St. Mary's College, Arklow

ST MARY'S COLLEGE

CRITICAL INCIDENT RESPONSE POLICY

TITLE OF POLICY:
Critical Incident Response Policy

SCOPE:

Whole School Community

RELATIONSHIP TO SCHOOL'S MISSION/VISION/AIMS:

"To develop good links between the school, the home and the community, making full use of the specialist services in the community for advice and support."

"To facilitate and develop informed, loving, discerning students who have a sense of social responsibility and a sensitive active response to human need in keeping with the Catholic Ethos of the school."

GOALS/OBJECTIVES:

• The policy is being proposed, based on guidelines developed by the Irish Association of Pastoral Care in Education and the advice pack "Responding to Critical Incidents" by the National Educational Psychological Service.

• It is designed to assist the school in responding in an effective way to a serious crisis within the school.

• There may be many kinds of serious crisis but some examples are death or suicide of a student or staff member, serious accident in the school or on a trip, severe violence associated with the school or the disappearance of a student.

• The Principal will decide what constitutes a serious crisis necessitating the implementation of this policy.

• The term "suicide" should not be used until it has been "established categorically that the student's or teacher's death was a result of suicide" (ASTI Guidelines 1997, NEPS). The phrases "death" or "sudden death" may be used instead.

• The crisis response team will usually consist of the Principal, Deputy Principal, Guidance Counsellor, Year Head(s), Religious Education Team and the Tutor(s) of the student(s) involved. The Principal will convene the team. The composition of the team may need to be varied according to the type of incident, which has occurred.

• Visiting Counsellors may be invited to attend team meetings, which will usually take place immediately an incident has occurred and then before and after school for the next few days. The Principal may also decide to involve the NEPS psychologist for the school.

• It is particularly important that the work to be done is facilitated by good organizational policies, so lists of telephone number will be made available immediately by office staff to those involved.

• Organisers of school trips and outings will ensure that a list of all pupils and teachers involved, including the mobile telephone numbers of teachers, will be left with the Secretary prior to a trip or outing.

• Depending on the nature of the incident, judgments will have to be made regarding the appropriate response. The following is intended as a guide. Additional assistance may be sought from "Responding to Critical Incidents", NEPS.

POLICY CONTENT:

SHORT TERM ACTIONS - 1ST DAY

• Establish Facts
• Convene a meeting with key staff/Critical Incident Management Team to discuss strategies
• Convene a whole Staff Meeting
• Arrange Supervision of Students
• Organise Timetable for the day - maintaining normal routines as far as possible
• Inform Parents/Guardians
• Inform Students
• Organise the reunion of vulnerable students with their parents/guardians
• Make contact with the bereaved family
• Deal with the media
• Inform others as necessary

MEDIUM TERM ACTIONS - 24-27 Hours

• Review events of the first 24 hours
• Plan visits to the injured/bereaved
• Liaise with the family regarding funeral arrangements/memorial service
• Plan for the reintegration of students and staff (e.g. absentees, injured siblings, close relatives)
• Plan for attendance and participation at funeral/memorial service
• School closure

LONG TERM ACTIONS

• Monitoring of students for signs of continuing stress
• Inform new staff of the critical incident and the policy and procedures in place
• Consider a bereavement programme from an outside agency
• Students, Staff and Parents/Guardians encouraged to sign a condolence book
• The dedication of those who have died - memorial, prayer service and month's mind mass
• The evaluation and review of procedures

ROLES AND RESPONSIBILITIES:

IMMEDIATE RESPONSE (SHORT TERM ACTIONS 1ST DAY)

1. Established the Facts of the incident:

Accurate information about the incident will be gathered by Principal/Deputy Principal

• What happened, where and when?
• What is the extent of the injuries?
• What is the location of those injured and not injured?
• How many are involved and what are their names?
• Is there a risk of further injury?
• What agencies have been contacted? Contact appropriate agencies. (Appendix 1, 2 & 3)

