CRITICAL INCIDENT RESPONSE OVERVIEW

AND CRITICAL INCIDENT

RESPONSE CHART

These procedures are to be followed in the event of a Critical Incident at a karting event, after the incident has been stabilised

following standard emergency response under direction from the Clerk of the Course or Race Director.

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Critical Incident Response Overview and

Critical Incident Response Chart

These procedures are to be followed in the event of a Critical Incident at a karting event, after the incident has been

stabilised following standard emergency response under direction from the Clerk of the Course or Race Director.

The two key roles in these procedures are the Incident Coordinator, and the Incident Director – titled as such to

differentiate these roles from their usual roles in the management of an event.

When dealing with outside organisations, it is advisable to refer to them as Karting Incident Coordinator and Karting

Incident Director to differentiate them from similar titles within the outside emergency agencies.

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OVERVIEW OF PROTOCOLS FOR THE HANDLING OF

A CRITICAL INCIDENT AT A KARTING EVENT This document is aimed at assisting karting event organisers cope with the pressures and demands of handling a response to a Critical Incident, and to facilitate the liaison and cooperation between the event organisers, Police, and any other external Emergency Services.

The response referred to here is the response to the fact of a serious injury or fatality.

The normal responses to a non-critical incident that may include: fire, casualty, accident or similar, continue to be directed by Race Control (Clerk of the Course and Stewards) as normal.

The steps and procedures in the document can be varied depending on the circumstances of the incident - the main thrust of the procedures is:

1. Incident to be identified as a Critical Incident by the Senior Medical Officer in attendance at the Meeting - an incident which results in:- a) Injury (of significance) to a Driver, Official, Volunteer or member of the public; or b) Injury to any person that is likely to result in a death.

2. Clerk of the Course/Race Director or other appropriate senior official to assume the role of Karting Incident Coordinator (KIC) to coordinate the overall response to the incident.

3. Clerk of the Course to continue to direct emergency responses to the incident, to control the movement of all marshals, and to ensure that a log is kept in Race Control of all actions in response to the incident.

4. Key personnel to be notified - primarily representing the Police, the event organisation, the property owner, and the national or international sporting body involved in the event.

5. KA and State Association Emergency Contacts to be notified.

6. KIC to appoint an appropriate senior official to assume the role of Karting Incident Director (KID) to direct the response at the incident site.

a) To take control at the incident site and establish communications with the KIC.

b) This includes stopping all clean- up activity by officials, except responses to injury and/or fire.

7. KIC to arrange attendance by police and other emergency services as required.

8. Officials and emergency services to provide treatment and/or assistance, to casualties. Identify casualties and commence notifying next of kin, with police assistance.

9. KIC and Race Secretary to document (Log) the response, to collate all documents and other evidence relating to the incident (licences, entry forms, reports, on-kart video, external video etc.) and to assist the Stewards of the Meeting and the police to collect the information they require.

10. Media Spokesperson to be appointed to manage response to media interest and pressure, and inquiries from other sources.

11. Support Coordinator to be appointed by the KIC to monitor need for and to respond to persons requiring personal assistance, and to arrange trauma counselling if considered appropriate.

12. KID to assist police at incident site, collecting measurements, photos, witnesses etc that may be needed for subsequent investigations.

13. KIC to arrange impound of karts involved and inspection by Scrutineers (only with permission from the Police).

14. Incident site to be returned to normal and Meeting permitted to continue (after receiving Police permission), if possible. KIC, KID and Stewards of the Meeting to decide if it is possible for the Meeting to continue.

15. KIC to complete all the documentation required and ensure that it is all passed on to KA, as listed at the end of the Response Chart.

It is recommended that the following “Critical Incident Response Chart” be used as an electronic (or written) Log of the Meeting Organisers and Official’s response to the specific incident, separate from the Event Control Log included in the Stewards Report.

