Running Activities Safely Final - Students' Union...

Students’ Union UCL

RunningActivities Safely

Katie SykesSports Development

Manager

Stephen TidmarshUCL Safety Services


Students’ Union UCL is committedto ensuring safety in our student

activities and through ourindividual Clubs & Societies.

We will ALL endeavour to identifyhazards and establish measures to

control and reduce risk to anacceptable level.


In this session we will cover:

• Your Role and Responsibilities

• Union Requirements

• Bars, Alcohol

• Initiation Ceremonies

• Safeguarding members

• Travel

• Insurance

• First Aid

• Campus Events Safety

• Using proper kit andequipment

• Risk Assessments

Students’ Union UCLStudents’ Union UCL

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President/Activity Leaders Role

Co-ordinates activities and delegates responsibilities

Ensures all individuals involved in the activity know:• What they will be doing, where & when they are going• What equipment they will need• What is expected of them.

Participants should pass on information to each other when taking part in anactivity.

Team work.


Health & Safety

We require you to:

• Complete Risk Assessment Forms fully.

• Read Health & Safety Pack & appendices.

• Observe transport requirements.

• Use proper kit and equipment.

• Follow additional instructions.

• Only engage approved instructors & coaches.

• Personal Injury Cover and Public Liability.


Bars & Alcohol

• General Meetings (AGM & EGM) must be held in alocation which is fully accessible (i.e. has disabledaccess and does not serve alcohol).

• Conduct in Union Bars and off campus venues canresult in disciplinary action against the Club orSociety, individual, or both and can be referred toUCL.

• Events on campus must adhere to rules on servingalcohol. Please refer to the online How to Guides:

• http://uclu.org/how-to-guides/how-to-arrange-alcohol-for-event-in-ucl-rooms

• Failure to adhere to these rules could be classed asa criminal offence.


Initiation Ceremonies

Any kind of Club or Society Initiation Ceremony is strictlyprohibited.

• Initiation Ceremonies are events in which members, (often, though notexclusively, new members), of a club or society are expected to performa task as means of gaining acceptance, status or credibility within theClub or Society.

• Under no circumstances must any individual or group of individuals beforced or pressured against their will into taking part in Club or Societyactivities or events.

Any club/society found to have held initiations will be referred tothe Activity Executive for disaffiliation.


Safeguarding your Members

Be aware of your membership:

• Do you have any Under 18’s?

• Do you have an vulnerable adults?

• How would you know?

• What to do if you do, and have concerns?


Basic Guidelines for Under 18’s

• Permissions

• Disclosure

• Confidentiality

• Protecting yourself whilst maintaining your duty of care

• What activities may not be appropriate?

• Seek further advice.


Safeguarding your Members

• Welfare and International Officer

Aiysha Qureshi

[email protected]

• Student Psychological Services

3 Taviton Street

www.ucl.ac.uk/student-psychological-services/



session to:

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Password: #2562


Vehicle Hire Safety

2 Drivers

Licensing for Minibus hire

Insurance

Take frequent rest breaks


Trips & Overnight Stays – THE HAZARDS

• Travel/Transport – Road trafficaccident, getting lost

• Accommodation - Theft, personalsafety

• Social – personal Safety, intoxication

• Physical – weather conditions(sunburn, cold or hot temperatures,wet weather)

• Illness – food poisoning, infections


Trips & Overnight Stays

• Additional Activity and Overnight Stay form

• Participant details

• First Aiders

• Insurance

• Permission to tour

• Travel insurance and Contact arrangements

Q: 2 weeks or 8 weeks notice to the Students’ Union?


Insurance

Students’ Union UCL provides the following insurance:

Equipment

Public Liability

Personal Accident

Travel abroad requires separate travel insurance.

You must report any incidents: https://uclu.org/clubs-societies/resources/forms-and-information/


First Aid

• Requirement for Sports Teams

• Sensible for most PerformingArts

• Students’ Union will providecourses

• First aider at training,rehearsals etc.


Campus Events Safety

UCL Safety Services [email protected] x57246

Fire Safety (specific advice) [email protected] x41240

Room bookings [email protected]

Sodexo for alcohol at events in UCL facilities [email protected]

UCL electricians [email protected]

UCL Security [email protected]

Cleaning & Waste (UCL Buildings only) [email protected]

Departments who may be affected by the activity look up on UCL webpage

Estates for Guidelines when using outdoor greenspaces.

[email protected]

When you run events on campus you may need to contact UCL Staff forauthorization or advice:


Campus Events Safety – WHY?


Safety is about preventing harm!

Lots of resources available to help you do this….

