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Transcript of Critical Incident Response Overview and Critical Incident ... · following standard emergency...
CRITICAL INCIDENT RESPONSE OVERVIEW
AND CRITICAL INCIDENT
RESPONSE CHART
These procedures are to be followed in the event of a Critical Incident at a karting event, after the incident has been stabilised
following standard emergency response under direction from the Clerk of the Course or Race Director.
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Critical Incident Response Overview and
Critical Incident Response Chart
These procedures are to be followed in the event of a Critical Incident at a karting event, after the incident has been
stabilised following standard emergency response under direction from the Clerk of the Course or Race Director.
The two key roles in these procedures are the Incident Coordinator, and the Incident Director – titled as such to
differentiate these roles from their usual roles in the management of an event.
When dealing with outside organisations, it is advisable to refer to them as Karting Incident Coordinator and Karting
Incident Director to differentiate them from similar titles within the outside emergency agencies.
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OVERVIEW OF PROTOCOLS FOR THE HANDLING OF
A CRITICAL INCIDENT AT A KARTING EVENT This document is aimed at assisting karting event organisers cope with the pressures and demands of handling a response to a Critical Incident, and to facilitate the liaison and cooperation between the event organisers, Police, and any other external Emergency Services.
The response referred to here is the response to the fact of a serious injury or fatality.
The normal responses to a non-critical incident that may include: fire, casualty, accident or similar, continue to be directed by Race Control (Clerk of the Course and Stewards) as normal.
The steps and procedures in the document can be varied depending on the circumstances of the incident - the main thrust of the procedures is:
1. Incident to be identified as a Critical Incident by the Senior Medical Officer in attendance at the Meeting - an incident which results in:- a) Injury (of significance) to a Driver, Official, Volunteer or member of the public; or b) Injury to any person that is likely to result in a death.
2. Clerk of the Course/Race Director or other appropriate senior official to assume the role of Karting Incident Coordinator (KIC) to coordinate the overall response to the incident.
3. Clerk of the Course to continue to direct emergency responses to the incident, to control the movement of all marshals, and to ensure that a log is kept in Race Control of all actions in response to the incident.
4. Key personnel to be notified - primarily representing the Police, the event organisation, the property owner, and the national or international sporting body involved in the event.
5. KA and State Association Emergency Contacts to be notified.
6. KIC to appoint an appropriate senior official to assume the role of Karting Incident Director (KID) to direct the response at the incident site.
a) To take control at the incident site and establish communications with the KIC.
b) This includes stopping all clean- up activity by officials, except responses to injury and/or fire.
7. KIC to arrange attendance by police and other emergency services as required.
8. Officials and emergency services to provide treatment and/or assistance, to casualties. Identify casualties and commence notifying next of kin, with police assistance.
9. KIC and Race Secretary to document (Log) the response, to collate all documents and other evidence relating to the incident (licences, entry forms, reports, on-kart video, external video etc.) and to assist the Stewards of the Meeting and the police to collect the information they require.
10. Media Spokesperson to be appointed to manage response to media interest and pressure, and inquiries from other sources.
11. Support Coordinator to be appointed by the KIC to monitor need for and to respond to persons requiring personal assistance, and to arrange trauma counselling if considered appropriate.
12. KID to assist police at incident site, collecting measurements, photos, witnesses etc that may be needed for subsequent investigations.
13. KIC to arrange impound of karts involved and inspection by Scrutineers (only with permission from the Police).
14. Incident site to be returned to normal and Meeting permitted to continue (after receiving Police permission), if possible. KIC, KID and Stewards of the Meeting to decide if it is possible for the Meeting to continue.
15. KIC to complete all the documentation required and ensure that it is all passed on to KA, as listed at the end of the Response Chart.
It is recommended that the following “Critical Incident Response Chart” be used as an electronic (or written) Log of the Meeting Organisers and Official’s response to the specific incident, separate from the Event Control Log included in the Stewards Report.