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CRITICAL INCIDENT RESPONSE CHART

CONTACTS DETAILS

KA Emergency Contact: Names and Phone Numbers CEO – Kelvin O’Reilly 0414 550 861 Media Manager – Lee Hanatschek 0403 531 914 Safety Manager – Tony Manson 0412 353 856

State Association Emergency Contact

Names and Phone Numbers

Motor Racing Ministries

Counselling Services Garry Coleman - 0412 867 582

www.sportschaplaincy.com.au

EVENT AND INCIDENT INFORMATION

DETAILS

Event Permit Number:

Date of Incident:

Venue or Location:

Event Title:

Session Number: Class: Division :

Heat No.: Final

Time of Incident:

Attending Police Officer:

Chief Steward of Meeting:

Clerk of the Course/ Race Director:

Race Secretary:

Person completing this form:

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TASK RESPONSIBILITY LOG OF ACTION TIME AND BY WHOM

1. INCIDENT IDENTIFICATION

Identify the incident as a Critical Incident,

usually on advice from Senior Medical Person at

Meeting.

Initiate a log in Race Control of the event to

record response to the incident.

Log should record weather & track

conditions at time of incident, and also 30

minutes prior.

Recent changes should also be noted.

Clerk of the Course/

Race Director

Clerk of the Course/ Race Director

1(a). IDENTIFY CASUALTIES

Commence identification of casualties.

Medical Team

Members

2. INCIDENT CONTROLLER

Appoint and dispatch Incident Director to take

charge of incident site.

Incident site to be isolated and evidence of

incident protected from contamination except

where the protection of those involved with the

management of the incident or the treatment of

casualties requires otherwise.

Clerk of the Course/ Race Director

Incident Director

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3. MEETING OF KEY PERSONNEL

Arrange a meeting of the key event personnel

available to agree on following procedures.

Persons to be included are:

• Clerk of the Course / Race Director

• Race Secretary

• Promoter

• Organiser

• Police representative

Clerk of the Course/

Race Secretary

4. INCIDENT COORDINATOR

The Clerk of the Course/ Race Director

(or other appropriate senior official specifically

appointed by the Race Secretary) to co-ordinate

the overall administrative response to the

incident.

This position is to be known as Incident

Coordinator (even if the Clerk of the Course

assumes the role as quite often happens).

This is to separate the Critical Incident role from

the regular motor sport roles.

Race Secretary

5. POLICE ATTENDANCE

Ensure or request the police on duty at venue to

attend incident site. If no police present, notify

nearest Police Station or Police Local Area

Command.

POLICE IDENTIFICATION

When police are present, meet police and note

name, rank, numbers, Police Station, and

contact phone number.

Brief police on situation and escort police to

incident site and introduce Incident Director

If outside police are requested, it may be

necessary to have them escorted from the gate

to Race Control or the incident site.

Arrange to have internal gates controlled as

well.

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6. PHOTOGRAPHER

Appoint reliable photographer (official or

professional) to photograph scene, ensuring

that photographer understands that all

photographs remain the property of the

Organiser.

Record personal detail and contacts of

photographer.

Transport photographer to incident site and

request Motorsport Incident Controller to assist

him.

PHOTOGRAPHIC DETAIL

Photos required include:

General area, and approach to scene

Skid marks – if any

Photos of kart from four angles, before and

after it has been moved (photos at site

should include an object of known size in

foreground to permit accurate

measurements).

Required angles listed at the end of this chart.

Detailed photos of obvious structural problems

or faults should be taken at the scene as well.

Incident

Coordinator

Incident

Coordinator/

Incident Director

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7. VIDEO EVIDENCE

Check to see if any coverage of incident is

available.

Ensure it is impounded for the Clerk of the

Course, and not generally distributed.

Incident

Coordinator

8. NOTIFICATION TO WORKCOVER

Notify Workcover of the incident and take note

of any requirements.

If a Workcover/Safe Work Inspector is to attend

the incident, assist with similar escort and

briefing as for police.

Incident

Coordinator

9. COMMAND CENTRE

Establish Incident Command Centre (may be

Race Control if no events proceeding).

Log of procedures & communication to be kept.

