Critical Incident Response& Recovery Guidelines
for
Victorian Member Clubs
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DISCLAIMER
This document is intended to assist Bushwalking Victoria member clubs
to develop their own critical incident response and recovery plan.
Bushwalking Victoria Inc. A0002548Y does not accept responsibility for
errors or omissions in this document or for the manner in which the
information contained in this document is interpreted or implemented.
These guidelines are for voluntary application to the activities of
member clubs and will not cover each and every circumstance of a
club’s activities.
FOR MORE INFORMATION
For further information about responding and recovering from a
critical incident associated with bushwalking club activities please
contact:
Secretary:
secretary@bushwalkingvictoria.org.au
Or call:
03 88464131
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Contents
Introduction ........................................................ 4
Critical Incidents .................................................. 6
Response Plan – Managing The Incident When It Happens ............... 7
Recovery Plan – Assisting Those Affected By The Event .............. 11
Acknowledgements ................................................... 14
References And Further Reading ..................................... 15
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Introduction
Emergency management is traditionally seen as three parts which in
reality overlap.
 Prevention - Risk management to minimise chance of an emergency
 Response - Managing an emergency when it happens - rescue and
relief
 Recovery – Assisting those affected by the event
Bushwalking clubs in Victoria have access to a range of resources to
assist them to develop and implement risk management policies and
procedures and to manage an emergency.
BWV Risk Management Guidelines July 2013 can be downloaded to assist
clubs to address the issue of prevention.
http://www.bushwalkingvictoria.org.au/forms/Risk_Management_Guidelines
.pdf
BWV subsidises first aid training for club members to encourage all
clubs to have people on walks who can respond to a medical emergency.
“Walksafe”
can
be
downloaded
http://www.bushwalkingvictoria.org.au/intro.html
from
This document includes information on preventing and responding to a
variety of emergencies – lost, separated, accident, heat, cold,
snakebite, bushfire, storm and flood.
The Bush Search and Rescue Victoria website has information on the use
and limitations of electronic equipment which may be used for
emergencies in the bush: UHF Radios, Personal Locator Beacons, mobile
phones and Spot tracking device.
www.bsar.org/equipment
The Handbook “Bushwalking and Ski Touring Leadership”, (2000),
written for outdoor education activities, is still an excellent
resource. Originally published by the now defunct Bushwalking and
Mountaincraft Training Advisory Board, it is now out of print but many
clubs have copies. It is available online.
http://outdoorleaderonline.org
Bushwalkers can register their trip intentions online at
www.tripintentions.org
This is a free service provided for community benefit. It allows
walkers to send trip intentions to up to two people via email. It is
based on the Trip Intentions and Information Form provided by Victoria
Police.
http://www.police.vic.gov.au/content.asp?Document_ID=23653
The above documents will assist clubs to develop their own leadership,
risk management, and emergency management processes and procedures.
These guidelines are to assist clubs to augment their risk management
and emergency management procedures to include response and recovery
from a critical incident. They can be modified to suit less serious
emergency situations.
Clubs may have an Emergency / Crisis Management Team but members of
this team may not be present when an incident occurs and may not be
able to be contacted.
On any club bushwalk or activity
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the leader should have a clear
4
understanding of how to cope with a critical incident.
All members of clubs should be aware of the types of support available
to assist people to minimise the emotional trauma that can result from
being directly involved in a critical incident.
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Critical Incidents
For the purpose of these guidelines a critical incident is: death or
serious injury of a member or members while participating in the
activities of a bushwalking club.
Death or serious injury may result from a state/region event such as
storm/flood/fire in which case all involved will be subject to the
emergency management procedures of the state authorities. Club members
will be instructed on what to do at the scene and some recovery
services may be offered.
Death or serious injury may result from a local event such as
car/train/bus crash on route to or from a walk in which case all
involved will be subject to emergency management procedures of
Victoria Police.
Depending
offered.
on
the
incident,
recovery
services
may
or
may
not
be
Death or serious injury may result from an accident or pre-existing
medical condition on a bushwalk or other club activity. In this case
club members will need to respond to the emergency until rescue
personnel arrive. Once an agency has responded to a 000 (triple zero)
call, there will be an incident controller (IC), usually Victoria
Police who will dictate what people can and cannot do. If there is a
death the coroner may be involved and police may establish a crime
scene. The IC will instruct people on when they can leave, what they
can say, who they can talk to and what they may be required to do in
the future.
