1. Health and Safety policy. 2. Standard Operating Procedures. 2.1 General. 2.2 Volunteer Roles. The Windsurf Club Standard Operating Procedures

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1 1. Health and Safety policy All participants will provide details of any medical conditions that they are known to have and what, if any, action is required in case of an emergency. All medical information will be treated in strictest confidence by the Club committee and representatives providing training and support during Club sessions. If a participant (whatever age) is deemed to be unfit to participate in Club activities, the Club representatives responsible for that session will have the right to refuse that member s participation in activities at that time. Any Club session participant under 12 years of age should have their parent / guardian on hand near the shore based team to take responsibility of their child should they need to come off the water and require assistance. Windsurfing is a water based activity and youngsters in particular can quite quickly get cold and become upset as a result. Participants aged 12 and above years will be responsible for themselves during the course of the session. 2. Standard Operating Procedures 2.1 General The club is primarily based in Newburgh, Aberdeenshire, Scotland. The aim of the club is to promote and provide facilities for the sport of windsurfing regardless of race, age, sex, religion or ability. Sessions will usually be run on Sundays (tides will dictate this and session timings) at the car park on Inch Road, Newburgh. If water and wind conditions are deemed suitable, sessions may be run from an alternative nearby (eg coastal) location. 2.2 Volunteer Roles Prior to every session, the log book will be filled in with the agreed session plan and team member allocated roles. The minimum number of team members to run an official group session is 3. This is not a requirement for free sailing. The appointed Principal will hold overall responsibility for the safe and organised running of activities. They must manage and control the students and team effectively. Instructors and Assistants are also responsible for running tuition and safety. Whilst there is an on water session taking place, there will be a main point of contact on land, known as the Land Officer. This person must be first aid qualified and this is typically the Welfare officer or an officially appointed Committee Member or volunteer. They are the first point of contact for the on water team and their responsibilities include: Page 1 of 8

2 providing first aid and emergency assistance communicating with members, public and other entities creating a safe and friendly environment at the club base suspending all water (or land) activities if deemed necessary The Windsurf Club Standard Operating Procedures 2.3 Rescue Boat The club has a rescue boat which will be tested and on the water, ready for action, during sessions. An instructor or suitably trained team member must be available at any given time to drive the boat for a rescue, this role will be delegated as above. It must be positioned in or on the perimeter of the session zone. If deemed necessary, it may be anchored with a team member in it, but generally the boat will not be driven in amongst the group(s). The boat will not be used for anything other than necessary rescues and is only permitted to plane for training or rescue purposes. This may include picking a person up from another shore / area if it is agreed that they are unfit to safely return / continue. It may be used for towing and general group management, but this is to be done in a reserved and considerate manner. The boat kill chord which must be attached securely (not around wrist) whilst in use. 2.4 Participants Every student on a session, or person renting equipment (also known as free sailing) must be a club member, have filled in a relevant form (this can be completed by a parent / guardian for juniors) and must pay the relevant fees in advance. Membership and booking forms (which include emergency and medical details) are found on the club website and at club sessions. For students under the age of 18 a parent / guardian must complete the form on their behalf. The limit for students on the water at any one time in a session is currently 6 due to equipment and qualified instructors / volunteers. Every student or free sailing person using club equipment must wear either a buoyancy aid or harness. Children (17 and under) in sessions must wear a helmet when windsurfing and a buoyancy aid is required if in the water (this includes paddling, playing, standing etc. in the water). If a child is learning to use, or proficient in, the harness then this may be worn without a buoyancy aid. Session booking is organised by the committee and no guarantee is made for availability. Priority is given to kids club sessions and every effort will be made to make free sailing available and fair to all club members. 2.5 Behaviour All sessions and participants must adhere to the club rules and regulations as documented in the constitution and maintain a good rapport with other water users. The club will have little or no negative impact on the environment. The club respects that the water is used by others and as such must plan and adapt so as not to cause unnecessary conflict. Page 2 of 8