Incident

Coordinator

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10. ADVISE KARTING AUSTRALIA AND STATE

ASSOCIATION

Advise KA Emergency Contact or in their

absence:

CEO of KA, and

State Association President.

(The Stewards Report form details phone

contact numbers.)

Race Secretary

11. INTERNAL SECURITY

Arrange for security at the Medical Centre, and

also traffic control from the incident to the

Medical Centre and outside roads to assist

medical vehicles/ambulances.

Incident

Coordinator

12. KEY PERSONNEL MEETING

Notify Key Personnel at venue, including if

possible, representatives of:

Event Administration;

Stewards of the Meeting;

Promoter;

Organiser;

Land-owner;

KA or International officials (if applicable);

Police in attendance; and

Media Spokesperson.

Incident Coordinator to brief Key Personnel on

incident, steps taken, and to be taken

Incident

Coordinator

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13. MEDIA CRISIS MANAGEMENT

Appoint Media Spokesperson.

Advise public address, radio & TV commentators

that no announcements can be made unless

authorised by Race Secretary.

Incident

Coordinator

Media

Spokesperson/

Incident Coordinator

14. DOCUMENTATION

Obtain copy of Entry Form, or for officials, the

sign-on sheet, to assist in identification of

casualty, confirmation of name and address,

and of other information.

Other documents to be included are:

Permit

Track Licence

Supplementary Regulations

Event Schedule

Briefing Notes & Instructions

Documents to be collated in Race Control

include Logs, Incident Report Forms, Personnel

Injury forms, Vehicle Damage form.

Create a Document file for each of the following

as a minimum, for:

Incident Coordinator;

Police;

Stewards of the Meeting (SKC);

KA

Event Organiser; and

Property Owner.

Race Secretary

Incident

Coordinator

Incident

Coordinator.

15. PRELIMINARY STATEMENT

Issue preliminary statement for broadcast to

minimise panic and confusion - statement to be

cleared by Clerk of the Course & Race Secretary.

Police and KA will usually assist with compilation

of statement. Public casualty identification must

be cleared with senior police officer present.

Incident Coordinator/

Media Spokesperson

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16. CIVIL AUTHORITIES

On advice from Incident Director and Clerk of

the Course, request attendance from civil

authorities if required to assist response.

Normally this would happen if the venue

facilities cannot cope with the situation.

Incident

Coordinator

17. MEDIA RESPONSE CENTRE

Establish Media Support Team and Media

Response Centre if required.

Media

Spokesperson

18. PERSONNEL SUPPORT

Appoint Support Coordinator if required – may

be chaplain, medical team member/s, or other

qualified personnel.

Incident

Coordinator

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19. TRACK INSPECTION

If a Track Inspector is present/applicable,

arrange for their attendance at incident site.

Incident

Coordinator

20. STEWARDS OF THE MEETING

Stewards of the Meeting to attend incident site

with knowledge of Clerk of the Course, Incident

Coordinator & Incident Director.

Stewards/

Incident Director /

Incident Coordinator

21. CASUALTY IDENTIFICATION

Confirm identity of casualties and any deaths

directly with Senior Medical Person, or

responding medical personnel.

Clerk of the Course/

Incident

Coordinator

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22. NEXT OF KIN

Discretely find out from others (pit crew /

officials) if next of kin or close acquaintances of

casualties are present at venue.

If so, escort them to a quiet place away from all

activity (not at the incident site) then inform

them of situation.

Female company may be preferable to comfort

female next of kin or immediate friends.

Person notifying relatives or acquaintances

must remain calm and relaxed - should be

clearly be introduced by name and position.

Advice should be clear that there has been an

incident in which the casualty has been involved,

and which may result in serious, possible fatal,

injury.

Peer Support

Coordinator or Race

Secretary

23. WITNESSES

Identify eye witnesses (officials, photographers,

public near-by) and record name, address, and

contact phone numbers of each. Have them wait

close to incident site.

Witnesses will be needed by Stewards of the

Meeting, and Police.

