Critical Incident Policy

Critical Incident Policy for St. Patrick’s NS

Introduction:

In St. Patrick’s NS we aim to protect the well being of all members in our school community by providing a safe, caring and learning environment which nurtures the full educational potential of each child. We have taken a number of measures to create a supportive and caring environment in our school and we have formulated a number of policies and procedures to be followed with a view to ensuring the safety of staff and pupils.

Our Critical incident policy follows the guidelines for schools available in the following publications;

Responding to Critical Incidents – Guidelines for Schools NEPS & DES 2007
Responding to Critical Incidents – Resource Materials for Schools NEPS & DES 2007
When Tragedy Strikes INTO 2000

The BOM through consultation with the Principal, the Staff and the Parents Association has formulated this critical policy. Copies of this policy will be disseminated to staff, the Board of Management and the Parent’s Association. A copy will also be made available in the school Office.

This policy was formulated with all stakeholders in 2010 and reviewed by staff, the PA committee and the Board of Management in 2013 and again in 2015.

What is a Critical Incident?

‘A critical incident is any incident or sequence of events which overwhelms the normal coping mechanism of the school and disrupts the running of the school’ (NEPS/DES 2008). Critical Incidents may involve one or more pupils, staff, the school or the local community and may include;

Examples:

Death of a member of school community through sudden death, accident, terminal illness or suicide
Major illness/outbreak of disease (Foot & Mouth)
A physical attack on staff member(s) or pupil(s)
An intrusion into the school
Serious damage to the school through fire, vandalism or flooding
Criminal incidents (e.g. Dunblane shooting, Shooting at first communion in Ballymun.)
Major accidents, serious injury (e.g. ‘Navan bus crash’)
Civil unrest, war (foreign nationals may be traumatised by events that happened in their country of origin)
Disappearance of student from home or school (e.g. Midleton incident in Cork)
Unauthorised removal of student from school or home.

Aim

The key to manage a critical incident is planning and St. Patrick’s NS has formulated the Critical Incident Management policy and accompanying plan. The aim is that in the event of an incident, these will help staff to act quickly and effectively and to maintain a sense of control.

Critical Incidents Management Team:

Leadership Role: Kathleen Byrne (Principal) / Sibéal Quigley (Deputy Principal)
Communication Role: Sibéal Quigley (Deputy Principal) / Kathleen Byrne (Principal)
Student Liaison/ Counselling Role: All class teachers
Chaplaincy Role: Fr. Andrew O Sullivan
Staff Health & Safety Representative: Diarmuid Coughlan
BOM Health & Safety Representative: Nicola Mulvey
Chairperson of Parents Association: Vanessa Stonys
Chairperson of Board of Management : Brian Murray
Secretary: Betty O Connor
Caretaker: Dennis Mulvey

The first-named person has the responsibility as defined.

The second-named person assists and only assumes responsibility on the absence of the first-named.

Roles and Responsibilities

Leadership Role: Principal

Intervention

Confirm the event
Activate the Critical Incident response team
Liaise with the Gardaí/Emergency services, Board of Management, Department of Education & Skills
Lead briefing meetings for staff on the facts as known, give staff members an opportunity to express their feelings and ask questions, outlines the routine for the day
Express sympathy to family
Clarify facts surrounding event
Make contact with other relevant agencies
Decide how news will be communicated to different groups (staff, pupils, outside school)
Liaise with Parents Association Chairperson
Report incidents to the Health & Safety Authority
Communicate with the media

Postvention

Ensure provision of ongoing support to staff and students
Facilitate any appropriate memorial events
Review & evaluate plan

Communication Role: Deputy Principal

Intervention

With Team, prepare a public statement
Organise a designated room to address media promptly
Ensure telephone lines are free for outgoing and important incoming calls
Designate mobile numbers for contact
Liaise with relevant outside support agencies including NEPS
Advise the staff on the procedures for identification of vulnerable pupils

Postvention

Review and evaluate effectiveness of communication response
Review & evaluate plan

Student Liaison/ Counselling Role: All class teachers

Intervention

Alert other staff to vulnerable pupils
Activate specific services available in the school
Put in place clear referral procedures
Access materials for staff (from Critical Incident Folder in Office)
Provide information to leader

Postvention

Provide ongoing support to vulnerable students
Monitor class most affected
Refer as appropriate
Review and evaluate Plan

