Halls Critical Incident Procedure.pdf

Critical Incident Procedure and Guideline
for Halls of Residence
Procedure and guidance for Victoria Accommodation staff involved in responding to critical incidents
Responses to critical incidents often require judgement to take into consideration the particular
circumstance of the incident. This document includes elements of procedure and guidance to support
training of staff and response.
Use of ‘Must and ‘Should’
 Must = requirement that has to be complied with
 Should = recommended practice or approach, not mandatory, situational judgement required.
under Official Information Act 1982
Approval
Rainsforth Dix
Director Student and Campus Living
Version 2 Approved:
22 January 2020
Review due:
22 January 2021
Released
Contact
Stephanie Cottrill
Associate Director Student Living – Halls
Phone: 463 8285

INTRODUCTION
These procedures support staff involved in responding to critical incidents and emergencies when an
incident occurs within a Halls of Residence, creates hall-wide disruption, or involves a current resident
or Victoria Accommodation staff member.
A critical incident is an unanticipated, major, personal event with a widespread and traumatic effect on
students at Victoria University. It is likely to have a highly stressful impact on the University community
and will require immediate action since it may overwhelm the coping strategies of either an individual
or group.
Critical incidents by their nature are unexpected and serious events that can occur on or off campus at
any time of the day, week or year. They may affect one to many students, staff and/or the general public
directly or indirectly.
These procedures are aligned with Victoria’s university-wide safety and crisis response policies, plans
and procedures including:

Health and Safety Policy

Crisis Management Plan

Responding to a Sudden Death of a Staff Member or Student

Responding to Suicidal Behaviour by Students Policy

Critical Incident Response and Reporting Guidelines for International Students
The prompts, contacts and resources included support good decision-making while under pressure.
Being prepared improves our capacity to manage calmly and appropriately, and to make a positive
immediate and longer-term effect on the recovery of the people and community involved.
Immediate response actions aim to preserve life, prevent harm, prevent escalation, and protect
property. This includes summoning assistance such as emergency services.
When the incident has been stabilised, the focus shifts to supporting the wellbeing and recovery of
those involved, notifying and reporting within the University and to external stakeholders where
required, and steps to prevent recurrence.
This document outlines

Procedure/steps for responding to and recovering from critical incidents and hall-wide
emergencies.

Specific considerations for types of critical incidents that may occur

Responsibilities by role
under Official Information Act 1982

Key contacts and resources
To ensure we provide a comprehensive and professional critical incident response at a time when
people need us the most, all Victoria Accommodation staff who act as ‘person in charge’ must:

Become familiar with the content and procedures outlined in this document; and

Complete the compulsory critical incident training and education provided by Victoria
Our goal is to provide effective, timely and sensitive leadership during critical incidents, maximising
support and minimising trauma and the emotional impact events like this can have on staff, students
Released
and others involved.
Thank you for your ongoing commitment and support of our University community.
Rainsforth Dix
Stephanie Cottrill
Director Student and Campus Living
Associate Director Student Living - Halls
Critical Incident Procedures – Introduction
1

MANAGING BEHAVIOURAL RISK
The University does not tolerate any behaviour directed at staff or students that is threatening, offensive
or causes trauma or fear. Staff should report incidents to their Head of Hall and AD Halls and seek advice
and guidance from staff on the Risk Assessment Advisory Committee (RAAC) (in particular Security,
Student Interest and Conflict Resolution, and Student Health and Counselling). Refer to Staff Guide to
Supporting Students for further advice.
The goals of management are to prevent violence; minimise offence, fear and trauma; educate and skill
build everyone involved; and review the system, policies and procedures. Provide assurance that
controls to manage behavioural risks are implemented and functioning effectively.
1982
Victoria has a commitment to restorative justice. This is embedded in the Student Conduct Statute and
practiced in managing resident behaviour.
Residential life involves spending extended periods of time with students and staff, with diverse ages,
Act
levels of maturity, experience, health, and disability needs. Planning is required to promote behaviours
that support everyone’s safety and wellbeing. Behavioural expectations are based on the University’s
core values.
All Victoria Accommodation residents are under the jurisdiction of the University, whether under the
direct or indirect supervision of University staff.
All students must conduct themselves in a manner consistent with the Student Conduct Statute. Note
Information
these key clauses:
“As members of the community, students are expected to conduct themselves safely, and in
accordance with the University’s core values of respect, responsibility, fairness, integrity and
empathy.”
Official
“Conduct that is detrimental to the safety or wellbeing of other people, the effective functioning
of the University or to the reputation of the University” is misconduct under the Statute.
Staff must abide by the Staff Conduct Policy. Note this key clause:
under
“All members of the University Community are entitled to work, learn, study and participate in
all aspects of the University’s life in an environment of safety and respect.”
Key questions when managing behavioural risks
Triage the incident for the complexity of the situation. Guidance is provided under ‘Code Black Threat
Released
Assessment’ on the next page. For guidance contact the AD Halls (24/7) who will liaise with the
University’s Student Interest and Conflict Resolution Manager if required. Consider:
  What are the facts? who (target and person of concern), what, where, when, what was the
information source?
  Who is leading the response?
  Who needs to know?
Critical Incident Procedures – Managing behavioural risk
4

  Why? What are the underlying causes? Is it repeated behaviour or ‘one off’, consider it could
also be presenting elsewhere at the University
  What are the risks? – harm to self, harm to others, property damage, social media?
  Who is managing each element of the risk?
  Coordination = full information
  What (if any) monitoring and ongoing review is required?
CODE BLACK THREAT ASSESSMENT PROMPT
Triage - Multiple Considerations
Triage for the complexity of the situation
  Triage the Person of Concern (POC)
  Triage the target
  Triage for organisational risk
1982
Triage the person of concern - Key indicators of potential risk
  Suicidal threats
Act
  Homicide threats
  Last resort statements
  Mental illness indicators
  Current substance misuse
  Known person of concern
  Access to or affinity with weapons
Aggression continuum
Information
Skilled (ie. functioning well, no concerns)
Rude
Inflexible/Autocratic
Intimidating

Agree how this is handled within the hall
Official
Misuse Property
Property Damage
Explicit Threats
          consider escalation
under
Non-injurious Assault
escalate
Injurious/Sexual Assault
Fatal Assault

Triage the person being targeted
Released
  For signs of distress
  Possible trauma
  Protective capacity (eg. acts to correct problems or challenges, assertive, possesses the
necessary energy, willing to seek help)
  Resilience (eg. ability to make sense of their experiences, supportive relationships)
Critical Incident Procedures – Managing behavioural risk
5

link to page 57 RESOLVING DECISION-MAKING DILEMMAS
When making decisions to manage behavioural risks, dilemmas and conundrums must be made overt,
and the latest research and best practice utilised.
  Use risk assessment to inform decision-making
Risk assessment is a continuous and dynamic process to determine the likelihood a harm will occur and
the impact or harm that could result (what exactly might happen, to what or whom, under what
circumstances and why). Risk assessment involves:
  Accurate, reliable and fair assessment of risk using information from all relevant sources
  Day to day monitoring of information and conditions relevant to the risk assessment
  Reviewing the risk assessment if information or conditions change.
When facts are scarce, consider the risks a reasonable person would foresee.
1982
Decisions made to manage risk must use a transparent process, be fair and proportionate.
Actions planned to manage risk must be achievable.
Act
  Assess and balance the best interests of the resident and the best interests of the university
community
Decisions should balance all needs and strive to find outcomes that meet the best interests of the
individual and the university community. Sometimes that will be a decision in favour of the community,
but take care not to make a presumption in favour of the community which would cut across a proper
assessment of the situation.
  Assess if there are serious safety risks that override privacy
Information
The Privacy Act guarantees privacy unless the disclosure is necessary to prevent or lessen a serious
threat to public health or public safety, or the life or health of the individual concerned or another
individual.
Where an incident only involves the wellbeing of the person concerned, care should be taken not to
share their personal details beyond what is required for their care. This may include the RA, Head of
Official
Hall and the SSC.
Refer to Guidance on Privacy and Sensitive Disclosures.
  If criminal behaviour is alleged, seek advice from the Student Interest and Conflict Resolution
Manager or General Counsel as soon as possible.
under
If criminal behaviour is alleged then the Police need to investigate the facts. It is also necessary to
ensure safety on campus. The Student Conduct Statute can be followed in all cases where there is a
suggestion that there has been conduct that is detrimental to the safety or well-being of other people,
the effective functioning of the University or to the reputation of the University.
  Meet with and consult/share decision-making with relevant colleagues and senior staff
  Call a meeting of the relevant people (get together in the same room) to ensure full information
is considered, and a range of expertise is contributed.
Released
  Assess whether there is a need for expert advice.
  Ensure decisions are made at the correct authority level.
Critical Incident Procedures – RESOLVING DECISION-MAKING DILEMMAS
6

CRITICAL INCIDENT RESPONSE GUIDELINE

First Person on
*Onsite Person in
Onsite Person in
AD Halls with
Head of Hall
Head of Hall/
Scene
Charge
Charge
Head of Hall/SSC
AD Halls
Immediate actions
Limit impact and
Who needs to
Wellbeing of
Communications
Post incident actions
to preserve life and
protect privacy
know?
affected staff and
with the
prevent further
residents
community
1982
harm
~ first ten minutes

~ within first hour

~ within 24 hours
Act
  Apply first aid (DRS
  Verify safety
  Internal notifications
  Establish who might
  Communications
  Assess if resident can
ABCD)
  Who should be
be affected
must be simple and
remain/return
leading the response?
clear
  Summon Assistance
  Lead and co-ordinate
  Critical incident peer
  Lead and coordinate
  Consider impact of
  Assess ongoing support
Utilise bystanders
the response
support
a welfare plan
Social Media
needs of resident and
  Emergency Calls (if
  Secure the area –
  WorkSafe notification     Consider best
  Refer Media enquiries
affected people
required) 1-111 and
Restrict access,
Phone 0800 030 040
interests of resident
to AD Comms &
including responders
0800 VIC 8888
screen
(if required)
and community
Mktg. Notify AD Halls
Information
  Call Onsite Person in
  Liaise with emergency    Assess whether to
  Self-care
  Is a hall meeting
  Update StarRez
Charge
services.
call Emergency
needed to brief staff
  Post Incident Debrief if
Contact
and students?
required
  Call the On Call
  Escalate requests for
  Assess safety/best
  Support for family of
  Respond to calls from    Have we adequately
Manager
private information
interests of student
affected residents
parents
controlled the risk?
Official
/privacy
Refer RAAC if required

  Identify witnesses
  Follow procedure for

  Conduct investigations,
and affected people
notifying an
share learnings, carry
emergency contact
out remedial actions
under

  Task an RA to

  Refresh relevant
establish a quiet
student safety key
room if required
messages
  Close the incident

The Onsite Person in Charge may be a Head of Hall (HoH), Deputy Head of Hall (Deputy HoH), Night Manager, or Residential Assistant (RA)
(RA must immediately call for management support and hand over to On Call Manager)
Released
Critical Incident Procedures – CRITICAL INCIDENT RESPONSE GUIDELINE
7

IMMEDIATE ACTIONS
The following information enables any hall staff member to assist in an emergency situation in any hall.
  Apply First Aid Training

Danger > Response > Send for help > Airway > Breathing > CPR > Defibrillation
  Summon Assistance

Call for help

Utilise bystanders within the hall to call the Onsite Person in Charge
Emergency Services 1-111
State name, address, directions and Onsite Person in Charge
Campus Safety 0800 VIC 8888  Request support to secure the scene and liaise with emergency services


1982
Name of Hall
Details for
Key locations and resources
RA Number
Emergency
Services
Act
Boulcott Hall
47 Boulcott St
Emergency folder: HoH office ground floor, blue.
RA 463 4743 /021 285 4743  463 4740
Emergency kit: Green bin level 2 storage and 4 x grab and go bags
HOH 021 283 4742
front office.
Quiet room: Ground level labelled meeting room, labelled music room
Hall meeting: Dining room level 1
Nearby shelter: Carpark building 37 Boulcott Street
Capital Hall
143 Willis St
Emergency folder: TBC
022 563 3720
463 3720
Emergency kit: Grab and go bags x 9 and first aid kits in office
Quiet room: level 4 meeting room and recreation space
Hall meeting: Dining room level 4
Information
Nearby shelter: Local shops with overhang shelter
Joan Stevens Hall
132 The Terrace
Emergency folder: TBC
463 6834 / 021 966 834
463 6900
Emergency kit:
Quiet room:
Hall meeting:
Official
Nearby shelter:
Katharine Jermyn Hall
100 Boulcott St
Emergency folder:
022 563 9080
463 9080
Emergency kit: HoH office (incl. Satellite phone)
Quiet room: study rooms x 2 Level 1, music room level 1
Hall meeting: Dining room level 1
under  Nearby shelter: Wilson carpark building Gilmour Terrace
University Hall
44 Kelburn Parade  Emergency folder: various – refer separate list
0800 Unihall
463 4713
Emergency kit:
Quiet room:
Hall meeting:
Nearby shelter:
Weir House
Gladstone Tce
Emergency folder: TBC
027 563 3700
463 3700
Emergency kit: HoH Office (incl. Satellite phone)
Released
Quiet room: Meeting Room
Hall meeting: Dining Room
Nearby shelter: TBC
Willis St. Halls -
237 Willis St
Emergency folder: HoH office mezzanine
Cumberland House
463 4770
Emergency kit: Civil Defence room Mezzanine offices
027 563 4770
Quiet room: Mezzanine
Hall meeting: Level 1 social space
Nearby shelter: 222 Willis Street
Critical Incident Procedures – Immediate Actions
8

Willis St. Halls –
178 Willis Street
Emergency folder: HoH Office mezzanine
Education House
463 4770
Emergency kit: Cumberland House
027 522 9098
Quiet room: Ground floor common room
Hall meeting: Ground floor common room
Nearby shelter: 237 Willis Street
Partner Halls
222 Willis Street
222 Willis Street
Emergency folder: TBC
0800 Unihall
463 4713
Emergency kit:
Quiet room:
Hall meeting:
Nearby shelter:
Everton Hall
10-12 Everton Tce
Emergency folder: HoH office, plus spares with HOH and Res Life.
027 472 1026
472 0655
Emergency kit: 8 x grab and go
Quiet room: 1 x study room, 2 x music rooms
1982
Hall meeting: Main commons area
Nearby shelter: Large hall
Helen Lowry Hall
19 Blakey Ave
Emergency folder: TBC
Act
027 240 2766
476 7698
Emergency kit:
Quiet room:
Hall meeting:
Nearby shelter:
Unilodge: Stafford House   40 The Terrace
Emergency folder: TBC
027 469 4620
463 2200
Emergency kit:
Quiet room:
Hall meeting:
Nearby shelter:
Information
Te Puni Village
80 Fairlie Tce
Emergency folder: TBC
027 563 9220
470 9220
Emergency kit:
Quiet room:
Hall meeting:
Nearby shelter:
Victoria House
282 The Terrace
Emergency folder: TBC
Official
027 440 9249
463 9040 (Katrina)
Emergency kit:
Quiet room:
Hall meeting:
Nearby shelter:
under

Released
Critical Incident Procedures – Immediate Actions
9

link to page 62 LIMIT IMPACT AND PROTECT PRIVACY
This stage could be ten minutes or two hours. Consider the scope of the impact for example an incident
involving two residents compared with an incident that occurs off site.
Onsite Person in Charge
  Verify safety
When the Onsite Person in Charge arrives at the scene, their first task is to verify safety. Check that
immediate actions to preserve life and prevent further harm have been carried out.
Take care not to expose others to a distressing scene unnecessarily.
Check with those involved and if you can, find out from them what they think they need.
  Lead and co-ordinate the response
1982
The onsite person in charge takes the lead and co-ordinates with other responders including Campus
Safety and emergency services when they arrive to site. Delegate tasks as required. Act
Ensure someone is assigned to support the affected individual/s.
Even if the site control transfers to the emergency services, maintain an overview and continue to lead
the hall community as the University’s key site representative until relieved by someone more senior.
Refer to guidance for specific incidents.
If the onsite person in charge is an RA, that person must immediately contact the Manager-on-call, and
contact Campus Security for support.