A Critical Incident Response and Recovery Plan will assist survivors
to respond quickly and appropriately in difficult circumstances.
People may be in shock, distressed and traumatised by the incident and
not able to function as normal. A clear simple response plan should
minimise confusion.
A well thought through recovery plan will provide direction on how
clubs can support members while they recover from the incident.
Depending on the nature of the incident and the relationships of the
members involved, recovery may be swift or for some people may never
really happen. Clubs may better manage recovery if they are able to
suggest avenues of professional help for members with post-traumatic
stress disorder or ongoing grief issues.
Club members will need to consider how to manage critical incidents
when bushwalking in:
 familiar places near to home
 remote areas in the state
 interstate
 overseas
Clubs may have to write specific risk management and emergency plans
and agree on a specific critical incident plan and management team for
interstate, remote area and overseas trips.
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Response Plan – Managing the Incident When it
Happens
The response plan should focus on procedure and operational issues
that cover how to manage from the start of the incident until the
formal processes are completed, which may take weeks.
Identify who will be in charge:
 At the scene until rescue services arrive.
 At the scene after rescue services arrive.
 On return to home or base.
 After the incident.
At the scene, will the walk leader (who may lack experience) be in
charge, or will it be the club’s walks co-ordinator if present, the
club president if present, the first aider, an experienced leader?
Will the same person be in charge on return to base or will the
president or committee take over?
Identify who will be in charge if the designated person is the
casualty:
 Tasks should be described so people know what to do.
 The person in charge should know what resources and skills are
available in the group.
 For each task, key people should be identified, so that members
know their roles and responsibilities.
 Key contact information for members and visitors should be
available on each club activity so people can communicate and
respond quickly in difficult circumstances.
 There should be a process for continuous updating of contact
information.
Tasks
 Ensure safety of all survivors
 Contact emergency services
 Provide first aid to injured
 Provide emotional first aid to survivors
 Protect the body of a dead person
 Record and provide accurate information to emergency agencies
 Liaise with emergency personnel
 Deal with media at the scene or back at base
 Record and provide accurate information to club officials
 Advise other club members who were not involved
 Advise BWV President
 Complete Incident Report
 Advise BWV Insurers and Insurance Convener
 Operational debrief
Ensure safety of all survivors – remove survivors from immediate
danger and assess new risks as conditions change. Survivors must not
put their own lives at risk attempting to rescue a severely injured
person or attempting to retrieve a body.
Contact Emergency Services – how will this be done?
By phoning 000 (triple zero).
See www.triplezero.gov.au for
information and FAQs on emergency call services. Note that 000
(triple zero) cannot receive text messages. However, as a last
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resort, if not able to make voice contact with triple zero, try to
send a text message to a contact person at base or home.
By activating Personal Locator Beacon. Ensure that the device is
registered and that contact information is up to date. See
http://beacons.amsa.gov.au/registration.html
By using the SOS function on a SPOT Satellite GPS Messenger.
Ensure that subscriptions and contact information is up-to-date.
See http://au.findmespot.com/en/index.php?cid=102
By using UHF radios to contact people in the area for help to call
emergency services, if mobiles are not working.
If not able to make contact, will someone walk out for help or will
the group remain together?
Note:
It is important for the person contacting emergency services to have a
GPS or other means to provide location details.
Provide emergency first aid to injured – is this the role of the
leader or will there be a designated trained first aider or are all
members expected to assist?
Provide emotional first aid to survivors – is this the role of the
leader, or will the person in charge delegate to the most suitable
person on scene? Maybe this should not be too prescriptive because
some people might be in shock while others may be able to provide
support. Partners or family members of the casualty or deceased may be
present.
Protect the body of a dead person - once it is apparent that the
person is beyond help cover the body to protect it from the elements
and animals. This provides some dignity for the person and will also
assist the coroner to determine the cause of death. See Chapter 59
“Bushwalking and Ski Touring Leadership”, 2000.
Record accurate information about the incident – describe the
incident: who, when, where, how and describe actions taken: who,
when, how. In the case of serious injury the first aider should
provide written details of treatment. In the case of a death, all
members may be required to make statements to police and may be
required to give evidence at the Coroners court. Therefore it is a
good idea for all members present to make notes. Photos, GPS tracking
and mobile phone records may be used as evidence at an inquest.
