DIT Clubs and Societies Health and Safety Guidelines. DIT targeting health and safety

Transcription

1 DIT Clubs and Societies Health and Safety Guidelines DIT targeting health and safety

2 Contents DIT Sports Clubs and Societies 2 The objectives of DIT Sports Committee and cultural/social committee 4 Safety in Sport/Activity - Statement of Intent 5 Duty of Care 6 Implementation of Health/Safety Policy 7 National Governing Body Affiliation 8 Club/society Equipment Inventory 9 Club/Society Trip Registration 10 Club and Society Membership 11 First Aid 12 First Aider Requirements 13 Accident Reporting 14 Compulsory Swim Tests 15 Personal Accident Insurance Scheme 16 Risk Categories 17 Risk Assessments 18 Private Vehicle Registration 19 Approved Transport Agent List 20 Emergency Procedures 21 Contacts 22 Relevant Forms Guide 23 1

3 DIT Sports Clubs and Societies Sports Clubs & Societies are important and integral parts of college life at DIT. Participation in their activities contributes to your enjoyment and development as a student. Consequently the DIT Sports and the DIT Cultural and Social Committees seek to encourage and support student participation in as wide a range of these activities as possible. In doing so, we wish to ensure that all activities are planned and carried out in a safe and healthy environment. To help achieve this, the DIT Sports and Societies Health and Safety Committee was established and it has produced this Health & Safety Manual. We welcome this manual and thank the Committee for their efforts in producing it. We look forward to working with the Sports Clubs & Societies in the continuing improvement of these policies. Dublin Institute of Technology is required under the provisions of the 2005 Act to bring to the attention of all staff, students, visitors and contractors, a statement of its policy, organisation and arrangements with respect to health, safety and welfare at work. Dublin Institute of Technology is committed to providing and maintaining a safe learning and working environment. This will be achieved by implementing an effective safety management system through consultation. The Parent Safety Statement, policies and procedures and details of the safety management can be found on the DIT Health and Safety website Dr. Mike Murphy Chairperson - DIT Sports Committee Dr. Ellen Hazelkorn Chairperson - DIT Cultural & Social Committee 2

4 DIT Sports Clubs and Societies Welcome to the Health & Safety Manual of the DIT Clubs & Societies. Health and Safety is an integral part of the management of any activity, commercial, sporting or voluntary. As a Club/Society operating under the auspices of the DIT, it is necessary that all activities are conducted in a prepared, planned and structured manner. This manual is designed to assist in meeting all requirements, both legal and moral. We are committed to health and safety and this commitment cannot be met without a willingness on behalf of the Sports Clubs and Societies to aspire to the highest standards of health and safety. If you have any questions, please do not hesitate to contact your Sports Development Officer/Society Organisers. Each individual participating in a club sport/society must take responsibility for his/her own health and safety. All individuals who intend to participate in vigorous sports in the club sport programme should, for their own protection, have a physical examination by a qualified medical professional before participating in any sport club activities. As part of the responsibilities of club/society committees, all steps possible to ensure the safety and health of club members must be taken. This includes checking certifications of coaches, obtaining club/society First Aid and CPR certification, completing accident reports and the overall club risk/society management for the safety of it s participants. The DIT Sports Committee and DIT Cultural & Social Committee, in consultation with the DIT Heath and Safety Officer, has developed the Health and Safety Guidance for Clubs/Societies. It aims to provide basic guidance to Sports Clubs/Societies regarding Health and Safety provision. It is not exhaustive list of all duties or responsibilities and it is highly recommended that Clubs/Societies seek further advice where necessary from their Sports Officer/Societies Organiser. DIT Sports Clubs/Societies are committed to a Safe and Healthy environment for all staff, students and visitors. The management of health and safety is the responsibility of everyone. We aim to provide a wide range of services within a safe environment. This environment will be secured by a pro active approach to Health and Safety. Dr. Mike Murphy Chairperson - DIT Sports Committee Dr. Ellen Hazelkorn Chairperson - DIT Cultural & Social Committee 3

