The Branch Personnel Committee has formulated a Branch
Emergency Response Plan, available from the Operations Office at Branch
Headquarters.
The Emergency Response Plan (ERP) has been developed to provide a guide for
responding to and managing an emergency incident or issue that may attract media
interest. The ERP has been distributed widely throughout the Victorian Branch,
to all Commissioners and Group Leaders. Group Leaders and others responsible for
authorising Scouting activities should ensure that Leaders in charge of
activities are familiar with the ERP.
The ERP provides guidelines for when the Plan should be activated, however, Leaders should use their initiative taking into account the circumstances of the incident with which they are dealing. Incidents involving loss of life, serious injury or missing members must be reported immediately to the Branch Commissioner for Activities, Graeme Cumbrae-Stewart on (03) 9878 2068.
During the working week, serious incidents should be reported
directly to Executive Director at Victorian Scout Centre on (03) 9206 5500 or
1800 640 454. In this way senior Victorian Branch Commissioners will be
contacted most quickly. The office hours of the Victorian Branch are 8.30 a.m.
to 5.00 p.m. Monday to Friday.
The after hours, including weekends, emergency contact number is 0418 582 565
the Deputy Chief Commissioner. For assistance in dealing with the media,
and/or Police after hours, phone 0418 582564. Note: It is far preferable for
trained personnel to deal with the media than it is for inexperienced leaders to
attempt do so. Therefore, phone 0418 582 564 and give the facts to the Public
Relations personnel first, and let them deal with it. To do otherwise is to
create an unacceptable risk of adverse media exposure and possible personal
liability for those directly involved.
The Incident Audit Procedure (IAP), will be initiated following a serious incident and an audit panel may be appointed, on the recommendation of the Branch Commissioner for Activities, Graeme Cumbrae-Stewart.
The Incident Audit Procedure must be implemented in all situations involving serious injury, loss or near loss of life, or Scouting parties whose arrival at destination is significantly overdue. It has already proved to be valuable in vindicating the actions of Leaders in emergency situations.
The procedure has been approved and adopted on the authority of Branch and Region Commissioners. It is as follows:-
a. It is intended that the Incident Audit Procedure will be implemented
immediately upon the occurrence of any such incident and be seen as a normal and expected formality, rather than uncharacteristic or ad-hoc response.
b. Upon receiving advice of the occurrence of an incident involving Scouting personnel participating in a Scouting event, the designated Branch
Commissioner, (currently Graeme Cumbrae-Stewart, Branch Commissioner for Activities & Management Services), will decide whether or not to implement the Incident Audi Procedure.
c. In the event of an affirmative decision, the Branch Commissioner will appoint an Audit Panel.
d. The audit is to be seen as a co-operative procedure, to establish an accurate picture of the incident, to learn from the occurrence and to maximize fairness for all concerned.
e. Copies of all relevant paperwork must be submitted upon request.
f. Policy and/or guidelines relevant to the incident will be examined, eg, Australian Policy and Rules, Branch Policy/Guidelines.
g. Meeting(s) may be called of the Audit Panel and of the key individuals involved in the incident, to determine:-(1) All relevant details of the incident, including preparation and equipment selected for the activity during which the incident occurred; whether relevant notification had been given to appropriate authorities, eg; Group Leader, Police, National parks etc; the extent of the experience, training and skills of leaders involved in the activity,
(2) Media involvement, if any,
(3) Police or search and rescue involvement, if any,
(4) Post-incident communications with home contact, eg; Group Leader, parents etc, and
(5) The personal fitness and competence of the participants.h. A final written report, including recommendations for subsequent action will be made. (If considered necessary or prudent, this will be withheld from release until after a report by any statutory, lawfully appointed or other responsible body has been made public).
i. The report will be discussed with the personnel involved as well as with relevant Commissioners unless the Branch Commissioner determines otherwise.
j. The report will be forwarded to the relevant personnel for appropriate and prompt follow-up action.
k. On completion of its enquiries and report, the Branch Commissioner will declare the Audit Panel to have fulfilled its purpose and be formally disbanded.
l. The office hours of the Victorian Branch Headquarters are 8.30 am to 5.00 pm, Monday to Friday and the Executive Director can be contacted for assistance on (03) 9206 5500 or 1800 640 454.
Incidents involving loss of life, serious injury or missing members must be reported immediately as above or below and to Graeme Cumbrae-Stewart (Branch Commissioner Youth Activities & Management Services) on 9878 2068 (9694 6454 during business hours).
Leaders requiring assistance following an incident, after hours, and especially at weekends should telephone 0418 582 565.
For assistance in dealing with the media, and/or Police after office hours, phone, 0418 582 564. It is far preferable for trained personnel to deal with the media than it is for inexperienced leaders to attempt to do so. Therefore, phone 0418 582 564, and give the facts to the Public Relations personnel first, and let them deal with it. To do otherwise is to create an unacceptable risk of adverse media exposure and possible personal liability for those directly involved.