Information
  Secure the area - restrict access, screen
If a critical incident occurs in a public area and the affected person/people are unable to be safely
moved to a more private location, get assistance to cordon/screen/restrict access by other people to
protect the privacy of the individual and/or limit others being exposed to a distressing scene.
Privacy and Security
Official
  Ensure someone is dedicated to the office phone and at the office door
  Consider what is required for site security
  Preserve the scene if there is likely to be a Police or WorkSafe investigation.
  Liaise with emergency services
under
Follow emergency services instructions, provide information and support if requested.
Where there are requests or demands for private information about individuals by emergency services,
refer to ‘Grounds for disclosure of information - under University Privacy Notice and Privacy Act 1993’.
  Identify affected people eg witnesses, roommates, friends
  Contact the Student Support Co-ordinator to ensure support is provided to those affected
Released
  Gather names of those directly affected
  Assess if there are any immediate needs and address them
  Continue to monitor for others who may also be affected.
  Task an RA to establish a quiet room if required
Identify a private space for affected residents.

Critical Incident Procedures – Limit impact and protect privacy
10

WHO NEEDS TO KNOW?
Internal notifications
Internal notifications support management of the response and are more than a courtesy or a ‘heads
up’. Key information that mitigates risk needs to be conveyed to make sure ongoing response
discussions are made in a planned and informed way.
Onsite Person in Charge
  Any critical incident must be notified to the Head of Hall and relevant Associate Director.
Privacy of Affected People
When notifying the facts of the incident to senior managers, care should be taken not to share personal
details beyond what is required for their care. This may include the RA, the HoH and the SSC. University
1982
senior managers are not provided with identifying details.
Key Contacts
Act
Stephanie Cottrill
[email address]
463 8285 / 022 564 8285
Associate Director – Halls
Room 104, 4 Waiteata Road
Sandie Dunsford
[email address]
Associate Director – Infrastructure and
463 5230 / 027 563 5230
Services
Room 104, 4 Waiteata Road
AD Halls
  Assess the severity and ascertain what support the Onsite Person in Charge needs
Information
  Notify the Director, Student and Campus Living (DSCL). Brief the DSCL; what are the facts, what are
the risks and controls, what kind of support do you need?
  Make a recommendation on who should be leading the response.
Rainsforth Dix
[email address]
463 6713 / 027 563 6713
Director Student and Campus Living
Official
Room 101, 6 Waiteata Road
If unavailable, contact Karl Whalen
[email address]
463 6622 / 027 563 6622
Associate Director, Victoria Recreation
Room 102, 6 Waiteata Road
Phil O’Connell
phil.o’[email address]
under  463 5906 / 027 454 2210
Director Safety, Risk and Assurance
Room 206, 6 Waiteata Road
If unavailable, contact Stephanie Cottrill
[email address]
Associate Director, Safety, Risk and
463 6722 / 027 563 6722
Room 204, 6 Waiteata Road
Emergency Planning
Katherine Edmond
[email address]
Associate Director Communications and
463 5539 / 027 563 5539
Marketing

Released
The Director, Student and Campus Living will advise the Director Safety, Risk and Assurance (DSRA)
and Director Student Academic Services (DSAS), and determine if the Risk Oversight Group is
required.
Further notifications to the Chief Operating Officer (COO), Vice Chancellor (VC) and other relevant
Senior Leadership Team (SLT) level are undertaken by the relevant Director.

Critical Incident Procedures – Who needs to know?
11

link to page 38 link to page 38 AD Halls or delegate (Head of Hall/Deputy Head of Hall)
Critical Incident Support
  Advise other Heads of Halls of the critical incident
  Notify and arrange support from other parts of the University. Refer to ‘Sudden Death’ AD Halls
Checklist.
  Ensure responder welfare (arrange meals, breaks, support)
  Provide practical support as needed to ensure critical incident procedures and guidance are
followed.
  Assess whether to contact family/emergency contact
The following scenarios are considered serious and warrant consideration of whether an authorised
emergency contact should be notified:
1982
  if a student requires hospitalisation;
  if a missing person is not located following hall-based and University-wide checks, and with
Act
Police and hospitals (or immediately if there are serious circumstances);
  following any suicidal behaviour;
  if a person is subjected to a violent crime;
  following an arrest if the person has been detained for a period that could cause significant
distress. In an arrest scenario the role the University may play will vary from case to case
depending on the prior pastoral care relationship with the student, their level of need, and the
seriousness of the alleged offence; not all students will want University involvement.
  any scenario where a resident’s wellbeing is considered to be significantly impacted.
Information
Contacting family/emergency contact of a student at risk
This is a complex issue that requires a carefully considered decision.
In general, the University is committed to ensuring the notification of family/significant others, and in
general the student’s consent should be sought.
Official
Our overarching reason for involving an Emergency Contact is to reduce the risk to the health and safety
of the student1.
In principle students over the age of 18 have a right as adults to complete privacy in respect to their
personal information and situation. This means that in normal circumstances their family and significant
others have no right to personal information about them from any University staff member except with
under
their express permission.
There are special provisions for residents under the age of 18 under both the Vulnerable Children Act
2014 and the NZQA Code of Practice for the Pastoral Care of International Students. If an affected
resident is under 18 years old refer to Student Counselling and/or Victoria International for guidance.
In the absence of consent
Victoria University has decided that it needs to act in what it believes is the student’s best interests.
Released


1 The Privacy Act 1993 guarantees privacy unless the disclosure is necessary to prevent or lessen a serious
threat to public health or public safety, or the life or health of the individual concerned or another individual.
Critical Incident Procedures – Who needs to know?
12

In the case of students whose mental health is impaired and there is risk of serious self-harm or suicide,
health clinicians and other staff have a responsibility to consider whether proactively contacting a
student’s family is in their best interests.
Victoria considers family/significant other involvement in the care of any suicidal student as being
desirable regardless of the level of risk assessed.
Student Counselling can provide risk assessment and clinical guidance on factors affecting this decision,
including specific knowledge of the student’s personal or unique circumstances if they are a client.
A decision to contact an Emergency Contact against a student’s express wish should be clearly
documented in StarRez including the staff involved in the decision and the rationale for it. This
documentation should be kept on the Student’s Health and Counselling file as well, and if appropriate at
Victoria International or other University service.
Procedure for notifying an emergency contact
1982
Notifying an emergency contact enables the family member/significant other to:
  Support a loved one who may be in distress, (or arrange local support for them) and/or
Act
  Enable logistics if a resident needs extra support or to return home.
  If they are able to notify their emergency contact themselves, the affected person is usually the
best person to make contact.
Where a participant is unable to call their emergency contact themselves
If a decision is made to contact the Emergency Contact, the Associate Director Halls must ensure the
emergency contact is notified. The Head of Hall (or their Deputy Head of Hall) would usually make the
call.
Information
  Use the authorised Emergency Contact person provided on the Hall Residence Agreement. If
you are unable to reach that person, the University may have alternative contacts, talk to the
Student Interest and Conflict Resolution Manager if you don’t have access to Student Records.
If a death occurs, notifying next of kin is the responsibility of the Police, and not the University. The
University may be asked to provide next of kin details.
Official
  The Director Student and Campus Living and Chief Operating Officer must agree who will follow up
with the family, and ensure a single point of contact is in place for ongoing liaison.
Additional considerations for International Students
under
In a critical incident the Victoria International Associate Director International Services (or their
delegate) must be notified. Their role is to ensure the additional wellbeing needs of International
Students are met in keeping with Victoria’s obligations under the NZQA Code of Practice for the Pastoral
Care of International Students.
The role of Victoria International at the time of a critical incident involving an international student is to
coordinate the appropriate services and provide support for the student(s) family, as appropriate. This
may include, and is not limited to, liaising on the student or family’s behalf with insurance, immigration,
Released
home Embassy, and other University departments including Victoria Accommodation.
Staff from Victoria International involved in responding to the incident act the way a family might in the
student’s home country. The role is adapted and adjusted to work with Victoria Accommodation and
other university departments involved, to enable a culturally appropriate response to each situation.
Note that the term ‘international student’ covers an enrolled student who, under the Education Act
1989, is not a New Zealand resident or citizen (or specifically exempt). This definition is not dependent
on the type of visa that a student holds (visitor, work or student visa).
Critical Incident Procedures – Who needs to know?
13

WELLBEING OF AFFECTED RESIDENTS AND STAFF
  Establish who might be affected
Who do you need to communicate with or check up on?
Who may need referral to another part of the University for support?
Consider privacy and confidentiality of the people involved.

      Influence of Incident

Affected
Individual/s
1982
Other
residents or
Faculty
flatmates
Act
Classmates,
Family
other
students
Incident
Friends
Staff at hall
Victoria
Witnesses to
International
the incident
Information
Other Victoria
Clubs,
Student
community
Services
groups

Lead and co-ordinate a welfare plan for those directly affected
Official
  A case management team will be established to co-ordinate the response and recovery. This team is
made up of:
1.  Head of Hall
2.  Student Support Co-ordinator
3.  AD Halls
under
4.  Senior Mauri Ora staff member
Student Interest and Conflict Resolution Manager or Manager Staff Wellness may be included.

  Contact the Student Support Coordinator and Student Counselling who will:
  Support the provision of a safe, caring environment
  Provide a counsellor onsite for as long as is needed
  Help triage approach to student and staff support
Released
  Lead, advise on the initial critical incident debriefing (within eight hours)
  Supporting students with information and advice, including close friends
  Work with staff and students to normalise routines.

  Contact the Manager Staff Wellness who will support affected staff, offer option for Employee
Assistance Programme (Bennestar) support, and communicate with key stakeholders.

Critical Incident Procedures – Wellbeing of Affected Residents and Staff
14

  Identify possible at risk students and refer promptly to Student Support Coordinator and/or Student
Counselling
  Consider additional needs of International Students, students with a disability, under 18 year olds.
  Arrange Hall meeting if required:
  Update the events factually
  Advise on immediate and ongoing counselling services
  Provide information on how to support peers and particularly those most at risk
  Provide an opportunity to express grief, share impact and/or farewell the students
  Continue to monitor for impacts within the hall
  For incidents where participant’s mental wellbeing may be affected, encourage and enable them to
contact their support people at home.
  Is a risk oversight group required?
1982
  Summarise and document the wellbeing plan that is in place. Note points that need to be revisited
and if anything else/other risks come out of the wellbeing plan.
Act

Post Vention meeting
The Student Interest and Conflict Resolution Manager or Student Health and Counselling will lead this if
required.
Information
Official
under
Released
Critical Incident Procedures – Wellbeing of Affected Residents and Staff
15

Support for residents following a traumatic event, or family of at risk residents
Use this information to help parents who are supporting young people at risk.
Strategies that help
  Recognise that they've experienced a traumatic event and it's normal to be affected by it.
  Listen and be helpful if they tell family members. Encourage them to seek supportive company if
they feel stressed or anxious.
  Maintain normal routines as much as possible.
  Encourage physical activity. Rest more. Eat regularly. Avoid excessive use of alcohol and drugs.
  Remind them to be gentle with themselves. Reduce stress where possible.
  Help them access some professional help, either from Student Counselling, or through an
external service if required.
Refer to Student Health and Counselling for specific advice tailored to a range of scenarios  1982
https://www.victoria.ac.nz/students/support/wellness/student-counselling/other-support
Accommodation options
Act
Near Airport
3 Hobart Street, Miramar,
04 380 6044
Airport Motor Lodge
Wellington
Near Wellington Hospital
209-211 Adelaide Road,
04 389 8138
Adelaide Motel
Wellington
Near Student Accommodation
04 260 5000
101 The Terrace, Wellington
Park Hotel Lambton Quay

Information
Support services for parents
Victim Support Contact Centre 24/7
0800 842 846

17 Adelaide Road, Mount Cook,
Accident & Urgent Medical Centre
384 4944
Wellington
Official
Need to talk 1737
Free call or text 1737

Call or text to talk to trained counsellor (24/7)
Mental health support
0800 745 477

Crisis Resolution Service (24/7)
under

Information for parents who are helping a young person access services at Victoria
Mauri Ora Student Health and Counselling
04 463 5308
Student Union Building
Victoria-
Victoria International
04 463 4350
[email address]
Student Interest & Conflict Resolution
463 5023
[email address]
Released
[email address]
VUWSA Student Advocate
463 6984
Student Union Building SU405
Te Pūtahi Atawhai
[email address]
463 6974
Maori and Pasifika student support
Level 2, Student Union Building
Disability Services
If impairment related needs are impacting on
463 6070
[email address]
studies or full participation in university
Critical Incident Procedures – Wellbeing of Affected Residents and Staff
16

Self-care during and after a critical incident
A critical incident is by definition unexpected and high impact, so you will experience the feelings and
reactions that go along with shock and trauma, even if you do not personally know the student(s)
involved in the incident. Add to this the stress that may be involved in a sustained period of time in
response and having to juggle other responsibilities and deadlines, and self-care becomes very
important both during and following a critical incident response. The feelings and reactions you may
experience include shock, inability to focus, numbness, immobility, anger/irritability, sadness and grief,
helplessness, and distress. If you become tired and run down these will increase.
Soon after hearing of the incident
There may be a natural pause before you can take action; if not, make a pause for yourself. Attend to the
following:
1982
1.  Look at your calendar. Block out the next few days, put in apologies for meeting that are not
essential, delegate what is important, and put an out-of-office message on your email. Give
yourself a few days when rescheduling appointment – the incident may take longer than you
Act
expect to deal with, and then there may be your fatigue to manage.
2.  Think about your physical needs for the day – have you got food handy? Drink plenty of water –
stress is dehydrating.
3.  Identify your support person, and let them know that you are dealing with a critical incident and
you would like to talk with them at times while you deal with it.
During the response period
  Talk regularly – even if briefly – with your support person. Discuss the facts – what happened
Information
and what you are doing; your feelings; and your reactions. This is time for you to debrief, so you
need someone skilled who will listen. If you don’t have a workplace person/mentor that you can
talk to, arrange an EAP appointment with Bennestar (call 0800 360 364 to book an
appointment).
  Make sure you take care of yourself in the usual ways:

Official
  Deal with the incident response during usual office hours, unless it is absolutely essential
  Eat good food, drink lots of water, be moderate in consumption of caffeine, alcohol and
tobacco
  Do your usual exercise routines, and try to add in some more if your adrenaline is high
  Relax and ground yourself regularly
under
  Try to get good night’s sleep
After the response period
It is important to debrief after involvement in a critical incident response. A debriefing process provides a
format in which those involved can discuss their feelings and reactions, which may help reduce the stress
that results from exposure to a critical incident.
Released
A formal debrief may be arranged – talk with the AD Halls, Manager Student Counselling, or Staff
Wellbeing Manager about options.

