Manager, Support and Equity Unit Approved by

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1 Recovery Team Procedure (March, 2011)

Related Policy Recovery Team Policy

Responsible Officer Manager, Support and Equity Unit Approved by Manager, Support and Equity Unit Approved and commenced March, 2011

Review by March, 2014

Responsible Section / Work Unit

Support and Equity Unit

Table of Contents

1 Objective ... 2

2 Scope ... 2

3 Procedure ... 2

3.1 Preparation Stage ... 2

3.1.1 Current Staff Contact Lists, Log Books and Resources ... 2

3.1.2 Delegations ... 2

3.1.3 Training/Information Sessions ... 3

3.1.4 Liaise with CMRT to Ensure Consistency of Procedure ... 3

3.2 Implementation Stage ... 3

3.2.1 SEU Notified of Incident ... 3

3.2.2 Determine Number of Staff Required and Team Makeup ... 4

3.2.3 Recovery/Next of Kin Room ... 4

3.2.4 Implement Appropriate Recovery Strategies ... 4

3.2.5 Follow up with Stakeholders Requiring Additional Support ... 4

3.3 Review Stage ... 5

3.3.1 Collate all Information ... 5

3.3.2 Internal Review of Process ... 5

3.3.3 Provide Report to CMRT ... 5

4 Definitions and Acronyms ... 5

5 Supporting Documentation ... 6

6 Versioning ... 6 Appendices

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2 Recovery Team Procedure (March, 2011) 1 Objective

The objectives of this Procedure are to:

 establish a Recovery Team to respond to the immediate needs of University staff and students in the event of a crisis or critical incident; and

 manage the ongoing support needs of students after a crisis or critical incident.

2 Scope

This Procedure applies specifically to the Support and Equity Unit.

This Procedure should be read in conjunction with the sections of the Crisis Management and Recovery Team (CMRT) Plan relevant to Support and Equity Unit responsibilities in the event of any crisis or critical incident. 3 Procedure

3.1 Preparation Stage

3.1.1 Current Staff Contact Lists, Log Books and Resources

The Support and Equity Unit will maintain a current Support and Equity Unit staff contact list (refer Appendix 1) to facilitate the timely formation of a Recovery Team.

The Support and Equity Unit reception areas will retain a Critical Incident Log Book (refer Appendix 2) to allow administration staff to document all calls and actions taken in regard to any crisis or critical incident.

The Support and Equity Unit reception areas will retain a critical incident resources suitcase (as per Appendix 3) for collection by the first of the professional staff attending the designated support room/next of kin room. The Support and Equity Unit will maintain a register of alternative

professionals (refer Appendix 4) from both within, and outside of, the

University community with suitable experience or training to provide backup to the Support and Equity Unit. The register of alternative professionals will include full contact details of those so registered.

The Support and Equity Unit will maintain a data base to record the information that is required for the Recovery Team to function efficiently. 3.1.2 Delegations

The Manager, Support and Equity Unit will co-ordinate the Support and Equity Unit’s response, unless the Manager is:

 called upon to perform the role of Student Affairs Co-ordinator, as per the Crisis Management and Recovery Team (CMRT) Plan; or

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3 Recovery Team Procedure (March, 2011)

Where the Manager, Support and Equity Unit is unavailable, the next most senior Support and Equity Unit staff member will co-ordinate the crisis or critical incident response (as per role definitions contained in Appendix 5). The Support and Equity Unit counsellors will provide the primary support role to those affected by the crisis or critical incident. They will be supported by like-qualified professionals from the register of alternative professionals, as required.

Support and Equity Unit administration and other professional staff will assist in the smooth running of the crisis or critical incident recovery process. 3.1.3 Training/Information Sessions

The Support and Equity Unit will facilitate training for all Support and Equity Unit staff in relation to crisis and critical incident response to support a co-ordinated Recovery Team response.

All persons on the register of alternative professionals will be invited to undertake regular training sessions facilitated by the Support and Equity Unit to provide recovery response procedural updates and additional training as required.

The Support and Equity Unit Recovery Team Manual will be circulated and maintained to facilitate an effective Recovery Team response.

3.1.4 Liaise with CMRT to Ensure Consistency of Procedure

The Manager, Support and Equity Unit will participate in regular training and updates as required by the Crisis Management and Recovery Team (CMRT).

The Manager, Support and Equity Unit will ensure that relevant updates are provided to all Support and Equity Unit staff and resources are appropriately amended to reflect current practice.

3.2 Implementation Stage

3.2.1 SEU Notified of Incident

The Support and Equity Unit may receive notification of a crisis or critical incident in a number of ways, including directly from the Crisis Management and Recovery Team or from any source internal or external, by any means.