5 The objectives of DIT Sports Committee and cultural/social committee Health and Safety objectives are as follows: To oversee all matters relating to health and safety issues within student sport/ activity at DIT. Publicise, and where necessary, produce clear guidance to all Sports Clubs/Societies on health and safety matters relating to sport/activity in general. To review all legislation and guidelines relating to health and safety in respect of student activity. To report all matters relating to safety in sport/activity to the DIT Sports Unit, the DIT Sports Committee, the DIT Cultural/Social Committee and the DIT Health and Safety Committee. 4

6 Safety in Sport/Activity - Statement of Intent Risk Assessments of high risk sports/activities are completed/reviewed, to identify the hazards, assess the risk, and implement/oversee the implementation of control measures to eliminate the risk/or reduce it to an acceptable level. Every activity is required to have at least two qualified first aiders and is encouraged to make known to every Club/Society member WHO the first aiders are for every club trip. First aid courses are organised by the Student Activities Health & Safety Committee. Every Club/Society is expected to buy a first aid kit which is available from the DIT Sports Committee or DIT Cultural/Social Committee (except those clubs/societies who train or play at a venue where a first aid kit is known to be easily accessible). There is a training session for all Club/Societies Committee members in the first term to inform them of their Duty of Care towards their members. Club/Society Trip Registration details (dates, participants, location, itinerary, contact numbers, first aider s, transport arrangements) must be sent to relevant Sports/Society Officer for all trips that are deemed to be high risk. Equipment lists are expected from every Club/Society annually in order to keep an accurate list for insurance purposes. Incident report books are kept in the Sports Office and Societies Office in DIT Aungier Street as well as located within DIT sport facilities (i.e. swimming pool, gyms). When an incident occurs, a member of the Club/Society must complete the relevant form in order to record, monitor and investigate all incidents resulting in medical treatment or damage. Basic, adequate insurance cover is provided for all members of relevant Clubs or Societies. Coaching courses are arranged whenever possible where clubs request them. Clubs are encouraged to ensure the competence of those coaching or leading sporting activities. Swim Tests will be compulsory for all new members of DIT aquatic clubs, including coxes. Members of the canoeing, sailing and wind surfing clubs will be required to sign Water Activity Consent forms. Health and Safety procedures are continually monitored and reviewed by the Health and Safety Group for Clubs/Societies. 5

7 Duty of Care Organising the activities of any Sports Club/ Societies is a demanding task in terms of commitment, both time and resources. All Sports Club/Societies are run by students and are supported by DIT, through advice, administration and finance. Under current legislation, as the organiser of any Sports Club/Society you have a legal responsibility to ensure that all activities are undertaken in a safe and healthy manner, as far as is reasonably practicable. To do so, you must demonstrate a duty of care to the participants of your activity. The application of health and safety is based on the principles of Risk Management. By identifying potential hazards and threats, the risk of an accident or incident happening is reduced. It is therefore necessary for procedures to be in place that will aid in the management of health and safety. By following the simple instructions in this manual, you will be able to conduct the activities of your Club/Society in a responsible way. All the relevant Clubs/Societies health & safety forms can be downloaded from either the Sports or Societies website or on the DIT Health & Safety website at the respective addresses:

8 Implementation of Health/Safety Policy To facilitate the implementation of the Health and Safety Policy of DIT, all Sports Clubs/Societies must submit the following: - A Sports Club / Society Profile - Details of Affiliation to National Governing Body - Training Log - Details of Equipment - Trip Registration / Activity Form - Capability of Members - Emergency Procedures / First Aid - Accident Reporting Systems, to your DIT contact If you have any queries, please contact your DIT Contact Person. No activity is to be undertaken until all health and safety documentation is!complete. Funding will not be made available until this has been carried out. 7