1. Annual Risk Assessment Form

2. Health and Safety Pack and Appendices

3. Additional Activity Form for:• LARGE SCALE EVENTS

• ONE OFF ACTIVITIES

• NEW EVENTS AND ACTIVITES

4. Event Safety Checklist

5. Report Accidents (and near misses!)


Sport – WHAT ARE THE HAZARDS?



session to:

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Password: #2562


Risk Assessing your Activity:

Why? Legal RequirementControl risks and meet our insurance criteriaReact to changing demands and circumstancesSustain and positive health and safety culture

What? A Risk Assessment is a way of….Identifying hazards (what can go wrong)Identifying who may be harmedIdentifying controls (actions) required to prevent harmAllowing consultation that encourages ownership to you.Allowing risks to be communicated to your members.


The Elements of Risk

1. Consider your activities e.g. painting up aladder

2. Identify Hazards e.g. working at height,dropping the paint tin

3. Identify consequences e.g. falling off theladder and breaking bones

4. Identify control measures e.g. laddershould be in good working order, held byanother person at the base for stability.

5. Give a risk rating (high, medium, low)

6. Include what to do in an emergency e.g.first aid, fire evacuation.


When is Risk Assessment Required?

Either Annually– which will cover core activities

OR

For additional activities (incorporating a new risk assessment eachtime)

For one-off activities not covered by your annual risk assessment (i.e.non core activity) or those that require further detail (e.g. tours,shows, overnight stays etc)


Annual Risk Assessment Form:

Activity type Identify Hazards*Identify

consequences

Identify risk control

measuresRisk rating

Identify action if

incident occurs

Please list the different

types of activities

List the potential hazards

(what has the potential to

cause harm) for each

activity

Please list the

consequences of each

hazard, i.e. what harm,

damage or loss may result -

and who might be affected

(e.g. club / society

members, or members of

Risk control measures can

prevent harm - usually more

than one control measure

should be used for any given

hazard.

Based on the hazard,

consequences and risk

control measures - consider

the likelihood of harm and

severity of harm to

determine if the specific

activity is low, medium or

What action will you take if

an accident or incident does

occur? Please note campus

emergency number, or the

telephone number of local

emergency services here.

EXAMPLE 1: Sporting

activity - group of people

participating

Collisions or slip / trip / fall

Cuts, bruises, strain / sprain,

potentially fractured or

broken bones (participants in

the activity)

Use of crash mats to

cushion impact of falls

Activity supervised by trained

staff

Participants informed of rules

of game

Medium

Club president and deputy

are trained first aiders and

will be in attendance

throughout. In an

emergency, call 222 for

emergency services

EXAMPLE 2: Crowd

management

Overcrowding in area,

bottlenecks as people move

around the event

Crush injury, cuts, bruises

(members of the public)

Club members assigned as

event stewards to monitor

attendance levels, guide

people around the event and

restrict access as needed

Training / briefing provided for

event stewards before the

event starts

Stewards provided with hi-vis

vests to identify them

Low




throughout. In an


emergency services

EXAMPLE 3: Loading in

equipment (tables and

chairs)

Manual handling - lifting and

carrying furniture

Muscle strain / sprain (club

members setting up the

event)

Book UCL porters to deliver

furniture to point of use

Use team lifts (people lifting

together) to move heavy

items

Use good lifting techniques

(bend down, use your legs

Low




throughout. In an


emergency services


Bad Example:


consequences


measuresRisk rating

Identify action if

incident occurs


types of activities




activity

Please list the







the public?)

Risk control measures can prevent

harm - usually more than one control

measure should be used for any

given hazard.





severity of harm to



high risk


an accident or incident

does occur? Please note

campus emergency

number, or the telephone

number of local emergency

services here.

Museum visits

Potential emergency in

case any of the

participants has a

problem which we do not

know about

Illness A&E Medium Call an ambulance


Good Example…


consequences


measuresRisk rating

Identify action if

incident occurs


types of activities




activity

Please list the







the public?)

Risk control measures can prevent

harm - usually more than one control

measure should be used for any

given hazard.





severity of harm to



high risk


an accident or incident

does occur? Please note

campus emergency

number, or the telephone

number of local emergency

services here.

Crowd management

Overcrowding in area,

bottlenecks as people

move around the event

Crush injury, cuts, bruises

(members of the public)

Club members assigned as event

stewards to monitor attendance

levels, guide people around the event

and restrict access as needed

Training / briefing provided for event

stewards before the event starts

Stewards provided with hi-vis vests

to identify them

Low




throughout. In an


emergency services


Fill in your Risk Assessment:

Download from:

http://uclu.org/clubs-societies/resources/clubs-societies-forms

Rename the document for your Club or Society

For example: Cricket Club Annual Risk Assessment.xlsx

Email to [email protected]

By Friday 16th June 2017

Any questions please contact [email protected] / 0207 679 7239

REMEMBER – COMPLETION OF RISK ASSESSMENTS IS THE PRESIDENT’SRESPONSIBILITY. If you are here as a nominee, please pass this vital

information on.

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