As soon as any Support and Equity Unit staff member determines that a crisis or critical incident may be occurring, they must inform the Manager, Support and Equity Unit. Where the Manager is not available, they must inform the next most senior Support and Equity Unit staff member.

The Manager (or the next most senior staff member so advised) must then:  ascertain the validity of the report; and

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4 Recovery Team Procedure (March, 2011)

The Manager (or the next most senior staff member so advised) is then recognised as the Recovery Team Leader.

3.2.2 Determine Number of Staff Required and Team Makeup

Once the appropriate level of response has been determined, the Recovery Team Leader must determine the appropriate staffing to initiate the recovery response.

The Recovery Team Leader must:

 notify and recall all required Support and Equity Unit rostered staff; and/or

 contact Support and Equity Unit staff not rostered on (using emergency contact numbers); and/or

 supplement the Recovery Team with staff from the register of alternative professionals.

The Recovery Team Leader must arrange a briefing for Recovery Team staff to inform them of the nature of the support required and designate specific roles.

The Recovery Team Leader must develop a roster of Support and Equity Unit staff and co-opted alternative professionals to ensure adequate staffing for the likely duration of the crisis or critical incident.

3.2.3 Recovery/Next of Kin Room

Where a recovery/next of kin room is required, the Recovery Team Leader will liaise with the Crisis Management and Recovery Team and/or Asset Management Services (AMS) to identify potential premises/room options (refer Appendix 7).

Once the recovery/next of kin room has been determined, it will be adequately sign posted to clearly direct distressed persons from all directions.

The Recovery Team Leader will mobilise the Recovery Team to the recovery/next of kin room.

The first of the professional staff attending the designated recovery/next of kin room will collect the critical incident resources suitcase.

The Recovery Team will maintain a record of all attendees at the recovery/next of kin room (see proforma Appendix 8).

3.2.4 Implement Appropriate Recovery Strategies

The Recovery Team Leader will liaise with the Crisis Management and Recovery Team regarding the status of the crisis or critical incident through the Student Affairs Co-ordinator.

All Recovery Team staff must complete relevant documentation, as required. 3.2.5 Follow up with Stakeholders Requiring Additional Support

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5 Recovery Team Procedure (March, 2011)

The Support and Equity Unit will monitor and/or follow up persons affected by the crisis or critical incident for a period of two (2) weeks.

Following this period, the Support and Equity Unit will:

 provide ongoing support to University students through the Support and Equity Unit Counselling Services (refer Appendix 9);

 refer staff to the appropriate Human Resources counselling services (refer Appendix 10);

 refer others to external providers as soon as appropriate (refer Appendix 11).

3.3 Review Stage

3.3.1 Collate all Information

Following the crisis or critical incident, the Support and Equity Unit will collate all information (i.e. records produced by staff, critical incident log books, database).

3.3.2 Internal Review of Process

The Manager, Support and Equity Unit will convene a meeting with all Support and Equity Unit staff involved in the incident to review and evaluate the recovery response.

The Manager, Support and Equity Unit will write up the review findings, clearly identifying factors that enhanced the success of the recovery response and those factors that need improvement for future situations.

The Manager, Support and Equity Unit will ensure that amendments are made to related documentation, policies, procedures, templates etc. as necessary, or provide additional training if required.

3.3.3 Provide Report to CMRT

The Manager, Support and Equity Unit, will attend the Crisis Management and Recovery Team’s review meeting and provide this meeting with the Support and Equity Unit feedback, as outlined above.

4 Definitions and Acronyms

AMS Asset Management Team

CMRT Crisis Management and Recovery Team (i.e. University-wide team)

Recovery Team Support and Equity Recovery Team for the purposes of this Procedure

Recovery Team Leader

The Manager, Support and Equity or next most senior Support and Equity Unit staff member so delegated who manages the Recovery Team

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6 Recovery Team Procedure (March, 2011)

SEU Support and Equity Unit

SEURT Support and Equity Unit Recovery Team 5 Supporting Documentation

 Support and Equity Unit Recovery Team Manual  Support and Equity Unit Recovery Team Policy 6 Versioning

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7 Recovery Team Procedure (March, 2011) APPENDICES

 Appendix 1 – Support and Equity Unit Staff Contact List (restricted)  Appendix 2 – Critical Incident Information Sheet

 Appendix 3 – Contents for SEURT Briefcases  Appendix 4 – Register of Additional Staff (restricted)

 Appendix 5 – Roles of Staff in the SEU Recovery Team (SEURT)  Appendix 6 – Levels of Response Required

 Appendix 7 – Support Room Locations and Resource Checklist  Appendix 8 – Support Room Sign In and Out Sheet

 Appendix 9 – Student Counselling Services (also on SEU website)  Appendix 10 – Staff Counselling Services (on HR website)

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References