – The process by which the University builds resilience, responds to and recovers from a critical incident.
Critical Incident Management Team (CIMT) – A group of staff members responsible for carrying out the functions of planning for and responding to a critical incident.
Incident Classification: Critical incidents are classified into three levels of escalation.
Minor Event - a minor incident or minor injury has a localised impact on staff, students or members of the community and may entail minor property damage. The incident has been contained and is unlikely to escalate in severity. It can usually be handled by campus personnel at the organisational unit level using normal operating procedures.
Moderate Event – an incident or event, which has a localised impact on University operations and may threaten life or property, or could potentially escalate to a major incident. A moderate event might include also, the serious injury or death, of an individual student or staff member.
A moderate event may involve the activation of an emergency response, and or the CIM Team.
Major Event – an incident or event that has a high impact or imminent severe adverse effect on University operations stemming from events such as explosion, large fire, shooting, material release, pandemic or natural disaster. It may entail or threaten to cause multiple fatalities or serious injuries and/or significant property damage or severe adverse media coverage. It is likely to involve an emergency response from relevant Queensland Emergency Services and would usually necessitate activating the CIM Team.
3. Procedures Scope/Coverage
These procedures apply to incidents and events affecting staff and students at The University of Queensland.
4. Procedures Statement
In the event of a critical incident affecting one or more members of staff or students that is categorised as a minor, and where the CIMT has not been activated, a case manager will be appointed to undertake the actions as outlined in Section 5.
In the event of a critical incident affecting one or more members of staff or students that is categorised as either moderate or major, the CIM Team Leader will determine whether to activate and deploy the CIM Team.
5. Reporting
5.1 On and off-campus incidents
5.1.1 For incidents either on or off campus and involving death, serious injury or a threat to life, the person receiving the information must immediately contact University Security [2](telephone + 61 (7) 3365 3333). University Security will contact any Government Emergency Services required (including Police, Fire, Ambulance).
5.1.2 University Security will assess the nature of the incident, taking advice from CIM Team Leader as appropriate.
Minor - to be handled by a local case manager as agreed with Security.
Moderate - CIM Team Leader will determine whether to activate and deploy the CIM Team, and will advise Security.
Major - CIM Team Leader will determine whether to activate and deploy the CIM Team, and will advise Security.
5.2 Key details to be reported
Key details to report include the time, location and nature of the incident (e.g. threat, accident, death or injury), names and roles of persons involved (e.g. staff, international or domestic student).
6. Response Checklist
6.1 Command
Where the incident is deemed to require emergency response, Security will co-ordinate all emergency response activities, including liaison with Government Emergency Services.
Where a case manager has been appointed, ensure that the CIM Team Leader is kept abreast of all details the case. The CIM Team Leader will determine if escalation is required to the CIM Team.
Refer to any local continuity plans for specific local considerations.
6.2 Control
When managing a critical incident the case manager/CIM team leader actions should always consider:
- Preservation of life and avoiding any further injury;
- Preservation of the University’s assets and operations;
- Minimisation of the impact on the local community and environment;
- Supporting, where possible, the emergency services response; and
- Resumption of normal business operations as soon as is practicable.
6.3 Co-ordinate
The case manager/CIM Team Leader should ensure the following University sections/services are co-ordinated in their response to the incident:
- Director of HR [3];
- Academic Registrar;
- Director, UQ International (for international students);
- Director of Student Affairs;
- Director of Student Services;
- Executive Dean of the Faculty or Director, Graduate School and/or Head of School; and
- Director, Marketing and Communication.
Other staff (or nominees) would be included as appropriate, e.g.
- Deputy Vice-Chancellor (International) where the incident involves an international student;
- Dean of the Graduate School where the incident involves a higher degree by research student;
- Deputy Vice-Chancellor (Academic) where the incident involves a domestic student;
- Pro-Vice-Chancellor where the incident involves a student enrolled at the Ipswich or Gatton Campus;
- Director, Occupational Health and Safety Division, Director, UQ Health Service and Manager, Security where there are public health, safety or security implications;
- Director of Property and Facilities Division, Director, Occupational Health and Safety Division where the incident is on-campus and involves a safety issue or the incident has or will cause physical damage to the UQ Estate; and
- Head of residential college where the incident involves a resident of the college.
6.4 Communicate
As soon as possible, the Director, Marketing and Communications will liaise with relevant staff to prepare a communication plan and nominate a spokesperson.
- Plan a response and ongoing strategies including individual roles and responsibilities;
- Liaise with police, doctors, hospital staff and other relevant professionals;
- Determine if legal assistance might be required and refer accordingly (Director, Legal Office);
- Provide follow-up condolence letters to family; and
- Complete an incident report for the Chief Operating Officer.
Support for family, friends and staff:
- Contact the next of kin and ensure support is provided to family and friends including classmates;
- Make arrangements as required for visits from family e.g. accommodation, travel, crisis support and referral to appropriate services; and
- If necessary, make arrangements for affected staff, e.g. Staff Assistance Scheme for counselling support.
7. Specific Circumstances
7.1 For incidents during semester:
- Contact the relevant faculty to make appropriate arrangements for students (eg. release from classes, rescheduling assessments or exams);
- If the student is unable to continue with studies, make arrangements for withdrawal without penalty and refund of fees if appropriate;
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In the case of death, notify:
- relevant faculty office or Graduate School
- SI-net [4] Functional Group
- Library
- Information Technology Services
- Protocol and Ceremonies
- Head of residential college (if applicable)
- Manager UQ Security
7.2 Additional procedures for international students:
The Educational Services for Overseas Students Act 2000 (ESOS Act) requires the University to notify the relevant Government Department (Department of Imigration and Citizenship) as soon as practical after the incident.
In the case of a student's death or other absence affecting the student's attendance at University, UQ's Liaison Officer at the Department of Immigration and Citizenship should be contacted by phone prior to reporting via the Provider Registration and International Student Management System (PRISMS).
If an international student dies or sustains serious injury, the University may be required to assist the student's family. This may include:
- Hiring interpreters;
- Making arrangements for hospital/funeral/memorial service/repatriation;
- Obtaining a death certificate;
- Assisting with personal items and affairs including insurance issues; and
- Assisting with visa issues.
Expenditure associated with an intervention would ordinarily be covered at the organisational unit level. Significant expenditure requires the prior consideration and approval by the Deputy Vice-Chancellor (Academic) in the event of incidents involving students.
7.3 For incidents involving staff:
- Make follow-up contact to assess whether further help is required. Ongoing assistance is available through Staff Assistance Services.
- Contact the University Insurance officer.
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In the case of a staff death, notify:
- Human Resources
- Protocol and Ceremonies.