2. Convene key staff/Critical Incident Management Team to discuss the following:

• An agreed statement of the facts for staff, students, parents and the media
• The appointment of ONE person to deal with enquiries from the press (usually the Principal)
• The delegation of responsibilities to the Critical Incident Management Team
• The appointment of a person to handle phone enquiries or other media enquiries
• Ensuring that a phone line remains open and available for inquiries
• Organising the timetable for the day, adhering to the normal school routine where possible
• Organising a staff meeting as soon as possible
• Deciding on whether an outside professional will be invited to the staff meeting
• Deciding on whether it is necessary to contact school network for additional support - (i.e. Clergy, BOM, CEIST, Parents Association and School Psychologist)

3. Inform Teaching Staff and Auxiliary Staff (Appendix 6)

This meeting will be organised in shifts to ensure that staff are available for support to the students and for supervision cover at all times.
Areas which might be covered are listed below:

• An account of the facts as known
• An opportunity for staff to express their views and feelings
• Discussion with the staff about how the facts will be shared with students.
• An outline of the routine for the day.
• Information for staff about which outside agencies have been contacted, or are involved and the supports that will be put in place for both students and staff.
• Information pack will be available to all staff - (see Principal's notice-board and "Responding to Critical Incidents" NEPS)
• A procedure for identifying vulnerable students.

The weight of responsibility surrounding a crisis may be enormous so staff should be aware of the need to support senior staff who are dealing directly with the crisis.

4. Inform Parents/Guardians

Parents/Guardians of Students directly involved
With sensitivity Parents/Guardians will be contacted as soon as possible
The steps to be followed are outlined below:

• Will agree who should share information with parents/guardians and how this will be done
• Will make a list of parents/guardians who will be contacted and those already contacted
• Will give parents/guardians relevant and factual information
• Will set aside a room for distressed students to meet their parents/guardians
• Will provide support to parents who are on their own when they arrive at the school
• Will give telephone numbers for enquiries

Parents/Guardians of Students not directly involved

• The parents/guardians of other students in the school will be informed of the incident.
• A letter will be sent stating the facts and giving brief details of the incident.

(May not be appropriate at this point to disclose the names of those involved)

• (Appendix 4 for sample letters)

5. Inform Students

Where possible students will be informed in their tutor groups by their tutor

• Facts will be given to avoid speculation and dispel rumors that could cause stress
• Students will be allowed to ask questions and express feelings
• Students will be helped to realize that overwhelming emotions are natural and normal following a critical incident. (See "Responding to Critical Incident", NEPS, Section 4)
• Tutors will try to identify vulnerable students who may need extra care or to go home.
• There will be focus on the friends of a bereaved student as they attempt to find ways to be of help to their bereaved friend(s)

6. Organise the reunion of vulnerable students with their parents/guardians

• Will contact parents/guardians of vulnerable students, asking them to collect their daughter(s)
• Will inform the students that they will be collected as soon as possible
• Will facilitate the distressed student(s) and their parents/guardians where possible in a private room.
• Will offer help with transport where necessary

7. Deal with Media (Appendix 8)
The Principal will consider setting aside a room for dealing with the media and prepare a written statement to include:

• The facts about the incident
• What has been done to deal with the aftermath of the incident
• What is going to be done
• Will provide appropriate information about the deceased person(s)
• Staff and students will be advised on dealing with the media and in dealing with unsolicited media attention

8. Others will be informed as necessary.

MEDIUM TERM ACTIONS - 24-27 Hours

1. The Principal will review the events of the first 24 hours with the Critical Incident Team and will consider:
o The need for outside agencies
o Funeral arrangements
o Handling of the media

• Will have a review with all staff to keep them informed
• Will establish contact with absent staff and pupils
• Will arrange support of individual students, groups of students and parents/guardians, if necessary
• Will arrange individual or group support meetings with NEPS personnel if necessary
• Will arrange parental permission (Appendix 5 Sample Letter Parent/Guardian Permission)
• Will update media if necessary

