[BCM] [PD] [SOP] Incident Response: Escape from Institution

Standard Operating Procedure (SOP)

Incident Response

Escape from Institution

Introduction

Incidents involving the escape or unauthorised absence of residents pose serious safeguarding, safety, and operational risks for residential care institutions, particularly those serving children and elderly persons.

Such incidents may expose residents to physical harm, exploitation, or medical risk, while also placing significant legal, regulatory, and reputational obligations on the Agency.

This Standard Operating Procedure (SOP) establishes a structured, time-critical, and Business Continuity Management (BCM)–aligned framework for the prevention, detection, response, and recovery from incidents of absconding or missing residents.

It ensures that residents are located and safeguarded promptly, critical care and supervision functions continue uninterrupted, and all actions are escalated, documented, and reviewed in accordance with regulatory and funding requirements.

As a formal component of the Agency-Endorsed Business Continuity Plan (BCP), this SOP supports compliance with MSF’s Annex B: Prevailing BCP Requirements for MSF-Funded Programmes. It embeds clear governance, defined roles and responsibilities, coordinated incident response, and continuous improvement processes to strengthen organisational resilience while upholding the Agency’s duty of care to vulnerable residents.

Purpose

This SOP establishes a structured and coordinated response to incidents involving the escape or unauthorised absence of a resident from the institution. It aims to:

• Safeguard the life, safety, and well-being of residents
• Ensure prompt incident response and recovery
• Minimise operational, legal, reputational, and safeguarding risks
• Support the continuity of critical care services
• Comply with MSF Business Continuity Plan (BCP) requirements

Scope

This SOP applies to:

• All residential care facilities for children or elderly persons
• All staff, volunteers, and contracted personnel
• All incidents of:
  • Absconding
  • Missing resident
  • Failure to return from authorised outings
  • Unauthorised exit from premises

Alignment with Business Continuity Management (BCM)

This SOP forms part of the organisation’s Agency-Endorsed BCP and supports BCM objectives by:

• Protecting a Critical Business Function (CBF):
  Residential Care, Supervision, and Safeguarding
• Addressing people's risk and duty-of-care risk
• Enabling incident response, escalation, and recovery
• Supporting annual BCP review and validation exercises
• Enabling MSF audits and compliance checks
  Annexe B - Prevailing BCP Requir…

Definitions

Roles and Responsibilities

Incident Commander (IC)

• Usually, the Centre Manager / Duty Officer
• Leads response and decision-making
• Coordinates with Police, MSF, and caregivers

Care Staff

• Detect and report missing residents immediately
• Assist in search and documentation
• Maintain care continuity for remaining residents

BCM Coordinator

• Ensures SOP aligns with BCP
• Oversees post-incident review and reporting
• Maintains records for MSF audit
  Annexe B - Prevailing BCP Requir…

Administrative / Communications Officer

• Handles notifications and documentation
• Maintains incident logs

Incident Response Procedure (BCM-Aligned)

Phase 1: Detection & Initial Response (0–15 minutes)

Confirm Escape

1. • Conduct an immediate headcount
   • Check CCTV, access logs, and the last known location

   Raise Alarm

   • Notify Incident Commander immediately
   • Record time of discovery
     

   Secure Premises

   • Lockdown exits (where safe)
   • Increase supervision of other residents

Phase 2: Escalation & External Notification (15–30 minutes)

Internal Escalation

1. • Inform Centre Manager and BCM Coordinator
   
   External Notification
   • Lodge Police report (mandatory)
   • Notify:
     • Parents / next-of-kin / legal guardian
     • MSF Children in Care Service (for children’s homes)
     • Relevant healthcare partners (if medically vulnerable)
       
       
   Information Sharing
   • Provide resident description, risks, and photo (if available)

Phase 3: Search & Business Continuity Actions

1. • Support Police-led search
   • Deploy staff to nearby safe zones (if instructed)
     
     
   Continuity of Care
   • Activate manpower redeployment
   • Maintain supervision ratios for remaining residents
   • Suspend non-essential activities if required
     
   
   Risk Control
   • Monitor emotional impact on other residents
   • Implement safeguarding measures

Phase 4: Recovery & Reinstatement

1. Upon the Recovery of the Resident
   • Conduct medical and psychological assessment
   • Reinstate the resident safely into care
     
     
2. Incident Stabilisation
   • Resume normal operations gradually
   • Lift temporary controls after IC approval

Communication Management

All communications must be factual, timely, and documented.

Documentation & Records (MSF Compliance)

The following records must be maintained:

• Incident report and timeline
• Police report reference
• Communications log
• Staff deployment records
• Corrective actions taken

Records must be retained to support MSF audits and verification checks

Annex B - MSF’s Prevailing BCP Requirements for MSF-Funded Programmes

Post-Incident Review & Continuous Improvement

Within 14 days of incident closure:

1. Conduct After-Action Review
   • Root cause analysis
   • Safeguarding gaps
   • Manpower or infrastructure issues
2. Update:
   • Risk register
   • BCP and related SOPs
3. Submit review report for:
   • Management endorsement
   • Board approval (where applicable)
   • Inclusion in annual BCP review to MSF
     Annex B - Prevailing BCP Requir…

Training, Testing & Awareness

• Annual training for all staff on:
  • Absconding risks
  • Incident escalation
  • BCM roles
• Table-top or simulation exercises to validate SOP
• Records of training maintained per MSF requirements
  Annex B - Prevailing BCP Requir…

Governance & Review

• SOP reviewed at least annually
• Endorsed by:
  • Management
  • Board of Directors (or equivalent)
• Submitted as part of the Agency-Endorsed BCP to MSF
  Annexe B - Prevailing BCP Requir…

This SOP ensures that incidents of escape from institution are managed systematically, safely, and in alignment with BCM principles, while fulfilling MSF’s Prevailing BCP Requirements.

It strengthens organisational resilience, safeguards vulnerable residents, and supports the continuity of essential care services during disruptive incidents.