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Student Critical Incident Management Policy

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Section 1 - Purpose

(1) QUT is committed to supporting and promoting the well being and safety of students and a safe environment on campus, online, work integrated learning (WIL) and study abroad/exchange, by responding to and managing student critical incidents in a timely and coordinated manner and providing timely and accurate advice on access to student support services.

(2) The purpose of this Policy is to articulate QUT’s approach in responding to student critical incidents, and:

  1. minimising any threat to the health and safety of an individual or the public;
  2. ensuring incidents are reported to relevant officers within QUT, sponsors, and government agencies  
  3. communicating with impacted students’ family where appropriate; and
  4. providing trauma informed support to impacted students.
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Section 2 - Application

(3) This Policy applies to:

  1. all current QUT students who are impacted by a critical incident;
  2. staff and other members of the University community who have obligations to support and assist students in responding to and managing student critical incidents;
  3. all activities conducted by or on behalf of QUT, including work integrated learning activities, relating to a student critical incident that occurs on campus or online, including single or recurring events;
  4. places managed or controlled by QUT, including QUT campuses and distributed sites; and
  5. off-campus locations (such as field work and research sites) where QUT conducts its operations.

(4) To the extent that a student critical incident occurs outside the control of QUT and is unrelated to a course of study, QUT may not have legal jurisdiction and/or authority to investigate such incidents or to take action or intervene. However, QUT is committed committed (to the extent permitted by law) to providing access to appropriate support for any impacted students.

(5) This Policy does not apply to:

  1. minor incidents, or student welfare issues for which QUT provides support and assistance through normal service operations including, counselling and welfare support;
  2. incidents that do not involve students;
  3. Critical Incident Investigation (QUT staff access only) involving staff, students, contractors, consultants or visitors which are responded to under Work Health and Safety legislation or QUT’s HSE Incident Management procedure, available from the HSE Reporting and incident and issue webpage (QUT staff access only).
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Section 3 - Roles and Responsibilities

Position Responsibility
Vice-President (Administration) and University Registrar
Acts as QUT’s Student Critical Incident Response Manager.
Refers instances of student critical incidents to the Vice-President (People) and Chief People Officer and provides consultation and advice (if required) to ensure that student critical incidents are appropriately documented, managed and reported.
Reports significant student critical incidents to QUT Risk and Audit Committee (may be delegated).
Vice-President (People) and Chief People Officer
Acts as QUT’s Student Critical Incident Case Manager.
Responsible for coordinating the response to a student critical incident, including determining the appropriate course of action.
Ensures appropriate records are made and kept of actions and decisions .
Provides advice to the Vice-President (Administration) and University Registrar regarding any current student critical incidents.
Conducts a post-incident review, if requested by the Vice-President (Administration) and University Registrar.
Director, Student Services
Provides first response and ongoing support to student/s.
Director, Campus Services
Obtains details of critical incidents from Security and Emergency Management staff.
Manager, Security and Emergency Management
Obtains details of critical incidents from Security and Emergency Management staff.
Ensures appropriate records are kept of actions taken.
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Section 4 - Management and Reporting of Critical Student Incidents

(6) QUT proactively identifies, analyses and treats risks to student wellbeing and safety, and implements effective mitigation and management strategies to prevent and reduce the occurrence and impact of student critical incidents to the greatest extent possible.

Identifying a student critical incident

(7) In many instances, QUT will be able to identify that a student critical incident has occurred through either involvement of a QUT officer or section such as QUT Security and Emergency Management, or through a student’s own reporting of an incident.

(8) Emergency Services 000 should be contacted where response is required to a critical incident, followed by QUT. QUT also provides avenues for both staff and students to report concerns or access support information relating to student critical incidents:

  1. HiQ, where they will be referred to the most appropriate area for support;
  2. Student Services central 24-7 phone number 3138 2019; and
  3. 24-7 phone number and support – 3138 8888 (Security and Emergency Management) or 1800 065 585.

Responding to a student critical incident

(9) Security and Emergency Management will generally be the first responders to an emergency on campus and will be responsible for working with emergency services. The Student Critical Incident Case Manager is responsible for ensuring an incident is responded to, or resolved, in a manner that ensures appropriately skilled and equipped persons are engaged to swiftly and safely minimise or remove immediate risk or danger, including:

  1. having due regard to the sensitivity and consideration of the wellbeing and safety of students, as well as staff and members of the community, if relevant;
  2. escalating or informing relevant teams or staff members, and relevant international, Commonwealth and State government authorities and agencies (including Emergency Services 000);
  3. providing advice to the Vice-President (Administration) and University Registrar regarding any current student critical incidents and confirming an appropriate response and support plan;
  4. completing an investigation, in accordance with QUT's Information Privacy Policy and Records Governance Policy, having regard to confidentiality obligations;
  5. where necessary disciplinary action may need to be taken against a staff or student found to be in breach of the student or staff Code of Conduct; and
  6. conducting a post-incident review, if requested by the Vice-President (Administration) and University Registrar.

(10)  The Vice-President (Administration) and University Registrar will report significant student critical incidents to QUT Risk and Audit Committee.

Regulatory reporting

(11)  Where there is a legislative requirement to report a student incident (e.g., Workplace Health & Safety, TEQSA, etc) the Vice-President (People) and Chief People Officer and the Vice-President (Administration) and University Registrar will coordinate and ensure completed within the required timeframes.

Follow up processes following a critical incident

(12)  All students are advised of the actions they can take, the staff they may contact and the support services that are accessible if their personal circumstances are having an adverse effect on their education.

(13)  Timely, accurate advice on access to personal support services is available, including for access to emergency services, health services, counselling, legal advice, advocacy, and accommodation and welfare services.

(14)  The nature and extent of support services that are available for students are informed by the needs of student cohorts, including mental health, disability, and wellbeing needs.

(15)  A safe environment is promoted and fostered, including by advising students and staff on actions they can take to enhance safety and security on campus and online.

(16)  Critical incident procedures cover the follow-up actions to be taken by the areas responsible

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Section 5 - Definitions

Term Definition
Student Means any person enrolled as a student or undertaking courses, programs, or units at QUT.
Student critical incident A student critical incident occurs when a person experiences or witnesses a sudden event that has the potential to harm life or wellbeing. Examples of these incidents could be a serious injury, death, assault, natural disasters, or any other sudden event that has the potential to adversely affect the safety or welfare of students either on or off campus.
Student Critical Incident Case Manager Means the person appointed by, and accountable to, the Student Critical Incident Response Manager to coordinate the response to a student critical incident.
Student Critical Incident Response Manager Means the senior staff member responsible for, and empowered to, manage a student critical incident and appoint a Student Critical Incident Case Manager.
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Section 6 - Delegations

(17) Refer to Register of Authorities and Delegations (VC144, C173) (QUT staff access only).