Incident Director on

behalf of Incident

Coordinator

24. WITNESS INITIAL STATEMENTS

Working through the Incident Director, obtain

names and address of three witnesses and

obtain a quick verbal assessment from them of

the circumstances of the incident. Note their

comments.

Instruct witnesses to refer to locations at the

venue by Turn numbers or road names, not by

advertiser’s names.

Stewards of the

Meeting

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25. WITNESS POLICE STATEMENTS

Assist police in obtaining witness statements. If

possible, view and copy statements before they

are signed. Have witness sign your copy as well

as those for police.

Incident

Coordinator

26. SITE SURVEY

Carry out on-site survey of the scene and draw

diagrams showing accurate distances from fixed

object (fences, barriers, trees etc.)

Incident Director

27. VEHICLE IMPOUND

In conjunction with the police, have kart(s)

taken to secure, private impound area.

Temporary screens may need to be used.

Seek Police permission for Chief Scrutineer to

inspect kart to establish any mechanical failure

that may have led to the incident. Seek Police

permission for photographer to complete

required photos.

Note that kart(s) must remain in impound area

until released by Police, and also by KA.

Incident Director

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28. CRASH HELMET

Take possession of crash helmet if not retained

by Police.

Chief Scrutineer

29. TRAUMA CHECK

Evaluate all persons involved with the incident

to ascertain whether any are affected by

trauma.

Possible actions include:

Move to other area of venue for re-start;

Stand down from duty;

Seek medical attention;

Group or individual trauma counselling at

venue immediately;

Group or individual trauma counselling at

venue at end of day; and

Follow-up trauma counselling after event.

Support Coordinator

and Race Secretary

30. AMBULANCE

Arrange for replacement ambulance/s if

necessary for the Meeting/Event to continue.

Race Secretary

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31. RE-ESTABLISH INCIDENT SITE

With permission from police, have incident site

cleared of all debris. Repair fencing etc. in

preparation for next event.

Check safety of track, with KA Approved Track

Inspector if present.

If appropriate, approve, in writing, the track for

further events when check is complete.

Incident Director

Stewards of the

Meeting and

Clerk of the Course

Stewards of the

Meeting

32. REVIEW & PRESENT REPORTS

Review all reports and ensure that they are all

identified and signed by whoever is presenting

them. Prepare a document file containing one

copy of each for:

Police

Stewards of the Meeting (SKC)

KA

Event Organiser

Property Owner and

Others as appropriate

Incident

Coordinator

Clerk of the Course,

Stewards of the

Meeting,

and

Secretary of the

Meeting

33. SCRUTINY REPORT

Review Chief Scrutineer’s report, ensure all

details are covered, and that report is signed

and dated.

Stewards of the

Meeting

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34. REPORTS TO KA AND STATE ASSOCIATION

Present required reports to State Office and

National Office of KA as detailed below - some

by next day and some within two working days.

Lists are at end of this form.

Stewards of the

Meeting / Incident

Coordinator

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KA REPORTS REQUIRED FOLLOWING A CRITICAL INCIDENT

The Police, Organisers, and Stewards of the Meeting are each responsible for compiling and forwarding reports on any Critical Incident, to the various bodies to which they are responsible. With reasonable co-operation, each party is usually prepared to share the resources and documentation they have collated or prepared. If these Critical Incident Protocols, recommended by KA are followed, one of the officials will have been appointed by the Organisers to co-ordinate the response and collate the appropriate documents. This position is known as the Karting Incident Coordinator (even if the role is carried out by a regular official such as the Clerk of the Course). The Stewards of the Meeting should work through this official and use their facilities to collect the required documents and detail. If this resource is not suitable, the Stewards of the Meeting should add their own comments and reports to the reports and documents provided to them, prior to submitting them to the relevant SKC and KA. If both parties agree with the documents being submitted, the one set can be identified as such and submitted to KA and the State Association.

INITIAL REPORT TO KA and STATE ASSOCIATION To be delivered to the State Association Office and KA National Office by the Stewards of the Meeting, by 9.30AM of the following day.