Critical Incident Procedures – Wellbeing of Affected Residents and Staff
17

link to page 55 MANAGE COMMUNICATIONS
The communications required will depend on circumstances, the hall involved and university calendar
timing. The following guidance is provided for first year halls, and may be more than is necessary in
other hall environments. The Head of Hall is expected to use their experience and knowledge of their
hall to make a judgement, and to consult with the AD Halls and/or SSC if it is unclear.
Contact Communications and Marketing for support.
Students are advised through the hall registration process how they will be communicated with in an
emergency. For a critical incident it will be through the hall’s closed Facebook group. Communication
processes are reviewed at the beginning of each calendar year.

Communications must be simple, clear and accessible
1982
In times of distress anyone's cognitive ability can be temporarily impaired. This heightens the need for
communication to be proactive, simple and as clear as possible.

Act
In addition residents with disabilities may have additional communication and support needs:
  Invite students to make staff aware of any disability needs they have that need to be addressed.
  If communication is provided verbally, ensure the information is accessible for students with
hearing impairments by: facing the audience, using a microphone or simply speaking up. Ideally
also provide the information in written form.
  Be aware that some students with disabilities may be more seriously affected by distress (e.g.
those with mental illness) and may need an individual discussion.

Consider impact of social media
Information
The prevalence of social media on mobile devices means that hall management may find out about an
incident after others already know, particularly in first year halls. This means communications are most
likely to be responsive.  The University is not able to control private communications, however it may be
necessary to contact the Senior Advisor Communications and Marketing or Student Interest and Conflict
Official
Resolution to monitor social media.
If there is a critical incident that requires a hall meeting, be aware of screen shots that are shared with
the media.
  Don’t post any details on social media, only use the closed Facebook group for the hall and only
under
promote the meeting time and venue.
Refer media enquiries to the AD Halls
  Secure the building from the media and notify Communications and Marketing. Refer any enquiry to
the AD Halls.
Be aware that in some instances the media and Police may arrive simultaneously. Ideally media should
be approached by the Police Officer in Charge of the investigation or the AD Communications and
Released
Marketing.
Do not speak to the media, even if you believe the comments are off the record. Tell them you have “no
comment” and direct them to a member of the communications team, or if they are not available, to the
most senior member of staff available.
Do not provide information or speculation over the phone. If concerned family members call, take their
name, number and, if it is a university-wide event, tell them student information is provided on the
Critical Incident Procedures – Manage Communications
18

link to page 50 link to page 62 University Facebook page, direct email to staff and students and the University website. If necessary, find
an appropriate person to call them back.
Do not identify victoms/affected (or potentially affected) people to anyone. That role belongs to the
Police and, where appropriate, the coroner.
If you accidentally give someone information which you shouldn’t have, let the Communications team
know as soon as possible.
University or region-wide crisis - align with University-wide communications
For University-wide emergencies, the central communications and marketing team will provide updates
for all students and staff via text message and on the University main Facebook page. All hall
communications will align with this.
  The HoH/Deputy HOH should share central messaging and any specific hall instructions to their hall
1982
Facebook group page. For Victoria managed halls, check if the Communications and Marketing
Senior Advisor has already done this.
Act
Liaison with Victoria’s Incident Management Team (refer ‘Earthquake’)
Briefings for staff and students
  Consider if a hall meeting is needed to provide verbal information to residents.
If the incident was a death, serious accident, or car accident, a hall meeting is likely to be appropriate.
Do not call a hall meeting if a sexual assault or other personal crisis has occurred where more sensitivity
is required and the objective is to limit information.
Information
Depending on the nature and complexity of the critical incident, and experience of staff involved, the
Head of Halls may wish to discuss a plan for the meeting with the Manager of Student Counselling in
advance.  An example ‘Calling a Hall Meeting’ is provided below.
Respond to calls from parents
  Communication with parents is responsive rather than proactive.
Official
A call from a parent may provide information that you were previously unaware of (and may need to act
upon), or they may be concerned about a resident’s welfare (not necessarily their own family member).
Be mindful of members of the public or the media attempting to gain restricted or private information.
Refer to Privacy Guidance.  under
The AD Halls will agree key messages with Communications and Marketing, (to be signed off by DSCL).
If the Onsite Person in Charge, Head of Hall or SSC is not available, take the parent contact details and let
them know they will be called back by the Head of Hall when they are next on duty (use your judgement
if more urgency is required). If the person making contact is not the authorised Emergency Contact
provided by the resident on their Hall Residence Agreement, refer the query to the AD Halls.
Released
The Head of Hall will clarify what the parent needs, and may provide general information to reassure
concerns. Such as:
  What is being done to support residents
  Encourage them to support their young people. Refer to advice under Support for Family of at
Risk Residents

Critical Incident Procedures – Manage Communications
19

Calling a Hall Meeting - example
Promote the meeting as soon as possible using a Facebook post on the closed group for the hall. This is
the only place to notify the meeting. For example:
“A hall meeting will be held at 6pm in the dining room to discuss a critical incident that occurred
in the hall.”
Depending on the incident, consider the following staff or their representative to attend the meeting:
Head of Hall, AD Halls, SSC, Head of Counselling.
Hall meeting verbal update to include:
  Instruct privacy to be respected. Ask those attending for support in maintaining the dignity of
the person/people affected.
  Sensitivity is expected around this topic
1982
  There is not a lot of information that we can share, but what we can share is:
o  Nature of incident that occurred
o  What response took place
Act
o  They are safe now, not here now.
  We appreciate that people are processing this at different speeds.
  Our priority is to support residents, staff and others directly affected, the recommendation we
have from the counselling team is to continue with the day as planned.
  Support is available. Invite them to seek help if they need support. It is the student’s
responsibility to seek help. (This is particularly important for those with impairments who may
be disproportionately affected). Hand out the Mauri Ora resource ‘Coping with grief and distress
following critical incidents’ https://www.victoria.ac.nz/students/support/wellness/student-
Information
counselling/other-support/advice-pages/grief
  If a planned event is imminent “Under the guidance of Counselling, events will still go ahead as
planned. Or/ We don’t know if this may go ahead or not, there will be a meeting later in the day
and we will let you know at X time.”
  Advise them of the next step or communication. For example:
Official
  We are looking to have:
o  a memorial
o  blessing of the building (not just the room, for some cultures only blessing the room is
not enough) and the people who want to take part in that.
under
  Your parents may hear about it so you may like to contact them and share the information we
have passed on to you today.
  There is a meeting tomorrow morning at 10am and we will update you at 11am.

Released
Critical Incident Procedures – Manage Communications
20

link to page 33 link to page 49 link to page 33 POST INCIDENT ACTIONS
Following a critical incident a resident may be experiencing grief, stress, embarrassment or physical
impairment. Consider whether a ‘cooling off’ period is required, and if there are other practical needs to
assist their recovery.
Head of Hall/Deputy Head of Hall
  Assess if resident can remain in/return to hall
Can the resident return to the hall?
It may be apparent by the nature and impact of the incident that a resident cannot return to the hall. If
interim action is required to remove a student, discuss this with the AD Halls.
Consider relocation or return home.
1982
Refer to Decision Makers Guide – Student Residential Status for an example process.
  Assess ongoing support needs of resident
Act
What support do they need?
Injured people are vulnerable to further injury and mental illness as they cope with their impairment
  Assess what support they need now, (for example delivery of meals, water, a mechanism to call for
assistance) and review their needs regularly.
  Check any specific hospital discharge requirements
If they are mobility impaired, make accessible arrangements:

Information
  accessible room / individual bathroom if required
  extra measures in case of emergency evacuation, do not include them in drills. Ensure RAs and the
student are aware of protocols for evacuation of a person with a disability in an emergency. Refer
Fire.
  encourage them to liaise with their ACC Case Manager to access mobility support/taxi vouchers.
Official
Ensure academic continuity arrangements are in place
  Liaise with the SSC who may coordinate arrangements for the resident
This support must also be offered to RAs that responded to the incident whose study may be impacted
because of post-traumatic stress.
under
  Ensure they have contacted their Course Co-ordinator for support with academic arrangements.
Note if the resident has an impairment where they may disproportionately experience stress. If there is a
temporary or ongoing impairment and there is going to be an impact on studies, or they need help with
attending lectures, completing assessments, tests/exams.
  Refer to Disability Services for support and advice
If an affected resident or RA misses an assessment—or performs poorly in one—due to circumstances
Released
beyond their control, they may be eligible for an aegrotat.
  Refer them to Student Health and Counselling to connect to academic aegrotat arrangements
https://www.victoria.ac.nz/students/support/wellness/student-counselling/other-support/advice-
pages/aegrotat
If an assessment is made that a student cannot remain in the hall
Consider the arrangements with the resident or their Emergency Contact for belongings to be
collected/returned, and how they leave the community.
Following a temporary recovery period away. Refer to decision maker guidance on Readmission to a Hall

Critical Incident Procedures – Post Incident Actions
21

link to page 5   Assess ongoing support needs of affected people including responders
Heads of Hall should be mindful of the ongoing impacts of a critical incident and continue to monitor
affected people. Affected residents or RAs may struggle to keep up with the academic programme
following a critical incident, ensure support is in place.
  Update StarRez
  Have we adequately controlled the risk?
Refer to Managing Behavioural Risk
  Refer to Risk Assessment Advisory Committee (RAAC) if required
RAAC coordinates responses to any situation involving a student who appears to pose a risk to any other
1982
member of the University Community.
The Risk Assessment and Advisory Committee (RAAC) is chaired by the manager of Student Counselling
and meets regularly throughout the year. Its members include key Campus Security staff, faculty
Act
managers, Student Academic Services staff, the Student Interest and Conflict Resolution Manager and
staff from each of Victoria’s campuses.
The Committee’s role is to coordinate responses to any situation involving risk of harm to staff or
students by students or others within the University. Any staff member can confidentially advise a
committee member of a situation or student causing concern. Cases discussed include students
stalking, harassing and intimidating others or students appearing mentally unwell to the extent that
their behaviour is negatively impacting on others within the University.
The Committee’s role is also to identify recurrent issues (such as security lighting and patrols), which
Information
affect staff or student safety, and to find solutions.
Staff should make themselves familiar with the University’s Student Conduct Statute that sets out
student behaviour that may constitute misconduct or serious misconduct, and the processes and
sanctions that may be applied to reach a resolution.
Official
Student Counselling Manager (RAAC chair), extension 5310
Student Interest and Conflict Resolution Manager, extension 5023
Security Manager, extension 6660
under
  Investigation and remedial actions
Following a critical incident, a Health and Safety investigation must be carried out to ensure the root
causes have been identified and rectified so similar incidents do not recur. Contact Victoria’s Safety, Risk
and Assurance team for assistance. Ensure co-ordination so that affected students are not interviewed
by multiple parties. Do not conduct a ‘Police investigation’.
If the incident is found to be work related, for example if a staff member is involved, WorkSafe may also
Released
investigate. Note that WorkSafe Inspectors have wide powers and it is unlawful to obstruct their work.
  Follow through with appropriate corrective actions once the information is received and assessed.
  Ensure any building safety or security systems affected have been restored to full function.
  Implement restorative process or disciplinary action under the Student Conduct Statute if required.
  ‘Close’ the incident
The Head of Hall may need to liaise with Security and Safety, Risk and Assurance before an incident can
be closed. Provide information to the AD Halls for their incident summary and review report.
Critical Incident Procedures – Post Incident Actions
22

Incident Summary and Review
For critical incidents the Associate Director – Halls must document an incident summary report for the
Director Student and Campus Living including the timeline of response and capture any learnings.
Ensure any learnings are updated in the Critical Incident Procedure and staff training. The Incident
Report should include the following:
1.  Brief statement of facts (including current risk status)
2.  Timeline summary
3.  What went well?
4.  What needs improvement?
5.  Improvement Plan
6.  Monitoring
7.  Summary

1982
  Refresh student safety messaging
Remind students of safety messages relevant to the incident, and ensure resources are available and
Act
current. Take care not to criticise or blame the people affected. Use approved safety messaging and talk
to Safety, Risk and Assurance or the SSC if you can’t find what you need.
  What to do in an emergency - check Victoria’s Health and Safety website
https://www.victoria.ac.nz/healthandsafety/safety/students
  Wellbeing and self-help resources, sexual violence - check Victoria’s Mauri Ora website
https://www.victoria.ac.nz/students/support/wellness/student-counselling/other-support.
Example of appropriate messaging following a student being assaulted off campus:
Information
Tips for staying safe at night
Use these safety tips to get yourself to and from the University and home safely.
  Plan ahead - Work out how you’re going to get home before you head out for the day or night.
  Be alert - Listen, look and notice what’s happening around you.

