13.1 Critical incident reporting
Purpose
This procedure outlines the process for reporting critical incidents in accordance with departmental policy requirements.
Authority
- Child Protection Act 1999
- Juvenile Justice Act 1992
- Family Services Act 1987
- Policy No: 391-2: Critical Incident Reporting
Introduction
The purpose of the critical incident reporting procedure is to ensure all level 1 and 2 critical incidents are reported expeditiously to the Deputy Director-General and other departmental executives, to ensure efficient and effective operational and media management. Critical incidents are reported in relation to:
- children subject to interventions by the department;
- departmental staff and carers; and
- matters where media attention has occurred or is possible.
The critical incident reporting procedure applies to all staff to ensure the reporting of critical incidents results in:
- immediate crisis management of a critical incident;
- informed, accurate and timely response to media enquiries;
- management of subsequent information requests and briefings;
- information relevant to a subsequent review that may be required; and
- appropriate data management of critical incident trends across the state.
Key concepts for critical incident reporting
- Critical incident
- A critical incident is any incident of sufficient criticality to require reporting to the Deputy Director-General via a 'Critical incident report (CIR)' form in accordance with the critical incident level definitions. The policy defines level 1 and level 2 critical incidents, and includes the critical incident report form.
- Critical incident reporting management system (CIRMS)
- The CIRMS is the central database into which all CIR form information will be automatically deposited following submission of the online CIR form. The CIRMS will be administered by the CIRMS Quality Assurance Coordinator within Central Office Department of Child Safety.
- 'Closure' of a critical incident report
- Closure is required for each CIR form submitted to the CIRMS. A critical incident will be moved to 'closed' status in the CIRMS when sufficient information has been provided by the officer/area who initiated the 'critical incident report' form, to indicate the critical incident episode has been appropriately managed and/or resolution reached (for example, return of missing person or update regarding status of child or young person admitted to hospital).
Critical incident reporting procedure
Critical incident: a critical incident is any incident of sufficient criticality to require reporting to the Deputy Director-General via a 'critical incident report' form in accordance with the critical incident level definitions. The policy defines level 1 and level 2 critical incidents, and includes the critical incident report form.
Critical incident reporting management system (CIRMS): the CIRMS is the central database into which all 'critical incident report' form information will be automatically deposited following submission of the online 'critical incident report' form. The CIRMS will be administered by the CIRMS Quality Assurance Coordinator within Central Office, Department of Child Safety.
'Closure' of a critical incident report: closure is required for each 'critical incident report' form submitted to the CIRMS. A critical incident will be moved to 'closed' status in the CIRMS when sufficient information has been provided by the officer/area who initiated the 'critical incident report' form, to indicate the critical incident episode has been appropriately managed and/or resolution reached (for example, return of missing person/update regarding status of child admitted to hospital).
Responsibilities of departmental staff
- Any staff member who is involved in, witnesses or has a critical incident brought to their attention must promptly report the critical incident to their line manager. In such circumstances, departmental staff must complete a 'critical incident report' form, identifying the appropriate critical incident level in accordance with the critical incident level definitions contained in Policy No. 391-2: Critical Incident Reporting, Attachment 1.
- Where extenuating circumstances apply, such as a staff member being injured, the line manager may waive or approve a delay in a staff member completing a 'critical incident report' form. In these circumstances, the line manager must attempt to gather all available information from other sources to enable submission of the 'critical incident report' form as soon as possible.
- The CSSC/Child Safety After Hours Service Centre (CSAHSC) is responsible for determining the level of the critical incident in accordance with the critical incident level definitions, and the need if any, for reporting alleged criminal acts to the QPS.
- If there is an allegation of criminal behaviour or misconduct by a departmental officer, this must be reported to the Ethical Standards Unit by the relevant zonal director/Director, through the Executive Director, Child Safety Services Division/Deputy Director-General, for referral to the CMC as appropriate.
- Where doubt exists, consultation with the line manager is to occur and a decision made by the line manager regarding the level and response.
- All media inquiries in relation to any aspect of a critical incident are to be directed through the Deputy Director-General/Duty Executive Officer/Executive Director, Child Safety Services Division/zonal director, to the Departmental Liaison Officer, Office of the Director-General and/or the Director, Corporate Communications Branch.
Providing additional information requested for closure of a critical incident report and/or initiating an update to a critical incident report
- Following submission of the initial 'critical incident report' form, any additional information requested or updated information initiated by the relevant CSSC, zone or the CSAHSC (for example, return of missing person/update regarding the status of a child admitted to hospital), is to be submitted to the email address Critical_Incident - Group in the form of a brief email detailing the updated information.
