Introduction

Process

Activity leaders are responsible for:

Completing and submitting program planning sheets for all planned activities to the church council (or their delegate) for approval before the activities are due to take place, including assessing and managing reasonably foreseeable risk

Consulting with Synod Support Services when planning high-risk activities, and incorporating recommendations into plans

Ensuring team members are aware of their responsibilities under the approval of the church council

Conducting activities in line with the approval of the church council.

The church council (or their delegate) is responsible for:

Assessing, amending and approving program planning sheets(Section B) before the activities are due to take place, noting permission to proceed on the program planning sheet

Minuting approvals (or endorsing approvals made by the delegate) in church council meeting minutes

Considering and approving the curriculum to be taught within children’s ministries under their oversight

Ensuring that individuals who are asked to provide transport as part of an organised church activity maintain a high standard of safety and care

Ensuring appropriate reporting of incidents and accidents

Delegating tasks under this responsibility appropriately.

Notes

Certain activities, particularly those that are considered ‘high risk’, may not automatically be covered under the church’s insurance program. The Synod Support Services Risk and Compliance or Group Insurance teams can provide assistance and guidance in relation to insurance requirements, risk management and/or high-risk activities.

Prior endorsement of activities: provides confirmation of proper processes and approvals in the event of an incident or injury and any subsequent insurance or legal action.

Transport: Drivers must use a registered, insured and roadworthy vehicle. They must hold a current and appropriate open driver’s licence for the type of vehicle they are driving, and maintain a zero blood alcohol level so that activities involving children are drug, alcohol and cigarette free.

Drivers are responsible for making sure all people in the vehicle are correctly restrained.

For information about child restraints see http://tmr.qld.gov.au/Safety/Driver-guide/Child-restraints/Child-restraint-laws.aspx.

Leadership ratios: An appropriate ratio of leaders to participants will vary from one activity to another, and consideration must be given during the planning process to the age and abilities of the children, and to the type of activity being conducted.

No fewer than two adult leaders must be present at any time with children in approved activities. 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.

1. The Venue

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 physical environment of the venue suitable for the activities and group?

If the venue is not church property, are we covered by the owner's insurance?

Do I have a copy of the church council's Emergency Response Plan?

Do leaders and helpers know about the ERP?

2. Leaders and Helpers

List the people who will be helping and for what will they be responsible?

Leader/Helper

Name

Role

Does this person hold a current and valid blue card or exemption card? (Parent helpers are exempt if child is in their group)

Has this person signed the Safety and care agreement?

Has this person received training that is relevant to their role?

Does this person have appropriate skills and/or qualifications for their role?

Appointment approved by church council

Date of approval

Is there an allocated first aid officer for the activity?

Have designated drivers agreed to and signed the Driver information form (https://ucaqld.com.au/wp-content/uploads/2017/01/Driver-information-form_form.pdf)?

Is there a minimum of two adult leaders/helpers (see leadership ratios)?

Are there enough leaders for the expected number of children?

3. Participants

What is the age range of participants?

Has a Personal information and permission form been completed for each participant?

Have these forms been reviewed and participant's additional needs noted?

Have the additional needs and abilities of participants been considered in this planning?

How will you cater for the additional needs and abilities of the participants?

4. Activities

List the activities that will be conducted as part of the event or program. When doing this consider not only the program itself but also think about getting to and from the activity and set up and pack down.

Activity

What is the nature of the activity?

What could go wrong with this activity?

What is the likelihood of this occurring?

What could be the consequence if the incident happened?

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

This is deemed a Moderate Risk - Activity can proceed with risk control steps in place. All steps taken must be documented and review of effectiveness of the controls should happen after the event.

What control measures will be put in place to prevent an incident from occurring?

What control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

This is a Significant 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 controls should happen after the event.

What additional control measures must be put in place to prevent an incident from occurring?

What additional control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

What could be the consequence if the incident happened?

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

This is deemed a Moderate Risk - Activity can proceed with risk control steps in place. All steps taken must be documented and review of effectiveness of the controls should happen after the event.

What control measures will be put in place to prevent an incident from occurring?

What control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

This is a Significant 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 controls should happen after the event.

What additional control measures must be put in place to prevent an incident from occurring?

What additional control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

What could be the consequence if the incident happened?

This is deemed a Moderate Risk - Activity can proceed with risk control steps in place. All steps taken must be documented and review of effectiveness of the controls should happen after the event.

What control measures will be put in place to prevent an incident from occurring?

What control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

This is a Significant 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 controls should happen after the event.

What additional control measures must be put in place to prevent an incident from occurring?

What additional control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

THIS IS A HIGH RISK - Activity must not proceed as planned. Final approval must be provided by insurer after steps are taken to reduce the risk. Contact Risk and Insurance team for guidance.

What could be the consequence if the incident happened?

This is deemed a Moderate Risk - Activity can proceed with risk control steps in place. All steps taken must be documented and review of effectiveness of the controls should happen after the event.

What control measures will be put in place to prevent an incident from occurring?

What control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

This is a Significant 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 controls should happen after the event.

What additional control measures must be put in place to prevent an incident from occurring?

What additional control measures will be put in place to respond to an incident if it does occur?

Who will be responsible to ensure these measures are undertaken?

How will this be communicated to the leaders and helpers?

THIS IS A HIGH RISK - Activity must not proceed as planned. Final approval must be provided by insurer after steps are taken to reduce the risk. Contact Risk and Insurance team for guidance.

5. Equipment

What equipment is required?

Is the equipment in a good state of repair?

Is the equipment tested and tagged (if appropriate)?

Is the equipment safe for the group to use for the intended activity?

What changes should be made to ensure the equipment is safe?

Is the equipment to be used all owned by the church?

Is the equipment covered by the owner's insurance?

If insurance cover is required for this equipment please contact The Uniting Church in Australia Qld Synod's Group Insurance team on 07 3377 9725 to determine whether cover can be provided.

Have vehicles been approved for use by the church council?

6. Records

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

Who is responsible?

Phone Number:

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

Who and where will records be stored?

Record of Approval

Church Council Approval Checklist

Has sufficient information been provided to enable church council to be able to approve this activity?

1. The Venue

What additional information is required?

2. Leaders and Helpers

What additional information is required?

3. Participants

What additional information is required?

4. Activities

What additional information is required?

5. Equipment

What additional information is required?

6. Records

What additional information is required?

Record of Approval

Name of the person delegated by Church Council to assess plans and provide approval:

Comments and conditions:

Date of approval:
Date of Church Council meeting minute:

Post-activity Review

What went well?

What did not go well?

What reports need to be completed?

Are there changes that need to be made for next time this activity is run?

Task

Detail the task needing to be done:

Who is responsible for completing this task?

When does this task need to be completed by?

Has the task been completed?

When was the task completed?
Please note that this checklist is a hypothetical example and provides basic information only. It is not intended to take the place of, among other things, workplace, health and safety advice; medical advice, diagnosis, or treatment; or other applicable laws. You should also seek your own professional advice to determine if the use of such checklist is permissible in your workplace or jurisdiction.