Risk assessment and accidents
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This information supports Girlguiding UK's Safety
and Safeguarding Policy. Please read it together with the
Policy.
It is expected that extra care will be taken by everyone working
with children and young people. This requirement underpins
Girlguiding UK's Safety and Safeguarding Policy and informs all the
work we do.
When planning any activity or event, Leaders need to consider
the risks involved and how to manage them.
Download a risk assessment form.
Activities away from the
meeting place
When planning and undertaking activities that require a change
to the normal meeting place, such as a visit to the local park,
sports field, theatre or ice rink, the Leader must consider:
- whether the activity is appropriate to the age and ability of
each participant
- whether the location, conditions and time of day are
appropriate
- whether all the participants are wearing clothing appropriate
for the activity and weather how to minimise impact on the
environment.
A Leader must inform her District Commissioner of any activity
taking place outside the normal meeting place or time.
Girlguiding UK's suggested adult to child ratios become mandatory when
taking a unit out of the normal meeting place.
On the day, the Leader must have:
- a basic first aid kit
- parental permission for all participants, if relevant
- her District Commissioner's phone number and parental contact
numbers. If appropriate she should also take these phone
numbers:
- home contact
- emergency services in the area where the activity is taking
place
- County or Country/Region Public Relations Adviser (PRA)
- Commonwealth Headquarters, Scottish Headquarters or Northern
Ireland Headquarters.
Parents or carers of Rainbow Guides, Brownie Guides, Guides and
Senior Section members under 16, as well as the local Commissioner,
should be informed of the unit's plans.
The individual needs of all participants – medical, dietary,
faith and cultural – must be taken into account.
If the activity is not being organised within guiding but is
being provided by an outside organisation, whether on a commercial
or a purely voluntary basis, some basic precautions should be taken
before any contract or other agreement is signed.
Check that the provider:
- is already known to local guiding as a responsible organiser of
the activity
- is a member of the appropriate activity organisation
- has given evidence of insurance cover
- has carried out appropriate recruitment procedures for child
protection and has a child protection policy.
Risk assessments for
adventurous activities
Leaders need only risk assess the elements of
the activity that the leadership team is responsible for, such as
travelling to and from the venue.
The instructor is responsible for carrying out
a risk assessment specific to the activity. You may wish to request
a copy of this for your records.
Download a risk assessment form.
If you would like guidance on how to risk
assess your activity, your Commissioner or Outdoor Activities
Adviser will be able to support you. For further advice please
contact activities@girlguiding.org.uk
Home contact
Girlguiding UK's policy states that whenever a residential event
or activity away from the meeting place is planned, a home contact
must be appointed. See the Home Contact
page for more information.
Accidents and
incidents
- Try not to panic: keep calm.
- Ensure that the girls and young women, other Leaders and you
are safe.
- Call the emergency services, if appropriate.
- If outside your guiding area, advise your home contact (see
above).
- Do not be drawn into making instant comments to members of the
media or public:
- take their names
- ask for a deadline
- tell them someone will get back to them.
- Do not admit liability or discuss who's fault the accident
was.
- Listen as impartially as possible to all parties concerned in
the incident.
- Report the incident as soon as possible to your District or
Division Commissioner: brief her fully on the situation.
- With your Commissioner, decide what action is needed, for
example:
- providing support for those involved
- asking the PRA to communicate with the
relevant parties such as parents, local community, other Leaders
and the media
- establishing a central point where enquiries can be directed,
factual information updated and so on
- compiling a confidential report
- providing support resources, such as helplines or extra
people.
- Keep careful notes about the incident and subsequent
developments as they happen, including dates, times and names.
- Keep copies of any written information, including letters,
forms or reports.
In an emergency
- Call your Commissioner first.
- Call the relevant number for Girlguiding UK's insurance service and
select option four.
- Call Girlguiding UK's emergency PR line: 020 7834 6242 (an
out-of-hours number is given when the answerphone is switched
on).
- Do not admit liability.
- Get witnesses' names and addresses.
In the event of a serious accident or death, Girlguiding
UK must be notified immediately via the emergency PR line: 020 7834
6242.
After an
incident
If an injury, illness or medical condition needs
medical/hospital treatment during a guiding activity or on
Girlguiding UK property, the Leader must immediately complete a
Notification of Accident or
Incident form and report the details to:
- Membership Support Services
- the appropriate Commissioner.
Following an incident, no admission of liability must be made at
any time and no remedial action must be taken without prior
agreement from the Association and Girlguiding UK's insurance
service.
A Leader who receives any correspondence from solicitors or
claimants must forward it immediately to Girlguiding UK's insurance
service. The Leader should not reply to the correspondence
herself.
No offer of any monies must be made at any time.
Page last updated: 5/8/2012