Risk Assessment & Safety Policy Documentation

INTRODUCTION
This document will outline the risk assessment staff should consider when making decisions regarding the nature and location of any element of the programme and the safety policies they should operate within.

GENERAL
Risk Assessment General
The outdoor sports, which are taught at Peak Discovery Limited, have an inherent element of risk. Although skilled and experienced staff will manage this risk it can never be eliminated. It is, in fact, often this element of risk or perceived risk, which attracts participants to these sports in the first instance. It is the job of the Companys instructional staff to manage this risk so that it is at an acceptable level. In many cases if all risk were removed then the activity would have no purpose, value or meaning to the participants. While this document attempts to identify common risk areas associated with aspects of the Companys programme, these can never be presumed to be finite lists. The nature of adventure sports is such that they can never be totally predictable. In any of the activities risk may be experienced from some source, which has not previously been associated with risk. It is the job of each instructor to have an awareness of risk either as or before it is experienced. This risk awareness can never be replaced by an attempt at documentation.

Safety Policy General

Before engaging in any aspect of training the instructional staff must: Understand their own abilities and limitations within the activity they are about to engage in. Consider the prevailing conditions, ability of the group, size of the group, suitability of the available equipment and so on before the delivery of each session. Change the planned programme to a more suitable alternative if any aspect of a session threatens to create an element of risk which is unacceptable/uncontrollable. Be aware of and operate within the accepted norms of good practice and safety in the relevant activity.

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Staff engaging in the delivery of the Companys programme should normally operate within the remit of the National Governing Body Coaching/Leadership award, which they hold. Where relevant or equivalent National Governing Body qualifications do not exist staff should have suitable experience before leading activities. The Company will not attempt to lay down staff to student ratios for any activity. It is the responsibility of each instructor on every session they run to set a ratio that takes into account the nature of the activity, the standard of the group, the prevailing conditions, the chosen venue, and the accepted norms of good practice and safety in the relevant activity. Suitably qualified and/or experienced staff will always have the freedom to select the venue, which they feel is most appropriate to provide the experience suitable for their students on the day. To this end the Companys Safety Policy will not attempt to carry out risk assessments of specific sites least it is perceived as a finite list of approved locations.

Course Personnel on Instructed Sessions/Courses

On a number of National Governing Body training and assessment courses and other Company courses, staff seeking additional experience or knowledge may occasionally observe qualified staff working at a specific level and/or assist on instructed sessions. While this is of benefit to the observers (who gain knowledge and experience) and the Company (facilitating the individuals progress and increasing the number of staff who can work at a higher level), it is important to: Differentiate between observers and assistants. Clarify to students the roles that observers and assistants have on courses. Ensure that the safety of participants / staff is not compromised. Ensure that the quality of courses is not compromised. Observers are just that observers. They must not take on the responsibility of session structure, safety or other similar matters and should not be responsible for input on a session at any time. Instructors who are running sessions (technical or otherwise) should not consider their staff compliment has been increased by the fact that the session is being observed. The instructor running the session is responsible for the safety of the observer.

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Observers on sessions should be treated as an additional course participant by the instructor in charge, i.e. people may only observe on sessions when staff ratios permit an additional participant in the prevailing circumstances. Assistants on sessions may deliver course input and assist instructors, however overall responsibility for content, delivery and safety of students remains with the instructor in charge. When there are assistants on courses, the responsibility of determining staff: student ratios remain with the instructor in charge, taking into account the level of experience and qualifications of the assistant. Assistants on sessions must have a level of experience and / or qualification appropriate and relevant to the level of the course they are assisting on. Observers or assistants may or may not be members of Peak Discovery Limited staff. As an example, a canoeing instructor who is in the process of gaining a hillwalking qualification may wish to observe or assist on a particular course, for one or more of the reasons listed above. On all courses, the role of the observer / assistant must be clarified with the relevant individual and the course participants by the instructor in charge before the commencement of the session / course. It may well be the case that additional staff are required to accommodate the existence of observers / assistants.

MOUNTAIN WALKING/SCRAMBLING
Risk Assessment
Risk in this activity can be associated with any one of/combination of the following elements: Weather (past, present and future). Steepness of the terrain. Nature of the terrain (i.e. vegetation type, boulder field, scree, snow and ice, etc.). Health, fitness and experience of the group members. Element of remoteness. Correct use of appropriate equipment.

Instructional staff should consider the above risk elements when making decisions about location, route, ratio, equipment and other safety considerations.

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Safety Policy
Equipment
Staff leading this activity should always carry the following safety equipment as a minimum: First Aid kit. Bivvy bag / means of providing shelter. Spare clothing / sleeping bag.