Official
  Stick with your friends - It’s safer to walk with others.
Campus Emergency Line: 0800 VIC 8888 (0800 842 8888).
Remind residents that it is their responsibility to seek help if they need support. Staff are there to help.

under
Released
Critical Incident Procedures – Post Incident Actions
23

link to page 25 link to page 28 link to page 29 link to page 30 link to page 33 link to page 36 PERSONAL CRISES
Missing resident
Serious injury/accident in a hall
Serious physical assault
Sexual violence and assault
Suicidal behaviour
Sudden death
1982
Act
Information
Official
under
Released
Critical Incident Procedures – PERSONAL CRISES
24

MISSING RESIDENT
In the event that a resident is reported missing by the Police, parents, other residents, or via security,
the AD Halls must be notified as soon as possible after completing hall-based checks.
Whilst all reports of missing students are taken seriously, take care to undertake initial checks with
discretion, to avoid unnecessary alarm or distress.
Person receiving notification that a student is missing:
If information has come via the student’s family, advise that we will check the University’s systems for
their location and call them back as soon as practical with an update of progress.
  Escalate to the Onsite Person in Charge.
Hall-based checks
1982
Onsite Person in Charge
The context is important. If there are unusual or suspicious circumstances, or a specific safety concern,
Act
contact Campus Security straight away. Security will source information and liaise directly with Police.
  Attempt to contact the resident and gather information on their last location
Try to call the resident.
  If they answer, check their wellbeing and ask them to contact the person that reported them
missing. If the resident does not want to make contact with family, let them know you will
speak to the person who reported them missing to convey that the resident is safe.
  If there is no answer, leave a message (voice and text) asking them to contact you as soon as
Information
they can to confirm their safety.
Check their room for belongings, any evidence of wallet, personal items missing.  Only the Onsite
Person in Charge may enter to check the room. The Onsite Person in Charge must be accompanied by
another staff member who can provide backup if required. Leave a note asking them to contact the
Onsite Person in Charge.
Official
If the resident’s location is still unknown, those who had close contact with the resident should be
asked if they have had any recent contact.  Details that are important include:
•
when the resident was last seen
under
•
general emotional or physical state
•
any indication of possible destination.
Search Facebook or other social media for any indication of recent activity and send a private message
to the resident. (Not public on wall)
Check the catering and building access swipe systems for any recent activity, note last swipe and any
patterns.
Released
Check with the Student Support Co-ordinator if they have any relevant information.

  Escalate to Campus Security if hall based checks do not locate the resident
University-wide checks
AD Halls/Head of Hall/Student Interest and Conflict Resolution Manager
  Contact Campus Security, update them with checks already undertaken in the hall and ask them to
gather further information including reviewing:
  security footage
Critical Incident Procedures – Missing Resident
25

link to page 55   cardax activity
  any specific Risk Assessment Advisory Committee (RAAC) or Security knowledge
  liaise with Police if the student is not found following internal checks.

  Inform the AD Halls including steps already taken.
  If the student is an International Student, advise Victoria International at this point.

Associate Director Student Living - Halls
  Notify the Director Student and Campus Living once Police are involved.
  Gather/Co-ordinate information from other internal departments. Refer Key Contacts. Include:
  Faculty (may be more than one)
  Student Academic Services
  Student Interest and Conflict Resolution Manager

1982
  VUWSA Student Advocate
  Student Health and Counselling
  Disability Services
Act
  Agree who will be the single point of contact for the family/person who reported them missing.
  If the family is not aware, agree who will liaise with the family. Contact family if the student cannot
be traced by normal means, if there has been unusual behaviour, and there is a genuine concern for
their safety.

Victoria International
  Notify third party providers as soon as the search escalates to Police involvement
  Liaise with Embassy and Immigration New Zealand to check if the student has left the country
  Advise and arrange if any language support is needed to liaise with family
Information
External checks
Police
Police will follow their internal processes which may include:
  Checking hospital and other external locations
Official
  Leading the search in liaison with the family
After the student is found
Head of Hall
under
  Make sure all the persons involved or questioned are told the student has returned.
  Note all activity and progress in StarRez
  Monitor wellbeing – arrange for SSC to check wellbeing of student.
If the student is not located within 24 hours
At this point the Police and family are leading the search, with the University in a support role as
Released
required.

Student Support Co-ordinator
  Monitor and address wellbeing needs of hall residents and friends

Critical Incident Procedures – Missing Resident
26

link to page 9 link to page 12 link to page 22 link to page 55 SERIOUS ACCIDENT/INJURY IN A HALL
Whilst ‘all practicable steps’ are taken to prevent harm from occurring, illnesses and accidental injuries
do occur as part of social and sporting activities, and residential life.  All Victoria Accommodation staff
receive first aid training to respond to such incidents, and most injuries can be managed as part of
business-as-usual without becoming ‘critical’.
All halls are a ‘work place’ under the Health and Safety at Work Act 2015. In a work place, an injury or
illness is ‘serious’ if it requires, or would usually require, the person to be admitted to hospital for
immediate treatment.  In the hall setting however, not all injuries are work related and therefore not all
‘serious’ injuries are required to be notified to WorkSafe. Use the WorkSafe tool (below) to identify if
an injury is notifiable.
1982
Guide to severity – when does an injury become a critical incident?
Under Victoria’s Crisis Management Plan, a level 4 critical incident requires a wider university response
Act
including a health and safety investigation. A range of specific injuries (for example, loss of sight,
amputation, spinal or head injury) meet the University threshold, in general a critical injury involves:
  a student or staff member being admitted to hospital for more than 48 hours
  the injury will require the injured person to be away from study or work for 5 or more days
  an external investigation takes place by a regulator (for example WorkSafe)
  an external party takes control of the site (for example NZ Police or WorkSafe)
  the nature and circumstances of the injury impact the entire hall/wider University community.
Information

First Person on the Scene
Apply immediate actions to preserve life and prevent further harm.
Onsite Person In Charge
Official
If the injury is serious, preserve the accident site, only disturb the scene to prevent further harm or to
effect rescue.
Advise internal escalations of what has occurred. Advise Safety, Risk and Assurance.
under
Post Incident
Refer to assess ongoing support needs of resident for guidance on supporting injured people.
Additional steps if a staff member was involved or the accident was related to work
The University needs to notify WorkSafe ‘as soon as possible’ if a serious injury, illness or incident
happened to a person or people carrying out work, or as a result of work that the University (hall) is
responsible for.
Released
The ‘Notify WorkSafe’ tool https://worksafe.govt.nz/notify-worksafe/ guides you through a series of
questions to assist you with providing all of the information WorkSafe requires.
If someone has died as a result of work, call WorkSafe immediately on 0800 030 040 (24/7).
Investigation - Victoria’s Safety, Risk and Assurance unit provides specialist support for managing the
aftermath of a serious accident or near miss. Ensure Safety, Risk and Assurance is notified.
Critical Incident Procedures – Serious Accident/Injury in a hall
27

link to page 15 link to page 5 SERIOUS PHYSICAL ASSAULT
An assault may occur in the Halls of Residence, on a campus, or outside of campus. It may be witnessed
or reported. Some assaults we may not hear about. Each incident differs in the circumstance and level of
injury, including the very rare risk of death from an assault.
Any alleged or witnessed physical assault on a student, staff member, visitor or contract worker is
considered a critical incident. There are legal, ethical and privacy obligations to consider.
It is not a hall staff role to take a Police statement, nor to provide medical help or therapy; our role is to
assist the student to access as many of these services as they need or want, through referral to the
Student Support Co-ordinator.
Our role may also be to protect the student’s right to not talk to others until they are ready to.
1982
Immediate Considerations
Act
  If an assault is in progress, call the Police.
  Arrange for appropriate medical attention including admission to hospital if required
  Contact Security for support
  Inform the Student Support Coordinator for immediate and ongoing support of affected person
and alleged offender (if a student / staff member)
  If the other party is in the hall, how does the affected party want this handled?
  If an alleged offender is on site it may be necessary to relocate them to alternative
accommodation while an investigation takes place.
  Establish who is affected
Information
Legal / Privacy
  Secure all documentation
  Respond to the injury if a resident returns to the hall following an assault off site. Ask the
resident if they want to lay a complaint with the Police. Note that reporting to Police is the
Official
residents choice if the assault occurred offsite.

Post Incident
under
Head of Hall
Refer to Managing Behavioural Risk
  Has the risk been managed? Is it general or targeted?
  Based on preliminary investigation, if it is serious, refer to the Student Interest and Conflict
Resolution Manager.
  Non-injurious assault including bullying requires behavioural management by hall staff.
  Targeted harassment or bullying is serious and has strong links to suicidal behaviour, seek
Released
Student Interest and Conflict Resolution Manager assistance to manage it.
  Where more than first aid is required for response, and in any case of concussion, treat the
assault as serious misconduct.
  Follow through with appropriate discipline or restorative justice procedure once the facts have
been received and assessed.

  Arrange critical incident debrief
Critical Incident Procedures – Serious Physical Assault
28

link to page 60 link to page 60 SEXUAL VIOLENCE & ASSAULT
The University does not tolerate any form of sexual violence. A draft Policy and guidance is currently
under review to promote the development of an environment in which sexual harassment is known to
be unacceptable and where individuals have the confidence to complain about such behaviour should it
arise, in the knowledge that their concerns will be dealt with appropriately and fairly. The University is
committed to taking steps to prevent this behaviour from occurring and to protecting the rights of all
members of the University Community to work, learn, study and participate in all aspects of the
University’s life in an environment of safety and respect.
Central point for disclosures by students
The Student Interest and Conflict Resolution team receives all sexual harassment complaints made by
students. While the Policy and guidance is under review, Heads of Hall and Associate Directors must
consult with the Student Interest and Conflict Resolution Office (MSICR) about the appropriate protocol.
1982
Difference between disclosures and complaints
Students and staff members should make a disclosure (rather than a complaint) of sexual harassment if
Act
they do not want the University to investigate or to take any specific action in response to the incident.
Students and staff members who choose to make a disclosure of sexual harassment may later decide to
make a complaint to the University about the same incident. The University will provide guidance about
how to make a complaint.
Person receiving disclosure of sexual violence or sexual harassment:
  Clarify your role, check the Roles for Staff section of this document.

Information
  Any disclosure made to an RA must be referred to the SSC or Head of Hall straight away.
Onsite Person-In-Charge
The person receiving the disclosure first confirms immediate safety. Are they at risk of harm from
others/themselves and do they feel safe.
If not at immediate risk…
Official
  Provide information and options for support. Let them know “I need to check in with the SSC
that I have provided you with the right support and guidance.”
  Inform the SSC or HoH. Ask permission from the disclosing resident to inform the SSC so ongoing
safety and welfare can be managed. If the disclosing resident does not give permission to share
under
their information, and they and others are not at risk of harm, inform the SSC without disclosing
their details and they will determine if further action is required (this can be done through a case
discussion with MSICR without disclosing identifying details)
  Pass information to the Head of Hall within 24 hours confirming that the above actions have
occurred.
If there is an identified risk, or if you are unsure about risk…
Released
  Immediately escalate to the Head of Hall. “I’m so worried about you we need to talk to someone
else to make sure you are safe”.
  Head of Hall to consult with AD or MSICR regarding whether actions are required to address risk.
  If the risk is related to mental health escalate to Te Haika, SSC or Counselling and notify AD Halls.
Head of Hall
Refer to detailed role in Roles for Staff section.
Critical Incident Procedures – Sexual violence & Assault
29

link to page 57
  Ensure an appropriate staff member meets with the disclosing resident to:
  Complete a welfare check “do you feel safe?” “are you worried someone else is in danger?”
Contact Te Haika/Emergency Service/HELP as necessary and facilitate warm referral (see
steps 1-4)
  Ask what they need “What do you think needs to happen now, to ensure you feel safe and
that you are feeling supported”. And/or you are able to make a complaint to Police and/or
the University.
  Outline how they can access further information around psychological, and academic
support and reporting to police and/or the University. - see responding to a disclosure.
  Gain permission from the disclosing resident for the SSC to contact them to ascertain
needs/complete a warm referral. Refer to the SSC.
  Determine whether there is any risk to the hall community, for example if the alleged
1982
respondent lives on site or there is a possible perpetrator in the Wellington community. If there
is potential risk, escalate.
  Notify the AD Halls and MSICR (without disclosing identifying details if necessary). Serious
Act
sexual violence and serious risk must be notified to the AD Halls as soon as possible.
AD Halls and MSICR
  Case coordination by MSICR
  Risk oversight and community management by AD Halls/MSICR who may escalate to RAAC,
police or the Risk Oversite Group.
  If police are involved note the police officers’ name and phone number. The Security
Manager is the University police liaison officer and will handle all communications with
Police.
Information
Receiving a disclosure of a recent (<7 days) incident, additionally:
All staff must escalate to the Head of Hall. Advise the disclosing resident “I need to get some advice on
how best to support you, we will do this together and you can decide which options you choose to
access”
Official
  If they are considering reporting to police, ensure evidence is not contaminated (this includes
not taking a shower, preserving clothing in a plastic bag, and not disturbing the scene where the
incident is alleged to have occurred) – the disclosing resident can be supported through this
process by HELP.  under
  Ensure the disclosing resident is aware of the need to treat any medical concerns (STIs,
potential pregnancy, injuries, etc)
Disclosing resident
Steps to support the disclosing resident:
  notifying the MSICR to coordinate response and support
  assign an SSC to support the disclosing resident
  Support staff for disclosing resident and alleged assailant to be different, and where possible for
Released
meetings with disclosing resident to be coordinated to ensure no contact
  Consideration  must  be  immediately  given  as  to  where  they  live.  Any  relocation  is  at  the
University’s  expense  and  must  take  account  of  the  disclosing  resident’s  view,  safety  of  the
community and the needs of the alleged assailant. This decision will be made by the AD Halls
  their confidentiality must be respected, they have a right to privacy
  the incident must be reported to the convenor of RAAC if there is a risk of further assault.
  When a student discloses to another student, information and resources are provided to the
friend.
Critical Incident Procedures – Sexual violence & Assault
30

link to page 57 link to page 60 link to page 57

Alleged Assailant
Where  the  alleged  assailant  is  also  a  student  living  in  the  hall  it  is  vital  that  the  halls  management
responds promptly but carefully to ensure the safety of all concerned.  The AD Halls will make decisions
about how this will be managed. This could be done through RAAC and in coordination with MSICR
Do not make any assumptions that you can notify the alleged assailant of the report.

Steps to support the alleged assailant include:
  notifying the MSICR to coordinate response and support
  assign an SSC to support the alleged assailant
  Support staff for the disclosing resident and the alleged assailant must be different, and where
possible for meetings with disclosing resident to be coordinated to ensure no contact
1982
  Consideration  must  be  immediately  given  as  to  where  they  live.  Any  relocation  is  at  the
University’s  expense  and  must  take  account  of  the  disclosing  resident’s  view,  safety  of  the
Act
community and the safety needs of the alleged assailant. This decision will be made by the AD
Halls
  their confidentiality must be respected, they have a right to privacy
  the incident must be reported to the convenor of RAAC if there is a risk of further assault.