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CRITICAL INCIDENT RESPONSE CHART
CONTACTS DETAILS
KA Emergency Contact: Names and Phone Numbers CEO – Kelvin O’Reilly 0414 550 861 Media Manager – Lee Hanatschek 0403 531 914 Safety Manager – Tony Manson 0412 353 856
State Association Emergency Contact
Names and Phone Numbers
Motor Racing Ministries
Counselling Services Garry Coleman - 0412 867 582
www.sportschaplaincy.com.au
EVENT AND INCIDENT INFORMATION
DETAILS
Event Permit Number:
Date of Incident:
Venue or Location:
Event Title:
Session Number: Class: Division :
Heat No.: Final
Time of Incident:
Attending Police Officer:
Chief Steward of Meeting:
Clerk of the Course/ Race Director:
Race Secretary:
Person completing this form:
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TASK RESPONSIBILITY LOG OF ACTION TIME AND BY WHOM
1. INCIDENT IDENTIFICATION
Identify the incident as a Critical Incident,
usually on advice from Senior Medical Person at
Meeting.
Initiate a log in Race Control of the event to
record response to the incident.
Log should record weather & track
conditions at time of incident, and also 30
minutes prior.
Recent changes should also be noted.
Clerk of the Course/
Race Director
Clerk of the Course/ Race Director
1(a). IDENTIFY CASUALTIES
Commence identification of casualties.
Medical Team
Members
2. INCIDENT CONTROLLER
Appoint and dispatch Incident Director to take
charge of incident site.
Incident site to be isolated and evidence of
incident protected from contamination except
where the protection of those involved with the
management of the incident or the treatment of
casualties requires otherwise.
Clerk of the Course/ Race Director
Incident Director
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3. MEETING OF KEY PERSONNEL
Arrange a meeting of the key event personnel
available to agree on following procedures.
Persons to be included are:
• Clerk of the Course / Race Director
• Race Secretary
• Promoter
• Organiser
• Police representative
Clerk of the Course/
Race Secretary
4. INCIDENT COORDINATOR
The Clerk of the Course/ Race Director
(or other appropriate senior official specifically
appointed by the Race Secretary) to co-ordinate
the overall administrative response to the
incident.
This position is to be known as Incident
Coordinator (even if the Clerk of the Course
assumes the role as quite often happens).
This is to separate the Critical Incident role from
the regular motor sport roles.
Race Secretary
5. POLICE ATTENDANCE
Ensure or request the police on duty at venue to
attend incident site. If no police present, notify
nearest Police Station or Police Local Area
Command.
POLICE IDENTIFICATION
When police are present, meet police and note
name, rank, numbers, Police Station, and
contact phone number.
Brief police on situation and escort police to
incident site and introduce Incident Director
If outside police are requested, it may be
necessary to have them escorted from the gate
to Race Control or the incident site.
Arrange to have internal gates controlled as
well.
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6. PHOTOGRAPHER
Appoint reliable photographer (official or
professional) to photograph scene, ensuring
that photographer understands that all
photographs remain the property of the
Organiser.
Record personal detail and contacts of
photographer.
Transport photographer to incident site and
request Motorsport Incident Controller to assist
him.
PHOTOGRAPHIC DETAIL
Photos required include:
General area, and approach to scene
Skid marks – if any
Photos of kart from four angles, before and
after it has been moved (photos at site
should include an object of known size in
foreground to permit accurate
measurements).
Required angles listed at the end of this chart.
Detailed photos of obvious structural problems
or faults should be taken at the scene as well.
Incident
Coordinator
Incident
Coordinator/
Incident Director
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7. VIDEO EVIDENCE
Check to see if any coverage of incident is
available.
Ensure it is impounded for the Clerk of the
Course, and not generally distributed.
Incident
Coordinator
8. NOTIFICATION TO WORKCOVER
Notify Workcover of the incident and take note
of any requirements.
If a Workcover/Safe Work Inspector is to attend
the incident, assist with similar escort and
briefing as for police.
Incident
Coordinator
9. COMMAND CENTRE
Establish Incident Command Centre (may be
Race Control if no events proceeding).
Log of procedures & communication to be kept.
