ucaqld.com.au€¦ · Web viewTool. Program Planning Sheet. THIS DOCUMENT IS UNCONTROLLED WHEN...

Tool

Program Planning Sheet – Events and ProgramsTOO-SMC-01.1.20

Summary of Proposed Program / Event ActivitiesIDENTIFICATION AND CONTACT DETAILS (Contact person completes green sections)

RECORD OF APPROVAL HISTORY (Council of the Church or their delegate to complete orange section)

Congregation or Presbytery responsible for the program or event and its activities

Checklist Yes/No Checklist Yes/No

1. Venue 4. Records

Name of the program or event 2. Leaders and helpers

5. Activities

Location of the program or event 3. Participants 6. Equipment

Proposed date/s, day/s, time of the program or event Name of person delegated by Church Council to assess plans and provide approval:

CONTACT PERSON (the person completing this form) Comments and conditions:

Position

Mobile phone number Name of Council member or delegate who reviewed this form:

Email address Date of approval: Date of Presbytery council meeting minute:

Program / event description Short summary overview of the proposed program or event

THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED.

TOO-SMC 01.1.20 1 of 23 Effective date 01.07.2019

Program Planning Sheet

SUMMARY OF CHECKLIST ITEMS

1. THE VENUE

Checklist Comments Council / delegate comments

Does the venue appear to be clean, free of hazards and in good repair?

Have I reported any known or identified hazards to the church council or venue owner for remedy?

Is the venue’s physical environment suitable for the activities and group?

If the venue is not church property, does the owner hold insurance?

Do I have a copy of the Emergency Response Plan (ERP) for the church council or for the location of the activity?

Do leaders and helpers know about the ERP?




2. THE LEADERS AND HELPERS - summaryWho will be helping and for what will they be responsible? (Add rows if required)

Name RoleAppointment by Church Council?

Yes/noName Role

Appointment by Church Council?

Yes/no




Detailed checklist of proposed leaders and helpers Yes / No Comments/ actions Council / delegate commentsDoes each person hold a current and valid blue card or exemption card? (Parent helpers are exempt from blue card requirement if their child is in their group)

Has the church council approved and appointed each person?

Has each person signed the Statement of personal commitment ?

Has each person received training?

Does each person have appropriate skills, qualifications for their role?Is there an allocated first aid officer for the activity?

Have designated drivers agreed to and signed the Driver information form?Is there a minimum of two adult leaders/helpers? (See leadership ratios in Procedure 2.2.9). Where possible, a ratio of one worker for every six children in an activity for participants aged five years and over and one worker for every four children aged below five years is desirable, noting that in Procedure 2.2.8, ratios will vary depending on the age and abilities of the children and the risk level of the activity.Are there enough leaders for the expected number of children?




3. THE PARTICIPANTS

Consider the needs, abilities and preferences of the participants for whom the activities are being planned. Below are some checklist questions to assist you.

Yes / No / Notes Council / delegate comments

Have participants been involved in decisions that affect them? See Tools for Listening for assistance.

What is the age range and capabilities of the participants?

If the activity involves children, has a ‘Personal information and permission form’ been completed for each participant?

Have these forms been reviewed and children’s specific and additional needs noted?

Have the additional needs and abilities of children been considered in this planning?If not, how will the additional needs and abilities of specific and individual children be catered for?

4. RECORDS

Checklist Comments Council / delegate comments

Has someone been allocated to maintain the records of attendees (personal information, permission, attendance)?

Has it been agreed where (or with whom) records will be securely stored?



https://ucaqld.com.au/synod-services/safe-ministry-with-children/resources-list/

https://assembly.uca.org.au/tools-for-listening


5. THE ACTIVITIES – Risk SummarySee 5.1 THE ACTIVITIES for full details of Risk Assessment

A. General risks associated with the program or event Do not alter Risks or Revised Risk Ratings for shaded items below. Mitigations are dictated in policy and process documents. Non-shaded items are suggested risks for consideration.