  Refer to how to respond to a disclosure steps for details implementing the following steps.
1.  Ensure an appropriate environment
2.  Establish immediate safety
3.
Information
  Listen to the disclosing resident and show empathy
4.  Discuss support and reporting options
5.  Provide resource to disclosing resident which outlines support and reporting options
6.  Report the disclosure/complaint to the University
7.  Debriefing and practicing self-care
Official
Checklist for responding to sexual assault
  Confirm your role (refer Staff Roles)
  RAs must refer to HoH or SSC
  Onsite Person-In-Charge – review this checklist and responding to disclosures steps.
  Is anyone in immediate danger – risk to self/risk to others (“do you feel safe?” “are your
under
worried someone else is in danger?”)
  If there is an identified risk, or if you are unsure about risk - escalate to Head of Hall. “I’m so
worried about you we need to talk to someone else to make sure you are safe”.
  Are there medical needs that require attending to – Emergency Department, After-Hours
medical clinic, GP?
  Are there forensic needs? Contact HELP for advice and support
  Do they want to report to police? HELP can support them through this
Released
  Do they want to report to the University? MSICR can support them through this
  Do they feel safe and comfortable remaining in the residence?
  Do they want to contact HELP for advice and information about their support options?
  Gain permission for SSC to contact them to ascertain their support needs or provide
information on support
  Write up the Incident
  SSC or HoH to have case discussion with MSCIR to check protocols followed correctly

Critical Incident Procedures – Sexual violence & Assault
31

1982
Act
Information
Official
under
Released
Critical Incident Procedures – Sexual violence & Assault
32

link to page 9 link to page 10 link to page 11 link to page 19 SUICIDAL BEHAVIOUR (IDEATION, THREATS, ATTEMPTS)
Suicidal behaviour is any behaviour in which the student threatens or attempts suicide, or engages in
efforts to prepare to commit suicide or expresses a preoccupation with suicide.
The University has a Policy on Responding to Suicidal Behaviour by Students which requires all staff to
respond assertively to any behaviour indicative of suicide risk. This includes contacting the SSC who will
help guide a supportive response for the student and ensure appropriate services are engaged.
Despite everyone’s best endeavours attempted suicides can occur in the Halls of Residence and can be
discovered by another student, a staff member, a contractor, or a visitor.
The following outlines the procedures to be undertaken to ensure this type of critical incident is
handled seriously, professionally, privately and sensitively and in compliance with Victoria’s policy and
procedures including Responding to Suicidal Behaviour by Students and Readmission to Halls of
1982
Residence following a suicide attempt.
In-house specialist advice is provided by Student Health and Counselling with practical on-site support
provided by Student Support Co-ordinators and the Mental Health Co-ordinator.
Act
A suicide threat must be taken seriously.
First person on the scene
Immediate actions to preserve life and prevent further harm
Have someone (an RA or friend) stay with the person at all times until professional help is available
Make the environment as safe and provocation free as possible
Onsite Person in Charge
Information
Limit impact and protect privacy
Assess and support
  Ensure appropriate actions have been taken
  Support Halls staff and take over lead role
Notify (as the situation warrants)
Official
  AD Halls
  Mental health service (Contact Te Haika – they will communicate with the Crisis Resolution
Service)
  Student Support Coordinator

under
  Authorised Emergency Contact (generally if a student is admitted to hospital then emergency
contacts provided during halls registration will be advised, in sensitive cases discretion may be
required, refer to guidance under Contacting Family of a Student at Risk.
Privacy and Security
  Ensure site privacy including placing a staff member (not involved in the incident) on site until
no longer required
  Protect the privacy of the student’s records in StarRez
Information collection and collation
Released
For police and emergency personnel
  Authorised Emergency Contact details
  Name of the person first on the scene, the circumstances, and the time of discovery
  Specific religious/cultural considerations?
For AD Halls
  Factual briefing
Media and communications - Refer to Managing Communications
Critical Incident Procedures – Suicidal Behaviour (Ideation, Threats, Attempts)
33

link to page 15

Post critical incident

A support plan will be developed with input from the resident, SSC and hall staff depending on the
situation that occurred.
Ongoing assistance is the responsibility of professionals, including the external emergency mental
health team, which may be called by the Student Support Coordinator.
Ensure the wellbeing of other affected students and/or staff. Refer Wellbeing of Affected residents and
staff.
A respite period may be agreed with the family and the resident, if this occurs follow the Procedure for
Readmission to Halls Following Suicidal Behaviour.

Procedure for Readmission to Halls Following Suicidal Behaviour
1982

Act
Information
Official
under

Released

Critical Incident Procedures – Suicidal Behaviour (Ideation, Threats, Attempts)
34

link to page 9 link to page 10 link to page 15 link to page 22 SUDDEN DEATH
The first person on the scene of a sudden death in the halls could be a student, a staff member, a
contractor, or a visitor.  This person notifies the Onsite Person in Charge of the Hall who implements the
processes outlined below.
The death of a student will involve many different parts of the University, which may include
Counselling, Faculty, parts of Student Academic Services and other students etc. Clear lines of
communication will be important to ensure we respond effectively. The overall co-ordination of this
response is led by the Manager Student Counselling and the Student Interest and Conflict Resolution
Manager, who will work in close liaison with the halls component of the response which is co-ordinated
by the AD Halls.
Good note taking is important for any Coroner’s request that may come through the University General
Counsel at a later date.
1982
Onsite Person in Charge check list
  Immediate actions to preserve life and prevent further harm
Act
  Limit impact and protect privacy. Ensure Police are able to notify the family before others
become aware.
  Call the Head of Hall (if not on duty) who comes in and assumes on site role
  Notify the AD Halls
  Information collection and collation
  For police and emergency personnel
  Next of Kin details. Name of the person first on the scene, the circumstances, and the
time of discovery. Specific religious/cultural considerations
Information
  For AD Halls
  Factual briefing. Information for Coroner and other legislative bodies
  Notification of student's next of kin. This is the role of the Police. Confirm with Police that this
has been done.
  The body remains as found and will be removed on instruction of the police who notify the next
of kin and arrange for the body to identified. If a request is made for a staff member to identify
Official
a body and you are not comfortable to do so, discuss this with your manager.
  Make arrangements if other residents need relocation. Ensure wellbeing of affected people. A
suspected suicide has a particular level of sensitivity.

Post Incident
under
Blessings
Arrange for a ritual cleansing/blessing ceremony to be performed (ideally within 24 hours)

Memorials
Identify a memorial space in a quiet and private area within the hall for residents and staff to grieve
Make available grief management resources along with a memorial book that is presented to the family

Funeral Service / Memorial Service
Released
A memorial service can enable the Hall staff and students to join together as a community
The service is conducted by the university's chaplains or other appropriate religious leaders
The University will assist in the provision of transport for hall staff and students to attend the funeral if
practicable.
Incident Summary and Review
The Associate Director – Halls must document an Incident Report summary (refer Post Incident Actions
for template) including the timeline of response and capture any learnings. Ensure any learnings are
updated in the Critical Incident Procedure and staff training.
Critical Incident Procedures – Sudden Death
35

Anniversary
Arrange through the Chaplain Service to acknowledge the event with staff and students who remain in
the Hall.

Investigation by the Coroner
If Police determine that the cause of death is ‘unexplained’ or ‘suspected suicide’, there will be a
Coroner’s Investigation. All communication with the Police/Coroner related to this investigation must be
directed through the University Legal Counsel.

1982
Act
Information
Official
under
Released
Critical Incident Procedures – Sudden Death
36

link to page 19 Associate Director Student Living - Halls Checklist
Take the lead and co-ordinate tasks with the Head of Hall or Onsite Person in Charge
Immediately
  Assess who needs to know and make internal notifications
  Consider external notifications - WorkSafe, Victim Support, Other?
  Brief and inform Director of Student and Campus Living and
  Incident Management / Crisis Management teams as relevant
  Coroner and other legislative bodies
  Notify the Deputy Director of Victoria International if an International Student is involved
  International Students have insurance, details are held by Victoria International who may also
act in place of family.  They will contact the relevant Embassy/High Commission.
  Communications and Marketing team
  Media management regarding responding to any media enquiries. Decide what facts are
1982
necessary and appropriate. Also consider how best to handle any offers of outside support.
  Seek support for communications to hall community and families.
  Head of Counselling and Student Interest and Conflict Resolution Manager.
Act
  Request support. Ascertain whether the student is a client of Mauri Ora
  Confirm that the Head of Counselling will liaise with the Faculty Manager, Student and
Academic Services to ensure other systems including locking files and removing resident’s name
from all University mail lists.
  Course Coordinators (if appropriate, usually through Head of Counselling)
  To be mindful of other students response and possible need for support / counselling.
  University Chaplain
  Blessing of the space when appropriate, (and memorial service later if required).

Information
  Heads of other Halls
  Of death and any other relevant information
  Monitoring students, particularly friends of the deceased, and any students whose mental
health is at risk
  Provide support for
  Head of Hall including additional resources if needed.
Official
  The next of kin
  Students and hall staff (refer Staff Wellness Manager)
  Within 24 hours meet with the Head of Halls and staff to discuss ongoing coordination, anticipate
areas of concern, check availability of resources, discuss any media liaison and communication with
under
wider community.
Post Incident
  Formal Debrief/Support Meeting
  Lead by a mental health professional, arranged through Student Counselling and undertaken
48-72 hours following a major event
  Media Management
  All media enquiries are referred to the Police (if on site) or the Associate Director
Communications and Marketing
Released
  Next of Kin
  Agree on a process to liaise with the family and ensure Police have already advised the death –
ensure single point of contact.
  Arrange for students belongings to be collected / returned (options of who packs/forwards?)
Ask them what they need and what they would like us to do.
  Consider accommodation if appropriate, or provide a list of nearby accommodation options.
  Provide opportunity for parents to meet friends
  Respond to enquiries from others including other parents. Refer to Managing Communications
Critical Incident Procedures – Sudden Death
37

link to page 40 link to page 42 link to page 44 link to page 45 link to page 48 link to page 49 link to page 50 link to page 51 link to page 53 HALL-WIDE CRITICAL INCIDENTS
Impact of the incident may require mass evacuation of the hall
Notify both the AD Halls, and AD Infrastructure and Services

Overview:
When does a building system outage become critical?
Emergency Welfare Arrangements and Contingencies for Essential Building Services
Accounting for People
Evacuation or Unavailability of a Hall
1982

Scenarios:
Act
Contagious Disease or viral outbreak
Fire
Earthquake
Bomb threat
Violent Incident/Active Threat

Information
Official
under
Released
Critical Incident Procedures – HALL-WIDE CRITICAL INCIDENTS
38

WHEN DOES A BUILDING SYSTEM OUTAGE BECOME
CRITICAL?
Hall Managers must understand the dependency of all building services, systems, sub-systems their
failure modes, and the recovery procedures required to ensure safe and continued operation of halls
during a business interruption.
Electricity
  Identify availability of emergency generator including capacity, run time on full load, auto or manual
start and critical systems protected. Who will start/refuel the generator?
Fire safety systems including thermal detector, smoke detector, audible and visual alarm.
  Automatic fire detection and warning system unavailable
1982
  Manual fire warning unavailable
  Is the system protected by a battery back up? How long does it last?____________
Act
Security systems including access control and CCTV.
  Buildings not secure
  Unable to monitor activity within halls
  Is the system protected by a battery back-up or generator? How long does it last?__________
Lighting
  Unable to move around building safely in hours of darkness if emergency lighting is not available
  Is the system protected by a generator? How long does it last?__________
Emergency Lighting
Information
  Unable to move around building safely in hours of darkness where emergency lighting is not
available
  Is system protected by a battery back-up or emergency generator? How long does it
last?__________
Lifts
Official
Not critical if stairs are available. (Check any residents or staff that require mobility support.)
Mechanical ventilation (Fans)
  Air changes and quality below required standard [Confirm standards]
  Is alternative ventilation and heating available?
Cooking Facilities
under
  Becomes critical if no cold food available and/or need to boil water
Gas
  Identify if gas is supplied from mains or cylinders
Heating
  Not critical – comfort only
Is alternative heating available e.g. electrical heaters?
Released
Cooking
  Becomes critical if no cold food available and/or need to boil water
Water
  Identify if storage tanks are available, capacity and systems protected
Fire fighting water and sprinklers
  Automatic fire protection – suppression system unavailable
  Is water supplied from storage tank or main supply, sprinkler booster pump or mains supply?
Critical Incident Procedures – When does a building system outage become critical?
39

Potable (drinking) water
  Critical if residents and staff remain in the halls
  Identify stored water and arrangements for its maintenance
Toilets – flushing and sanitation
  Identify storage tank and its capacity
  Is water supplied to the tanks from a pumped system?
Waste disposal
  If drains and sewers are damaged it will not be possible to flush toilets
Telecommunications
  Identify alternative communications methods that are available if the telephone network is down
Landline telephones
  Unable to communicate in an emergency.

1982
  Less critical if underpinned by operational cell phone. Radio telephones (RT). Co-dependency is
electricity and cell phone and/or RT network

Act
AD Infrastructure and Services: Further hall specific analysis is required to determine exactly what
services are provided and how they interact with each other to fully understand the circumstances
around their potential unavailability. Also the reason that any system or part thereof is critical and any
contingency, system redundancy or the ability to get help to restore it. To start with a schedule of assets
is required for each hall to help determine where their failure is critical to safety, quality, environmental
protection and the operation of the hall.

Information

Official
under
Released
Critical Incident Procedures – When does a building system outage become critical?
40

EMERGENCY WELFARE ARRANGEMENTS AND
CONTINGENCIES FOR ESSENTIAL BUILDING SERVICES
Shelter
Option 1: ‘Shelter in place’ is the preferred option when safe to do so.
Option 2: For scenarios when temporary relocation to an alternate hall is required, four catered halls
with large gathering areas have been equipped with spare bedding and supplies. Double bunking may
be necessary. These halls are: Capital Hall, Katharine Jermyn Hall, Te Puni Village, Weir House.
Option 3: Residents who are able to make their own temporary arrangements should be asked to do so.
Option 4: Consider temporary overnight shelter at other University buildings including the Hub and Te
Herenga Waka Marae.
1982
Security Arrangements
200 x Red Lanyard for guest swipe access located at Student Accommodation office. Act
Water - Potable and Hygiene
All halls stock emergency water supplies. Bulk supplies can be accessed from ‘Bulk Water’.
Bulk Water
Glen: 027 286 8098
[email address]
Potable water delivery
Emergency Power
Information
The following halls are equipped with a generator: None
The following halls are set up for portable generator connection: TBC
Generator Hire Suppliers
Diesel Agencies
04 237 5501
3 Kapuni Grove, Porirua
Official
Generator Rental Services
0800 301 301
Auckland and Tauranga
Aggreko
0800 004 906
Cr. Wareham Place & Barnes Street,
04 589 0860
Seaview, Lower Hutt
under
MRL Power Hire
0800 675 797
[email address]
19 Gregory St, Naenae, Lower Hutt
Emergency Food Supplies
All catered hall hold 3 days food supply.
Communications
Released
When the telephone network is unavailable;
  RT units are located at: All Victoria Managed halls.
  Satellite phones located at: Weir House, Willis Street Halls, Joan Stevens Hall, Boulcott Hall,
Katharine Jermyn Hall
  Hall Staff are connected on WhatsApp chat group

Critical Incident Procedures – Emergency Welfare Arrangements and contingencies for Essential Building
Services
41

Emergency Sanitation
If sewers have been broken or the water supply interrupted, do not use the toilets in buildings to prevent
further contamination of areas around broken sewer lines.
  Consider the following and request support from the Associate Director - Infrastructure and Services.
  How many toilets do you need?
The Building Act requires two toilets for 6 to 30 people, and above that add one toilet per 40
people.
  How long do you need them for?
  What are the daily cleaning and restocking arrangements?
  Who will empty them when required?
  Where are they going to be located? And who will be able to access them?