Liaise with emergency personnel – the Club person in charge should
brief the incident controller (usually a police officer), who will
supervise and direct all activities at the scene. The incident
controller will supervise the evacuation of a severely injured
casualty and consult with the Club person in charge about notifying
next of kin and making exit arrangements for the survivors. In the
case of a death the IC will direct the Club person in charge and
members on what is required of them at the scene, when they can leave
and if they will be required elsewhere to make statements.
Deal with media at the scene or back at base – at the scene it is
unlikely that media will arrive before the police, but if they do one
person only should speak to them. Will it be the Club person in
charge, the walk leader, the president if present, or a club member
who has experience with media? This one person should state basic
facts only – who, what, where, when. Avoid any speculation about the
cause of death – that is for the coroner to establish. The Incident
Controller, once on scene will deal with the media and direct their
activities. The IC will also advise the survivors on how they should
respond to media on return to base or home. Clubs should nominate who
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will deal with any ongoing media attention and liaise with next of kin
so their privacy and wishes are respected.
Record and provide accurate information to club officials – how and
when will this information be communicated? By phone from the scene,
base or back at home, incident report form, face to face, next
committee meeting. Who will document what?
Advise other club members who were not involved – who will do this and
when and how will they do it? By phone, email, newsletter, personal
contact. Will they consult with or seek permission from next of kin
first. Will people involved in the incident be free to contact other
members? Will other members, who were not present, be offended if they
find out by other means and were not informed by the club?
Advise BWV President - who will do this and when and how will it
happen? Phone call, email, letter from the club president, secretary,
committee, asap or following debriefings and club committee meetings.
If the incident is reported in the media, the BWV president should be
fully informed immediately after the incident.
Complete Incident Report - BWV has a sample Incident Report form for
insurance and other purposes in the Risk Management Guidelines to be
completed by the activity organisers / walk leaders as soon as
practical after the incident and kept as a formal club record.
Advise BWV Insurers and Insurance Convener – BBW insurance policies
require that an Incident Report must be sent to the insurers and a
copy
to
the
BWV
Insurance
Convener
when
completed.
insurance@bushwalkingvictoria.org.au
Operational debrief – not to be confused with recovery debriefing.
This should be conducted as an administrative process to identify what
worked well and what could be improved. It may lead to amending
procedures and training, and providing additional resources. Who will
manage this and who will be invited/required to attend? President,
executive, committee, walk leaders, key people at the incident, all
people at the incident?
Things on the DO NOT DO list?
 Do not notify next of kin of a death – this is the role of
Victorian Police, who have their own procedures and processes to
follow.
Only
medical
practitioners
(and
certain
appointed
officials) have the authority to declare that someone is dead.
 Do not use social media, smart phones or text messages to inform
others about an incident until advised that this is appropriate.
It is not appropriate before the next of kin are advised.
 Do not move a body unless it is necessary to secure it against
tides, currents, gravity or animals and it is safe to do so.
 Do not admit to any liability, negligence, or culpability. (This
is a condition of the insurance policy). If a person is concerned
about legal issues they should be advised to seek advice from a
legal practitioner and from the Insurers.
 Do not tell the media where a body is or assist them to go into
the area.
Overseas Incidents
Clubs organizing an overseas activity are advised to develop a
specific plan for managing a critical incident. Issues around medical
treatment and medical insurance, travel insurance, repatriation of a
seriously injured person or a body, communication with authorities in
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another country and communication with family and club members back in
Australia all should be considered.
See Australian Sports Commission: Critical incident management.
http://www.ausport.gov.au/sportscoachmag/safety/critical_incident_mana
gement
See Getting Help Overseas in “travel smart”
TRAVELLERS
http://www.smartraveller.gov.au/
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HINTS FOR AUSTRALIAN
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Recovery Plan – Assisting those Affected by the
Event




The recovery plan should focus on procedural and operational
processes for supporting the survivors involved in a critical
incident. Support should start at the scene and continue as
appropriate after the incident. The plan should aim to meet the
needs of all involved, keeping in mind that some members may not
need any support while others may require ongoing support for a
long time. Partners or family present at the incident may have
special needs. A severely injured casualty can also be a survivor
with special needs. The recovery plan should inform members of the
support on offer and make clear who will act.
Tasks should be described so people know what to do.