Revised risk rating MITIGATIONS IN PLACE see 5.1.A

Council / delegate comments

a. Person/s conducting activity is not safe to work with children Medium

b. Person/s conducting activity acts inappropriately towards children Medium

c. Person/s conducting activity does not follow the plan for the activity Low

d. Person/s conducting activity becomes aware of grooming, abuse or neglect and does not respond well

Medium

e. Injury due to environmental hazards and equipment Medium

f. Bites and stings Low

g. Disruptions from outside persons (harassing / kidnapping / causing a scene) Low

h. Volatile weather conditions Low

i. Sunburn / heat stroke Medium

j. Other

k. Other




B. Risks associated with transportation (high risk activity) Revised risk rating MITIGATIONS IN PLACESee 5.1.B


a. Inappropriate behaviour by adult toward child during transport

b. Inappropriate behaviour by child toward child during transport

c. Motor vehicle accident

d. Child left behind

e. Child transported by unauthorised person

f. Medical or other emergency during transportation

g. Other

h. Other




C. Risks associated with sleep over events (high risk event) Revised risk rating MITIGATIONS IN PLACESee 5.1.C


a. Inappropriate behaviour adult to child during toileting

b. Inappropriate behaviour adult to child during bathing

c. Inappropriate behaviour adult to child during sleeping

d. Inappropriate behaviour child to child during toileting

e. Inappropriate behaviour child to child during bathing

f. Inappropriate behaviour child to child during sleeping

g. Medical or other emergency during night

h. Other

i. Other




D. Risks associated with provision of food and/or catering for the event or program Revised risk rating MITIGATIONS IN PLACESee 5.1.D


a. Food poisoning

b. Food allergies

c. Burns and scalds

d. Choking or other medical emergencies

e. Other

f. Other




E. Risks associated with Specific Activity 1Add more rows for ‘Specific Activities’ and identified ‘Risks’ as required

Revised risk rating MITIGATIONS IN PLACESee 5.1.E.


a. Risk 1

b. Risk 2

c. Risk 3

F. Risks associated with specific activity 2 Revised risk rating MITIGATIONS IN PLACESee 5.1.F.


a. Risk 1

a. Risk 2

b. Risk 3




5.1 THE ACTIVITIES – Risk AssessmentRisks and Revised Risk Ratings are summarised in Section 5 above

A. General risks associated with the program or event

RisksWhat could go wrong

during these activities?

Like

lihoo

dCh

eck

the

Desc

ripto

rs

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rix

How to reduce riskCheck the ‘actions to take’

‘mitigations’Do not alter Risks or Risk Ratings for shaded items a-d below. Mitigations are

dictated in policy and process documents. Non-shaded Risks and Mitigations are suggested for consideration.

RevisedRisk Rating

(mitigations in Place)Summarised in 5.A

a. Person/s conducting activity is not safe to work with children

Possible Major High Risk All volunteers are screened and approved Medium

b. Person/s conducting activity acts inappropriately towards children

Possible Major High Risk All volunteers are trained, work in pairs, sign Statement of Personal Commitment and Supervised

Medium

c. Person/s conducting activity does not follow the plan for the activity

Possible Negligible Low Risk Volunteers are skilled for the task and well briefed on the purpose Low

d. Person/s conducting activity becomes aware of grooming, abuse or neglect and does not respond well

Possible Major High Risk Volunteers are aware of mandatory reporting processes and have received training

Medium




RisksWhat could go wrong during these activities?

Like

lihoo

dCh

eck

the

Desc

ripto

rs

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rix


‘mitigations’Do not alter Risks or Risk Ratings for shaded items a-d below. Mitigations are dictated in policy and process documents. Non-shaded Risks and Mitigations are suggested for consideration.

RevisedRisk Rating


e. Injury due to environmental hazards and equipment

Possible Medium Major Inspect and prepare site before arrival Address identified hazards Electronic equipment is tested and tagged prior to use Equipment specific to activities is in working order

Medium

f. Bites and stings Possible Minor Medium Participant information forms are used to identify allergies Avoid areas which are prone to infestations of mosquitoes and ticks etc Be prepared for the occurrence of bites – ticks, snakes, mosquitoes, spiders,

etc. with the provision of repellents and first aid Provide instruction to participants about protective clothing required Have emergency response procedures in place

Low

g. Disruptions from outside persons (harassing / kidnapping / causing a scene)

Rare Major Medium Ensure all attendees and visitors are wearing a name badge Let all attendees know that all visitors will have name or visitor badges Attendees are advised to report any person not wearing a name badge Leaders are aware of de-escalation processes and will enact ERPUnless the event requires children to be under the supervision of their parents: All attendees and visitors to sign in and out Directors to be informed by parent in event that they remove a child early

Low

h. Volatile weather conditions

Possible Moderate Medium Modify or cancel event of weather is dangerous Include extreme weather events into ERP Ensure leaders are aware of wet weather plan and their role in activating it Identify appropriate shelter options for wet weather events Advise attendees to wear appropriate clothing for the weather conditions

Low




RisksWhat could go wrong during these activities?