1982
Portaloos
Option 1: Portaloo hire is the preferred short term option if a localised outage impacts a hall. Hire usually
includes a delivery, cleaning, emptying and removal service.
Act
Hirepool Wellington
04 801 7801
[email address]
Hirepool Thorndon
04 473 1527
[email address]
Superloo
0800 500 234
[email address]

Option 2: For region wide emergencies where access to hire portaloos may not be readily available. The
University owns eight drop-tank portaloos stored on Kelburn Campus. Each portaloo has a 246L capacity
and four of the units have a urinal installed. Each unit also contains a start-up kit, which includes toilet
paper, hand sanitiser, and a chemical deodoriser, so they can be rapidly deployed for immediate use.
Information
Instructions include portaloo, setup, maintenance and contacts for waste removal, replacement
consumables and additional portaloo hire if required.

For the University owned portaloos, arrange for them to be cleaned and restocked with toilet rolls and
hand sanitiser by the regular cleaning contractor if available. Advise them to report when waste tanks
are nearly full so emptying can be carried out when necessary.
Official
Portaloo emptying:
Dawson’s Waste Services
(04) 528 9909
[email address]
Peter Dawson

under
Emergency Composting Toilets
Option 3: These are a last resort for emergency welfare in a major region-wide crisis for short periods
where residents are unable to go home. Victoria Accommodation has 44 composting toilet kits for
servicing Halls of Residence. These would be deployed in existing bathrooms where possible. Full
instructions for their assembly and use are located with each kit. Storage locations are as follows:
•            Accommodation Service Office – x 2
•            Boulcott Hall – x 4
Released
•            Joan Stevens Hall – x 5
•            Katharine Jermyn Hall – x 12
•            Weir House – x 10
•            Willis Street Halls – x 3
•            University Hall – x 8

Critical Incident Procedures – Emergency Welfare Arrangements and contingencies for Essential Building
Services
42

ACCOUNTING FOR PEOPLE

A people reconciliation process is under development in 2020.

1982
Act
Information
Official
under
Released
Critical Incident Procedures – Accounting for People
43

link to page 15 EVACUATION OR UNAVAILABILITY OF A HALL
A number of critical incident scenarios result in residents and staff being displaced from their building
for a period of time.
If the duration is likely to exceed four hours (for example bomb threat, fire, flood, Police investigation)
the role of the IMT/ Onsite Person in Charge (depending on the scale and severity of the event) is to
make welfare arrangements for displaced residents and staff. Welfare includes physical shelter and
pastoral care/wellbeing needs that are specific to the critical event.
When determining priorities for sheltering or accommodating residents at an alternative location,
prioritise those with specific disability requirements and/or limited access to local support.
  Assess conditions impacting the level of shelter/accommodation provided, if necessary make
alternative arrangements in consultation with the AD Infrastructure and Services.
1982
  Time of day/night impacting the number of evacuees and their level of preparedness eg. Sleep
wear vs Street wear
  Overlapping scheduled meal times
Act
  Adverse weather eliminating use of outdoor assembly areas
  Time of year and University calendar impacting student wellbeing and ability to cope with
adversity
  Overnight duration requiring suitable sleeping alternative arrangements
  Residents requiring special assistance.
  Presence of resident’s guests, and security considerations at the welfare location when the
presence of unfamiliar faces may enable ‘tailgaters’ to go unnoticed.
  Arrange alternative shelter at another hall managed by Victoria and located as conveniently
Information
nearby as possible. Consider aligning with existing catering arrangements if possible.

  Respond to requests to provide shelter and assistance to another hall during a critical incident,
this may include arranging:
  Shelter  - free up a large common area and provide tea/coffee
Official
  Sleeping arrangements
  Catering if the evacuation is over a meal time, alternative arrangements for resident meals
  Security (people and belongings)
under
  Information - use established communication channels to ensure residents are kept informed
when the building is cleared for reoccupation
Re-entry to building:
If control was with Police, FENZ or WorkSafe the building would be released to the AD Infrastructure
and Services, Accommodation Property Manager or Head of Hall
Refer Wellbeing of affected residents and staff
Released

Critical Incident Procedures – Evacuation or unavailability of a Hall
44

Emergency Welfare Plan
Primary Emergency Welfare Sites and Resources
A detailed spreadsheet of emergency resources across all halls is held by the Associate Director -
Infrastructure and Services, and a list of supplies and their locations for each hall are held at each site. A
summary is provided below.
Name of Hall
Emergency Resources
RA Number
Capital Hall
Buddy Hall:
143 Willis St
Bedding: 300 Pillows, 300 Duvet inners
463 3720
Extra beds: TBC
022 563 3720
Food: level 5 store room
Water: 80L water on each of 11 floors
1982
Toilets: None
Katharine Jermyn Hall
Buddy Hall
100 Boulcott St
Bedding: 320 set of fitted sheets, duvet covers, duvet inners, pillows, pillow cases, towels
Act
463 9080
(stored levels 2,3,4)
022 563 9080
Extra beds: 6 guest mattresses and stretchers
Satellite phone
Food: Food and disposable plates/cutlery for 390 pax for 3 days held in kitchen.
0088162 2434359
Water: 3 x 250 LT emergency water tanks, located levels ground, 2 and 5.
Toilets: 12 compostable toilets stored on levels 5, 10, and 12.
Te Puni Village
Buddy Hall: TBC
80 Fairlie Tce
Bedding
470 9220
Extra beds
027 563 9220
Food
Information
Water
Toilets
Weir House
Buddy Hall: TBC
Gladstone Tce
Bedding
463 3700
Extra beds
027 563 3700
Food: Caterer holds 3 days supply in kitchen plus emergency dried food quantity TBC
Official
Satellite phone
Water: 2 x 200L tanks, plus 15,000L tank outside AB House and 5L containers in shed
0088162 1433565
Toilets: 10 compostable toilets stored in linen cupboards of JH Wing and TW Block, and
old phone booths in WW Wing

under
Secondary Emergency Welfare Sites and Resources
Name of Hall
Emergency Supplies
RA Number
Boulcott Hall
Buddy Hall: TBC
47 Boulcott St
Bedding
463 4740
Extra beds
Released
463 4743 / 021 285 4743
Food
Satellite phone
Water
0088163 1448975
Toilets
Everton Hall
Buddy Hall: TBC
10-12 Everton Tce
Bedding
472 0655027 472 1026
Extra beds
Food
Water
Toilets
Critical Incident Procedures – Emergency Welfare Plan
45

Helen Lowry Hall
Buddy Hall: TBC
19 Blakey Ave
Bedding
476 7698
Extra beds
027 240 2766
Food
Water
Toilets
Joan Stevens Hall
Buddy Hall: TBC
132 The Terrace
Bedding
463 6900
Extra beds
463 6834 / 021 966 834
Food
Satellite phone
Water
0088162 1433563
Toilets
Unilodge: Stafford House
Buddy Hall: TBC
40 The Terrace
Bedding
463 2200
Extra beds
1982
027 469 4620
Food
Water
Toilets
Act
University Hall
Buddy Hall: TBC
44 Kelburn Parade
Bedding
463 4713
Extra beds
0800 Unihall
Food
Water
Toilets
Victoria House
Buddy Hall: TBC
282 The Terrace
Bedding
463 9040 (Katrina)
Extra beds
Information
027 440 9249
Food
Water
Toilets
Willis St. Halls – Cumberland  Buddy Hall: TBC
House
Bedding
237 Willis St
Extra beds   Official
463 4770
Food
027 563 4770
Water
Satellite phone
Toilets
0088162 1433564
under
Education House
Buddy Hall: TBC
178 Willis Street
Bedding
4634770
Extra beds
027 522 9098
Food
Water
Toilets
222 Willis Street
Buddy Hall: TBC
463 4713
Bedding
Released
0800 Unihall
Extra beds
Food
Water
Toilets

Critical Incident Procedures – Emergency Welfare Plan
46

CONTAGIOUS DISEASE OR VIRAL OUTBREAK
The impact of a contagious disease or viral outbreak during term time will be higher than during lower
occupancy periods such as University breaks, particularly if staff or contractors that provide critical
services are also affected.
Taking specialist advice and implementing hygiene practices early can significantly reduce the spread of
infection and impacts on the residential community.
Victoria’s Medical Director of Student Health is the:
  University specialist advisor on contagious disease or viral outbreak
  liaison point with the Medical Officer of Health (Regional Public Health) if a pandemic is alerted
or declared or communicable disease is diagnosed
  prepares factual information for the Communications and Marketing team.

1982
Onsite Person in Charge
  Advise the AD Halls
Act
  Isolate the people affected:
  Provide separate bathroom facilities for those affected to minimise spread of infection
  Arrange for meals/water to be delivered
  Provide means of contacting on-site staff
  Provide information to ensure compliance with isolation procedures

  Support general communications
  Photocopying

Information
  Distribution including electronic dissemination

  If the rate of infection escalates a halls response may require:
•  Re-housing of sick residents or well residents if a floor is dominated by those in isolation
•  Redeployment of staff to manage isolation of sick residents impacting on every day operations
•  Lower level of catering and cleaning availability
Official
Associate Director Student Living - Halls – Immediate Actions
  Liaise with the Medical Director of Student Health
  Provide relevant details
under
  Follow instructions
  Advise Director of Communication and Marketing
  Advise Director Student and Campus Living
  Liaise with Communications and Marketing
  responses to media
  overall co-ordination
  central messaging adaptations for halls including hygiene; social distancing; self-care and caring
Released
for others; staying safe; limiting spread; control interventions and accessing advice and help.
  Check StarRez for immunity status of the community if vaccine records are available, and work with
student health to determine any follow up required for those who are not immune.

Post Incident
  Arrange critical incident debrief

Critical Incident Procedures – Contagious Disease or Viral Outbreak
47

FIRE
Response instructions for discovering a fire or hearing a fire alarm are located on the emergency
instructions in each building, staff and residents must be well versed with what to do.
Treat ALL fire alarms as real.
Onsite Person in Charge
Upon hearing the fire alarm, evacuate the building, or upon discovery of a fire:
  raise the alarm (activate the nearest fire alarm call point by breaking the glass and pressing the
switch down)
  call Fire and Emergency services on 1-111
  evacuate the building using the nearest emergency exit. Collect the emergency roll call as you
1982
go by
  call Campus Security on 0800 VIC 8888
Act
The Onsite Person in Charge is the Building Warden and is responsible for:
  overseeing evacuation of the building and guiding occupants to the assembly area
  reporting any floors not cleared, persons needing assistance to evacuate, or people
unaccounted for to Fire and Emergency NZ
  liaison with, and co-ordination of Fire and Emergency NZ requirements.
Be aware of secondary hazards including the risk of electrocution if the sprinkler system has activated.
Information
Do not re-enter an evacuated building for any reason.
  Account for people (staff, residents, on site contractors, visitors)
  Call AD – Infrastructure and Services for further instructions. They will arrange further support
to come to the site.
Official
  Assess whether alternative shelter is required for evacuees.
  Refer to ‘Evacuation or unavailability of a Hall’
  Call a neighbouring Hall Manager to find space to shelter displaced residents while the building
is unable to be entered.
under
The scale of fire will indicate the recovery plan required by the University.
Associate Directors Student Living – Halls/ Infrastructure and Services
Considerations if a fire occurs:
  Arrangements for resident’s destroyed property and insurance process. Note Student Hall
Handbook states that insurance of personal items is not covered by the hall.
Released
  Provisions for students who have lost/no access to personal belongings
  Support for people with disabilities
  Water damage and smoke damage

Critical Incident Procedures – Fire
48

EARTHQUAKE
Response instructions for earthquake are located on the emergency instructions in each building, staff
and residents must be well versed with what to do. During an earthquake ‘Drop, Cover and Hold’.
In a significant event the University Incident Management Team (IMT) and SLT Crisis Team will activate.
All student accommodation buildings have high NBS (New Building Standard) ratings and are prioritised
for post-earthquake engineering assessment. Refer below
Onsite Person in Charge:
Immediately following an Earthquake:
  Check staff and hall resident safety. Attempt to confirm the safety and whereabouts of all staff and
residents (roll call).