3 2.6 Tuition Course Programs are split into two categories: junior and adult. Junior sessions will always have priority. Lessons will be adapted to suit the weather conditions and will consist of on water, on land and theory elements. The tuition will be structured in accordance with the RYA syllabus, and is summarised below: Junior Stage 1 Welcome to windsurfing. Stand up, go, then return to the starting point. Stage 2 Turning and some basic theory. Upwind and downwind sailing. Stage 3 Progression. Equipment, beach starts, harness intro, windier conditions. Stage 4 Advanced Harness, footstraps, T15... Adult Beginner covers launching, turning and sailing back to starting point. Intermediate (non planing) includes beach starts, faster turning and improved stance. Intermediate (planing) adds harness, footstraps and intro to carve gybing Advanced blasting, planing and clinics (carve gybe, waterstarts and freestyle, etc) Each student will be briefed before and debriefed after every session on course content. Before each session, any medical conditions must be established and appropriate precautions / action taken. At the start of every session students will be briefed and this includes location, content and safety information. Prior to sessions, usually at time of booking, students will be advised on what to bring (eg suitable clothing, towel, etc). 2.7 Safety The outright priority for the club is safety. If an action is deemed to cause unnecessary risk then appropriate action must be taken to eliminate risk. Regular communication during sessions is paramount within the team and this can be in the form of visual signals, spoken, or VHF communication. A map of the local area will be displayed at every session, and will be available upon request for free sailing. Depending on conditions, the Baby Pool is the primary on water beginner teaching area. Baby Pool is relatively shallow, is not in the main tidal stream and is adjacent to the car park for easy access. 2.8 Operating documentation and checklists Log book contains the following Session log Date Session content Weather forecast Page 3 of 8

4 Roles and responsibilities (Principal, Land, Rescue boat) Students Medical notes Session feedback First aid log Accidents and near misses Checklists Maintenance log Member documents containing membership forms medical notes welfare document participant forms The Windsurf Club Standard Operating Procedures Checklists Session preparation Roles and responsibilities Session plan and conditions discussion Logbook up to date Boat, kit, land, on water and notice board checks (see below) Boat Pumped and checked for punctures Contains First aid kit, radio, kill cord, tow rope, spare rope, panter, and oars Contains safety pack: knife, flares, spare kill chord, safety blanket, fire extinguisher Is in the water ready for action Engine starts and there is sufficient fuel Is in a suitable location Kit Check / log / repair all boards and rigs for damage and potential repairs Check / log / repair all rope is fit for purpose Check / log / repair wetsuits, BA s and helmets Land First Aid Kit Radio All necessary club documentation including logs and medical information Mobile phone with signal and sufficient power Special medical equipment / drugs for participants / volunteers On water, with instructor(s) Knife Whistle Radio Spare rope Notice board (on land) Page 4 of 8

5 Todays weather forecast Sessions plan Area map Other relevant information (eg RYA, Project Windsurf) The Windsurf Club Standard Operating Procedures 3. Risk Assessments The risk assessments will undergo regular review (at least annually) and modified as necessary. Risk Example Control measure(s) Drowning and entrapment Head injuries Minor injuries: Slips, twists, bangs and cuts Damage to people or property due to flying rigs / boards Health issues arising from environment, climate and weather. Diseases / infections from the water Physical attack by seal or other wildlife. Collision on the water Trapped underwater by sail Mast hits head causing concussion Foot and ankle bashed if mast falls onto board, or step on underwater object awkwardly, e.g. rock Wind catches board or rig and flips over violently causing damage to either person or property, e.g. car. Hypothermia due to prolonged exposure to cold water / weather Swallowing contaminated estuary water, causing nausea or vomiting. Provoking a seal so it feels endangered to the unlikely point that it attacks. Windsurfer fails to avoid collision with fishing boat or other water user Proper education and practice of RYA s safety at sea procedures. Buoyancy aids (or harness) to be worn in the water at all times during club activities. Rescue craft available that has been well maintained and manned by volunteers. Helmets available, awareness and safe monitoring of mast, board or land impact. Suitable clothing and responsible use of equipment is encouraged. Care taken when walking around in the shallows and land. Volunteer sweep prior to session looking for obvious hazards such as sharp objects and dog faeces. Guidance on correct placing & carrying of equipment in relation to the wind to avoid accidents will be given early. Experienced volunteers will be on hand to help and advise. This considers how best to secure and unsecure boards on roof racks. Suitable planning, preparation and education of health, clothing and relevant action in the event. This includes wetsuit for on water activities. Encourage members to avoid swallowing water if at all possible. Individual supply of clean drinking water at base recommended. This should be used to wash mouth if estuary water is swallowed by accident. Educate, advise and train members about the causes, risks and best practises to avoid conflict. All members are reminded and trained how to avoid collisions at all costs. Team members will promote safe practices and should intervene if a potential collision is spotted. Good communication with other water users (eg fishermen, kayakers, other windsurfers) is important to prevent accidents. In the event of a collision, a safe and responsible resolution is understood between all parties by clear and concise Page 5 of 8