For each task, key people should be identified, so that members
know their roles and responsibilities.
There should be a process for continuous updating of relevant
information and resources.
Tasks
 Psychological First Aid / Defuse debriefing
 Critical Incident Stress Debriefing (Optional)
 Support other members not directly involved
 Provide information and resources on Post-traumatic
Disorder
 Provide information on Grief and Loss
 Provide information on professional counselling services
Stress
Psychological First / Aid Defuse debriefing - the most effective
support is likely to be the immediate recognition of and response to
each other’s physical and emotional needs by the survivors at the
scene and on return to base. The Club person in charge at the scene
has a role to make sure that people have an opportunity to
participate, but should not attempt to direct the process.
Traditionally known as a “defuse” debriefing, an immediate informal,
unstructured, voluntary process for those involved”; the process will
begin at the scene. People may wish to continue to talk about the
incident on the way home or when they return. This may be all the
support that is required.
See http://www.acpmh.unimelb.edu.au/trauma/first_response.html
Critical Incident Stress Debriefing - Current practice does not
recommend routine debriefing, but in some circumstances people may
want a formal debrief facilitated by an independent professional. This
would usually happen within 48 - 72 hours of the incident. At this
session the facilitator may provide information about the different
ways that people react to critical incidents. They may also provide
information about support services available for those experiencing
distressing reactions.
Clubs will have to decide at the time if they will offer formal
debriefing to members. Who will organize the session, how will this
person find a professional, where will the session be held, who will
pay? The Australian Psychological Society has a “Find a Psychologist”
service
on
their
website.
http://www.psychology.org.au/findapsychologist/
There is provision in the BWV insurance policy for providing limited
counselling services for critical incident debriefing. See the current
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insurance policy and placing schedule.
Contact insurance@bushwalkingvictoria.org.au for current information.
Advise other members not directly involved - how will the club
facilitate the recovery of club members who were not directly
involved, yet will be impacted. Who will do this, the president, the
committee, the newsletter editor? How, via email, newsletter, pre-walk
briefing, general meeting?
Provide information and resources on Post-traumatic Stress Disorder
(PTSD) - it is difficult to predict who might experience PTSD.
Everyone reacts differently to any given incident, depending on their
life experience and current situation. While most people will recover
with the support of family and friends, some may develop problems
which may not emerge immediately. Information and education about PTSD
may help survivors, including severely injured to recognise symptoms
in themselves and others and provide strategies for self-help or
support for others.
Clubs may consider providing a summary of useful websites or printed
copies of information. Who will source this information, will it be
available to all members, will the information be included in the
recovery plan, will members know that the resource exists? See the
following:
Fact Sheet – Helping a friend or family member after a traumatic event
http://www.acpmh.unimelb.edu.au/resources/resourcescommunity.html#fact_sheets
Tip Sheet – Understanding and managing psychological trauma
http://www.psychology.org.au/publications/tip_sheets/trauma/
Better Health Victoria Fact Sheet – Posttraumatic stress disorder
http://www.betterhealth.vic.gov.au/bhcv2/bhcpdf.nsf/ByPDF/Post_traumat
ic_stress_disorder/$File/Post_traumatic_stress_disorder.pdf
Beyond Blue Booklet – Looking after Yourself and Your Family after a
Disaster http://www.beyondblue.org.au/index.aspx?link_id=7.1349
Provide information on Grief and Loss - most people will have
experienced grief and loss in their life and will have their own ways
of coping along with the support of family and friends. However,
people may not be prepared for a sudden or traumatic death in
distressing circumstances. Information and education about grief may
help survivors recognise their own difficulties or help them to
support others.
Clubs may consider making members aware of the online information
about services provided by the Australian Centre for Grief and
Bereavement.
http://www.grief.org.au/grief_and_bereavement_support/understanding_gr
ief/supporting_adults
Some people may wish to access telephone counselling
Griefline 12 noon – 3am daily on
03 9935 7400. For information about other programs see
services
at
http://www.griefline.org.au/services.html
Provide information on professional counselling services - some people
may be severely traumatised by a critical incident and require
professional assistance. This would usually be accessed by referral
from a medical practitioner. However, some people may wish to selfrefer.