1982
  Contact and update AD Halls
  Notify the security control room and if immediate assistance is required call emergency services 111
  Use emergency equipment, first aid kits, fire extinguishers and the contents of Civil Defence
Act
Cabinets to aid others
  Notify Victoria’s Emergency Operations Centre (EOC)
  Create safe gathering space in the hall for residents
  Do not evacuate a building unless:
  You are advised to by the person in authority e.g. Police, fire or local authority
  There is a fire alarm, real risk of collapse, other imminent threat to life e.g. gas leak
  use pairs of messengers if there is no other means of communication
Post earthquake:
Information
Assume help will take some time to arrive
  Co-ordinate staff on site to manage the emergency locally:
  Collect information about the situation to provide to the IMT
State priorities including:

Official
  Getting students back home if required
  Accommodation priorities - arrangements
  Contact with families – messaging
  Food and drink requirements
under
New Building Standard (NBS) rating per hall
Hall
Current Score (% NBS)
Boulcott Hall
100
Capital Hall
100
Everton Hall
Various 51 - 103
Helen Lowry Hall
TBC
Joan Stevens Hall
>67
Released
Katharine Jermyn Hall
100
Unilodge: Stafford House
172
Te Puni Village
>67
Victoria House (Wallis wing) others NYA
(69) TBC
Weir House
Various >67
Willis St. Halls – Cumberland House
70
Willis St. Halls - Education House
100

Critical Incident Procedures – Earthquake
49

link to page 46 BOMB THREAT
Any bomb threat received by the University is classified as a level 5 event requiring immediate
notification to the Police and Campus Security, and activation of both the IMT and SLT Crisis Team.
A bomb threat may be received via email, social media, a note left, posted letter, graffiti, suspicious
package, in person or by phone.
Bomb Threats may be specific on non-specific. For example:
  Non-Specific Bomb threat - ‘there is a bomb in the building’.
  Specific Bomb Threat - information/location/timeframe will be given about the device or a suspicious
item/location.
Immediate Actions: Person receiving the threat
1982
  Remain calm and treat all threats as genuine.
  If a suspicious object or note is found leave it as it is.
Act
  If the threat is received by phone refer to the standard check sheet on the following page.
  Call the Police on 1-111, state you have received a bomb threat and provide as many details as
you can.
  Call security using the University Emergency Number 8888 or 0800 VIC 8888, advise them you
have notified police.
  Advise the AD Halls and tell them you have notified Police and Security. (The AD Halls will advise
the Director Student and Campus Living who will activate the IMT and advise the Chief
Information
Operating Officer and Vice Chancellor)
  When the Police are dispatched to the scene, the directions and instructions given by officers
are to be followed.
No one is allowed to return until the Police Officer in Charge, authorises re-entry and the Onsite Person
in Charge who is in liaison with the Police and Security has given the all clear.
Official
The information received from the bomb threat and discussions with the Police will determine how the
building or complex should be evacuated.
If Police determine that a bomb threat evacuation is necessary, they will clear the building by ‘sweeping’
each floor before bringing in the specialist dog squad. Building occupants will usually be instructed to
under
take their coat, bag/wallet with them, and whether to lock their rooms.
The fire alarm must not be used to evacuate a building unless there is a fire. The Police will liaise with
Campus Security if they need assistance with the evacuation.
  Assess whether alternative shelter is required for evacuees. Refer to ‘Emergency Welfare Plan’

Released
Critical Incident Procedures – Bomb Threat
50

Check sheet: Person receiving a bomb threat by phone
Keep calm. Do not hang up.  A dialogue with the caller is important as information that may be gleaned
from the caller can help assess the current situation and help police with further inquiries. Let the caller
talk, ask the questions as the opportunity arises and avoid being confrontational.
Questions
Answers
When is the bomb going to explode?

Where is the bomb?

What does the bomb look like?

What kind of bomb is it?

What is the explosive type and quantity?

1982
Why did you place the bomb?

What is your name?

Act
Where are you?

What is your address?

Exact wording of the threat:

The Caller
Sex:
 Male   Female
Estimated age:
  Information
Any speech impediment (specify):

Accent (specify):

Voice- loud – soft etc:

Speech – fast – slow etc:

Official
Manner, calm emotional etc:

Did you recognise the voice?
Yes    No
If so who do you think it was?

under
Was the caller familiar with the area?
Yes    No
Threat Language
 Well spoken
 Irrational
 Message read by caller
 Other: _____________
 Incoherent
 Taped
 Abusive

Any background noises?
Released
 Street noise
 Aircraft

Mu
sic
 Vehicle
 House noise
 Voices
 Machinery
 Other: _____________
Call taken
Date: __/___/____
Time:
Length of call:
Number called:
Critical Incident Procedures – Bomb Threat
51

VIOLENT INCIDENT/ACTIVE THREAT

Initial actions for individuals should focus on:
Escape, by taking cover but trying to leave the area as soon as possible
See, gather as much information as possible about what is happening around you
Tell, pass the information on to police and security
Act (if you cannot escape), by securing the area, keeping people out of public areas and barricading

Where possible remove yourself and others from the vicinity of the offender
Find a place of safety, in an out-of-sight hiding place or behind a lockable door
If confronted, do exactly as instructed, be submissive, avoid eye contact
1982
Use opportunities to escape if presented

From a safe location call Campus Security on Ext 8888 (0800 VIC 8888) or (04) 463 9999 giving as much
Act
detail as possible (description, location, direction of travel of the offender)
Alert other staff and students when able to do so

IF SAFE TO DO SO, provide First Aid to affected people

Follow instructions from Campus Security who will take control of the scene in conjunction with the NZ
Police
Do not return to the scene or building until the ‘all clear’ has been given

Information

Official
under
Released
Critical Incident Procedures – Violent Incident/Active Threat
52

Key Contacts
External
Emergency Services
Ambulance, Fire, Police
1-111

17 Adelaide Road
Accident & Urgent Medical Centre
384 4944
Mount Cook
Medical Officer on Duty
Wellington
Te Haika
494 9169
[email address]
24/7 mental health crisis service
1982
Kenepuru Hospital
Crisis Resolution Services
0800 745 477
Raiha Street
24/7 Crisis Line
494 9169
Porirua Act
1737 Free Counselling service
Call or text 1737 to speak to a qualified
1737
National service
counsellor, available 24 hours 7 days
Riddiford St
Emergency Department
385 5999
Newtown
Wellington Hospital
Wellington
HELP
Level 2, James Smith Building
Sexual Abuse Foundation
499 7532
55 Cuba Street
Information
24/7 Crisis Line
Wellington
Suicide Crisis Line
0508 828865

41 Victoria St
Official
NZ Police
381 2000
Wellington
Victim Support Contact Centre 24/7
0800 842 846

Level 1, Community Health
Regional Public Health
570 9002
Building, Hutt Hospital, High
Medical Officer of Health
under [email address]
Street, Lower Hutt
805 0522 (8-5pm)
Sexual Assault Assessment and
Coordinator: 027 666 8865

Treatment Service
Manager: 027 279 2166
Cathy Stevens: 021 078 6835
Bennestar
0800 360 364
https://www.benestar.com/
Released
Employee Assistance Programme
National Poison Centre
0800 764 766

WorkSafe
https://worksafe.govt.nz/notify-
0800 030 040 (24/7)
Reporting a Notifiable Event
worksafe/
Hosayy Properties Services Ltd
Managing Director
[email address]
Commercial Cleaning
C.L. Ang (Tom): 021 084 55019

Critical Incident Procedures – Key Contacts
53

Victoria University specialist crisis support contacts
Emergency line: ext 8888 /
[email address]
Campus Security
463 9999 / 0800 VIC 8888
4 Waiteata Road, Kelburn
Matt Sclater Security Manager
463 6660 / 022 842 8888
[email address]
Communications & Marketing

Katherine Edmond, Associate Director
463 5539 / 027 563 5539
[email address]
Sarah Boyd, Communications Manager
463 6105 / 027 563 6105
[email address]
Laura McNeur, Senior Advisor SCL
463 6385/ 022 308 6385
[email address]
Student Counselling

Claire Doonan, Manager
463 6011/ 022 563 6011
[email address]
TBC, Mental Health Co-ordinator
463 5310
1982
Student Health
463 5308 (reception)

Gill Mark, Medical Director
463 6690 / 027 563 5308
[email address]
Kevin Rowlatt, Associate Director SH&C
463 6441/ 022 563 5308
[email address]
Act
Victoria International
021 585 727
[email address]
Kirsty McClure, Deputy Director
Student Interest & Conflict Resolution

Emma Mossman, Manager
463 5023/ 027 563 5023
[email address]
Malia Stagg, SICR Adviser
463 4725/ 021 031 4943
[email address]
Kirsten White, Student Disputes Advisor
463 5167
[email address]
VUWSA Student Advocate
[email address]
Information
463 6984/ 022 563 6984
Erica Schouten
Student Union Building SU405
Te Pūtahi Atawhai
[email address]
463 6974
Maori and Pasifika student support
Level 2, Student Union Building
[email address]
Disability Services
463 6070
Official
rachel.anderson-
Rachel Anderson-Smith, Manager
463 6077
[email address]
Human Resources

[email address]
Trish Knight, Manager Staff Wellness
463 6845/ 027 563 6845
[email address]
under
Alice Lau-Young, Senior HR Advisor SCL
463 9728/ 027 442 5421
Anglican Chaplaincy
Ramsey House

John Dennison
8 Kelburn Parade, Kelburn
463 5499 / 022 104 2986
Pastoral care and site blessing
[email address]
Safety, Risk and Emergency Planning
463 6071/027 563 6071
[email address]
Jeff Munn, Senior Advisor
Released
Legal matters and Privacy Officer
021 898 187
[email address]
Simon Johnson, University General Counsel
(after hours call AD Halls)
Emergency Operations Centre
463 6767
6 Waiteata Road, Kelburn
Satellite phone
0088162 1433562
Victoria Accommodation
463 5896
4 Waiteata Road, Kelburn
Satellite phone
0088162 1433562
Critical Incident Procedures – Key Contacts
54

Other accommodation and emergency shelter
Nearby preferred options if a student is removed from a hall, or a hall becomes unavailable and other
student accommodation is not available. If rehousing residents from a catered hall, consider
proximity/access to another catered hall.

James Cook Hotel Grand Chancellor
499 9500
0.7 km from Victoria University
147 The Terrace, Wellington
of Wellington
Grand Mercure Wellington
0.5 km from Victoria University
385 9829
345 The Terrace, Wellington
of Wellington
Mercure Wellington Abel Tasman Hotel
0.5 km from Victoria University
385 1304
169 Willis Street, Wellington
of Wellington
1982
Te Herenga Waka Marae
463 7423
Emergency shelter overnight
Kelburn Parade
After hours TBC
Act
Number of persons that can be accommodated TBC

Information
Official
under
Released
Critical Incident Procedures – Key Contacts
55

link to page 60 RECEIVING A DISCLOSURE OF SEXUAL VIOLENCE OR
SEXUAL HARASSMENT
Check the Staff Roles section to ensure appropriately trained staff support any disclosing resident.
HOW TO RESPOND TO A DISCLOSURE
1. Ensure an appropriate environment
  Take the disclosing resident to an appropriate space where they feel safe and comfortable and
can have a confidential conversation.
  Ask them if they would like a friend or support person present
  outline the limits of confidentiality. “Your privacy needs are important to us, however if there are
immediate risks to anyone’s safety we may need to talk to someone else”. This should be done in
collaboration with the disclosing resident and could include HELP, Te Haika, police or the AD
1982
Halls.
  If you are unsure about immediate safety contact Te Haika, HELP or the AD Halls for advice and
Act
support.
2. Establish immediate safety
Identify whether the disclosing resident or someone else is in any immediate danger, or if they need
immediate medical attention. Immediate risks could include danger from the alleged perpetrator, or
an immediate physical or mental health emergency. If this is the case, talk to the disclosing resident
about the best course of action “this is really serious and I am worried about your/someone else’s
safety. We need to talk to a trained specialist to make sure that everyone is safe”.
Options include calling:
Information
  HELP to have them talk the disclosing resident through the process of accessing forensic
examination or medical attention. Warm referrals. HELP can assist with all police reports
24/7
  111 and reporting the incident to emergency services, make sure the disclosing resident is
supported through this process by Head of Hall/Deputy Head of Hall. It is not appropriate for
Official
an RA to provide support through police reporting
  Te Haika Crisis Resolution Service 24/7 for mental health emergencies – 0800 745 477
  Student Counselling 463 5310
  Campus Security on ext 8888 or 0800 842 8888
under
Notify AD Halls if you suspect there is risk to the safety of the community through the alleged
perpetrator.
Interim action can be taken by the AD Halls and could include removing the alleged perpetrator from
site or assisting the disclosing resident to access alternative accommodation within our halls or
offsite where they feel safe and comfortable.
3. Listen to the disclosing resident and show empathy
Released
When someone discloses sexually based assault or harassment the first response is very important
to their recovery and decisions about what they want to do next.
Your role is not to investigate and any information or details you receive should be written into an
incident report later. Please note that trained professionals will take any formal reports, and should
you receive detailed information this could complicate prosecution and not be in the interests of the
disclosing resident.
Critical Incident Procedures – Receiving a disclosure of sexual violence or sexual harassment
56

At this stage you should offer to contact HELP so a trained professional can talk them through their
options. If they do not want to access this service:
Your role is to listen and support them to access the services they need. “I’m here to listen to what
you need and help you access services of your choice”
Remain calm and provide an empathetic response. Allow them space and time, silence is okay.
Reassure them that you take their disclosure seriously. “The University takes sexual violence or
harassment seriously and want to make sure we can assist and support you through this”.
Inform the disclosing resident that they are in control of what happens next. “My role is to provide
you support and information to help you decide what you want to do”
If you need more information about what support and reporting options are available contact HELP,
Student Interest and Conflict Resolution (463 5023), Student Counselling (463 5310).
1982
It is important that the disclosing resident remains in control of what happens next. They need to
feel supported and empowered to make their own decisions and take back control.
Act
Tips
  Focus on listening carefully and responding warmly rather than asking too many questions about
the incident. Use open body language, minimal encouragers, and don’t feel the need to fill
silence.
  Do not ask any questions that could be interpreted as blaming the disclosing resident, for
example “what were you wearing?” or “how much had you been drinking?”
  Ensure that the disclosing resident is physically and medically safe and collect only what
information is needed to facilitate access to medical, counselling or police support as outlined in
step 3.
Information
  Listening well, remaining calm and being compassionate can assist the disclosing resident to
begin to feel safe and build trust in you, which will help them to begin the process of working
out what they want to have happen next.
  Remember sexual assault and harassment is an abuse of power and control by one or more
people using sexual means over another person. It is a traumatic incident that overwhelms a
Official
person's capacity to cope. They are likely to be highly emotional and distressed.
  Supporting someone who discloses a sexual assault can have a major influence on their recovery.
4. Discuss support and reporting options
It is important that the disclosing resident has information and access to support services including
under
medical, counselling, and legal advice.
It is also important they are aware of their options for reporting to the police and through the
University.
We will not make police or formal reports without the consent of the disclosing resident. The
disclosing resident may want to speak with a specialist service provider over the phone to learn
more about their options. If this is the case they can call:
Released
Wellington Sexual Abuse HELP – 24 hour crisis support and on-site support workers. If you find
yourself needing to talk to someone, they’re there to listen and help, 24 hours a day, seven days a
week. HELP can also arrange doctor or counselling appointments if needed, talk to the disclosing
person about medical and forensic needs, as well as their options for reporting to police.
Just call: 04 801 6655 and push '0' at the menu.
Critical Incident Procedures – Receiving a disclosure of sexual violence or sexual harassment
57

