Incident Response Procedure

[ Church name ] church

Incident response procedure

Purpose: This procedure offers step-by-step guidance for handling different kinds of incidents that might happen during church activities. Quick reference cards should be displayed in key locations.

Immediate response priorities

1. Ensure safety

  • Secure the scene and prevent further harm
  • Remove people from danger if safe to do so
  • Do not put yourself or others at additional risk

2. Provide care

  • Attend to injured or affected persons
  • Provide first aid within your level of training
  • Comfort and reassure those involved

3. Get help

  • Call emergency services if required (111)
  • Contact designated church personnel
  • Notify parents/guardians if children are involved

4. Preserve evidence

  • Do not disturb the scene unnecessarily
  • Take photos if safe and appropriate
  • Gather witness information

5. Document

  • Complete incident report form
  • Record all actions taken
  • Note all persons involved and witnesses

Medical emergencies

Serious injury or illness

Immediate Actions:

  1. Assess the situation - Is the scene safe? 
  2. Check responsiveness - “Are you okay?” 
  3. Call 111 if a person is: - Unconscious or unresponsive - Having difficulty breathing - Bleeding severely - Showing signs of serious injury - Having chest pain or stroke symptoms

While waiting for the ambulance: - Stay with the person and provide reassurance - Apply first aid within your training level - Do not move the person unless in immediate danger - Keep the person warm and comfortable - Monitor breathing and consciousness - Clear the area of onlookers

Information for Emergency Services: - Location: [ CHURCH ADDRESS ]

  • Nature of emergency - Number of people involved - Age and gender of patient(s) - Current condition and symptoms - First aid being provided

Minor injuries

For cuts, bruises, sprains:

  1. Assess the injury - severity and need for medical attention 
  2. Provide first aid - clean wounds, apply dressings, ice for swelling 
  3. Contact parents if the child is involved 
  4. Document on the incident report form 
  5. Monitor for any deterioration 
  6. Seek medical advice if unsure about severity

Allergic reactions

Mild Reaction (skin rash, mild swelling): - Remove or avoid the allergen - Apply cold compress to affected area - Give antihistamine if available and appropriate - Monitor for worsening symptoms

Severe Reaction (Anaphylaxis): - Call 111 immediately - Use EpiPen if available and trained - Lay person flat (unless breathing difficulties) - Do not give food or drink - Be prepared to perform CPR if needed

Fire emergency

If you discover A fire

  1. Sound the alarm - activate the nearest fire alarm call point
  2. Call 111 - “Fire Service to [ CHURCH ADDRESS ]”
  3. Evacuate - leave by the nearest safe exit
  4. Close doors behind you to contain the fire
  5. Go to assembly area - [ SPECIFY LOCATION ]
  6. Report to the Fire Warden for roll call

Fire wardens responsibilities

  1. Ensure evacuation of the designated area
  2. Check all rooms, including toilets, storage areas
  3. Assist people with mobility issues
  4. Close fire doors where possible
  5. Report to the Chief Fire Warden at the assembly area
  6. Conduct roll call and report missing persons

Do not:

  • Use lifts during evacuation
  • Stop to collect personal belongings
  • Re-enter the building until the Fire Service gives all-clear
  • Fight fire unless trained and safe to do so

Earthquake response

During the earthquake

If Indoors: 

  1. DROP to hands and knees 
  2. COVER under desk/table or protect head and neck 
  3. HOLD onto shelter and be ready to move with it 
  4. Stay away from windows, mirrors, and heavy objects

If Outdoors: 

  1. Move away from buildings, trees, and power lines 
  2. Drop and cover in an open area 
  3. Stay down until shaking stops

After the earthquake

  1. Check for injuries - provide first aid as needed
  2. Check for hazards - gas leaks, electrical damage, structural damage
  3. Evacuate if building damaged - use stairs, not lifts
  4. Go to the assembly area if evacuation is required
  5. Account for all people - conduct roll call
  6. Contact emergency services if needed
  7. Do not re-enter damaged buildings

Security incidents

Threatening behavior

If someone becomes aggressive or threatening: 