9 National Governing Body Affiliation All DIT Clubs/Societies are recommended to affiliate to their relevant National Governing Body (NGB), where they exist, in order to ensure that they are adopting the right Code of Practice and maintaining the correct standard of qualification for coaches, instructors or leaders; this is compulsory for all clubs. Most NGB s have published a Safety Code, which can be applied to your activity. An absence of a Safe Code of Practice from a NGB does not preclude the necessity for your Sports Club to develop it s Code. Safe Practice by BUCPEA is available on CD Rom in all DIT libraries and should help form the basis of Codes of Practice. Health and Safety Training All committee members will be briefed and Instructors should receive training and instruction on health and safety applicable to their activity. Training provided must be implemented and adopted for all activities. Training Records will be maintained to ensure personnel are competent and qualified where applicable. Such records are of particular importance where Instructor Accreditation is from a recognised Training Body. 8

10 Club/society Equipment Inventory Whilst the equipment will remain the property of the DIT Sports Clubs/Societies, all Sports Clubs/Societies are responsible for maintaining their equipment. Each individual piece of equipment should have risk assessments performed annually Sports Clubs/Societies should maintain the following records: - Place and date of purchase - When it was used - When safety checks were carried out - Where repairs were carried out - All safety and repair certification - Storage locations for insurance and security purposes. In the event of an accident, these records will be required. Failure to produce such documentation may indicate a breach of the duty of care principle. Equipment Log A Club/Societies equipment inventory form must be completed by every club annually at the beginning of the academic year. 9

11 Club/Society Trip Registration The DIT Sports Committee and Cultural/Social Committee must be informed about all trips. This can be done either by filling in a Club/Society trip registration form or by ing the necessary details (dates, participants, location, itinerary, contact numbers, first aiders, transport arrangements) to their relevant DIT Sports/Societies Officer before the trip departs. A form can be picked up from their relevant Sports/Societies Officer or down loaded off the DIT Sports or Societies website, and must be returned to the DIT Sports/Societies Officer. The form is checked by the Sports/Societies Officer and kept in the Sports/Societies office for the duration of the trip - if a problem occurs it is the responsibility of the Sports Unit/Societies Organiser to make trip information available to the relevant people. Following the end of the trip, the form is filed with the Sports Unit/Societies Organiser. 10

12 Membership All DIT Sports Clubs/Societies are responsible for maintaining an up to date list of their members. An official DIT Membership Form is detailed and all members must complete this form on joining a Sports Club/Society. Membership subscriptions must be paid on joining a Sports Club/Society. It is the responsibility of the Sports Club/Society Secretary to record all details and return a copy of them to their DIT Contact person. It is up to each Club/Society to charge a nominal joining fee, this is compulsory to protect each Club/Society. Once every member pays their membership fee, this protects the Club/ Society and committee members. 11

13 First Aid Every club is required to have a first aid kit, which must contain all the items listed (see Club/Society First Aid Equipment Request Form). Societies can avail of first aid kits by booking in advance. These kits are budgeted from the DIT Sports Committee through the Sports Officers. For those clubs who play or train where a first aid kit is known to be available, for example indoors at DIT Kevin Street, Larkin College, a club kit may not necessarily be needed. However, it is recommended that all clubs own a first aid kit, as it cannot necessarily be assumed that one will be available at an away venue. Each club must bring their current kit into a Sports Office at the beginning of every academic year to be checked. Any used or missing items must then be replaced - purchased by the Sports Unit and recharged to the relevant club. It is imperative that first aid kit s are fully stocked, this is the sole responsibility of the Club Committee. First Aid Courses In any one academic year, The DIT Sports Committee and Social & Cultural Committee is required to organise health and safety courses. The courses consist of basic first aid, resuscitation and defibrillator training. Candidates who successfully complete the course are awarded a certificate, and these are distributed to clubs by the DIT Sports Unit/ Societies Organiser. Clubs/Societies will be charged a fee per person trained. 12

