Incident Review Committee Guidelines
The Tararua Tramping Club reviews accidents, potential accidents, and significant incidents that occur on club trips. The aim of the reviews is to understand what happened and see what lessons can be learnt, as part of ensuring that best safety practices apply on all trips.
Incident reviews will take place whenever
- serious injury or a medical event occurs on a trip - a 111 call is made or a PLB is activated - a trip member has to be evacuated
Reviews do not set out to apportion blame. Rather, they analyse the incident to see:
- if any improvements can be put into practice on future trips; and
- which things were done well that should be positively reinforced.
The review process may also assist those involved in an accident to understand what happened and why, and to come to terms with it.
These guidelines apply to major accidents and incidents.
Membership of Incident Review Committee
The Accident Review Committee is made up of the President (convener), the Chief Guide, and two senior club members with experience in safety issues through, for example, Search and Rescue. Others will take part in particular reviews where appropriate.
It is important that the Committee is impartial. If any one of the members is involved in an incident, he or she will provide input, but should not be a part of the Committee for that review.
Process of Incident Review
When an accident or incident occurs, the President will confer with Review Committee members to determine the format of the review. All Committee members will be notified of the proposed timeframe and process.
When reviews are undertaken, the following principles will be applied:
Early documentation
It is important that facts are recorded as soon after the incident as possible. All incidents should be written up by the leader, the person(s) involved in the incident and anyone else in the party that can provide relevant comment. There may be some unavoidable delay after a serious accident. Otherwise, reports should be provided within 14 days of the accident. Reports from any relevant non-party members (e.g. rescue services) should be requested.
Flexibility of format
For relatively straightforward incidents, telephone and/or email communication may suffice. A written report will, however, always be required. More serious incidents and accidents are likely to require at least one meeting. Where circumstances are complex, it may be appropriate to ask one person with relevant expertise to undertake an initial investigation for the Review Committee.
Timeliness
Wherever possible, review meetings will be held within three weeks of the accident or incident, or within a week of receiving reports. The needs of people with serious injuries, may, however, dictate different timeframes.
Openness of process
Individuals whose actions are likely to be discussed during a review must be notified of the process and kept informed of proceedings. Unless there are good reasons to the contrary, those involved should be invited to attend the review meeting(s).
Independent review
Reports of any serious accident should be put to independent scrutiny for comment.
Obligation to report
The Accident Review Committee shall write a report of every accident/incident review highlighting recommendations, if any, to be undertaken. This report should be tabled at the following General Committee meeting. Any significant findings will be reported to the club at large through the Tramper.
Other Considerations
Avoiding "jumping to conclusions"
There is almost inevitably speculation about causes after an incident. This can be counter productive for those involved in the incident, as well as blurring the judgement of people undertaking the review. (Hence the need for early reviews). In the period before any review is complete, club members should be asked to avoid speculation, and to wait for the Review Committee’s report.
Respect for those involved
At best incidents can be distressing for those involved. At worst, they are traumatic. Ideally, the review process will be a constructive experience for those involved, and will assist them understand and/or come to terms with the incident, whatever their role.
Tararua Tramping Club General Committee