Incident
Coordinator
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10. ADVISE KARTING AUSTRALIA AND STATE
ASSOCIATION
Advise KA Emergency Contact or in their
absence:
CEO of KA, and
State Association President.
(The Stewards Report form details phone
contact numbers.)
Race Secretary
11. INTERNAL SECURITY
Arrange for security at the Medical Centre, and
also traffic control from the incident to the
Medical Centre and outside roads to assist
medical vehicles/ambulances.
Incident
Coordinator
12. KEY PERSONNEL MEETING
Notify Key Personnel at venue, including if
possible, representatives of:
Event Administration;
Stewards of the Meeting;
Promoter;
Organiser;
Land-owner;
KA or International officials (if applicable);
Police in attendance; and
Media Spokesperson.
Incident Coordinator to brief Key Personnel on
incident, steps taken, and to be taken
Incident
Coordinator
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13. MEDIA CRISIS MANAGEMENT
Appoint Media Spokesperson.
Advise public address, radio & TV commentators
that no announcements can be made unless
authorised by Race Secretary.
Incident
Coordinator
Media
Spokesperson/
Incident Coordinator
14. DOCUMENTATION
Obtain copy of Entry Form, or for officials, the
sign-on sheet, to assist in identification of
casualty, confirmation of name and address,
and of other information.
Other documents to be included are:
Permit
Track Licence
Supplementary Regulations
Event Schedule
Briefing Notes & Instructions
Documents to be collated in Race Control
include Logs, Incident Report Forms, Personnel
Injury forms, Vehicle Damage form.
Create a Document file for each of the following
as a minimum, for:
Incident Coordinator;
Police;
Stewards of the Meeting (SKC);
KA
Event Organiser; and
Property Owner.
Race Secretary
Incident
Coordinator
Incident
Coordinator.
15. PRELIMINARY STATEMENT
Issue preliminary statement for broadcast to
minimise panic and confusion - statement to be
cleared by Clerk of the Course & Race Secretary.
Police and KA will usually assist with compilation
of statement. Public casualty identification must
be cleared with senior police officer present.
Incident Coordinator/
Media Spokesperson
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16. CIVIL AUTHORITIES
On advice from Incident Director and Clerk of
the Course, request attendance from civil
authorities if required to assist response.
Normally this would happen if the venue
facilities cannot cope with the situation.
Incident
Coordinator
17. MEDIA RESPONSE CENTRE
Establish Media Support Team and Media
Response Centre if required.
Media
Spokesperson
18. PERSONNEL SUPPORT
Appoint Support Coordinator if required – may
be chaplain, medical team member/s, or other
qualified personnel.
Incident
Coordinator
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19. TRACK INSPECTION
If a Track Inspector is present/applicable,
arrange for their attendance at incident site.
Incident
Coordinator
20. STEWARDS OF THE MEETING
Stewards of the Meeting to attend incident site
with knowledge of Clerk of the Course, Incident
Coordinator & Incident Director.
Stewards/
Incident Director /
Incident Coordinator
21. CASUALTY IDENTIFICATION
Confirm identity of casualties and any deaths
directly with Senior Medical Person, or
responding medical personnel.
Clerk of the Course/
Incident
Coordinator
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22. NEXT OF KIN
Discretely find out from others (pit crew /
officials) if next of kin or close acquaintances of
casualties are present at venue.
If so, escort them to a quiet place away from all
activity (not at the incident site) then inform
them of situation.
Female company may be preferable to comfort
female next of kin or immediate friends.
Person notifying relatives or acquaintances
must remain calm and relaxed - should be
clearly be introduced by name and position.
Advice should be clear that there has been an
incident in which the casualty has been involved,
and which may result in serious, possible fatal,
injury.
Peer Support
Coordinator or Race
Secretary
23. WITNESSES
Identify eye witnesses (officials, photographers,
public near-by) and record name, address, and
contact phone numbers of each. Have them wait
close to incident site.
Witnesses will be needed by Stewards of the
Meeting, and Police.