- The CIRMS Quality Assurance Coordinator will then update the 'critical incident report' form based on the updated information/text provided in the email, by entering the additional information into the CIRMS database for the information of the Deputy Director-General. Providing the Deputy Director-General is satisfied that the updated information provides appropriate closure of the critical incident, the CIRMS Quality Assurance Coordinator will then change the critical incident status to 'closed' in the CIRMS.
- More detailed, comprehensive information where relevant, is to be submitted as a briefing note to the Deputy Director-General via Government and Executive Services Branch.
Missing persons
- The person who reported the child as missing to the department must also report the child as missing to the QPS. If the person who reported the child as missing to the department is unwilling to report this to the QPS, departmental staff must contact the QPS and attempt to report the child as missing.
- Official notification of missing persons status must be made to the QPS within 24 hours. However, in situations involving very young children or vulnerable groups (for example, children and young people with a severe disability or suicide risk), official notification must occur as soon as possible, and no later than one hour. In these cases, departmental officers must contact the QPS or independently verify with the QPS that a missing persons report has been lodged. If the child is assessed as a suicide risk, a suicide risk alert must be recorded by departmental staff and a management plan developed. The process of completing a suicide risk alert on ICMS is outlined in the procedure for recording alerts for a child and family.
- If the missing person is a regular absconder, the QPS are to be contacted initially to broadcast the child as missing. If the child has not returned by the following morning, a formal missing persons report is to be lodged with the QPS.
- Completion of a 'critical incident report' form is required only if a child has been missing for more than 24 hours, or there are particular concerns in relation to the child's vulnerability. This determination is made by the CSSC or CSAHSC manager. The CSAHSC must also be informed of any medical condition or other critical factor which may increase the level of risk or vulnerability for the missing person.
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Child deaths
- Following provision of a level 1 'critical incident report' form in relation to the death of a child, any further action and/or requests for information will be coordinated by the Complaints, Case Review and Investigation Branch. Decisions relating to child death reviews are subject to the discretion of the Director-General.
- In circumstances involving the death of a child currently subject to departmental intervention, the CSSC /CSAHSC manager/zonal director must ensure that parents or next of kin have been notified by the QPS, or by other means where this is not possible.
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Matters of concern
Matters of concern relating to children in out-of-home care, which require a notification response in accordance with Policy No. 391-2: Critical Incident Reporting, Attachment 1 - Critical Incident Level Definitions, constitute a level 2 critical incident.
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Business hours reporting procedure
Level 1 critical incidents
Upon receipt of a level 1 critical incident report:
- the Deputy Director-General is to be immediately verbally notified by the Executive Director, Child Safety Services Division by telephone. (The zonal director/CSSC manager will verbally notify the Executive Director, Child Safety Services Division to enable notification to the Deputy Director-General). In exceptional circumstances where delegated, the zonal director/CSSC manager, will verbally notify the Deputy Director-General, and subsequently advise the Executive Director, Child Safety Services Division, as appropriate;
- the Deputy Director-General will determine if reporting to the Director-General is required, and action accordingly;
- if the Deputy Director-General is absent or not contactable within 15 minutes, the Executive Director, Child Safety Services Division will determine if reporting to the Director-General is required, and action accordingly;
- if the critical incident involves media attention that has occurred or is possible, the Departmental Liaison Officer is also to be immediately verbally notified following notification to the Deputy Director-General (the Departmental Liaison Officer can be contacted through the Office of the Director-General reception); and
- following verbal notification, a 'critical incident report' form is to be submitted as soon as possible the same day, and no later than 9:00am the following day.
Level 2 critical incidents
Upon receipt of a level 2 critical incident report:
- the Deputy Director-General is to be notified via submission of a 'critical incident report' form only; and
- the 'critical incident report' form is to be submitted no later than close of business the following day.
Information in relation to critical incidents that have occurred during business hours where after hours contact is anticipated is to be provided by the CSSC manager to the CSAHSC.
After hours reporting procedure
Level 1 critical incidents
Upon receipt of a level 1 critical incident report:
- the Duty Executive Officer is to be immediately verbally notified through the CSAHSC in accordance with the Duty Executive Officer procedure; and
- The CSAHSC will submit the 'critical incident report' form as soon as possible the same day, and no later than 9:00am the following day, in accordance with Policy No. 391-2: Critical Incident Reporting , Attachment 2 - Duty Executive Officer Procedure.
Level 2 critical incidents
Upon receipt of a level 2 critical incident report:
- the Deputy Director-General is to be notified via submission of a 'critical incident report' form only, no later than close of business the following day.
Reviews in relation to critical incidents
Reviews subsequent to level 1 or 2 critical incidents, not involving the death of a child, are subject to the discretion of the Deputy Director-General/Executive Director, Child Safety Services Division/zonal director/Director, Complaints, Case Review and Investigation Branch/Director, Statewide Services Branch.
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- Last updated
- 30 June 2007
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