Chaplaincy Role

Intervention

Visit home(s), if appropriate
Assist with prayer services
Make contact with other local clergy
Be available as personal and spiritual support to staff

Postvention

Provide follow-up support to families in conjunction with Parish team and NEPS
Work in partnership with Critical Incident team
Review and Evaluate Plan

Staff Health & Safety Representative/

BOM Health & Safety Representative

Intervention

Assessing the Health and Safety issue
Liaising with other members of Critical Incident Management Team
Assisting with reports of dangerous occurrences or accident for the Health and Safety Authority
Reporting to Board of Management on any Health & Safety aspects

Postvention

Work in partnership with Critical Incident team
Review and Evaluate Plan

Chairperson of the Parent’s Association

Intervention

Representing parents’ concerns and wishes with regard to the school’s response to the critical incident

Postvention

Work in partnership with Critical Incident team
Review and Evaluate Plan

Chairperson of the Board of Management

Intervention

Liaising with Patron and Department of Education & Skills
Liaising with Principal regarding incidents and issues occurring on the ground
Consider legal & financial consequences
Consult with Principal & Critical Incident team in preparing a media statement

Postvention

Work in partnership with Critical Incident team
Review and Evaluate Plan

Secretary

Intervention

Ring the emergency services immediately
Ensuring that the Office is manned at all time’s
Liaising with other members of Critical Incident Management Team

Contact Numbers & Emergency Information

The Secretary has responsibility for maintaining an up to date list of Contact numbers for pupils and their parents / guardians. Private and Confidential forms will be sent out in June to ensure all contact information is available from the first day of the new school year.

There will be two lists kept on file.

Emergency contact list with all contact details for each child.
Text-a-parent list with mobile numbers nominated by each parent.

To ensure contactability of Text a Parent service during a Critical Incident or Evacuation, the BOM and Staff Health & Safety Officers have access codes. Our neighbouring school, Our Lady of the Wayside also has the access code for this service.

It will be the responsibility of each parent to ensure that this phone number is current. Should a number be changed during the school year, it is the parent’s responsibility to inform the Secretary who will immediately update the contact list.

The Health and Safety Representative has responsibility for ensuring that a list of contact numbers for the emergency support services is displayed in the Staff Room, the Secretary’s Office and the Principal’s Office. This will be reviewed and updated at the beginning of each school year.

Postvention

Work in partnership with Critical Incident team
Review and Evaluate Plan

Caretaker

Intervention

Controlling access to the school premises
Maintaining security procedures
Maintaining services such as heating, light, water and communication lines
Liaising with other members of Critical Incident Management Team

Postvention

Work in partnership with Critical Incident team
Review and Evaluate Plan

Additional Responsibilities

Evacuation procedures

The evacuation procedures are displayed near the door of every classroom. The emergency evacuation procedure will be practised once per term using the fire alarm. All visitors and parents must evacuate the building on the sound of the fire alarm, whether it is a practise drill or emergency manoeuvre.

Red Card System

Every classroom has a Red Card to be used for an Emergency within a classroom. Pupils are trained early in September should an emergency occur (such as a teacher fainting, a child taking seriously ill, a violent, abusive or intoxicated individual entering the classroom) a pupil takes the card to teacher next door. This teacher will respond immediately to the emergency. The child proceeds with the same card to the Office so that the Principal is informed immediately and can come to assist the situation. The Staff H&S Officer has responsibility to ensure each year that every class has a red card attached to front door of room and one on desk.

Training & Staff Development

The school will provide opportunities for staff and members of the Board of Management to attend information /training meetings on issues such as suicide, grieving and first aid. The school will use the resources of NEPS as an advisor in planning for, and as a support facility after any incident A rotating schedule for First aid will be established.

Visitors

Visitors, including parents must report to the Office, identify themselves and state their business in the school. Visitors will not be allowed beyond the Secretary’s Office except at the invitation of a member of staff.

After Schools Activities

In the event of a situation occurring after school, the same short term actions outlined below should be followed, including the following;

Evacuate building immediately (if necessary)
Get assistance from a 2^nd adult (assistant coach, teaching staff still on site, cleaner, caretaker)
Ensure safety of additional children as well as injured
Contact emergency services (ambulance, gardai, fire service, etc)
Contact Principal immediately
Contact parents
Record events & procedures taken

The Media

Members of the media must report to the Secretary’s Office, identify themselves and state their business in the school. Members of the media will not be allowed beyond the Secretary’s Office except at the invitation of the Principal or Deputy Principal. Members of the media may be asked to remain outside school property if this in any hinders the management of a critical incident.