The club may assist these people by providing timely “how to contact”
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information. http://www.psychology.org.au/findapsychologist/
http://www.grief.org.au/grief_and_bereavement_support/counselling_serv
ices
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Acknowledgements
Duncan Brooks – providing copy of Victorian Rogaining Association
Procedures Manual 2009.
Kim Rea (President) and members of Maroondah Bushwalking Club Inc –
ongoing consultation via the development of Maroondah Bushwalking Club
Critical Incident Response Plan.
Peter Campbell – development of online trip intentions facility and
consultation and liaison with
Victoria Police Search and Rescue Squad.
Rik
Head
–
providing
advice
on
current
approaches
to
incident
management and peer support.
Megan Major, BWV Board member - developed and authored this document.
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References and Further Reading

Australian Centre for Grief and Bereavement:
o For Family and Friends: You can Help
http://www.grief.org.au/grief_and_bereavement_support/understand
ing_grief/sup porting adults
o Counselling services
http://www.grief.org.au/grief_and_bereavement_support/counsellin
g_services
o Telephone
Counselling
http://www.griefline.org.au/services.html

Services
Australian Centre for Posttraumatic Mental Health:
o Australian Guidelines for the treatment of Adults with Acute
Stress Disorder and Post-traumatic Stress Disorder
http://www.acpmh.unimelb.edu.au/resources/resourcesguidelines.html
o
Fact Sheet – Helping a friend or family member
traumatic event
http://www.acpmh.unimelb.edu.au/resources/resourcescommunity.html#fact_sheets
after
o
Trauma
&
mental
http://www.acpmh.unimelb.edu.au/trauma/about_trauma.html
o
Trauma & mental health – First Response
http://www.acpmh.unimelb.edu.au/trauma/first_response.html
a
health
o Australian Communications and Media Authority (ACMA - Calling
the Emergency Call Service from a mobile phone: FAQs)
http://www.acma.gov.au/WEB/STANDARD/pc=PC_1695
Australian Emergency Management
http://www.em.gov.au/Pages/default.aspx
Australian Psychological Society – Find a Psychologist
http://www.psychology.org.au/findapsychologist/
Australian Psychological Society Tip Sheet – Understanding and
managing psychological trauma
http://www.psychology.org.au/publications/tip_sheets/trauma/
Australian Sports Commission: Critical incident management
http://www.ausport.gov.au/sportscoachmag/safety/critical_incident_
management
Better Health Victoria Fact Sheet – Posttraumatic stress disorder
http://www.betterhealth.vic.gov.au/bhcv2/bhcpdf.nsf/ByPDF/Post_tra
umatic_stress_disord er/$File/Post_traumatic_stress_disorder.pdf
Better Health Victoria Fact Sheet – Trauma and families
http://www.betterhealth.vic.gov.au/bhcv2/bhcpdf.nsf/ByPDF/Trauma_a
nd_families/$File/Trauma_and_families.pdf
Beyondblue - Looking After Yourself and Your Family after a
Disaster
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http://www.beyondblue.org.au/index.aspx?http://www.beyondblue.org.
au/index.aspx%3Flink_id=59.1115&tmp=FileDownload&fid=1471
Bush Search and Rescue Victoria Search Equipment
www.bsar.org/equipment
Bushwalking and Ski Touring Leadership
- Handbook of the
Bushwalking and Mountaincraft Training Advisory Board. (2000).
The content of the Handbook is now available on line at
http://outdoorleaderonline.org
Bushwalking Victoria Insurers and Insurance Convener
insurance@bushwalkingvictoria.org.au
Bushwalking Victoria Risk Management Guidelines July 2011
http://www.bushwalkingvictoria.org.au/forms/Risk_Management_Guidel
ines.pdf
Communications for Bushwalkers March 2009
http://www.bushwalkingvictoria.org.au/brochures.html
Emergency Management Manual Victoria
http://www.justice.vic.gov.au/emanuals/emmv/default.htm
Personal Locator Beacon - Registration
http://beacons.amsa.gov.au/registration.html
SPOT Satellite GPS Messenger – Subscriptions
http://au.findmespot.com/en/index.php?cid=102
Travel Smart Hints for Australian Travellers
http://www.smartraveller.gov.au/
Trip Intentions
www.tripintentions.org
http://www.police.vic.gov.au/content.asp?Document_ID=23653
Triple Zero (000) Frequently Asked Questions
www.triplezero.gov.au
Walksafe
www.bushwalkingvictoria.org.au
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