14 First Aider requirements Each DIT Sports Club/Society is required to have at least two members who have successfully completed a first aid course, and are encouraged to have one per team where possible. At the beginning of each academic year, each Club/Society must fill in a Club First Aid Details Form to indicate the names of their current first aiders. Where there are not already two, Clubs/Societies must sign up the relevant number of members to the first course of the academic year. Clubs/Societies also are encouraged to get first and second year members qualified in preparation for the next academic year. Those students who have undertaken courses outside of DIT may be Club/Society first aiders, on the condition that they produce a current certificate to prove that they are indeed qualified to current health and safety award standards. Copies of these certificates are filed in relevant Sports/Societies office and are checked against Club/Society first aider lists. 13

15 Accident Reporting Procedures: A Club/Society Accident Form or a DIT incident report must be filled in every time an incident occurs which results in medical treatment of some form. Where such an incident occurs at DIT Kevin Street, DIT Bolton Street, Grangegorman, Larkin College or Belvedere College, it must be both reported to the staff of the facility, and to the Club s/societies relevant Sports/Societies Officer who will then fill in the form with a Club Committee member or Instructor. Where an incident occurs on an away fixture or on a Club/Society trip, it is the responsibility of either the committee chairperson of the Club/Society, team captain or the trip organiser to fill in a form, copies of which are available in Sports/Societies Offices, on return to Dublin. The top copy will be forwarded to the Health and Safety Office and the bottom copy filed with the DIT Sports Unit/Societies Organiser. 14

16 Compulsory Swim Tests Procedures: All new members who sign up to the following clubs are required to demonstrate an adequate swimming ability to further take part in the sport: Swimming Club Aqua Aerobics Water Polo Club Wind Surfing Club Sub Aqua Club Sailing Club Canoeing Club In order to demonstrate adequate swimming ability, each new member is required to pass a swimming and treading water test. Those members who do not fulfil either of these requirements shall not be allowed to participate further in the club. Swim tests take place in the 1st term at DIT Kevin Street Pool. In order to pass, each individual must complete a 100m swim in light clothing appropriate to the particular sport and a 5 minute treading water test. The tests are to be administered by the club captain of each club, who are required to complete the swim test form. In addition, this form must be signed by each new member. Where a member possesses an ASA (Amateur Swimming Association) Survival Award or Bronze Medallion a copy certificate must be attached to the swim test form. It must then be returned to the relevant Club Officer asap, to be checked and filed. 15

17 Insurance Personal Accident Policy All DIT whole-time students are covered by a Personal Accident Insurance Scheme. Cover is world-wide and operates 24 hours per day, 52 weeks of the year, irrespective of whether the accident occurs on campus or elsewhere. Cover applies whilst students are playing or participating in student activities, training, taking part in student activities on DIT s premises, rented facilities and away premises, including travel to and from organised student activities. Substantial benefits are payable under the scheme in respect of bodily injury arising from an accident. For example, the benefit payable in the event of permanent total loss of sight or loss of one or both limbs is up to 150,000. Medical expenses in respect of an accident not involving permanent injury are covered up to 7,500. Emergency dental treatment only covered for immediate relief of pain and suffering. As with all insurance policies, there are some exclusions. For further information, please contact the Student Services Office Tel: Equipment Policy It is the responsibility of each individual DIT Club/Society to carry out an equipment inventory at the beginning of the year, and to inform their relevant DIT Sports/ Society Officer of any subsequent purchases. 16

18 Risk Categories Club Categories All DIT clubs affiliated to the DIT Sports Committee are separated into categories according to the risks involved with the particular sport, as follows. Category 1A - Mainstream sports, where risks are inherent in the sport and accepted by all participants or which involve no special risk. Aerobics / Step Fitness Suite Athletics Badminton Basketball Cross Country Cycling Golf Karate Kempo Shotokan Squash Swimming Tennis Ultimate Frisbee Volleyball Water Polo Yoga Aqua Aerobics Tae Kwon Do Wado Ryu Category 1B - Mainstream sports but risk of contact injury. Camogie Gaelic Football Handball Hockey Hurling Judo Kickboxing Rugby Soccer Tag Rugby Team Handball Category 2 - Intermediate Risk, where affairs are normally well-conducted but the safety of participants depends upon implementation of procedures and codes of national or local governing bodies. In some cases, the sports are carried out on the premises of other bodies. Archery Boats Karting Polo Riding Skiing Category 3A - High Risk Providers, where the University club provides training, equipment and arranges facilities. Canoes Caving Mountaineering Sailing Sub-Aqua Wind Surfing 17