2. Plan visits to injured/bereaved

• Will name key person(s) to visit home/hospital
• Will ring ahead to home of the bereaved if students request to visit home of the bereaved
• Support will be provided for those visiting where necessary

3. Liaise with the family regarding funeral arrangements/memorial service

• Will designate person to liaise with family, to extend sympathy and clarify the family's wishes regarding the school's involvement in funeral/memorial service
• Will in consultation with family decide what form of representation is appropriate
• Will have regard for different religious traditions and faiths
• Will prepare attending students ahead of the funeral/memorial service (may be the first occasion they have been exposed to a major grief.)
• Will take time after the event to de-brief students.
• Will encourage and assist students to write personal messages of sympathy and/or common form of expression from staff and students

4. Plan for the reintegration of students and staff

• Will name key person(s) to liaise with returning students or staff

5. School Closure

• Will consult with the Board of Management and notify the DES (Appendix 8)

LONG TERM ACTIONS

• Staff and students will be monitored for signs of continuing distress
• New staff or students will be informed of the critical incident and the policy and procedures in place
• Consideration will be given to the need for a bereavement programme from an outside agency
• Students, Staff and Parents/Guardians will be encouraged to sign a condolence book
• The dedication of those who have died - (memorial, prayer service and months mind mass)

The Critical Incident Management Plan will be amended as appropriate following a review of:

• What went well?
• Where were the gaps?
• What was most/least helpful?
• Have all the necessary onward referrals to support services been made?
• Is there any unfinished business?

A death by suicide is treated with particular sensitivity.

• See Guidance next page
• Refer to " Responding to a Critical Incident" NEPS, Section 4
• Refer also to the Critical Incident Policy.

SUCCESS CRITERIA:

Principal with staff will initiate an informal review of the critical incident and the effectiveness of the policy at an appropriate staff meeting.

IMPLEMENTATION PROGRAMME:

The Policy will be implemented when the Principal determines that there is a critical incident

Ratified: Board of Management: 4th November 2010


Review:
The Policy will be reviewed after an incident

It will be reviewed every 3 years to ensure all information is up to date

It will be reviewed every 5 years in the absence of an incident



GUIDANCE FOR DEALING WITH THE AFTERMATH OF A SUICIDE OR SUSPECTED SUICIDE

When a person dies through suicide, those who know the person experience a deep sense of shock. The unexpectedness of the death and the taboo associated with suicide can leave a school community feeling unsure of how to proceed.

The term "suicide" should not be used until it has been "established categorically that the student's or teacher's death was a result of suicide" (ASTI Guidelines 1997, NEPS). The phrases "death" or "sudden death" may be used instead.


The following is a guide how the school can support the bereaved family, school staff and students.

FAMILY:

• A staff member should contact the family to establish the exact facts and the family's wishes about how the death should be described.
• Acknowledge their grief and loss
• Organise a home visit by two staff members
• Consult with the family regarding the appropriate support from the school, e.g. at the funeral service.

STAFF and STUDENTS

• Convene a staff meeting to brief staff on the above details. It may be necessary to do this in two shifts therefore ensuring staff are available for support to students and for cover at all times. Need to include the auxiliary staff.
• Students need to be with people they know and trust. If possible it is better if the teachers provide support to the students. The external "expert" visitor should therefore be primarily used to brief the teachers.
• Help teachers to prepare for breaking the news to students. Close friends and relatives of the deceased in the school need to be told first. This needs to be done in a private location.
• Outline the possible reactions and provide the documentation required for dealing with the students in the classroom. See Book: "Responding to a Critical Incident", NEPS, Section 4.
• Remind staff of the school's Critical Incident Policy and Plan.
• Identify high-risk students and the supports available for them.
• Decide on the strategy to deal with queries from parents/guardians. Prepare a letter setting out the facts, how the school is dealing with the events and how parents or guardians can support their daughter.
• Ensure that a quiet place can be made available for students/staff.
• Hold further staff briefings during the day to update information, to offer support and to further identify high-risk students.