Like

lihoo

dCh

eck

the

Desc

ripto

rs

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rix



RevisedRisk Rating


i. Sunburn / heat stroke Likely Moderate High Advise attendees to wear appropriate clothing and broad brimmed hats Advise attendees to bring water bottles and drink from them regularly Provide a supply of drinking water Provide sunscreen and ask attendees to apply and reapply Ensure leaders are aware of first aid and that first aid person is onsite

Medium

j. Other

k. Other

l. Other

m. Other




B. Risks associated with transportation (high risk activity)


during these activities?Li

kelih

ood

Chec

k th

e De

scrip

tors

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rix




RevisedRisk Rating

(mitigations in Place)Summarised in 5.B

a. Inappropriate behaviour by adult toward child during transport

b. Inappropriate behaviour by child toward child during transport

c. Motor vehicle accident

d. Child left behind

e. Child transported by unauthorised person

f. Medical or other emergency during transportation

g. Other




C. Risks associated with sleep over events (high risk event)

RisksWhat could go wrong during

these activities?Li

kelih

ood

Chec

k th

e De

scrip

tors

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rix



RevisedRisk Rating

(mitigations in Place)Summarised in 5.C

a. Inappropriate behaviour adult to child during toileting

b. Inappropriate behaviour adult to child during bathing

c. Inappropriate behaviour adult to child during sleeping

d. Inappropriate behaviour child to child during toileting

e. Inappropriate behaviour child to child during bathing

f. Inappropriate behaviour child to child during sleeping

g. Medical or other emergency during night




h. Other

D.E. Risks associated with provision of food and/or catering for the event or program



Like

lihoo

dCh

eck

the

Desc

ripto

rs

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rix




RevisedRisk Rating

(mitigations in Place)Summarised in 5.D

a.b. Food poisoning

c.d. Food allergies

e.f. Burns and scalds

g.h. Choking or other medical emergencies

i. j. Other

k.l. Other




F. Risks associated with Specific Activity 1


during these activities?Li

kelih

ood

Chec

k th

e De

scrip

tors

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rix




RevisedRisk Rating

(mitigations in Place)Summarised in 5.E

a. Risk 1

b. Risk 2

c. Risk 3

G. Risks associated with Specific Activity 2



Like

lihoo

dCh

eck

the

Desc

ripto

rs

Cons

eque

nce

Chec

k th

e De

scrip

tors

Risk

leve

lCh

eck

the

Risk

Mat

rixHow to reduce risk

Check the ‘actions to take’‘mitigations’

Do not alter Risks or Risk Ratings for shaded items a-d below. Mitigations are dictated in policy and process documents. Non-shaded Risks and

Mitigations are suggested for consideration.

RevisedRisk Rating

(mitigations in Place)Summarised in 5.F

a. Risk 1

b. Risk 2

c. Risk 3




6. THE EQUIPMENT

List the equipment being used for the activity(Add rows if you need to)

Is the equipment in good repair and appropriate for the purpose and the

participants abilities?





Post-activity review

After the activity is completed, and in the event of identified risks manifesting, complete the review questions and plan post-activity tasks.

What went well?

What did not go well?

What, if any, reports need to be completed?

What changes do we need to make for next time?

Tasks to be done By whom? By when? Date completed12345




Risk MatricesLikelihood descriptors

1 Rare May occur only in exceptional circumstances. It is theoretically possible but increasingly unlikely.

2 Unlikely Is not likely to occur in normal circumstances. You have heard of it happening somewhere once.

3 Possible Could occur at some time. You have heard of it happening occasionally.

4 Likely Will probably occur in some circumstances. It might happen on a handful of occasions.

5 Frequent Can be expected to occur with some frequency. It is not a surprise when it happens.

Consequence descriptors

1 NegligibleCHILD: Very little impact to the emotional wellbeing or safety of the child, with the child feeling only a bit worried, temporarily upset, and/or very minor or no injury. ORGANISATION: Little or no reputational impact. It does not make the news or social media.

2 MinorCHILD: Minor impact on the emotional wellbeing or safety of the child, with the child feeling minor anxiety, requiring first aid, follow-up and/or support. ORGANISATION: Low reputational impact. There is only very limited news or social media coverage.

3 ModerateCHILD: Moderate impact on the emotional or physical wellbeing or safety of the child, with the child feeling moderate anxiety, requiring follow-up support and/or medical treatment.ORGANISATION: May have some reputational impact. This may include public embarrassment and moderate news or social media coverage.

4 MajorCHILD: Significant impact on the emotional wellbeing or safety of the child, with the child feeling overwhelmed, requiring police intervention, paramedic or comparable medical/hospital treatment, child is separated from primary care provider, and/or child might be traumatised.ORGANISATION: May have major reputational impact. This may include public embarrassment, high news profile and third-party actions.

