YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan Section 1 - Activity Details Program information YMCA Site: New Lambton

Program area/name of activity: Vacation Care – Newcastle Hoyts Cinema Charlestown - Movie

Excursion/activity date: 4/1/2016

Date assessment is conducted

3/11/2015

Name of person conducting the assessment: Kylie Nadalin Position: Coordinator Date: 3/11/2015 Name of Responsible assessment completed in consultation with: Stephanie Marks

Signature:

Position: Educator Date: 3/11/2015 Signature: Name of Nominated Supervisor/Certified Supervisor: Courtney Hartley Contact no. of Nominated Supervisor/Certified Supervisor: 0402 768 944 Estimated time children will be involved in excursion/activity: ??? Are adults with specialised skills required?

Assessed ratio: 1-8

Estimated no. of educators: 4-5

YES Asthma, anaphylaxis, first aid, CPR & child protection training

If yes outline reason: A requirement for National Law and Regulation

Excursion only Excursion destination:

Method of transport: YMCA bus

Hoyts Cinema, Pacific Hwy Charlestown Water hazards nearby:

Will this have an impact on the event?

No

If yes brief outline:

YMCA Hazard Identification, Risk Assessment & Control Plan Version 3_Jan 2015

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Estimated no. of children: 30-40

YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan YES

NO

________________________________________________________________________________________________________ ________________________________________________________________________________________________________ What additional control measures will you implement to ensure for children’s safety?

_________________________________________________________________________________________________________ Proposed route to destination (attach a map if required)

Estimated arrival and departure times from centre:

YMCA New Lambton to Pacific Hwy, Charlestown.

Depart YMCA New Lambton –

Refer to attached map.

Arrive Hoyts Cinema Charlestown – Depart Hoyts Cinema Charlestown – Arrive YMCA New Lambton -

Has emergency plan been discussed with all educators attending the excursion? YES

NO

Where can this be accessed?

Has a site visit of the excursion venue been conducted to assist in the preparation of this risk assessment? YES

Has the excursion venues site specific risk assessment been obtained and attached to this risk assessment?

NO

If yes date conducted:

Items that should be taken on the excursion: Excursion bag. Emergency backpack. Children to be wearing excursion t-shirts and wrist bands. Emergency contact list of all children (stored in emergency backpack). Medical/asthma/allergy forms and quick list (stored in emergency backpack). YMCA contact for nominated supervisor at all sites. Contact numbers for CSM & CSC.

YMCA Hazard Identification, Risk Assessment & Control Plan Version 3_Jan 2015

YES

NO

Itinerary for the day including arrival and departure times. Risk assessment. Charged centre and bus mobile phones. Children to be wearing enclosed shoes.

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YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan Individual children’s medication. Brief background: Children to be transported by YMCA bus to Hoyts Cinema, Charlestown. Once inside the venue a roll call and head count will be conducted. Children will then collect their popcorn and drink and make their way into the cinema, escorted by staff ensuring that the correct ratio is maintained. Once inside the coordinator will show the children where the nearest emergency exit is. A talk on emergency procedure will be given to children prior to leaving the service. History of previous incidents: Hoyts Cinema, Charlestown was attended by the YMCA during previous VC programs without incident. Educator sign off (photocopy additional pages if required) Name:

Name:

Name:

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Signature

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YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan Section 2 – Risk Assessment table Task/ Activity

Movies

Potential Hazards & Consequence

• Trips, collisions, falls, injury to self or others around. •

Probability (Refer Probability Matrix) C1

• • • • •

Injuries or ailments not requiring medical treatment.

• • Emergency procedures site specific •

•

C2

• •

Minor injury, first aid treatment case or short term medical intervention.

Dark movie cinematrips, falls, collisions, inappropriate physical contact (child to child, child to educator or members of general

• • • • B2

YMCA Hazard Identification, Risk Assessment & Control Plan Version 3_Jan 2015

• • •

Control Measures (include reference to legislation, codes and standards)

Who is the responsble person?

Request and review of venue specific risk assessment. Group discussion with children about safety prior to attending excursion. Ensure correct ratio is maintained. Actively supervise children at all times. Give clear and direct instructions that the children can understand. Have centre mobile nearby in the event that parents/medical personnel need to be contacted. Know what children are attending and if they have allergies. Request and review of venue specific risk assessment. Prior to attending consult with cinema to request emergency evacuation procedures. Group discussion with children about safety prior to attending excursion. Ensure correct ratio is maintained. Actively supervise children at all times. Have centre mobile nearby in the event that parents/medical personnel need to be contacted.

Nominated supervisor/ responsible person on duty and educators

Prior to departure from service for the excursion.

Nominated supervisor/ responsible person on duty and educators

Prior to departure from the service for excursion.