APPENDIX 1
CRITICAL INCIDENT MANAGEMENT TEAM

CONTACT ---------------------------- CONTACT NUMBERS
Principal: Sr. Síor Cosgrove - 0877972346
Deputy Principal: Mrs. Brenda Byrne - 0876143751
Chaplain: Fr. Paul O' Driscoll - 0402 32196 / 0872564076
Parish Priest: Fr. Martin Cosgrove - 086 8037534 / 0402 32294
Guidance Counsellor Ms. Angela Flynn - 0861016837
NEPS - 01 8896400
BOARD OF MANAGEMENT:
Chairperson of BOM: Mr. Tom Loughnane - 086 0437140
Mr. Richard Joyce - 087 2409168
Mrs. Rita Holmes - 087 6404483
Mr. Michael Allen - 086 2590466
Mrs. Anne Marie Jones - 086 0885135
Mr. Patrick Byrne - 087 2649152
Ms. Deirdre Dalton - 087 6821315
Ms. Breda O'Connor - 087 2706072
Parents Association: Ms. Patricia Therkelson - 0868122867
CEIST - 01 6510350




APPENDIX 2:
EMERGENCY CONTACT NUMBERS

CONTACT ----- CONTACT NUMBERS
Gardaí -- 0402 32297
Ambulance -- 0404 67108
Fire Brigade -- 0402 32455
Hospital
Local GP's:
Dr. A Bentley -- 0402 32418
Dr. Ian Bothwell -- 0402 32421
Dr. Nick Buggle-- 0402 32264
Dr. L. Devereux -- 0402 32418
Dr. Terry Lyons -- 0402 37289
Dr. Siobhan McCabe -- 0402 32264
Dr. Ann Marie O'Farrell -- 0402 39481
Caredoc -- 1850334999
Health Board / Child & Family Centre -- 0402 39625
Chairperson of BOM - Mr. Tom Loughnane -- 086 0437140
School Inspector - Business Unit 2 -- 01 8896553
State Exam Commission -- 090 6442700
DES Communications Unit
Mr. Keith McMullen -- 01 8892322 / 8892162 / 8896583
NEPS Psychologist John Culbert -- 01 283 3028
ASTI -- 01 6040160
Local Clergy:
Parish Office -- 0402 31716
Fr. Paul O' Driscoll -- 0402 32196 / 0872564076
Fr. Martin Cosgrove -- 086 8037534 / 0402 32294
Rev. Nigel Sherwood -- 0402 32439
Rev. Michael Anderson -- 0402 29842




APPENDIX 3
USEFUL CONTACT NUMBERS

Irish Association of Sociology:
Ms. Josephine Scott - 094 9250858
NEPS Co-ordinator:
Ms. Mary Conroy (South East) - 059 9138582
Mobile; 087 2282836

Eastern Health Board, Resource Officers:

Mr. Sean Mc Carthy

01-201 4296
Areas covered;
South Dublin & East Wicklow

051 874013
Areas covered;
Carlow, Kilkenny, Wexford & Waterford

BEREAVEMENT SUPPORT
South Eastern Area
Suicide Bereavement Support - 1850 201 249

Living Life
Florence Road, Bray, Co. Wicklow 01-286 6729

Rainbows Greystones 01 473 4175/ 087 9920247
www.rainbows.org

South Eastern Area
Solas Barnardos 01 453 0355
Child Bereavement Service


National Suicide Bereavement Support Network:
024 95561


Parent line:
1890 927277

The Samaritans:
1850 609090

The Bereavement Counselling Service Dublin:
01 839 1766


Aware:

1890 303 302

Irish Website for people bereaved by suicide which lists support groups
http://homepage.eircom.net/~nsbsn


APPENDIX 4
SAMPLE LETTERS 1 & 2

SAMPLE LETTER 1



Date: _______________


Dear Parents and Guardians,


It is with great sadness that we convey to you the news of the death of one of our Form _____ students, ________________. We, as her school community for the past ________ years, mourn her passing and extend our deepest sympathy to her grieving family.

