Critical Incident Policy and Procedure

At Pilates ITC, your safety, well-being, and peace of mind are our top priorities. This Critical Incident Policy outlines the steps we take to effectively manage emergencies and critical incidents, ensuring timely responses that minimise harm and disruption—while meeting our obligations under ASQA guidelines and the Standards for RTOs 2025.

• Critical Incident: Any unexpected, traumatic, or serious event that poses a threat to the safety, health, or security of individuals involved with Pilates ITC

• CIMT (Critical Incident Management Team): A designated group of senior staff trained to lead emergency responses and coordinate incident recovery

• Emergency Services: Police, fire, ambulance, or other state agencies contacted via 000

• WHS Legislation: Work health and safety laws that ensure safe practices across training and workplace environments

This policy applies to:

• All Students, Staff, and visitors at any Pilates ITC location

• Anyone involved in Pilates ITC activities, including off-site training or work placements

• CIMT Members

We’re committed to:

• Responding promptly and effectively to any critical incident

• Supporting individuals affected by an incident with care and professionalism

• Minimising ongoing risks, disruptions, or distress

• Complying with all relevant legislation and ASQA regulatory requirements

A critical incident includes events such as:

• Natural disasters (e.g., earthquakes, fires, floods)

• Serious accidents or medical emergencies

• Acts or threats of violence

• Terrorism or security-related threats

• The death or serious injury of a Student, Staff member, or visitor

• Any other major incident that may impact safety, wellbeing, or the reputation of Pilates ITC

1. Immediate Response

• Identify and Assess

  • The first person at the scene should prioritise their safety and assess the situation

  • If safe, help move affected individuals out of danger

• Call Emergency Services

  • Dial 000 for urgent police, ambulance, or fire response

  • Clearly state location, nature of the emergency, and what help is needed

• Notify Management

  • Contact the Critical Incident Management Team (CIMT) right away

  • Provide a detailed and factual report of the incident

2. Activating the Critical Incident Management Plan

The CIMT will:

• Assess the severity and scope of the incident

• Activate Pilates ITC’s formal Critical Incident Management Plan

• Assign roles (e.g., first aid responder, liaison for emergency services, communications lead)

• Set up a safe area for those affected

3. Communication

The CIMT will:

• Keep you and all other impacted individuals informed with timely, clear updates

• Liaise with families if required

• Appoint one authorised representative for any external media communication

4. Support for Those Affected

We’ll provide immediate support, including:

• First aid or urgent medical care

• Emotional or mental health support (e.g., counselling access)

• Referrals to specialised external services, where appropriate

5. Documentation and Reporting

• All details will be recorded, including:

  • Time, date, and location

  • Individuals involved

  • What actions were taken and the outcomes

• Reports will be securely filed and, when required, shared with authorities like ASQA or WorkSafe

6. Follow-Up and Review

The CIMT will:

• Conduct a full review of the response

• Identify and implement any improvements needed in procedures or training

• Check in with affected individuals and offer continued support

If you have questions or need support, please don’t hesitate to reach out. Our friendly Student Services Team is here for you. Visit our Contact Us page for details.

This policy supports our compliance with:

• Standard 8.5 – Standards for RTOs 2025: Ensuring adherence to all relevant Commonwealth, state, and territory legislation

• ASQA Guidelines: Supporting a safe and responsive learning environment

• Work Health and Safety (WHS) Legislation: Safeguarding the physical and emotional wellbeing of everyone involved

 Disclaimer: This Policy / Procedure when printed, this becomes an uncontrolled document. 

Policy P-COU_018

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