Children grouped into smaller groups prior to attending the excursion. Buddy children up: one older child one younger child. Partners to stay together for the entire excursion. Each group to have two educators supervising.

Nominated supervisor/ responsible person on duty and educators

Prior to departure from the service for excursion.

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By When

YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan •

public outside program). •

•

•

Serious injury causing hospitalisation or multiple medical treatment cases; short-term rehabilitation required.

• • • •

Significant incident with threat of legal action, loss of contract with moderate financial loss and impact to reputation.

•

Whilst sitting in movies each educator to sit at opposite ends of the group of children – ‘book end’ the smaller group. Active supervision of children at all times. Regular head counts for the duration of the movie. Encourage toileting prior to leaving the YMCA centre. Children encouraged to walk slowly and calmly when entering and exiting the cinema. Supervision by YMCA educators at all times.

Ongoing during excursion.

Exposure to prohibited persons and/or behaviours.

•

Mental and/or physical injury or harm. Children being exposed to members of the general public/strangers – • • •

B3

• •

Exposure to prohibited persons and/or behaviours. Mental and/or physical injury or harm. Minor injury, first aid treatment case or short term medical intervention.

• • • • • • •

YMCA Hazard Identification, Risk Assessment & Control Plan Version 3_Jan 2015

Group discussion about awareness of unknown adults and safety around the general public with children prior to attending venue. Correct child to educator ratio factoring in busy centre. Utilise buddy system: one older child paired up with one younger child. Actively supervise children whilst at the excursion venue. Check toilets prior to children entering. Use buddy system for children inside the toilet. Educators to closely monitor children entering and exiting the toilet. Regular head counts and roll calls. Roll call and head count to be conducted prior to leaving YMCA centre, upon arrival at cinema, prior to leaving cinema and upon arrival at the YMCA

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Nominated supervisor/ responsible person on duty and educators

Prior to departure from the service for excursion. Ongoing during excursion.

YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan

Outside food allergies •

B3

• • •

Serious injury causing hospitalisation or multiple medical treatment cases; short-term rehabilitation required

• • • •

Lost/missing children; supervision of children in crowded public place •

•

B3

•

Serious injury causing hospitalisation or multiple medical treatment cases; short-term rehabilitation required. • Significant incident with threat of legal action, loss of contract with moderate financial loss and impact to reputation.

• • • • • •

YMCA Hazard Identification, Risk Assessment & Control Plan Version 3_Jan 2015

centre. Set meeting point for children if they get lost. Actively supervise children whilst at the excursion venue. Know what children are attending and if they have allergies. Have medical information and necessary medication nearby. Have parent/emergency contact information nearby. Monitor what children are purchasing from the kiosk – if applicable. Coordinator to ensure that all staff are aware of children with medical conditions. Clear plans in place for disruptions to the group and/or ratios – disruptions to ability to supervise. For example: i. When one educator is required to pay for the group’s entry. ii. When one educator needs to attend to unexpected behaviours. iii. When educators need to separate for toilet runs. Group children (before leaving the centre, group children into nominated groups and assign educators to each group). Partner children (prior to leaving the centre). Regular and recorded roll call and head counts, particularly when moving from one place to another. Actively supervise children at all times. Encourage toileting prior to leaving the YMCA centre. Clear plan if children get lost. Make sure educators are aware of children with additional needs – any children that may have difficulty following directions.

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Nominated supervisor/ responsible person on duty and educators

Prior to departure from the service for excursion. Ongoing throughout excursion.

Nominated supervisor/ responsible person on duty and educators

Prior to departure from the service for excursion. Ongoing throughout excursion.

YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan • •

• Public toilets - toilets out of site or occupied by unknown adults. •

•

• •

C3

• • •

Minor injury, first aid treatment case or short term medical intervention. Serious injury causing hospitalisation or multiple medical treatment cases; short-term rehabilitation required. Child/educator illnesses

•

C2

• •

Minor injury, first aid treatment case or short term medical intervention

• Content of movie – inappropriate language, behaviours.

•

•

B2

YMCA Hazard Identification, Risk Assessment & Control Plan Version 3_Jan 2015

• • • • •

Ensure that children are aware of expectations when on the excursion – set clear expectations that children can understand. Ensure that there is correct staff to children ratio, incorporate variable factors. For example: i. Peak times at venue. ii. Diverse need of the children attending the excursion. iii. Number of children attending the excursion. Plan for regular scheduled toilet breaks taking larger groups of children. Supervision of children when accessing the toilet facilities. Checking of toilets prior to children entering. Where possible utilise buddy system with children going into the toilet. Time children; allowing for a few minutes. If time exceeds five minutes call out to children in the toilets and ensure that they are ok.

