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 (this link opens in a new window).
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.
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 to act as the first point of call if plans
change, or an accident or emergency occurs, during an activity. The
home contact must be a responsible adult, preferably not related to
any member of the party.
The home contact must:
- be able to be contacted at any time during the event
- have complete details of the event (this should include
location(s), travelling arrangements, duration of the event, route
to be taken, activities that may be undertaken and expected return
time)
- have the names of all participants with emergency contact
telephone numbers for each ne during the event
- have details of the home Commissioner (or her nominee) and, for
residential events, the host Adviser.
In the event of an accident or emergency, the Leader is
responsible for ensuring that:
- emergency or rescue service procedures are initiated
- the home contact is given details of the accident or emergency,
including the names of the participant(s) requiring assistance and
the action that has been taken.
The home contact then, depending on the situation:
- informs the emergency contacts of the participant(s)
involved
- contacts the home Commissioner or her nominee, giving names and
telephone numbers of next of kin
- maintains communication to ensure that the appropriate
emergency and guiding personnel are kept informed of the
situation
- if appropriate, notifies the host Commissioner or Adviser of
the accident or emergency.
The home contact must shred all personal data after the
event.
Emergency procedures
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.
- 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:
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.
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