*Only the Leader will speak to the media unless directed otherwise by the Critical Incident Management Team

Action plan

Procedures to be followed in the event of a Critical Incident

SHORT-TERM ACTIONS (Day 1)

Ensure the safety of all students, staff & visitors
Convene a meeting of the Critical incident Management team and delegate responsibilities
Organize a staff meeting, if appropriate – Ensure any absent staff members are kept informed
Gather accurate information (use Incident Report form)
Identify high risk, vulnerable pupils
Ensure that a quiet place can be made for students/staff (BOM room)
Immediate contact with affected/bereaved family/families
Contact appropriate agencies and organise support
Contact BOM, DES, NEPS, HSA & PA
Appoint people to assist Secretary & Caretaker in handling phone queries & manning Secretary’s Office & school gates
Arrange the supervision of pupils
Organise a timetable for the day
Respond to the media – only the leader will speak to the media; all other staff will refrain from commenting
The Chaplain/Principal will liaise with the family, to extend sympathy and clarify the family’s wishes regarding the school’s involvement in funeral/memorial service
Arrange a home visit by two staff representatives within 24 hours, if appropriate. (Leader, Chaplain, Student Liaison person or Class teacher)
Have regard for different religious traditions and faiths

As far as possible, maintain normal school routine. In serious cases of intruder or abduction, neighbouring schools will be informed.

Media Briefing (if appropriate)

Designate a spokesperson (Leader)
Gather accurate information
Prepare a brief statement (Team)
Protect the family’s privacy
It is important to obtain accurate information about the incident

What happened, where and when?
What is the extent of the injuries?
How many are involved and what are their names?
Is there a risk of further injury?
What agencies have been contacted already?

Contact appropriate agencies

Emergency services
Medical services
S.E. Psychology Departments/Community Care Services
NEPS
BOM
DES/Schools Inspector

MEDIUM-TERM ACTIONS (24-72 HOURS)

Re-convene a meeting of the Critical Management Team to review the events of the first 24 hrs and to delegate responsibilities
Decide on mechanism for feedback from teachers on vulnerable students
Establish contact with absent staff and pupils
Decide arrangements for support meetings for parents/students/staff in order to clarify what has happened
Arrange support for individual students, groups of students, and parents, if necessary
Update BOM, DES, PA & other relevant external agencies
Update the media
Plan visits to the injured
Class Teacher + Principal to visit home/hospital
Attendance and participation at funeral/memorial service (To be decided)
Decide this in accordance with parent’s wishes, school management decisions and in consultation with close school friends
Plan for the re-integration of students and staff e.g. absentees, injured, siblings, close relative etc)
Plan restoration of normal school routine
Consider the legal & financial consequences
School closure (if appropriate) – Request a decision on this from school management
In the case of a bereavement, consider the following actions;
Preparation of students/staff attending funeral
Involvement of students/staff in liturgy if agreed by bereaved family
Facilitation of students/staffs responses, e.g. Sympathy cards, flowers, Book of Condolences, etc.
Ritual within the school

LONGER TERM ACTIONS

Monitor students for signs of continuing distress

If over a prolonged period of time, a student continues to display the following, he/she may need assistance and/or long term counselling from the HSE. Constant communication with family is essential.

Uncharacteristic behaviour
Deterioration in academic performance
Physical symptoms — e.g. weight loss/gain, lack of attention to appearance, tiredness, restlessness
Inappropriate emotional reactions
Increased absenteeism

Evaluate response to incident and amend Critical Incident Management Plan appropriately

What went well?
Where were the gaps?
What was most/least helpful?
Have all necessary onward referrals to support services been made?
Is there any unfinished business?

