Document Code: NeftalyP500
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 15 November 2025
Review Date: 15 December 2026
Policy Owner: Neftaly Chief Human Capital Officer, NeftalyCHCR
NeftalyP500-1 Purpose
NeftalyP500-1-1 The purpose of this policy is to outline the framework for preventing, identifying, responding to, and managing trauma affecting Neftaly Human Capital. Trauma may arise from workplace incidents, personal crises, violence, abuse, disasters, or any event that impacts psychological, emotional, or physical wellbeing.
NeftalyP500-1-2 Neftaly is committed to creating a safe, supportive, confidential, and healing environment consistent with its Royal Governance Principles.
NeftalyP500-2 Scope
NeftalyP500-2-1: This policy applies to:
- NeftalyP500-2-1-1 All Neftaly Human Capital members, Royals, Deputy Chiefs, Officers, and volunteers.
- NeftalyP500-2-1-2 All Neftaly facilities, programs, field operations, travel engagements, and virtual spaces.
- NeftalyP500-2-1-3 External partners, learners, or stakeholders experiencing trauma during Neftaly activities.
NeftalyP500-3 Policy Statement
NeftalyP500-3-1 Neftaly prioritizes the wellbeing, dignity, and safety of its Human Capital. Trauma management will be handled with confidentiality, compassion, professionalism, and without discrimination. Neftaly commits to:
- NeftalyP500-3-1-1 Providing immediate support to individuals experiencing trauma.
- NeftalyP500-3-1-2 Ensuring trauma-informed workplace practices.
- NeftalyP500-3-1-3 Offering internal and external psychosocial support services.
- NeftalyP500-3-1-4 Preventing secondary trauma, retaliation, or stigma.
- NeftalyP500-3-1-5 Maintaining records securely while respecting privacy laws.
NeftalyP500-4 Definitions
NeftalyP500-4-1: Trauma:
- NeftalyP500-4-1-1 A psychological, emotional, or physical response to a distressing event such as violence, abuse, accidents, harassment, disasters, loss, or witnessing harm.
NeftalyP500-4-2: Critical Incident:
- NeftalyP500-4-2-1 A sudden event that causes intense stress, including workplace injury, robbery, death, fire, or conflict.
NeftalyP500-4-3: Trauma-Informed Approach:
- NeftalyP500-4-3-1 A method that acknowledges trauma, avoids re-traumatization, and emphasizes safety, empowerment, and confidentiality.
NeftalyP500-5 Objectives
- NeftalyP500-5-1 To identify trauma signs early and provide timely support.
- NeftalyP500-5-2 To ensure trauma cases are reported and managed systematically.
- NeftalyP500-5-3 To protect affected individuals from additional harm.
- NeftalyP500-5-4 To ensure the workplace is safe, respectful, and supportive.
- NeftalyP500-5-5 To enable recovery and reintegration into Neftaly activities.
NeftalyP500-6 Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| CEO | Final approval of trauma policy, oversees critical incidents. |
| CHCO | Leads trauma management, ensures systems, support structures, and professional services are available. |
| Royal Directors | Ensure trauma cases within departments are recorded, supported, and reported promptly. |
| Officers | Provide first-line support, complete reporting forms, implement procedures. |
| Wellness Officer / EAP Partner | Provide counseling, referrals, support plans, and follow-ups. |
| Human Capital Members | Report trauma, cooperate with the support process, and respect confidentiality. |
NeftalyP500-7 Trauma Management Procedures
NeftalyP500-7-1 Incident Identification
- NeftalyP500-7-1-1 Trauma may be identified through:
- Self-reporting
- Observation by colleagues or Officers
- Reports from partners or clients
- Incident logs and emergency alerts
- NeftalyP500-7-1-2 Signs may include distress, withdrawal, panic, aggression, confusion, or physical symptoms.
NeftalyP500-7-2 Immediate Response
- NeftalyP500-7-2-1 Ensure safety and move the individual to a safe environment.
- NeftalyP500-7-2-2 Contact the Royal Director or Officer on duty.
- NeftalyP500-7-2-3 Provide emotional support without judgment.