No. ITEM REQUIRED Check

1 Names and address of all casualties, and next of kin

2 Injury Report completed and signed by Medical Personnel

3 Vehicle Damage report on each kart completed by the Scrutineer

4 Detail of when the karts were impounded and where they are located (secured)

5 Exact time of the accident (to the second if possible) together with the day and date

6 The event session/practice session in which the accident occurred

7 An exact description of the incident site both in writing and diagram – include accurate measurements of distances relating to pertinent details

8 An accurate account of events leading up to the incident (from at least 20 seconds prior to until the time of the incident.)

9 Brief description of response to incident, including transport of casualty to hospital, and time and detail of confirmation of death (if applicable)

10 Name, position, and contact details of person submitting report

11 Name, position, and contact details of Police Officer in charge of the investigation.

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DETAILS OF PHOTOGRAPHS REQUIRED Photographs are invaluable in recording evidence following an incident, and sometimes in advance of and during the incident.

The KIC should check with photographers close by the incident in case they have photographs of the incident or the area involving the incident (before & after).

If they do, ask for copies as quickly as possible, and also record their names and addresses. If there is a photographer present whom you know and trust, ask them to take the necessary photographs of the incident site as required, and ensure that they are then passed over to you at the circuit if possible. As they are the photographer’s property, they may retain copies, and you should ensure that they will allow you to do what is required with them. They should be advised to ‘quarantine’ the photographs and not use or distribute them without approval from KA.

If there is no professional photographer present, have an official take the photographs or take them yourself. Police will also take photographs, but they will not always make them available to you. If possible, arrange a swap of photographs between yourself and the police so that you have the maximum available for your own use.

Photos required must show as much as possible, exactly what happened, what the result was, and what evidence remained that could assist investigations.

General scene of the incident, distance, close-up and from different angles. Some photos should show general infrastructure in the area, such as signs, trees, fences, barriers etc.

Any tyre marks on track/course or verges and catch traps, indication directional movement of the kart, and skid marks where wheels would have been locked up.

Damage to infrastructure, particularly with kart still in place.

Debris in the area, with an object such as a matchbox or drink bottle as well to indicate size of debris.

Trail of debris to indicate direction of kart, or of debris following impact. Debris in spectator area is particularly important if any.

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FOLLOW UP DETAIL REPORT REQUIRED To be provided to the SKC State Office and KA National Office by the Stewards of the Meeting/Organisers by agreement, within two working days of the incident.

No. ITEM REQUIRED CHECK

1(a) Names, addresses and contact phone numbers for all parties directly involved with the incident – (police, other competitors, officials).

1(b) Names addresses and contact phone numbers for witnesses to the incident – at least three witnesses are needed if possible.

1(c) Names and addresses and contact phone numbers of all medical personnel involved in the incident response

2 A statement by the Clerk of the Course (and Race Director if appointed in a Race Meeting) describing the incident and the subsequent activity prior to the event continuing. Accurate times of incident and response/s should be included in this report.

3 An accurate report of the time and detail of medical personnel attending the scene of the incident, prepared by the Senior Medical Officer, including time and detail of commencement of transport of casualties or victims to hospital, and time of death was confirmed.

4 Signed report by Chief Scrutineer, covering initial scrutiny, any other pre- incident scrutiny conducted, and where possible, post event scrutiny, of any vehicles involved in the incident. A copy of the signed statement made by each witness, including officials. Note on copy of each statement the witnesses name, contact numbers, and duty and/or location while witnessing the incident.

Examples: Flag marshal at Turn 3 on yellow flag duty, Spectator on outside of track at apex of Turn 3.

(Standard Incident forms may be used.)

5 If a fatality - time and detail of when death was publicly announced, and copies and detail of other official statements made.

6 Copies of the following (as appropriate):

Supplementary Regulations

Further Regulations

Any relevant Bulletins or instructions issued

Entry list

Entry Form

Event logs

Log from Incident Co-ordination Centre if separate from event log

Practice and race times

Official program

Drivers competition licence/s

Log book/s of the karts

Photos when available