5 SevereCHILD: Hospital admission is required, or significant, severe and ongoing impact on the emotional wellbeing or safety of the child. ORGANISATION: May have very severe reputational impact. This may include public embarrassment, high widespread multiple news reports and third-party actions. A fatality or permanent harm to one or more people.




Risk Matrix

Likelihood

Consequence

Negligible Minor Moderate Major Severe

Frequent Medium Medium High Extreme Extreme

Likely Medium Medium High High Extreme

Possible Low Medium Medium High High

Unlikely Low Low Low Medium High

Rare Low Low Low Medium Medium

Actions to takeExtreme risk Activity must not proceed as planned. Final approval must be provided by the appropriate Executive responsible for Child Safety

Implementation within the Synod after steps are taken to reduce the risk. Identify and plan additional risk mitigation measures then contact the Risk and/or Group Insurance team for guidance and to request approval to proceed.

High risk Activity can only proceed if more risk control steps are taken to reduce risk. All steps taken must be documented and review of effectiveness of the mitigations should happen after the event.

Medium risk Activity can proceed with risk mitigation steps in place. All steps taken must be documented and review of effectiveness of the mitigations should happen after the event. In the event of the risk manifesting, the circumstances should be subject to review.

Low risk Activity can proceed. Routine management procedures should still be in place to minimise the risk of even a minor incident occurring.




Related documentsProgram Planning Sheet PRO-SMC-05Safe Ministry with Children POL-SMC-01_v3.0Overseeing Safe Ministry with Children PRO-SMC-01_v1.0Selecting Leaders and Helpers TOO-SMC-01.1.01_v1.0Driver Information Form TOO-SMC-01.1.06_v1.0Statement of personal commitment TOO-SMC-01.1.07_v1.0Guidance notes: blue card requirements for ministry agents SMC.MIN.BC.V.1.1Guidance notes: blue card requirements for lay workers TOO-SMC-01.1.016v2.1Attendee information form TOO-SMC-01.1.12_v1.0Attendee information form TOO-SMC-01.1.13_v1.0Hazard/Incident report form UCAQ_HIRF_v1602Incident register Emergency Procedures flip chart UCAQ_WHS_1006_0612Annual Property Maintenance Checklist Mandatory reporting process Lay workers Mandatory reporting process Ministry agentsSynod Wide WHS Framework Policy

Definitions



Term MeaningAll definitions See Glossary of Terms

https://ucaqld.com.au/wp-content/uploads/dlm_uploads/2017/06/SMC_Glossary-of-terms.pdf

https://ucaqld.com.au/wp-content/uploads/2018/12/Synod-Work-Health-and-Safety-Framework-1.pdf

https://ucaqld.com.au/wp-content/uploads/dlm_uploads/2017/06/SMC_Mandatory-Reporting-Process-ministry-agents_v1.2_interactive.pdf

https://ucaqld.com.au/wp-content/uploads/2017/07/SMC_Mandatory-Reporting-Process-Lay-workers.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/UCAQLD_AnnualPropertyChecklist_V1.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/UCAQ_WHS_1006_0612-1.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/Hazard-incident-register_working.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/UCAQLD_Hazard-incident-report.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/Attendee-information-form-long_form.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/Attendee-information-form-short_form.pdf

https://ucaqld.com.au/wp-content/uploads/2018/07/SMC_Blue-Card-Guidance-notes-lay-workers-TOO-SMC-01.1.016v2.1-002.pdf

https://ucaqld.com.au/wp-content/uploads/2018/07/SMC_Blue-Card-Guidance-notes-ministry-agents-SMC.MIN_.BC_.V1.1-002.pdf

https://ucaqld.com.au/wp-content/uploads/2017/02/Statement-of-peronal-commitment_form.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/Driver-information-form_form.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/Selecting-leaders-and-helpers_form.pdf

https://ucaqld.com.au/wp-content/uploads/2017/01/Overseeing-SMC-guide-for-committees.pdf

https://ucaqld.com.au/wp-content/uploads/2018/09/Safe-Ministry-with-Children-Policy-FINAL-APPROVED-003.pdf


RevisionsDocument number TOO-SMC 01.1.20

Version Approval date Approved by Effective date Policy owner Policy contact

1.0 26.06.2019 manager Risk and Compliance 01.07.2019 ED Risk

Safe Ministry, Legislative and Compliance Officer

Next scheduled review 26.06.2020



ucaqld.com.au€¦ · Web viewTool. Program Planning Sheet. THIS DOCUMENT IS UNCONTROLLED WHEN...

Documents

Transcript of ucaqld.com.au€¦ · Web viewTool. Program Planning Sheet. THIS DOCUMENT IS UNCONTROLLED WHEN...