Review into the treatment of women at the Australian Defence Force ...

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Chapter 10: Minimising Risk, Managing Incidents and Ensuring the Safety of the Workplace – Recommendations 22-31e) response/resolution option adoptedf) timeframe to resolution/closureg) feedback from complainant(s) and respondent(s)h) any further issues arising from monitoring the implementationof the response/resolution.Intent of RecommendationAt the time of the Review, there were a number of data systems in use and the information that theyprovided was patchy and incomplete. This Recommendation was intended to clarify incident datamanagement at ADFA, and provide an authoritative source able to track complaints, incidents andoutcomes, and hence ensure better organisational outcomes.Implementation actionsADFA has improved its record keeping procedures by centralising processes, and encouraging morereporting about possible incidents.At ADFA, incident reports are catalogued within the Quick Assessment (QA) system, a basic factgathering process. 20 When any potentially significant incident, allegation or problem occurs, a QA mustbe done within 24 hours. 21 The QA records a basic account of the incident, as well as ‘complainant’swishes’, ‘actions taken to date’, assessments and recommendations, among other information. 22 Thisforms the basis of the complaints management system.Over the past year, increased quality control guidelines have been put in place for staff completing QAs.These include a central organisation point, supporting materials, and staff dedicated to the managementof this task. 23 Now, when a QA is ordered by the XO Cadets or other appropriate staff member, theAdjutant provides the appointed QA officer with a small folder containing the relevant directives andguidance papers, as well as the materials required to complete the task. A completed QA comes backto the Adjutant who files it, and enters basic details on a central QA register. 24The QA register captures most of the specific information requested in Recommendation 27. It is notan online system, for privacy reasons. While the QA register omits some information requested inRecommendation 27, it is linked to other documents that provide these details.The QA register now forms part of a broader database that has consolidated several different trackingsystems, and provides a greater depth of information about incidents at ADFA in one central location.The ‘Commandant’s monthly return register’ was set up in October/November 2012, and encompassesthe QA register, incident management tracking register (anything from the QA register that may be anincident of unacceptable behaviour including investigations or inquiries), administrative leave restrictionsregister (leave restrictions that can be imposed through Academy Standing Orders), discipline officerstatistics register (a system of seven minor offences, including absences, negligence) and the remedialtraining register. This five tab document is accessible to senior management and pastoral staff, andsnapshots are provided to the COMDT monthly. 25110
In addition to the COMDT’s monthly return register, ADFA’s senior equity adviser keeps a report of allunacceptable behaviour complaints, and the XO’s branch maintains a squadron level breakdown ofincidents and issues. 26 Both draw on the original QAs and the COMDT’s monthly return register. Thesenior equity adviser’s database is used to ensure that all QAs that deal with unacceptable behaviourare entered into Comtrack (the external Defence online tracking system), and the squadron databasesallow for more consistent management of issues at a lower level than the COMDT’s office.At the time of writing, the ADF is preparing to launch the dedicated Sexual Misconduct Prevention andResponse Office (SeMPRO), which will become a central point for all complaints and issues regardingsexual misconduct in the ADF, including ADFA. ADFA should incorporate SeMPRO into its complaintsand reporting processes when it becomes fully operational.In addition to these systemic improvements, the series of Commandant’s Directives have clarifiedaspects of the discipline and reporting systems, and increased education and support has beenprovided with the aim of increasing appropriate reporting of incidents. 27Audit findingsThe complaints and incidents management system in place at ADFA in 2013 is a vast improvement onwhat existed during the Review. It captures more information, and organises it into more user friendlydatabases.The ‘COMDT’s monthly return register’ satisfies the majority of what was requested in Recommendation27. Where it does not, in most cases there are reasonable justifications and other arrangements inplace to satisfy the intent of the Recommendation. For example, the names of the complainant andrespondent are not kept on the QA register for reasons of privacy, but a reference to the original QA isnoted, so those with adequate permission are able to access this information when required. Wherethere are ongoing actions and tracking is required, staff can cross reference documents from theoriginal QA register entry, and look at the incident management tracking register (or other registersas appropriate). The database is not online, but is kept in soft copy in a secure Defence file, again forprivacy reasons.The one area that is not specifically captured on this database is the feedback from complainant/respondent about the process. ADFA should examine whether keeping such information wouldstrengthen the system and assist in processes of continued improvement and quality control. It mayalso be worthwhile for the senior equity adviser and the Adjutant to examine whether any aspects oftheir respective systems are being duplicated and could be streamlined.Recommendation 28: Reports from this database are to be reviewedby the Commandant on a monthly basis to ensure timely andappropriate actions. The Commandant should also report monthly tothe Commander, Australian Defence College, on incidents, trends andidentifiable concerns arising from the data.Audit Report: Review into the Treatment of Women at the Australian Defence Force Academy • 2013 • 111
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Audit Report:Review into the Treatm
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ContentsA Message from the Commissi
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A Message from the CommissionerADFA
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Chapter 1:Audit ApproachThe Report
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Chapter 1: Audit ApproachThe Audit
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Chapter 2: Summary of Audit Finding
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Chapter 3: MethodologyQuantitative
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