Student Interest and Conflict Resolution - (business hours only). The Student Interest and Conflict
Resolution Team is available to talk to students about their options for medical and counselling
support, reporting to police and both informal and formal reporting through the University.
5. Provide resource to disclosing resident
Give them the resource on support services.
Ask them if they would like to talk through it now, take some time to read through it later, or be
contacted by an assigned support staff to talk through it.
Sexual violence can be confusing and traumatic. Sometimes a disclosing resident might find it hard to
retain information, or be overwhelmed by too much information. This resource can be helpful for
them to consider their options.
6. Report the disclosure/complaint to the University
You are not required to breach the disclosing resident’s trust by reporting the matter to the
University without their permission, except where there are concerns for safety or risk.
There are many reasons why a disclosing resident may not give their permission, they may be
worried about not being believed, fear of reprisals, not wanting family or others to know,
humiliation, shame and lack of faith that in the police and justice system, or they may have made a
positive decision to protect their privacy. In any case, no judgment should be made where a
disclosing resident does not give permission to release their details.
Request permission from the disclosing resident to release their name and contact details to the
Manager Student Interest and Conflict Resolution. They will contact the disclosing resident regarding
their support needs. If the student does not give their permission you must not release their name
and contact details unless there is a serious threat to the life, health or safety of the individual or
others.
If the disclosing resident does not want their details disclosed you can still call HELP or the Manager
Student Interest and Conflict Resolution to talk about the disclosure without releasing any of the
disclosing resident details. This will ensure that you passed on the correct information and provided
appropriate support options.
Notify MSICR so ongoing coordination and support can be implemented.
Notify AD Hall so any risks to community can be managed.
7. Debriefing and practicing self-care
under Official Information Act 1982
Receiving a disclosure of sexual violence can be difficult and you may experience vicarious trauma,
anger, sadness or changes to your beliefs about the world. It is important that you also receive
support to ensure you are okay.
Without disclosing any details of the disclosing resident you can debrief with a Manager, AD Halls,
MSICR, Staff Wellness Manager or the Employee Assistance Program:
Manager, Student Interest and Conflict Resolution – [email address]
Released
Staff Wellness Manager – [email address]
EAP - https://intranet.wgtn.ac.nz/staff/human-resources/health-wellbeing/emotional-and-social-
wellbeing/counselling-and-support
Critical Incident Procedures – Receiving a disclosure of sexual violence or sexual harassment
58

ROLES FOR STAFF
Risk Assessment Advisory Committee (RAAC)
RAAC will assess possible risk and create risk management plans with consideration of individual and
community safety, reputational risk, and individual and community wellbeing. Sexual violence or
harassment assessed as medium (or higher) risk to be referred to RAAC.
Risk Oversight Group (ROG)
Director of Student and Campus Living and the Director of Student Academic Services to provide risk
oversight in cases where there is a serious risk identified. Sexual violence or harassment assessed as
high risk (or serious critical incidents) to be referred to ROG through AD Halls or MSICR or RAAC.
Associate Director - Halls (AD Halls)
 To be notified and provide oversight
 To have oversight of risk through coordination with RAAC/MSICR
 To consider use of interim action
 Provide oversight for Head of Hall
Head of Hall (HoH)
The role of the Head of hall is to check that disclosure protocols have been followed with the staff
member who first managed the disclosure, that medical support has been offered to the resident
and any other immediate risks are being managed.
 The Head of Hall is the primary incident manager and if they are not on site at the time of the
disclosure, it is expected that they come on site within no more than 24 hours of the disclosure
being made. In their absence they may elect to ask the SSC to do this on their behalf. They may
also request the SSC to come on site with them. If the incident is suspected to be a serious
sexual assault the Head of Hall must come on site as soon as possible.
 The Head of Hall or if appropriate, the staff member first on the scene must complete an
incident report via StarRez as soon as practically possible, but no later than 24 hours after the
incident notification. Sexual assault is a critical incident and categorised as a level 4.
 The incident description should not be written as an investigation document and should not
contain the details of the assault. It only needs to acknowledge that an incident has occurred
and that protocols for managing the incident have been initiated. Include the following
information:
under Official Information Act 1982
o
who has been notified
o
course of action the resident has requested
o
if the alleged assailant is a resident in the hall that resident cannot be named in the
incident report (TBC)
o
the incident report is automatically sent to the AD Halls escalation list embedded in
Starrez.
 The Head of Hall is not the assigned support staff, this is the role of the SSC or other allied
Released
health professional
 While the Head of Hall can complete check-ins, it is very important that it is made clear to the
disclosing resident who their assigned support staff is
 Head of Hall to monitor impact on community, monitor behavioural or risk concerns regarding
disclosing resident and/or alleged assailant
 Head of Hall to communicate with MSICR to ensure coordinated support
Critical Incident Procedures – Receiving a disclosure of sexual violence or sexual harassment
59

Role of RA
  It is not the role of the RA to provide wellbeing support
  It is not the role of the RA to support the disclosing resident through the reporting process
  The RA should escalate to the Head of Hall as soon as possible
  RAs who receive disclosures or have involvement in incidents will be assigned an SSC or other
staff member to provide support
  MSICR to be notified when RAs have received a disclosure or been involved in an incident to
ensure coordinated support.
  Head of Hall can consider whether RA may need some time off

Role of Student Support Coordinator (SSC) – assigned to disclosing resident or alleged assailant
An SSC will be assigned to the disclosing resident and or alleged assailant as well as any other
impacted students

1982
  make clear to disclosing resident and/or alleged assailant that they are the assigned staff
member who will be providing support and completing ongoing check-ins
  liaise with MSICR to ensure coordinated support
Act
  ensure psychological, academic, accommodation, financial etc needs are managed
  escalate any risk to AD Halls/MSICR/RAAC/Head of Counselling

Role of Manager Student Interest and Conflict Resolution (MSICR) - Coordination of response and
support
  Ensure the disclosing resident has an assigned support person (SSC or counsellor) who will
communicate with MSICR to ensure coordinated support
  ensure that the disclosing resident is linked in with other support as required such as GP,
counselling or external services
Information
  in partnership with the disclosing resident or assigned support person create a support plan for
management of their recovery
  Ensure the alleged assailant has an assigned support person if the matter has been reported
  Monitor risk and escalate to AD Halls/RAAC as needed
  Liaise with AD Halls regarding impact on hall community and need for any interim action.
Official
  Check-ins with disclosing resident and/or alleged assailant to be coordinated by MSICR at 6
weeks and 6 months.
  Coordinate and communicate with police where appropriate, if another staff member such as
Campus Security is liaising with police, co-ordinate together to ensure only one staff member is
under
the police liaison point.

Released
Critical Incident Procedures – Receiving a disclosure of sexual violence or sexual harassment
60

GROUNDS FOR DISCLOSURE OF INFORMATION - UNDER
UNIVERSITY PRIVACY NOTICE AND PRIVACY ACT 1993
The Privacy Act places limits on the release of personal information. Principle 11 requires agencies
holding personal information not to disclose it other than for the purpose for which it was collected.
However an agency may release personal information on request2 if one of the exceptions applies.
Victoria Accommodation is included in the University’s Privacy Notice3 which describes how the
University collects, uses and shares personal information and explains the rights of people whose
information has been collected in relation to those activities. Health information held by Mauri Ora (our
Student Health and Student Counselling services) or Disability Services is managed in accordance with
the Health Information Privacy Code4 and any specific Privacy Notice relating to that information.
Victoria’s Privacy Notice does not apply to that information.
1982
Internal Expertise
The following section outlines guidance on releasing personal information to Police and law
Act
enforcement agencies under the University's Privacy Notice and the Privacy Act 1993.
If the Head of Hall is unsure of whether to release information, refer requests to the University General
Counsel (also the University's Privacy Officer) or the Manager of Student Interest and Conflict
Resolution. If a request occurs after hours, the Head of Hall must contact the AD Halls for guidance.
Requests for health information must be referred to Mauri Ora. If Mauri Ora is unsure whether to
release information, they must escalate the request to the University Privacy Officer. The University
Privacy Officer will determine whether the request should be complied with. The actual release of
information will still be made by Mauri Ora.
Information
Grounds for Disclosure of Information - Under University Privacy Notice and Privacy Act 1993:
The University collects personal information for specific purposes (as outlined in the Privacy Notice).
Staff only access residents' personal information when they have a genuine need to access it for a work
purpose.
Official
The starting position is that this information will not be disclosed to anyone outside of the University.
However, there are exceptions to this rule.
The University Privacy Notice states:
There are circumstances where we share some specific categories of personal information with
under
external people and organisations. However, we only do this where it is strictly necessary for our
Purposes (see above) or it is permitted or required by law (including the Privacy Act 1993 and
Education Act 1989). We do not pass on all information that we collect – only the absolute
minimum required in the particular context.
The Privacy Notice also clearly states that information may be disclosed to
Law enforcement agencies and emergency services;
Released

2 https://www.privacy.org.nz/assets/Files/Reports/October-2017-Final-Guidance-on-releasing-personal-
information-to-Police-and-law-enforcement-agencies-Principle-11f-and-ei.pdf
3 https://www.victoria.ac.nz/site-info/privacy
4 https://privacy.org.nz/the-privacy-act-and-codes/codes-of-practice/health-information-privacy-code-1994/

Critical Incident Procedures – Grounds for disclosure of information - under University Privacy Notice and
Privacy Act 1993
61

Under the Privacy Act, it outlines when a release of information may be permitted or required.
In relation to the context of Halls of Residence, the University will not voluntarily release personal
information unless it believes on reasonable grounds that the release of information is necessary 'to
avoid prejudice to the maintenance of the law by a New Zealand public sector agency, including the
prevention, detection, investigation, prosecution, and punishment of offences'. Or, the University might
voluntarily disclose personal information if the release is 'necessary to prevent or lessen a serious threat
to public health or public safety, or the life or health of the individual concerned or another individual'.
Two ways an organisation, such as the Police, could request information about a student in the Hall:
Has there been a request for release of information?
If so, are we compelled to release, or do we have discretion to voluntarily release it?
1/ Is the University compelled to release the information under statutory powers?
1982
For example, has the Police come to us with a production order outlining a request for information?
Or a search warrant requiring access to a location/room/scene?

Act
  If so, then we'll need to release the information.
  When you release the information, make sure you only release what has been requested.
  If you think the request for information is too broad, ask for clarity around the request. If in
doubt, check with the University General Counsel.
2/ Is the request for disclosure of information made under the Privacy Act?
If it is, then we have a discretion as to whether we voluntarily release the information or not.
For example, the Police cannot force us to release information about a student under the Privacy Act.
However, we can choose to release it if one of the grounds under the Privacy Act are satisfied.
Information
If requested as a voluntary disclosure under the Privacy Act, we must believe on reasonable grounds
that the information release is necessary.
  We should only release the minimum amount of information necessary for the purpose.
  When the University discloses information under the Privacy Act, it must be able to justify that
Official
release.
  If the purpose of the request is not clear, ask for clarification of why the organisation is
requesting it.
  If the University isn't compelled to release the information, and there is no justification for
disclosing information under the Privacy Act, then you can decline the request.
under
University can decline requests for personal information
  The University is the guardian of our students' information they provide us.
  If the University isn't compelled to release the information, and there is no reasonable basis or
justification for disclosing information under the Privacy Act, then you can decline the request.
Which Principle 11 exception may apply?
Released
The two most common grounds under the Privacy Act that Halls will get a request are likely to be:
  11(e)(i) "to avoid prejudice to the maintenance of the law"
  11(f) "to prevent or lessen a serious threat to health or safety"
Principle 11(e)(i) - avoid prejudice to the maintenance of the law
You may release personal information about a student if you reasonably think that the disclosure of
information will avoid prejudice to the maintenance of the law by any New Zealand public sector agency
Critical Incident Procedures – Grounds for disclosure of information - under University Privacy Notice and
Privacy Act 1993
62

(which includes the Police), including the prevention, detection, investigation, prosecution and
punishment of offences.
For example, if a crime has been conducted by a student and Police request information about
the student as part of its investigation, assess whether the information will be necessary for
furthering this investigation. If it will assist, you can release the necessary information.
Also, if you think on reasonable grounds that there has been a crime conducted in a student's
room (eg assault/sexual assault), you may proactively contact Police and disclose information to
the Police under this exception.
Questions to ask yourself before releasing under this exception:
  what would the effect be if you don't release information about a student?
  would releasing the information prevent an investigation commencing or continuing?
  are there circumstances that mean an investigation would be prejudiced without access to
1982
the information sought?
Remember, you need to be satisfied that there is a direct connection between the disclosure and
Act
prejudice to the maintenance of the law that would otherwise arise.
Principle 11(f) - prevent or lessen a serious threat
You may release personal information about a student if you are satisfied that a serious threat exists
(either to the person themselves, or to another person) and you reasonably believe that by disclosing
the information it will prevent or lessen that serious threat.
For example, if a student is threatening another student in the Hall, you'd be able to call the
Police, have the Police come around and intervene.  In that situation, by disclosing information
about the individual, you may reasonably be able to lessen the serious threat.
Information
Similarly, if you think that a person is likely to harm themselves (whether through excess
consumption of drugs/alcohol etc) then you could call emergency services to come and assist
with the student. Again, in that situation, it's fine to release information about the student if the
information is necessary to assist emergency services in reducing the harm to that student.
Official
A further example may be if a student has returned to the hall and requires medical attention. If
you assess that they will suffer more harm either to themselves or another person then you may
proactively call emergency services and ask for them to come and address the person. In doing
so, only release the minimum necessary information about the person in order to reduce the
harm.
under
Remember to only disclose information to the agency that is able to prevent or lessen the threat. And
only disclose the minimum amount of information necessary for this purpose.
Questions to ask yourself:
  Do I have a reasonable belief that there is a serious threat to an individual's health or safety?
  Is the release necessary?

Released
  Is the release to the appropriate person/agency?
  Would there be harm if the information was not released?
The student should be advised of the release and why the disclosure was made, unless there is a risk
that telling the student may interfere in a Police investigation.

Critical Incident Procedures – Grounds for disclosure of information - under University Privacy Notice and
Privacy Act 1993
63

Requests for access to a resident’s room
If a room becomes the scene of a criminal act, the above principles will still apply. E.g., Are the Police
requesting access to the room under statutory powers (such as a search warrant), or are they requesting
access on a voluntary basis. If voluntary, then consider whether an exception may apply (to avoid
prejudice to the maintenance of the law, or to reduce harm).
If the Police have a search warrant, they will be entitled to access the room, even if the affected person
refuses.
If no search warrant, and the affected person refuses Police access, assess whether it's necessary to
request Police to issue a search warrant or production order.
The items that a student has in their rooms are not necessarily information that is collected by the
University, so the Privacy Act wouldn't come into play here. The University does not treat student rooms
as a private space, they are not similar to a person's home.
1982
Under the Search and Surveillance Act, there is a provision where Police can search a space/building
without a search warrant if they have reason to believe that the room may contain certain illegal drugs,
Act
that an offence has been committed, or being/about to be committed, and it's not practicable to get a
search warrant (because the drugs might be removed etc).
Heads of Hall should escalate to the AD Halls if the decision to enable access is unclear.
Room access by an enforcement agency should be supervised by the Head of Hall.
Record your decision and reasons in StarRez
Once you have made a decision, and informed the law enforcement agency, keep a record of your
decision and the reasons for it in StarRez. If you have decided to release information, keep a record of
Information
what information was released.

Official
under
Released
Critical Incident Procedures – Grounds for disclosure of information - under University Privacy Notice and
Privacy Act 1993
64