  1. Stay calm and speak in a low, calm voice 
  2. Do not argue or challenge the person 
  3. Give them space - maintain a safe distance 
  4. Alert others discreetly if possible 
  5. Call 111 if immediate danger 
  6. Remove children from the area if safe to do so 
  7. Document the incident afterwards

Lockdown procedure

If a dangerous person is on the premises: 

  1. Alert others quietly if safe to do so 
  2. Lock all doors and windows 
  3. Turn off lights and close blinds/curtains 
  4. Move away from doors and windows 
  5. Keep quiet and stay low 
  6. Call 111 when safe to do so 
  7. Wait for police all-clear before moving

Child protection incidents

If child abuse is suspected or disclosed

Immediate Response: 

  1. Ensure child’s immediate safety 
  2. Listen calmly if the child is disclosing 
  3. Do not investigate or ask leading questions 
  4. Reassure the child it’s not their fault 
  5. Do not promise to keep secrets

Reporting Requirements: 

  1. Report to Senior Pastor or designated Child Protection Officer 
  2. Contact Oranga Tamariki (0508 326 459) if required 
  3. Call Police (111) if the child in immediate danger 
  4. Document factually and objectively 
  5. Maintain confidentiality - only tell those who need to know

Missing child

If a child goes missing: 

  1. Search immediately - check all areas systematically 
  2. Alert all staff and volunteers 
  3. Contact parents immediately 
  4. Call 111 if the child is not found within 15 minutes 
  5. Secure all exits to prevent the child from leaving 
  6. Continue searching until the child is found or the police arrive

Severe weather

Severe weather warning

Preparation:

  1. Monitor weather updates and warnings 
  2. Secure outdoor furniture and equipment 
  3. Check emergency supplies and equipment 
  4. Consider postponing outdoor activities 
  5. Communicate with the congregation about conditions

During Severe Weather: 

  1. Move people away from windows and glass doors 
  2. Go to safe areas - interior rooms on the lowest floor 
  3. Avoid large roof areas like halls or gymnasiums 
  4. Stay informed through radio or mobile alerts 
  5. Wait for all-clear before resuming normal activities

Communication procedures

Internal communication

Key Personnel to Contact:

Role Name Phone Mobile
Senior Pastor
Church Manager
Health & Safety Champion
Board Chair

External communication

Emergency Services: - Police, Fire, Ambulance: 111 - Poison Centre: 0800 764 766 - WorkSafe NZ: 0800 030 040

Other Contacts: - Insurance Company: [ DETAILS ] - Local Council: [ DETAILS ] - Utility Companies: [ DETAILS ]

Media response

If the media contacts the church:

  1. Refer all inquiries to the designated spokesperson 
  2. Do not comment on incidents or investigations 
  3. Provide factual information only if authorised 
  4. Protect the privacy of those involved

Post-incident procedures

Immediate follow-up

  1. Ensure ongoing care for those affected
  2. Complete the incident report form
  3. Notify the insurance company if property damage
  4. Preserve evidence and documentation
  5. Begin investigation if required

Ongoing support

  1. Provide pastoral care to those affected
  2. Offer counselling or professional support
  3. Keep families informed of any developments
  4. Review and improve procedures based on lessons learned
  5. Conduct debriefing with staff and volunteers

Reporting requirements

Must Report to WorkSafe if: - Death occurs - Notifiable injury requiring hospital admission - Notifiable incident exposing people to serious risk

Must Report to Other Agencies: - Child abuse to Oranga Tamariki - Serious crimes to Police - Environmental incidents to Regional Council

Quick reference

Emergency numbers

  • Emergency Services: 111
  • Poison Centre: 0800 764 766
  • Senior Pastor: [ PHONE ]
  • Church Manager: [ PHONE ]

First aid locations

  • Main Office
  • Kitchen
  • Children’s Area
  • [ OTHER LOCATIONS ]

Assembly areas

  • Primary: Front car park
  • Secondary: [ ALTERNATIVE LOCATION ]

Fire extinguisher locations

  • [ LIST KEY LOCATIONS ]

This procedure should be reviewed annually and updated as required.

Last Review: ___________/______

Next Review:___________/______

Reviewed By: _________________________

All policies