Ākonga Critical Incident (ĀCI) Policy

Ākonga Critical Incident (ĀCI): A traumatic event which causes serious distress or harm to either an individual ākonga or group of ākonga at Otago Polytechnic. This includes the death of ākonga.  

Ākonga Critical Incident Contact List: A list of Otago Polytechnic kaimahi to be advised in the case of an Ākonga Critical Incident. 

Ākonga Critical Incident Management Team (ĀCIMT): A team convened by the Deputy Executive Director: People and Safety, made up of permanent members of the Otago Polytechnic Critical Incident Management Team (CMIT) and other co-opted members as required to assist with ākonga critical incident. 

2.1. The purpose of this policy is to provide a framework for ensuring a timely, coordinated, and compassionate response in the event of an Ākonga Critical Incident (ĀCI).  

To ensure an appropriate response, an Ākonga Critical Incident Management Team (ACIMT) will oversee ākonga critical incidents.  

The ACMIT will be made up of the standing members of Otago Polytechnic’s CIMT who will co-opt relevant kaimahi, including academic, learner support and support ākonga to assist with the response to each ākonga critical incident as appropriate. 

3.1. This policy covers an ĀCI that takes place: 

a. in an Otago Polytechnic learning environment such as on campus, distance or work placement  

b. in Otago Polytechnic accommodation 

c. outside Otago Polytechnic e.g. ākonga flat, on holiday etc. 

3.2. When a traumatic event occurs which impacts on ākonga, the Deputy Executive Director (DED) Learner Experience and Partnerships will determine whether a ĀCI response is required taking into consideration: 

a. whether Otago Polytechnic ākonga are directly involved in a traumatic event and to what extent. 

b. whether the traumatic event has occurred in relation to the activities or operations associated with Otago Polytechnic. 

c. the number of ākonga who may be indirectly affected, and 

d. the extent of potential distress for ākonga indirectly affected. 

3.3. The death of current ākonga, or a serious injury to a current ākonga will be treated as an ĀCI. 

4.1. Ākonga critical incidents will be responded to in a coordinated manner taking into account the nature of the incident, the needs of ākonga, whanau, kaimahi and Otago Polytechnic. 

4.2. Ākonga information will be disclosed in accordance with the Privacy Act 2020, and the Health Information Privacy Code.  

4.3. A significant event on an Otago Polytechnic campus may lead to the Chief Executive declaring a Campus Critical Incident Response. In such circumstances, the Critical Incident Management Procedures will take precedence however the Ākonga Critical Incident policy and related procedures may still be applied as appropriate. 

5.1. The DED: Learner Experience and Partnerships is responsible for:  

a. Determining if an event is to be considered an ĀCI,  

b. Requesting the Chair of the CIMT to convene an ACIMT and determining the make-up of the co-opted members for the purposes of each specific ĀCI, 

c. Liaising with the Proctor (Otago University), 

d. Ensuring all relevant parties are made aware of an ĀCI in a timely way, subject to privacy and confidentiality restrictions. 

5.2. The DED: People and Safety is responsible for: 

a. Convening the ACIMT (including co-opted members), 

b. Maintaining the ĀCI contact list for potential co-opted members, 

c. Notifying Worksafe as appropriate of any notifiable incident 

d. In the event of ākonga death on campus or associated event, taking steps to ensure the scene is preserved until such time as the NZ Police or appropriate authority takes control of the scene. 

5.3. The Director: Marketing, Communications and Engagement is responsible for: 

a. Coordinating external communications with the media; and 

b. Supporting the Otago Polytechnic Student Association (OPSA) as required to deal with media communications and requests. 

5.4. The ĀCIMT shall normally comprise:  

• DED: People and Safety (Chair) 

• DED: Learner Experience and Partnerships 

• DED: Operations  

• Director: Health and Safety (or their delegate) 

• Communications Lead 

• Executive Assistant 

• The relevant Head of College, Head of School and their DED 

• Director: Marketing, Communications and Engagement 

• Director: Learner Success 

• Director: International (if the incident involves an international leaner/ākonganō tāwahi) 

• The Director: Student Accommodation (if the incident involves a resident of Te Pā) 

• OPSA Student President (or their nominee) 

• In addition, other relevant kaimahi co-opted as required depending on the specific circumstances.

5.51. For ĀCIs primarily affecting the Central Campus, the DED: Learner Experience and Partnerships may delegate responsibility for establishing a Campus Critical Incident response team to the Director: Central Campus. 

5.5.2. In such circumstances, the DED: Learner Experience and Partnerships will retain an overview of the ĀCI and provide support and back-up as required.  

6.1. In the event of an ākonga death, the procedures set out in Appendices 1. and 2. are to be followed.   

6.2. For all other ĀCIs, the DED: Learner Experience and Partnerships and the ĀCIMT will decide on, co-ordinate and direct the response to an ĀCI.   

6.3. Depending on the event, response activities may include: 

a. Communications with the wider Polytechnic whānau (including ākonga and kaimahi), 

b. Senior kaimahi meeting or communicating with relevant kaimahi and/or ākonga groups to ensure they are supported and are aware of the support available to them, 

c. An appropriate senior kaimahi meeting with or communicating with those closest to ākonga involved in the incident e.g. flat mates, friends or whānau,  

d. The planning of acknowledgement activities. 

6.4. Communications with affected groups may include as appropriate: 

a. Factual information about the ĀCI (taking care to ensure accuracy of information and ensuring privacy of those involved is not breached) 

b. Information about support services available to both ākonga and kaimahi 

c. Advice on the appropriate use of social media so as to not cause distress to those affected. 

d. Assurance of the steps being taken to address any concerns arising from the ĀCI. 

6.5. All media enquiries shall be directed to the Director: Marketing, Communications, and Engagement.  

6.6. A debrief of the response shall be carried out following Otago Polytechnic’s CIM process so that lessons learnt and recommendations for improvement inform the management of future incidents, policy and procedures are identified.  

Appendix 1. Procedure in the Event of Ākonga Death (click to download)

Appendix 2. Ākonga Death Posthumous Awards Process (click to download)

Ākonga Death Incident Timeline and Recording Document (Template) 

ĀDI CIMT Agenda Template

ADI CIMT Agenda.docx 

 NZQA Documents  

• NZQA Critical Incident Response Plan- Death of a Learner 

• NZQA Death of a Learner Template 

• NZQA Critical Incident Contact List – Death of Learner 

• NZQA Procedure Flowchart – Death of a Learner