Incident Director on
behalf of Incident
Coordinator
24. WITNESS INITIAL STATEMENTS
Working through the Incident Director, obtain
names and address of three witnesses and
obtain a quick verbal assessment from them of
the circumstances of the incident. Note their
comments.
Instruct witnesses to refer to locations at the
venue by Turn numbers or road names, not by
advertiser’s names.
Stewards of the
Meeting
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25. WITNESS POLICE STATEMENTS
Assist police in obtaining witness statements. If
possible, view and copy statements before they
are signed. Have witness sign your copy as well
as those for police.
Incident
Coordinator
26. SITE SURVEY
Carry out on-site survey of the scene and draw
diagrams showing accurate distances from fixed
object (fences, barriers, trees etc.)
Incident Director
27. VEHICLE IMPOUND
In conjunction with the police, have kart(s)
taken to secure, private impound area.
Temporary screens may need to be used.
Seek Police permission for Chief Scrutineer to
inspect kart to establish any mechanical failure
that may have led to the incident. Seek Police
permission for photographer to complete
required photos.
Note that kart(s) must remain in impound area
until released by Police, and also by KA.
Incident Director
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28. CRASH HELMET
Take possession of crash helmet if not retained
by Police.
Chief Scrutineer
29. TRAUMA CHECK
Evaluate all persons involved with the incident
to ascertain whether any are affected by
trauma.
Possible actions include:
Move to other area of venue for re-start;
Stand down from duty;
Seek medical attention;
Group or individual trauma counselling at
venue immediately;
Group or individual trauma counselling at
venue at end of day; and
Follow-up trauma counselling after event.
Support Coordinator
and Race Secretary
30. AMBULANCE
Arrange for replacement ambulance/s if
necessary for the Meeting/Event to continue.
Race Secretary
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31. RE-ESTABLISH INCIDENT SITE
With permission from police, have incident site
cleared of all debris. Repair fencing etc. in
preparation for next event.
Check safety of track, with KA Approved Track
Inspector if present.
If appropriate, approve, in writing, the track for
further events when check is complete.
Incident Director
Stewards of the
Meeting and
Clerk of the Course
Stewards of the
Meeting
32. REVIEW & PRESENT REPORTS
Review all reports and ensure that they are all
identified and signed by whoever is presenting
them. Prepare a document file containing one
copy of each for:
Police
Stewards of the Meeting (SKC)
KA
Event Organiser
Property Owner and
Others as appropriate
Incident
Coordinator
Clerk of the Course,
Stewards of the
Meeting,
and
Secretary of the
Meeting
33. SCRUTINY REPORT
Review Chief Scrutineer’s report, ensure all
details are covered, and that report is signed
and dated.
Stewards of the
Meeting
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34. REPORTS TO KA AND STATE ASSOCIATION
Present required reports to State Office and
National Office of KA as detailed below - some
by next day and some within two working days.
Lists are at end of this form.
Stewards of the
Meeting / Incident
Coordinator
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KA REPORTS REQUIRED FOLLOWING A CRITICAL INCIDENT
The Police, Organisers, and Stewards of the Meeting are each responsible for compiling and forwarding reports on any Critical Incident, to the various bodies to which they are responsible. With reasonable co-operation, each party is usually prepared to share the resources and documentation they have collated or prepared. If these Critical Incident Protocols, recommended by KA are followed, one of the officials will have been appointed by the Organisers to co-ordinate the response and collate the appropriate documents. This position is known as the Karting Incident Coordinator (even if the role is carried out by a regular official such as the Clerk of the Course). The Stewards of the Meeting should work through this official and use their facilities to collect the required documents and detail. If this resource is not suitable, the Stewards of the Meeting should add their own comments and reports to the reports and documents provided to them, prior to submitting them to the relevant SKC and KA. If both parties agree with the documents being submitted, the one set can be identified as such and submitted to KA and the State Association.
INITIAL REPORT TO KA and STATE ASSOCIATION To be delivered to the State Association Office and KA National Office by the Stewards of the Meeting, by 9.30AM of the following day.