Formalise the Critical Incident Plan for the future

Consult with NEPS Psychologist
Inform new staff/new school pupils affected by Critical Incidents where appropriate
Ensure that new staff are aware of the school policy and procedures in this area
Ensure they are aware of which pupils were affected in any recent incident and in what way
When individual pupils or a class of pupils affected by an incident are transferring to a new school, the Principal should brief the Principal of the new school

Decide on appropriate ways to deal with anniversaries (Be sensitive to special days and events)

Anniversaries may trigger emotional responses in students/staff and they may need additional support at this time
Acknowledge the anniversary with the family
Need to be sensitive to significant days like Birthdays, Christmas, Mother’s Day, and Father’s Day

Plan a school memorial service

Care of deceased person’s possessions. What are the parent’s wishes?

Update and amend school records

Evaluate the long term effect on the educational progress of pupils

Evaluate the legal and financial consequences

Report to the BOM, DES & PA

Monitoring, Review and Evaluation

This policy was drawn up in 2010. It was reviewed in 2013 by the staff, the Parent’s Association Committee and the Board of Management.

The Critical Incident Policy Committee will review the policy every 3 years or on formation of a new Board of Management. Ongoing review and evaluation will take cognisance of changing information, legislation and feedback from parents/guardians, staff and pupils. The policy will be revised as necessary in the light of such review and evaluation and within the framework of school planning.

Ratified by the Board of Management of St. Patrick’s NS

2010

Reviewed: January 2013 (see Appendix 2)

Review date: January 2016

_______________________ ______________

Chairperson of BOM Date

Appendix 1

Preventative measures through the curriculum

Preventative measures through the Physical Environment

Curriculum

Code of Behaviour

Anti-bullying Policy

Walk Tall

Stay Safe

SPHE policy

Child Protection training for Staff

Staff concerns (bereaved pupils, self-harming, eating disorders, home difficulties)

Physical Environment

Emergency Evacuation Drills

Health & Safety Policy

First Aid training

Code of Behaviour

Playground supervision

Access to school

Current Support

Responding to Critical Incident: Resource Materials for Schools http://www.education.ie/en/Schools-Colleges/Services/Educational-Psychologist-NEPS-/neps_critical_incidents_resource_material_schools.pdf

NEPS

School Chaplain – Fr. Andrew O Sullivan

HSE Social Workers (if appropriate)

DES Employee Assistance Service

Websites

DES – NEPS www.education.ie

Health and Safety Authority www.hsa.ie

Allianz (Church and General ) www.allianz.ie

CPSMA www.cpsma.ie

Appendix 2

The 2015 review identified the following key issues;

All of the key issues from 2013 have been dealt with including purchase of a defibrillator
One outstanding issue remains strategy for lockdown. Intercom not available in 5 classrooms. For safety issues with children there are no keys in classroom doors. To be discussed at BOM level
When calling for an ambulance, it has emerged that a second adult needs to ring the parents of the child from the second phone line, as the emergency services tend to keep the secretary on the line for a long period
Two adults must remain with the injured child at all times in case the situation worsens
During two emergency cases, ambulance arrival time took between 30 & 45 minutes. Be aware that this the injured child needs to be monitored during this extensive period
If child is taking a seizure, our Care Plans indicate that times must be recorded; beginning of seizure, end of seizure, change in behaviour etc.
Counselling for students is currently not available from NEPS – they only provide advice to Principal

The 2013 review identified the following key issues;

Communication with Parents is necessary following two incidents when parents did not evacuate the building on the sounding of the Fire Alarm
The implementation of a Red Card system for emergencies within classrooms has proved effective
Previous use of a school mobile is no longer needed due to current Text a Parent system and easy accessibility
School security changes over the last 12 months, including the installation of a buzzer system and all doors locked by 9.40am has proved safer. However for Child Protection and Health & Safety, visitors and parents must remain in front lobby rather than intruding on a class during school day.
The need for an alarm system to initiate a lock down has been discussed and a possible intercom alarm is to be investigated
In the event of a whole school evacuation including both parents and children, parent reps are to assist teachers in accounting for all children and to prevent parents from panicking and removing children before accounted for. This is to be communicated to reps and general parent body.
A defibrillator and staff training for usage is currently being arranged
For September 2013, parent contact numbers will be sought for in June 2013 so that all information is available for the first day of school. This will include existing and new parents.
A rotating schedule for First Aid training is to be established from 2013.

Critical Incident Folder Contents Review to include:

Emergency Services and External support service numbers
Class list of pupils for each class (should Rollas be lost during evacuation)
Websites & access materials for staff
Reports on Fire drill and other evacuations

See Sample letter templates attached

Security in our School