Subject to the instructors risk assessment on the day it may be appropriate to carry additional equipment within the norms of good practice and safety of this activity.

Steep ground and Scrambling

If staff plan to expose students to a steep ground situation they should operate within the UIAA guidance by carrying an approved single rope (normally 11 mm diameter) and using helmets. It is an accepted element of hillwalking that steep ground can be encountered unavoidably and unintentionally. If the chosen route includes ground where this is possible staff should carry a walking rope, this will normally be a minimum of 9 mm in diameter and 30 m in length.

ROCK CLIMBING RELATED ACTIVITIES

Risk Assessment
Risk in this activity can be associated with any one of/combination of the following elements: Rock fall/friability. Leader/second falls. Weather. Health, fitness and experience of the group members. The correct use of appropriate equipment. Other users.

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Group management. Remoteness.

Instructional staff should consider the above risk elements when making decisions about the location, route, ration, equipment and other safety considerations.

Safety Policy
Equipment
Staff leading this activity should always ensure their party has the following equipment as a minimum: First Aid kit. Bivvy bag/means of providing shelter. Spare clothing/sleeping bag. Helmet for self and party members. Harness for self and party members. UIAA approved rope e.g. 2 x 9 mm, or 1 x 11 mm, or single rope.

Subject to the instructors risk assessment on the day it may be appropriate to carry additional equipment within the norms of good practice and safety of this activity.

Staff Soloing
A member of staff teaching rock climbing at any level will never be expected/required to solo. It is understood that some staff, under certain conditions, may prefer to solo, this is a personal decision and should only be taken with due consideration to all relevant factors. Staff must never solo in the position where student actions may endanger them or they nay endanger a student.

Abseiling
Where practical, fixed (non-retrievable) abseils should always be releasable.

Technical/Improvised Ropework
A safety rope or some other means of safety backup must be used when instructing and demonstrating technical rescue skills and improvised ropework. These means may include:

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Being directly tied into a safety rope. Having the rope tailed by another student. Tying a bight in the dead rope and clipping into the harness. Knot in the rope above the ground. Some other recognised method.

Sole use of autolocking devices/prussic type knots within the system is not seen as a safety backup, as these are improvised techniques in their own right.

CANOEING
This section refers to the risks and policies associated with all aspects of the canoeing programme to include: Kayaking. Open Canoeing. Flat water. The sea. White water.

Risk Assessment
Risk in this activity can be associated with any one of/combination of the following elements: Health, fitness, experience and swimming ability of the group members. The effect of wind on water. The effects of natural and manmade obstructions/structures on moving water and associated dangers. The effects of tide. The speed of water especially in times of spate. The correct use of appropriate equipment. Drowning and the associated need for the fast execution of rescue actions. Remoteness. Impacts from canoes, paddles, rocks etc.

Instructional staff should consider the above risk elements when making decisions about location, route, ratio, equipment and other safety considerations.

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Safety Policy
Equipment
Staff leading this activity should always ensure their party has the following equipment as a minimum: First Aid kit. Bivvy bag/means of providing shelter. Spare clothing/sleeping bag. Buoyancy aid. Rescue equipment appropriate to the conditions/venue.

Subject to the instructors risk assessment on the day it may be appropriate to carry additional equipment within the norms of good practice and safety of this activity.

Non-swimmers
Any involvement in this activity by non-swimmers must comply with the Safety Policy statement on non-swimmers in water activities.

Canoes
On each occasion the canoes leave the store the staff concerned must check that they are fully equipped (as per the norms of safety and good practice within the sport) and suitable for the location/conditions in which they are to be used.

OTHER ACTIVITIES
This section refers to any activities not covered in the sections on Mountain Walking/Scrambling, Rock Climbing related activities and Canoeing.

Risk Assessment
Risk in these activities can be associated with any one of/combination of the following elements: Water and drowning. Height and falling. Remote areas and getting lost. Weather and hypothermia.

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Type and condition of terrain. Associated slips, falls and collisions. The health, fitness and experience of the group. Falling debris. Correct use of appropriate equipment.

Instructional staff should consider the above risk elements when making decisions about the location, route, ratio, equipment and other safety considerations.

Safety Policy
Equipment
Staff leading these activities should always have access to the following as a minimum: Access to a First Aid kit. Access to or means of providing shelter and warmth. Helmets for cycling.

Height
When a slip or fall constitutes an unacceptable risk of injury students must be protected. This protection may include the use of a variety of safeguards e.g. wearing helmets, spotting, using ropes, belts or harnesses. On activities such as bouldering or coasteering, jumping from a height into deep water may be included as part of the activity. The height must not exceed 5 metres. Staff must be satisfied that there is no risk of collision with debris or other materials under the water surface and that the water is deep enough for the planned jump.