Have medical information and necessary medication nearby. Have parents/emergency contacts information nearby. Have centre mobile nearby in the event that parents/medical personnel need to be contacted. First aid protocols. Trained first aider on shift. CSC and CSM contact details. All movies that will be viewed on the day are to be listed and displayed for parents. Movies to be screened by an educator prior to showing them to children.

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Nominated supervisor/ responsible person on duty and educators

Ongoing.

Nominated supervisor/ responsible person on duty and educators

Prior to departure from the service for excursion.

Nominated supervisor/ responsible person on duty

Prior to departure from the service

YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan •

Isolated threat of legal action or threat of loss of contract, resolved by management. YMCA bus transport •

2C

Accident or collision with bus during transport, to and from destination

• •

Only G rated movies to be shown. Permission sought from parents to view PG rated movies.

and educators

for excursion.

• •

Driver is aware of the route to be taken. Children and staff educated on safety prior to excursion. First aid kit stocked and on the bus. Centre phone charged and on the bus with staff Children’s contact list available so parents can be contacted if necessary. Staff are aware of procedure to follow in the event of an accident. Staff have first aid training Staff to be aware of procedure for bus breakdown. First aid kit available. Staff to have correct high visibility wear on bus. Phone to be charged and available. Driver to park in a safe area for children to exit and enter the bus. Designate an area at destination where children can exit and enter safely without needing to cross a driveway or road. Staff to conduct head counts upon exit and entry of bus, both at destination and at the centre.

Nominated supervisor/ responsible person on duty and educators

Prior to departure from the service for excursion

• • • •

•

Break down of the bus

•

Children entering and exiting the bus

• • • • • •

•

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YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan Section 3 – Probability Matrix to be used with YMCA Hazard Identification, Assessment and Control Report Consequence Public Safety/OHS

Injuries or ailments not requiring medical treatment.

Minor injury, First Aid Treatment Case or short term medical intervention.

Serious injury causing hospitalisation or multiple medical treatment cases; short-term rehabilitation required.

Reputation & Image

Resolved by day-to-day management; internal review.

Some local press mention, with Senior Management required to prevent escalation.

Some state media mention, with Senior Management required to resolve.

Business Continuity

Disruption to service capacity for up to half a day

Disruption of services between 1 and 2 days

Environment

Minor effects on biological or physical environment

E – Extreme risk – detailed action plan required H - High risk – needs senior management attention M – Medium risk – specify management responsibility L – Low risk – manage by routine procedures

High or Extreme risks must be reported to Senior Management Legal/ and require detailed treatment Contract plans to reduce the risk to Low or Management Medium.

Financial

Likelihood

Probability: Is expected to occur in most circumstances Will probably occur Might occur at some time in the future Could occur but doubtful May occur but only in exceptional circumstances

Life threatening or multiple serious injuries causing hospitalisation; significant impairment requiring longterm rehabilitation. Intense public and national media scrutiny. Eg: front page headlines, TV, etc; embarrassment for YMCA.

Public inquiry or sustained adverse national media coverage; loss of community participation and confidence.

Disruption of services up to 5 days

Disruption of services up to 1 week

Disruption of services for greater than 1 week

Moderate, short-term effects, but not affecting ecosystem functions

Serious, medium-term effects.

Serious medium to long-term effects, with some impairment of ecosystem functions

Minor complaint, incident or contract issue resolved by Management.

Isolated threat of legal action or threat of loss of contract, resolved by management.

Significant incident with threat of legal action, loss of contract with moderate financial loss & impact to reputation.

Civil law suit laid and/or serious breach of regulation; loss of significant contract & future tenders potentially affected.

Very serious long-term effects, with significant impairment of ecosystem functions. Major law suit and/or criminal charges with prosecution/fines; loss of multiple contracts. Govt mandates YMCA not to be preferred supplier.

Financial loss up to $100K; minor cost overrun.

Financial loss between 100 & 250K; cost overrun 5% but 8% but 1M; cost overrun >10%.

Insignificant

Minor

Moderate

Major

Catastrophic

1

2

3

4

5

Death or multiple life threatening injuries; permanent disability.

A

Almost Certain

M

H

H

E

E

B

Likely

M

M

H

H

Extreme

C

Possible

L

Medium

M

High

E

D

Unlikely

Low

M

M

H

H

E

Rare

L

L

M

M

H

Section 3 – Review

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YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan Risk assessment review – This section is to be completed only if a review has taken place. A blank version of this page can be photocopied each time a review is conducted and attached to the original risk assessment

Reason for review_________________________________________________________________________________________________________________ Name of person conducting the review: Review conducted in consultation with; Name: Educator review sign off:

Position:

Date:

Position:

Signature Signature:

Name:

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YMCA NSW

YMCA Hazard Identification, Risk Assessment & Control Plan

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