Whangarei Boys' High School
Outdoor Education
Standard Operating Procedures
Table of Contents
1.0 SAFETY FORMS
1.1 Risk Analysis Management Systems (RAMS)
1.2 Incident Reporting
1.3 Medical Forms
1.4 Consent Forms
2.0 PERSONNEL
2.1 Assessor Competence
2.2 Staff Training
2.3 Parent Helpers
3.0 EQUIPMENT
3.1 Acquisition
3.2 Maintenance
3.3 Retirement of Equipment
3.4 Storage
4.0 TRIP/ACTIVITY LOCATION
4.1 Location Selection
5.0 WEATHER
5.1 Weather Monitoring
5.2 Cancellation of Trips
6.0 TRANSPORT
6.1 Vans
6.2 Alternative Transport
6.3 Meeting at Venue
7.0 FIRST AID
7.1 Personal Medications
7.2 Medications Carried by Staff
7.3 Medical Emergencies
1.0 SAFETY FORMS
1.1 Risk Analysis Management Systems (RAMS)
Trip specific RAMS forms must be completed and understood by all prior to each trip departing and these must be followed during the trip. Tip RAMS must be updated after each trip to include any new information or potential threats. Health and safety forms will be made available for parents to view so that they can make an informed decision when deciding whether or not to give consent for their child to attend trips.
1.2 Incident Reporting
All incidents must be recorded in the Whangarei Boy’s High School (WBHS) incident register as soon as is practically possible. All details pertaining to the incident must be recorded on the trip where possible to ensure the accuracy of the incident report.
1.3 Medical Forms
Medical forms must be completed and on file with the school prior to trip departure. The teacher in charge (TIC) must take with them a breakdown of all known medical issues for the group.
1.4 Consent Forms
Consent forms will be collected and stored prior to the relevant trip taking place.
2.0 PERSONNEL
2.1 Assessor Competence
All instructors/teaching personnel will have good prior experience, skills, and knowledge to safely deliver trips. They will be familiar with the place/area in which the activity will be taking place. They will also have the physical ability to complete trips without being a hindrance to the group. At a minimum, staff will have current First Aid certification and sufficient experience and training pertinent to each trip. This is crucial for the delivery of safe and enjoyable experiences. Where the school cannot supply teachers with the sufficient experience or fitness, suitable external contractors will be used. The assessor will have sufficient experience and/or qualification to assess the standard for which the students are being assessed.
2.2 Staff Training
Whangarei Boys’ High School will ensure that staff on trips have the appropriate qualifications and experience needed to assess each of the standards delivered by the school.
2.3 Parent Helpers
In accordance with the Vulnerable Children Act 2014, all adults working with students (who may potentially be alone with students) will be police vetted and checked by the school.
3.0 EQUIPMENT
3.1 Acquisition
All equipment purchased will be of a reputable brand to ensure quality. Gear will be replaced as required. New gear for new programs will be acquired at least a month before the commencement of the program.
3.2 Maintenance
All gear to be checked for damage prior, during, and after trips. Any damage to be reported to the Outdoor Education Head of Department so that they can get it fixed or replaced. Any equipment which is not fit for purpose will not be used. Battery operated devices will have their batteries tested and replaced if necessary or if specified by the manufacturer.
3.3 Retirement of Equipment
All gear will be retired as per the manufacturer’s instructions or when the piece of equipment is no longer deemed to be fit for purpose.
3.4 Storage
All gear will be stored in blacked-out, ventilated storage boxes in a secure area. All technological equipment is to be stored separately, and to remain in a charged, ready to use state.
4.0 TRIP/ACTIVITY LOCATION
4.1 Location Selection
Locations will be selected based on their suitability. This includes taking into account specific group needs, confidence levels, difficulty, and group experience. This is to ensure the physical and psychological safety of all students. Students and instructors’ opinions will be taken into consideration when planning trips.
5.0 WEATHER
5.1 Weather Monitoring
The teacher in charge of the trip will check the weather periodically during the days leading up to each trip. On the morning of the trip will do a final weather check so that they can make an informed decision as to whether the weather is suitable for the trip. Local radio broadcasts, and the New Zealand Transport Agency website will be used when heavy rain may cause road closures but the safety of the activity is not compromised.
5.2 Cancellation of Trips
WBHS reserves the right to cancel or postpone any trip at any time when it is deemed that continuing with the activity may compromise the safety of staff and/or students. This may include issues relating to the weather, location, availability of experienced staff, student behaviour, or some other event.
6.0 TRANSPORT
6.1 Vans
School vans will be used whenever possible. Rental vans will be used in all other cases. WBHS will ensure that all vans used have current Warrant of Fitness', Registrations, and sufficient Diesel K's (Road user Charges). Any damage to vans is to be reported to the Main Office at the conclusion on the trip. Tire tread will be checked prior to each trip, and each van will be refueled after each trip.
6.2 Alternative Transport
At times where a teacher or instructor is required to bring a private vehicle, the vehicle will be checked to ensure that it has a current Warrant of Fitness and Registration.
6.3 Meeting at Venue
If parents want to drop their child off at the venue then this must be communicated via email to the teacher in charge of their trip. This must be done at least two working days prior to the trip departing
7.0 FIRST AID
7.1 Personal Medications
Personal medication needs will be identified when Medical Forms are completed. The student must bring any specialist personal medication and inform the teacher in charge of its location.
7.2 Medications Carried by Staff
Staff will carry paracetamol and anti-inflammatory medication which students may use if permission for this has been given by their parents in the completed Medical Form. In situations where one or more students have known allergies, adrenaline will be carried by qualified staff. This may be administered only when a person's life is threatened from anaphylaxis, and only when permission has been given by their parent in the Medical Form.
7.3 Medical Emergencies
Although covered in each activity's RAMS forms, there are some medical emergencies which could happen in any activity. In case of any major medical emergency, all safe and practical steps will be taken to maintain the patient's well-being. All students in the vicinity will be removed from the area where this is deemed to be the best course of action. Any contact with the media will be directed to the school principal.