UCAQ - Planning Safe Programs

• Congregation

• Program

• Program Leader

• Best Contact (details)

• Date of Program

  Date
• Location of Program
  Address

• Conducted on

  Date

• Prepared by

• Planning Safe Program Reference

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.

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

  Yes

  No

  N/A

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

  Yes

  No

  N/A

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

  Yes

  No

  N/A

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

  Yes

  No

  N/A

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

  Yes

  No

  N/A

• Do leaders and helpers know about the ERP?

  Yes

  No

  N/A

• 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)

  Yes

  No

  N/A

• Has this person signed the Safety and care agreement?

  Yes

  No

  N/A

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

  Yes

  No

  N/A

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

  Yes

  No

  N/A

• Appointment approved by church council

  Yes

  No

  N/A

• Date of approval

  Date

• Is there an allocated first aid officer for the activity?

  Yes

  No

  N/A

• 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)?

  Yes

  No

  N/A

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

  Yes

  No

  N/A

• Are there enough leaders for the expected number of children?

  Yes

  No

  N/A

• What is the age range of participants?

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

  Yes

  No

  N/A

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

  Yes

  No

  N/A

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

  Yes

  No

  N/A

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

• 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?

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

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

  Possible - Could occur at some time. You have heard of it happening from time to time.

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

  Certain - Can be expected to occur with some frequency. It is not a surprise when it happen

• What could be the consequence if the incident happened?

  Minor - Very minor or no injury occurs, property damage is less than $100 and there is a very limited chance of reputational impact. It does not make the news.

  Considerable - First aid is required, minor property damage (greater than $1000) is sustained and there is only a low reputational impact. There is only very limited news coverage.

  Substantial - Paramedics or comparable medical treatment is required, moderate property damage (greater than $10,000) occurs and it may have some reputational impact. This may include public embarrassment and moderate news coverage.

  Critical - Hospital admission is required, major damage (greater than $100,000) is sustained and it may have major reputational impact. This may include public embarrassment, high news profile and third party actions.

  Catastrophic - It may result in a fatality or permanent disability to one or more people, significant damage to property (greater than $1m) and it may have very severe reputational impact. This may include public embarrassment, high widespread multiple news reports and third party actions.

• 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?

  Minor - Very minor or no injury occurs, property damage is less than $100 and there is a very limited chance of reputational impact. It does not make the news.

  Considerable - First aid is required, minor property damage (greater than $1000) is sustained and there is only a low reputational impact. There is only very limited news coverage.

  Substantial - Paramedics or comparable medical treatment is required, moderate property damage (greater than $10,000) occurs and it may have some reputational impact. This may include public embarrassment and moderate news coverage.

  Critical - Hospital admission is required, major damage (greater than $100,000) is sustained and it may have major reputational impact. This may include public embarrassment, high news profile and third party actions.

  Catastrophic - It may result in a fatality or permanent disability to one or more people, significant damage to property (greater than $1m) and it may have very severe reputational impact. This may include public embarrassment, high widespread multiple news reports and third party actions.

• 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?

  Minor - Very minor or no injury occurs, property damage is less than $100 and there is a very limited chance of reputational impact. It does not make the news.

  Considerable - First aid is required, minor property damage (greater than $1000) is sustained and there is only a low reputational impact. There is only very limited news coverage.

  Substantial - Paramedics or comparable medical treatment is required, moderate property damage (greater than $10,000) occurs and it may have some reputational impact. This may include public embarrassment and moderate news coverage.

  Critical - Hospital admission is required, major damage (greater than $100,000) is sustained and it may have major reputational impact. This may include public embarrassment, high news profile and third party actions.

  Catastrophic - It may result in a fatality or permanent disability to one or more people, significant damage to property (greater than $1m) and it may have very severe reputational impact. This may include public embarrassment, high widespread multiple news reports and third party actions.

• 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?

  Minor - Very minor or no injury occurs, property damage is less than $100 and there is a very limited chance of reputational impact. It does not make the news.

  Considerable - First aid is required, minor property damage (greater than $1000) is sustained and there is only a low reputational impact. There is only very limited news coverage.

  Substantial - Paramedics or comparable medical treatment is required, moderate property damage (greater than $10,000) occurs and it may have some reputational impact. This may include public embarrassment and moderate news coverage.

  Critical - Hospital admission is required, major damage (greater than $100,000) is sustained and it may have major reputational impact. This may include public embarrassment, high news profile and third party actions.

  Catastrophic - It may result in a fatality or permanent disability to one or more people, significant damage to property (greater than $1m) and it may have very severe reputational impact. This may include public embarrassment, high widespread multiple news reports and third party actions.

• 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 equipment is required?

• Is the equipment in a good state of repair?

  Yes

  No

  N/A

• Is the equipment tested and tagged (if appropriate)?

  Yes

  No

  N/A

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

  Yes

  No

  N/A

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

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

  Yes

  No

  N/A

• Is the equipment covered by the owner's insurance?

  Yes

  No

  N/A

• 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?

  Yes

  No

  N/A

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

  Yes

  No

  N/A

• Who is responsible?

• Phone Number:

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

  Yes

  No

  N/A

• Who and where will records be stored?

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

• Date of Church Council meeting minute:

  Date

• 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?

  Yes

  No

  N/A
Task

• Detail the task needing to be done:

• Who is responsible for completing this task?

• When does this task need to be completed by?

  Date

• Has the task been completed?

  Yes

  No

  N/A

• When was the task completed?

  Date