- NeftalyP500-7-2-4 Call emergency services if necessary.
- NeftalyP500-7-2-5 Complete a Trauma Incident Form (TM-F1) within 24 hours.
NeftalyP500-7-3 Reporting
- NeftalyP500-7-3-1 Trauma cases must be reported to:
- The Officer
- Royal Director
- CHCO
- Security Royal (if safety is compromised)
- External authorities if required by law (e.g., abuse, criminal acts)
NeftalyP500-7-4 Trauma Support and Intervention
- NeftalyP500-7-4-1 Support may include:
- Psychological first aid
- Debriefing sessions
- Trauma counseling
- Medical treatment
- Referral to external specialists
- Temporary relocation or leave
- Adjusted duties or flexible work arrangements
- NeftalyP500-7-4-2 All services must follow confidentiality principles.
NeftalyP500-7-5 Follow-Up Support
- NeftalyP500-7-5-1 Scheduled follow-up appointments
- NeftalyP500-7-5-2 Monitoring of recovery progress (TM-F3)
- NeftalyP500-7-5-3 Reintegration plans
- NeftalyP500-7-5-4 Ongoing support until the individual is stable
NeftalyP500-7-6 Risk Management and Preventative Measures
- NeftalyP500-7-6-1 Training Human Capital in trauma awareness
- NeftalyP500-7-6-2 Maintaining safe workspaces
- NeftalyP500-7-6-3 Implementing emergency protocols
- NeftalyP500-7-6-4 Strengthening security
- NeftalyP500-7-6-5 Promoting wellbeing programs
- NeftalyP500-7-6-6 Conducting risk assessments post-incident
NeftalyP500-8 Trauma Management Processes
| Process | Steps |
|---|---|
| Identification | Observe or report → Officer reviews → Safety check |
| Immediate Response | Provide support → Secure area → Notify Royal Director |
| Documentation | Complete TM-F1 → Submit to CHCO within 24 hrs |
| Intervention | Counseling → Medical care → Safety measures |
| Follow-Up | Check-ins → Monitoring → Reintegration |
| Closure | Final report (TM-F4) → CHCO approval |
NeftalyP500-9 Templates, Documents and Forms
| Form Code | Name |
|---|---|
| TM-F1 | Trauma Incident Reporting Form |
| TM-F2 | Trauma Support Plan Form |
| TM-F3 | Trauma Follow-Up Monitoring Form |
| TM-F4 | Case Closure and Evaluation Form |
| TM-F5 | Critical Incident Assessment Form |
I can create all the above templates next if needed.
NeftalyP500-10 Confidentiality and Data Protection
- NeftalyP500-10-1 All trauma-related information must be securely stored.
- NeftalyP500-10-2 Only authorized Royals may access trauma files.
- NeftalyP500-10-3 Disclosure without consent is prohibited except where legally required.
- NeftalyP500-10-4 Data must be handled in compliance with Neftaly Data Management Policy (NeftalyP137).
NeftalyP500-11 Compliance and Enforcement
NeftalyP500-11-1 Non-compliance—such as failure to report trauma, breach of confidentiality, or misconduct toward traumatized individuals—may lead to:
- NeftalyP500-11-1-1 Disciplinary actions
- NeftalyP500-11-1-2 Mandatory retraining
- NeftalyP500-11-1-3 Suspension or termination
- NeftalyP500-11-1-4 Legal consequences
NeftalyP500-12 Review and Continuous Improvement
NeftalyP500-12-1 This policy shall be reviewed annually by the CHCO and updated based on:
- NeftalyP500-12-1-1 New legislation
- NeftalyP500-12-1-2 Incident analysis
- NeftalyP500-12-1-3 Feedback from Human Capital
- NeftalyP500-12-1-4 Recommendation from wellness professionals
NeftalyP500-13 References
- Neftaly Human Capital OHS Policy (NeftalyP001)
- Neftaly Wellness and Support Protocols
- Neftaly Emergency Response Framework
- National labour and mental health regulations
- Trauma-Informed Practice Guidelines