19 Risk Assessments Every DIT Club/Society is required to complete a risk assessment and code of practice form and all clubs must state that they either comply with their National Governing Body code of practice or state their practices which differ. The code of practice must also include details of maintenance and inspection of equipment, or written arrangements with other suppliers of equipment used when hiring outside sporting facilities. All risk assessment and code of practice forms must be returned to the Sports/Societies Office at the beginning of every academic year. They are then reviewed, filed and a copy is forwarded to the DIT Health and Safety Office. The Health and Safety Office may request additional information following evaluation of the forms. 18

20 Private Vehicle Registration Every individual who is intending to use a private vehicle to transport other students to official Club/Society activities, such as away fixtures or Club/Society trips, must complete a private vehicle registration form at the beginning of the academic year. He or she must also sign a declaration to indicate that the vehicle is roadworthy and that they have informed their insurance company of their intention to transport individuals on behalf of their Club/Society. If an individual should purchase or have use of a vehicle at any point during the year, they must obtain a Private Vehicle Registration Form from the Sports Unit/Societies Organiser and complete it at that time. Additionally, should any information change on the form throughout the year, the individual must notify the Sports Unit/Societies Office. Individuals who do not complete the form do so at their own risk. 19

21 Approved Transport Agent List All DIT Clubs/Societies must use a bus company that is listed on DIT s approved transport agent list for insurance reasons. Companies that have been approved have supplied DIT with the relevant documentation and Safety Statement that is requested. Should a Club/Society wish to use a company not on the approved list, they should contact their relevant DIT Sports Officer/Societies Organiser. Marathon Coach Travel Tel: Fax:

22 Emergency Procedures For all the planning and preparation done, there still exists the possibility of emergencies occurring. In the event of any emergency, please follow carefully, the procedures as detailed below. All Accidents and Incidents must be reported to your DIT Contact Person. - Stop and think. Assess the situation. Stay calm. - Ensure that the group is safe and accounted for. - Are there any hazards present that may affect the group? - Attend to any casualties if safe to do so. - Give first aid within the groups capabilities. - Get expert help if required. - Get/give any third party/witness/insurance details if necessary. - Gather the information required by the Emergency Services. - Name(s) of group members. - Number of people, injured. - Locations of group members - Medical condition of group. - First aid given. - Age(s) of group members. - Time of incident. - First aid equipment available to group. - Co-operate fully with the emergency services, but do not admit fault. - Someone from group must accompany casualties to hospital. - Refer all media contact to the DIT Contact person and give no comment. 21

23 Contacts contact any of the following. For any information on DIT Health & Safety policy please DIT Safety Officer Edel Breslin Tel: Sports and Clubs Niamh O Callaghan Tel: niamh.ocallaghan@dit.ie Herbie McClelland Tel: John O Carroll Tel: john.ocarroll@dit.ie Societies Anita Conway Tel: anita.conway@dit.ie Student Services Office Noreen Phillips Tel: Student.Services@dit.ie 22

24 Notes Relevant forms guide Forms can be downloaded from: DIT H&S Acc Report 1.pdf DIT H&S Contact 1.pdf DIT H&S Equip 1.pdf DIT H&S First Aid 1.pdf DIT H&S reg 1.pdf DIT H&S Risk Ass 1.pdf DIT H&S Risk Ass 2.pdf DIT H&S Acc Veh Reg 1.pdf 23

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