Critical Incident Management - Governing Policy
Responsible officer: Vice-Chancellor
Designated officer: Director, Capital Programs and Operations
Approval authority: Council
Approval: C07/89, 28 August 2007
Last amended: Vice-Chancellor 15 February 2008
Effective starting date: 29 August 2007
Policies replaced by this policy:
Related policies and plans:
Related procedures:
- Critical Incident Procedures and Guidelines
- Fire and Emergency Procedures Manual for emergency situations including medical, fire, personal threats or bomb threats
- Risk Management Procedures
- Security Operational Procedures
Due date for next review: 28 August 2012
Part A: Preliminary
1. Purpose of policy
The following policy is intended to provide a framework for the response to, and management of, critical incidents that pertain to the University of the Sunshine Coast and members of the University community.
2. Application of policy
This policy applies to all staff and agents of the University.
3. Definitions
In this policy the following definitions apply:
Critical Incident means:
- a traumatic event or situation, or the threat of such, which causes or is likely to cause severe physical injury or harm or severe emotional stress, fear or harm for members of the University community, whether on-campus or off-campus
- a major occurrence that severely threatens or disrupts or prevents the University’s ongoing operations.
Emergency Control Organisation means designated University staff who have response and management responsibilities in relation to adverse incidents that require urgent responses.
Part B: Policy
5. Critical incident management framework
5.1 The University will develop and implement systems and processes for appropriate, effective and speedy responses to, and management of, critical incidents.
5.2 Priority will be given to responding to and managing critical incidents.
5.3 A Critical Incident Response Team (CIRT) will be established and maintained to manage responses to critical incidents consistent with the established systems and processes.
5.4 Initially, the CIRT will comprise the incumbents of the following positions, with specific members of the CIRT being designated as Team Leaders who will be responsible, in liaison with the CIRT, for the overall critical incident response and management in relation to a specific area of operation or University constituency:
- Vice-Chancellor
- Deputy Vice-Chancellor
- Pro Vice-Chancellor (International and Quality)
- Director, Marketing and Communications
- Director, Capital Programs and Operations (Team Leader for facilities)
- Director, Human Resources (Team Leader for staff)
- Director, Student Services (Team Leader for domestic students)
- Director, Student Administration
- Director of Studies, USC International (Team Leader for international students)
- Director, Information Technology Services
- Media Relations Officer.
5.5 Designated Team Leaders within CIRT will guide critical incident response and management from first report of an incident to completion of the response, including review and evaluation of responses to the incident.
5.6 The Vice-Chancellor must be informed of a critical incident as soon as practicable and
the Vice-Chancellor may, without reference to the CIRT, initiate the University’s Counter Disaster Plan in response to a critical incident.
5.7 Other than the Vice-Chancellor, members of the University community must not communicate with the media concerning a critical incident unless they are approved by the Director, Marketing and Communications or the Vice-Chancellor to be a University spokesperson in relation to the incident.
5.8 The University, through the CIRT, will:
(a) review its performance in planning, implementing and managing the response to each critical incident consistent with this policy and associated systems and procedures; and
(b) make any needed or desirable adjustments or improvements to the critical incident management system and procedures in light of the review processes.
5.9 The Vice-Chancellor will provide the Audit and Risk Management Committee with summary information concerning any critical incidents.
5.10 This policy and its associated procedures will be publicised to prospective and current staff and students through the University’s website and staff and student portals.
5.11 New staff and students will receive information about this policy and its associated procedures as part of their induction or orientation to the University.
6. Records management
6.1 The University’s approved records management system will have effective processes for record-keeping and records management in relation to critical incidents.
7. Accountabilities and responsibilities
7.1 The Vice-Chancellor is responsible and accountable to Council for critical incident management.
7.2 The Critical Incident Response Team is responsible and accountable to the Vice-Chancellor for management of responses to critical incidents and for ensuring that University staff, including staff who form the Emergency Control Organisation, are familiar with, and trained in, their roles relating to critical incidents.
7.3 Members of the Senior Staff Advisory Committee are responsible and accountable to the Vice- Chancellor for advising staff within their area of responsibility of this policy and its associated procedures on a regular basis.
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