Water
All students and staff must wear appropriate personal buoyancy when exposed to deep water. The instructor in charge of the activity is responsible for identifying any non-swimmers or those in the group lacking water confidence and making appropriate arrangements reference to the Companys non-swimmers in water activities policy.

Level of Supervision
On occasions it is acceptable that staff will allow groups to operate unsupervised. Before allowing this to take place staff must consider the following:

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Suitability and experience of the clients. Nature of the terrain and existence of physical boundaries. Weather and suitability of equipment. Suitable briefing and information

PARTICIPANT HEALTH
Safety Policy
Each of the activity risk assessments indicate that participant health, fitness and experience can influence the level of risk associated with those activities. Whilst experience and fitness can normally be evaluated by staff this is not always the case with health. Course participants (or their parents) must complete an appropriate form to indicate their state of health. Instructional staff should use this information to help them evaluate possible programme alternatives and try to avoid health emergencies, which may otherwise occur. Instructors must not engage course participants in a programme that is likely to adversely affect an illness or injury they have declared on their form. If staff are unsure of the implications of information recorded on the health declarations they should seek clarification from the participants doctor before continuing with the programme or withdraw the participant from the course in accordance with this procedure in the Staff Handbook.

NON-SWIMMERS IN WATER ACTIVITIES

Course participants (or their parents) should complete a form prior to the commencement of the course indicating their swimming ability. The Company staff should use this information simply as a means of assessing water confidence. All participants and staff, irrespective of swimming ability, must use appropriate personal buoyancy. Course participants who declare they are non-swimmers must receive special consideration. This should include: Location of activity for shelter. Type of activity/craft to accommodate a lack of confidence. Type of personal buoyancy i.e. non-swimmers must wear lifejackets and not buoyancy aids. Appropriate staff to student ratio.

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With these special considerations in place it is acceptable for non-swimmers to participate in water activities. PEAK DISCOVERY LIMITED - ACCIDENT AND EMERGENCY PROCEDURE Definitions and Abbreviations HSA Site Specific Near Miss Health and Safety Agency. Any incident in which no person was injured but which could easily have resulted in a serious accident and the threat remains. Any incident in which personal injury was sustained but which did not require medical attention beyond First Aid by staff. Any incident, which resulted in Personal injury requiring medical attention beyond First Aid by staff. E.g. a person: Stops breathing. Sustains a blow to the head or spine. Sustains a fracture. Suffers significant trauma/blood loss. Any situation, which requires the assistance of the emergency services. The time by which a group/individual has agreed to return to the base (declared on the ETA Board) or to meet at an agreed rendezvous in the field.

Minor Accident

Major Accident

Emergency

ETA

RESPONSIBILITIES
All Staff
It is the responsibility of all staff to: Take prompt and appropriate action in the event of an accident or emergency in accordance with their training and experience. Report all accidents and emergencies in accordance with this procedure.

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The Company Manager

It is the responsibility of the Company Manager to: Provide First Aid kits and the reserve stocks from which to replenish the kits. To display the contents of First Aid kits in consultation with relevant parties. Display First Aid notices in the Headquarters to meet statutory requirements. Up-to-date information specified in this procedure for inclusion in Vehicle Log Books/staff handbook. Ensure that all staff have the necessary First Aid training for the work they undertake. Ensure that all staff are informed of any matters regarding safety.

The Company Manager/Full-time Instructor/Duty Instructor

It is the responsibility of the Company Manager/Full-time Instructor/Duty Instructor to: Record incidents involving staff and any incidents involving clients on appropriate forms. Report all accidents and injuries to the relevant authorities. Take a roll call in the event of an emergency evacuation of the course location. Ensure that the provisions of this procedure are adhered to. Sweep location in case of emergency. Ensure all groups have returned (ETA Board) in accordance with the Persons Overdue procedure. Be familiar with emergency procedures/services in working area.

Course Instructors
It is the responsibility of Course Instructors to: Record accidents involving clients, which occur in the course of participating in a programme on appropriate Public Liability Claim Form and accident book. Display intended routes and realistic ETAs on the notice board in the Headquarters. Be familiar with emergency services in the area of operation.

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All Instructors
It is the responsibility of all Instructors to: Carry the appropriate equipment as listed in the Safety Policy and risk assessment.

METHOD OF OPERATION
General
It is the responsibility of the most suitably experienced senior member of staff available to take charge of the situation in the event of a major accident or emergency.