As a mark of respect to _________, an Area of Remembrance has been set up in the school where parents, students and staff may pray and reflect. A Book of Condolences has been placed in this area, which is situated on the balcony of St. Mary's Hall and will remain open until 12.00 p.m. on ____________, _______________.

The funeral arrangements for __________ are as follows:

____________ will be reposing at her home on _________ evening. The removal is from her home on ________ to the Church of _______________ in __________ for the Funeral Mass at ______ a.m. followed by burial in ___________ Cemetery.

Classes will be suspended on _____________ to enable staff and students to attend the funeral.

We feel it is important for the girls to pay tribute to the passing of their fellow student and as an expression of solidarity we encourage you the parents where possible to facilitate your daughters' attending for Guard of Honour in full uniform, representing _________ school community.


Ar dheis Dé go raibh a h-anam dílis.


Yours sincerely


__________________
Sr. Síor Cosgrove
Principal


Appendix 4 Sample Letter 2




Date:


Dear Parents/Guardians

The school has experienced (the sudden death, accidental injury) of one of our students. We are deeply saddened by the death / event.

(Brief details of the incident and in event of death perhaps some positive remembrances of the person lost)

We have support structures in place to help your daughter cope with this ………. (Elaborate)

It is possible that your daughter may have some feelings that she may like to discuss with you. You can help your daughter by taking time to listen and encouraging her to express her feelings. It is important to give her truthful information that is appropriate to her age.

If you would like advice or assistance you may contact the following people at the school:
(details)

Yours sincerely,





_______________________
Sr. Síor Cosgrove
Principal


Appendix 5 Letter to Parents re support


Date: _______________

Dear Parents / Guardians,

Following the recent (death) we have arranged professional support for students in the school who need particular help. _______________ is available to help us with this work. This support will usually consist of talking to the students, either in small groups or on a one-to-one basis and offering reassurance and advice as appropriate.

Your daughter has been identified as one of the students who would benefit from meeting with the psychologist. If you would like your daughter to receive this support please sign the attached slip and return it to the school by ___________.

If you would like further information on the above or to talk to the psychologist, please indicate this on the slip.

Yours sincerely,



_____________________
Sr. Síor Cosgrove
Principal

_______________________________ _______________________________


I/We consent to having our daughter met by a psychologist.

I/We understand that our daughter may meet the psychologist(s) in an individual or group session depending on the arrangements, which are thought to be most appropriate.

Name of student: ________________________________________________
Class & Year: ____________________________________________________
Date of Birth: ____________________________________________________

I would like my daughter, __________________________ to avail of the support being offered by the psychologist.

Name of Parents/Guardians: _______________________________________
Signature of Parents/Guardians: ____________________________________
Contact number: ________________________________________________


APPENDIX 6
STAFF CONTACT NUMBERS

As per office (updated yearly)


APPENDIX 7
POINTERS TO REMEMBER IF ASKED TO GIVE A LIVE INTERVIEW

• Assign the task to someone skilled or familiar with and experienced in dealing with the media
• Take time to prepare a statement
• Remember that everything you say is on record and therefore, keep it simple, factual and brief.
• Decline if you are not ready or think it inappropriate to speak with media

APPENDIX 8
SAMPLE LETTER RE SCHOOL CLOSURE


Date: _____________



Post-Primary Administration
Department of Education and Science
Cornamaddy
Athlone
Co. Westmeath

For Attention: ______________

SCHOOL ROLL NO. 61780A

Dear ______________

Further to a telephone conversation with your department yesterday and on advise given, I wish to inform you that due to the death of a ___ year student, I will be closing the school on ______________ to enable staff and students to attend the funeral.


Thanking you,

Yours sincerely,




________________
Sr. Síor Cosgrove
Principal