No. ITEM REQUIRED Check
1 Names and address of all casualties, and next of kin
2 Injury Report completed and signed by Medical Personnel
3 Vehicle Damage report on each kart completed by the Scrutineer
4 Detail of when the karts were impounded and where they are located (secured)
5 Exact time of the accident (to the second if possible) together with the day and date
6 The event session/practice session in which the accident occurred
7 An exact description of the incident site both in writing and diagram – include accurate measurements of distances relating to pertinent details
8 An accurate account of events leading up to the incident (from at least 20 seconds prior to until the time of the incident.)
9 Brief description of response to incident, including transport of casualty to hospital, and time and detail of confirmation of death (if applicable)
10 Name, position, and contact details of person submitting report
11 Name, position, and contact details of Police Officer in charge of the investigation.
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DETAILS OF PHOTOGRAPHS REQUIRED Photographs are invaluable in recording evidence following an incident, and sometimes in advance of and during the incident.
The KIC should check with photographers close by the incident in case they have photographs of the incident or the area involving the incident (before & after).
If they do, ask for copies as quickly as possible, and also record their names and addresses. If there is a photographer present whom you know and trust, ask them to take the necessary photographs of the incident site as required, and ensure that they are then passed over to you at the circuit if possible. As they are the photographer’s property, they may retain copies, and you should ensure that they will allow you to do what is required with them. They should be advised to ‘quarantine’ the photographs and not use or distribute them without approval from KA.
If there is no professional photographer present, have an official take the photographs or take them yourself. Police will also take photographs, but they will not always make them available to you. If possible, arrange a swap of photographs between yourself and the police so that you have the maximum available for your own use.
Photos required must show as much as possible, exactly what happened, what the result was, and what evidence remained that could assist investigations.
General scene of the incident, distance, close-up and from different angles. Some photos should show general infrastructure in the area, such as signs, trees, fences, barriers etc.
Any tyre marks on track/course or verges and catch traps, indication directional movement of the kart, and skid marks where wheels would have been locked up.
Damage to infrastructure, particularly with kart still in place.
Debris in the area, with an object such as a matchbox or drink bottle as well to indicate size of debris.
Trail of debris to indicate direction of kart, or of debris following impact. Debris in spectator area is particularly important if any.
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FOLLOW UP DETAIL REPORT REQUIRED To be provided to the SKC State Office and KA National Office by the Stewards of the Meeting/Organisers by agreement, within two working days of the incident.
No. ITEM REQUIRED CHECK
1(a) Names, addresses and contact phone numbers for all parties directly involved with the incident – (police, other competitors, officials).
1(b) Names addresses and contact phone numbers for witnesses to the incident – at least three witnesses are needed if possible.
1(c) Names and addresses and contact phone numbers of all medical personnel involved in the incident response
2 A statement by the Clerk of the Course (and Race Director if appointed in a Race Meeting) describing the incident and the subsequent activity prior to the event continuing. Accurate times of incident and response/s should be included in this report.
3 An accurate report of the time and detail of medical personnel attending the scene of the incident, prepared by the Senior Medical Officer, including time and detail of commencement of transport of casualties or victims to hospital, and time of death was confirmed.
4 Signed report by Chief Scrutineer, covering initial scrutiny, any other pre- incident scrutiny conducted, and where possible, post event scrutiny, of any vehicles involved in the incident. A copy of the signed statement made by each witness, including officials. Note on copy of each statement the witnesses name, contact numbers, and duty and/or location while witnessing the incident.
Examples: Flag marshal at Turn 3 on yellow flag duty, Spectator on outside of track at apex of Turn 3.
(Standard Incident forms may be used.)
5 If a fatality - time and detail of when death was publicly announced, and copies and detail of other official statements made.
6 Copies of the following (as appropriate):
Supplementary Regulations
Further Regulations
Any relevant Bulletins or instructions issued
Entry list
Entry Form
Event logs
Log from Incident Co-ordination Centre if separate from event log
Practice and race times
Official program
Drivers competition licence/s
Log book/s of the karts
Photos when available