6 communication as necessary. Collisions are recorded in the club log book. Motorised craft collision Participant hurt by motor boat / rescue craft or a propeller Communication with motorised vessels to avoid incidents if possible. Club rescue craft only to be used by trained volunteers in a safe manner. 4. Emergency Action Plan 1 First Response 2 Protect individuals 3 Lives at risk? 4 Major incident 5 Communication 6 Notification and brief The Principal present will take immediate charge of the situation and inform the appropriate emergency services by telephone. The Principal may then delegate an appropriate member to act as Incident Co ordinator until the emergency services arrive when they will take charge of the situation. Protect individuals from further harm Ensure individuals life is not at risk provide emergency first aid if necessary Isolate the cause of the incident Evacuate the premises as necessary Stop all activities as necessary If lives are at risk contact Emergency Services on 999 Our Address is Inch Road, Newburgh, Aberdeenshire AB41 6BQ The car park is right at the end of the road, by the river Position somebody at the other end of the road to direct from Newburgh s main street Ask the Emergency Services which hospital they are taking the casualty to. If Emergency Services are not required the local clinic is Ellon Medical Group. Do you need to contact other emergency services? Give yourself sufficient time to collect and collate relevant information (use photos where possible). Notes should include details of what happened / was going on prior to the incident, during the incident and after the incident Prepare a simple, to the point and fact based press statement Make notes of the incident and pass to the Club Secretary Complete an Accident form where necessary and lodge the completed record in log book Complete a Near Miss form where necessary and lodge the completed record with the Club Secretary A major incident is an event where there is loss of life, a serious injury, or there is substantial damage to property and/or the environment. In this case key witnesses should not be allowed to leave. Ensure all paperwork is up to date Update the incident section of log book where necessary Consider if the incident should be reported to the Health and Safety Authority (e.g. major injury, electric shock, chemical based incident) Page 6 of 8

7 After an emergency, a committee member is responsible for communicating the event to RYA and liaising accordingly. Follow up action will include a (committee) meeting and a review of club procedures and paperwork if necessary. Nearest A&E is in Aberdeen. Aberdeen Royal Infirmary, Foresterhill Site, Aberdeen AB24 2ZN Directions (14.5 miles) 1. Head west on Inch Rd toward Main St/A Turn left onto Main St/A975 Continue to follow A Turn left onto A90 Go through 1 roundabout 4. At the roundabout, take the 2nd exit onto Ellon Rd/A956 Continue to follow A956 Go through 1 roundabout 5. At the roundabout, take the 3rd exit onto St. Machar Dr/A978 Continue to follow A978 Go through 3 roundabouts 6. Turn right onto Ashgrove Rd W/A Turn left onto Forresterhill Rd 8. At the roundabout, take the 1st exit 9. Turn left Destination will be on the right Local Health Clinic is in Ellon. Ellon Group Practice, Schoolhill, Ellon, AB41 9JH Directions (5.6 miles) 1. Head west on Inch Rd toward Main St/A Turn left onto Main St/A Take the 3rd right onto School Rd/B9000 Continue to follow B Turn right onto A90 5. At the roundabout, take the 1st exit ontob Continue onto South Rd/A At the roundabout, take the 3rd exit ontomarket St/A Turn left onto Station Rd 9. Take the 2nd right onto Schoolhill Rd 10. Turn right Page 7 of 8

8 5. Child Protection Policy The Club s Child Protection Policy is covered within the Welfare document. 6. Staff qualifications All committee members are First Aid qualified. Rob, Danny and Ali have RYA approved First Aid certificates. The club is RYA affiliated and as such all qualifications and activities are based upon the RYA scheme. Ali is an RYA intermediate instructor with PB2 qualification. Rob and Danny hold a PB2 certificate and hold RYA intermediate windsurf qualifications. Rob has 31 years experience and Ali has 18, both in a range of conditions up to advanced waves. Danny is an intermediate windsurfer and Wendy is a beginner. Page 8 of 8