First Aid Training, Materials and Information

First Aid kits shall be held in all vehicles, at the Headquarters and shall be carried by all Instructors operating in the field. The equipment in First Aid kits shall be as listed in appendix. Equipment in Headquarters First Aid kits shall, in addition, meet the requirements of the Health and Safety at Work Act. Prominent notices shall be displayed indicating where First Aid is available within the building and giving names, addresses and telephone numbers of local medical services. The names, addresses and telephone numbers of local medical centres shall be listed in Vehicle Log books. All instructors shall be trained to recognised First Aid standards as a minimum.

Follow-up
Reporting of Accidents and Emergencies
All accidents/serious illnesses/emergencies shall be recorded in the Pubic Liability Claim Form and accident book by the Course Instructor as soon as possible and a report forwarded to the Company Manager. The Company

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Manager will forward a copy of the Public Liability Claim Form to Perkins Slade Limited (Insurance Broker) and to the Board of Directors, with a report. All accidents/emergencies/near misses shall be reported to the Company Manager/Full-time Instructor by the Course Instructor. Where a site-specific accident/emergencies/near miss is likely to be a future threat the Company Manager will communicate this information in writing to all staff. All reporting and recording requirements of this procedure shall apply equally whether the incident occurs on Company premises of in connection with work or courses/activities in the field. Where a member of staff is involved in as accident the Health and Safety Executive shall be contacted as soon as possible where any of the circumstances specified in HSE 11 (Rev) Reporting of an Injury or Dangerous Occurrence apply. Initial reporting shall be by telephone. The phone number of the local Health and Safety Agency office shall be held at Headquarters and reporting shall be carried out by Company Manager. Where it has been required to report an accident to the Health and Safety Agency, the initial telephone report shall be followed, within 7 days of the accident, by a written report which shall be on HAS form F2508. Copies of HSA reporting form F2508 shall be held in Headquarters. The circumstances surrounding all emergencies and major accidents shall be reviewed by the Company Manager and appropriate staff to evaluate the effectiveness of related procedures and practices with a view to improving procedures where possible.

At the Base
Minor Accident
In the event of a minor accident the Course Instructor or Duty Instructor shall administer appropriate First Aid and make a judgement as to whether further medical attention is required. Where there is any doubt further medical attention should be sought.

Major Accident
In the event of a major accident the Course/Full-time Instructor shall:

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Call an ambulance immediately. Administer appropriate First Aid. Minimise further risk.

In the Field
Major Accident/Emergency
In the event of a major accident/emergency the Course Instructor shall: Declare an emergency. Administer appropriate First Aid. Assess the situation for the most appropriate plan to get any casualty to a medical centre or contact emergency services as soon as possible; and to get the rest of the group to safety.

The basic options are: Abandon the course and take the entire group to safety by the most appropriate escape route and contact Headquarters. Contact the emergency services as soon as possible where medical or other assistance is required.

Where the person injured is the sole Instructor, course participants shall abandon the course and attempt to contact the emergency services as soon as possible.

On the Road
Where an accident occurs on the road, the first consideration shall be for the safety of the occupants of the vehicle(s) involved. First Aid shall be applied as for accidents in the field (see above). In addition the following shall apply where another party is involved or passengers have sustained serious injury: The Course Instructor/driver shall contact the police, if they are not already on the scene. The vehicle should not be mobbed unless it is liable to cause a further accident. The driver shall not admit any liability for the accident. The Course Instructor/driver shall give the following details to other drivers involved:

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The vehicles insurance certificate details. The drivers name and address. The name and address of the Company. PD Insurance Policy number for the vehicle.

The Course Instructor/driver shall obtain: The names and addresses of any other drivers involved in the accident. The registration numbers of any other vehicles involved. The names of their insurers. The numbers of their insurance certificates. The names and addresses of any witnesses to the accident.

Details to be forwarded to Company Manager (Peak Discovery Limited).

Records
All documents and records produced in compliance with procedure shall be treated as quality records and held for a period of not less than 5 years.

HEALTH AND SAFETY PROCEDURES

Method of Operation
General
Members of staff shall take reasonable care of their own health and safety and that of other staff, clients and the general public while at work. All members of staff shall co-operate fully with management in implementing these procedures. All current members of staff shall be provided with a copy of: These procedures. The Accident and Emergency procedure. The Risk Assessment Policy.

Each new member of staff shall ensure that safe methods of work are employed.

First Aid
First Aid Training

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Appropriate members of staff shall be trained in First Aid to meet recognised requirements.

First Aid Kit A First Aid kit, which meets statutory requirements shall be held at Headquarters. A notice shall be displayed in the Staff Office declaring where and from whom First Aid is available.

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