Section 1 - Activity Details Program inmation 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 3/11/2015 : Name of Responsible assessment completed in consultation with: Stephanie Marks Position: Educator 3/11/2015 : Name of Supervisor/Certified Supervisor: Courtney Hartley Contact no. of 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 Estimated no. of children: 30-40 YES Asthma, anaphylaxis, first aid, CPR & child protection training If yes outline reason: A requirement 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? If yes brief outline: No Version 3_Jan 2015 Page 1 of 11
YES NO What additional control measures will you implement to ensure children s safety? Proposed route to destination (attach a map if required) YMCA New Lambton to Pacific Hwy, Charlestown. Refer to attached map. Estimated arrival and times from centre: Depart YMCA New Lambton Arrive Hoyts Cinema Charlestown Depart Hoyts Cinema Charlestown Arrive YMCA New Lambton - Has emergency plan been discussed with all educators attending the excursion? Has a site visit of the excursion venue been conducted to assist in the preparation of this risk assessment? Has the excursion venues site specific risk assessment been obtained and attached to this risk assessment? YES NO YES NO Where can this be accessed? If yes date conducted: YES NO 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 ms and quick list (stored in emergency backpack). YMCA contact nominated supervisor at all sites. Contact numbers CSM & CSC. Itinerary the day including arrival and times. Risk assessment. Charged centre and bus mobile phones. Children to be wearing enclosed shoes. Version 3_Jan 2015 Page 2 of 11
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. 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) Version 3_Jan 2015 Page 3 of 11
Section 2 Risk Assessment table Task/ Activity Potential Hazards & Consequence Probability (Refer Probability Matrix) Control Measures (include reference to legislation, codes and standards) Who is the responsble person? By When Movies Trips, collisions, falls, injury to self or others around. Injuries or ailments not requiring medical treatment. Emergency procedures site specific Minor injury, first aid treatment case or short term medical intervention. C1 Request and review of venue specific risk assessment. Group discussion with children about safety prior to attending 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. C2 Request and review of venue specific risk assessment. attending consult with cinema to request emergency evacuation procedures. Group discussion with children about safety prior to attending 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. from the Dark movie cinematrips, falls, collisions, inappropriate physical contact (child to child, child to educator or members of general B2 Children grouped into smaller groups prior to attending the Buddy children up: one older child one younger child. Partners to stay together the entire Each group to have two educators supervising. Version 3_Jan 2015 Page 4 of 11
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 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 Exposure to prohibited persons and/or behaviours. Mental and/or physical injury or harm. Children being exposed to members of the general public/strangers 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. B3 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 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 Ongoing during Version 3_Jan 2015 Page 5 of 11
Outside food allergies Serious injury causing hospitalisation or multiple medical treatment cases; short-term rehabilitation required Lost/missing children; supervision of children in crowded public place 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. centre. Set meeting point children if they get lost. B3 Actively supervise children whilst at the excursion venue. Know what children are attending and if they have allergies. Have medical inmation and necessary medication nearby. Have parent/emergency contact inmation nearby. Monitor what children are purchasing kiosk if applicable. Coordinator to ensure that all staff are aware of children with medical conditions. B3 Clear plans in place disruptions to the group and/or ratios disruptions to ability to supervise. For example: i. When one educator is required to pay the group s entry. ii. When one educator needs to attend to unexpected behaviours. iii. When educators need to separate toilet runs. Group children (bee 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. Ongoing throughout Ongoing throughout Version 3_Jan 2015 Page 6 of 11
Public toilets - toilets out of site or occupied by unknown adults. 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 Minor injury, first aid treatment case or short term medical intervention Content of movie inappropriate language, behaviours. 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 iii. Number of children attending the C3 Plan 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 a few minutes. If time exceeds five minutes call out to children in the toilets and ensure that they are ok. C2 Have medical inmation and necessary medication nearby. Have parents/emergency contacts inmation 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. B2 All movies that will be viewed on the day are to be listed and displayed parents. Movies to be screened by an educator prior to showing them to children. Ongoing. Version 3_Jan 2015 Page 7 of 11
Isolated threat of legal action or threat of loss of contract, resolved by management. YMCA bus transport Accident or collision with bus during transport, to and from destination Break down of the bus Children entering and exiting the bus Only G rated movies to be shown. Permission sought from parents to view PG rated movies. 2C Driver is aware of the route to be taken. Children and staff educated on safety prior to 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 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 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. excursion Version 3_Jan 2015 Page 8 of 11
Section 3 Probability Matrix to be used with YMCA Hazard Identification, Assessment and Control Report 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 and require detailed treatment plans to reduce the risk to Low or Medium. Likelihood Section 3 Review Public Safety/OHS Reputation & Image Business Continuity Environment Legal/ Contract Management Financial Injuries or ailments not requiring medical treatment. Resolved by day-to-day management; internal review. Disruption to capacity up to half a day Minor effects on biological or physical environment Minor complaint, incident or contract issue resolved by Management. Financial loss up to $100K; minor cost overrun. Minor injury, First Aid Treatment Case or short term medical intervention. Some local press mention, with Senior Management required to prevent escalation. Disruption of s between 1 and 2 days Moderate, short-term effects, but not affecting ecosystem functions Isolated threat of legal action or threat of loss of contract, resolved by management. Financial loss between 100 & 250K; cost overrun <5%. Consequence Serious injury causing hospitalisation or multiple medical treatment cases; short-term rehabilitation required. Some state media mention, with Senior Management required to resolve. Disruption of s up to 5 days Serious, medium-term effects. Significant incident with threat of legal action, loss of contract with moderate financial loss & impact to reputation. Financial loss between 250 & 500K; cost overrun >5% but <8%. 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 YMCA. Disruption of s up to 1 week Serious medium to long-term effects, with some impairment of ecosystem functions Civil law suit laid and/or serious breach of regulation; loss of significant contract & future tenders potentially affected. Financial loss between 500K & 1M; cost overrun >8% but <10%. Death or multiple life threatening injuries; permanent disability. Public inquiry or sustained adverse national media coverage; loss of community participation and confidence. Disruption of s greater than 1 week 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 >1M; cost overrun >10%. Insignificant Minor Moderate Major Catastrophic Probability: 1 2 3 4 5 Is expected to occur in most circumstances A Almost Certain M H H E E Will probably occur B Likely M M H H Extreme Might occur at some time in the future C Possible L Medium M High E Could occur but doubtful D Unlikely Low M M H H May occur but only in exceptional circumstances E Rare L L M M H Version 3_Jan 2015 Page 9 of 11
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 review Name of person conducting the review: Position: Review conducted in consultation with; Position: : Educator review sign off: Version 3_Jan 2015 Page 10 of 11
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