Guide to the Management of Off-Campus Activities

Guide to the Management of
Off-Campus Activities

Contents

Guide to the Management of Off-Campus Activities

1.Introduction

2.LEGISLATION AND STANDARDS

3.OFF-CAMPUS ACTIVITY PREPARATION

4.HAZARD ASSESSMENT

5.VUW SPECIFIC REQUIREMENTS

5.1Alcohol

5.2Firearms

5.3Hazardous Substances

5.4Mechanical & Electrical Equipment

5.5Antarctic Activities

References and Resources

Off-Campus Activities Personal Disclosure

Off-Campus Activities Hazard Assessment

Off-Campus Activities Itinerary Details

Sample Information Sheet for Participants

ConfidentialPage 111 May 2019

Appendix A to Off-Campus Activities Policy

1. Introduction

Off-campus activities are conducted by the University on a regular basis. The training, required skill levels, preparation and motivation of participants vary considerably, and a minimum acceptable standard must be established.

This guide provides a starting point for all University staff overseeing, supervising, planning and managing off-campus activities. Within this Guide there are references to legislation, codes of practice, other publications and websites which should be followed as appropriate.

2. LEGISLATION AND STANDARDS

Health and Safety legislation applies to all off-campus activities where staff participating in these activities are deemed to be “at work”. All practicable steps must be taken to prevent harm to any person participating in these off-campus activities.

2A. All practicable steps

(1) In this Act, ``all practicable steps'', in relation to achieving any result in any circumstances, means all steps to achieve the result that it is reasonably practicable to take in the circumstances, having regard to—

a) the nature and severity of the harm that may be suffered if the result is not achieved; and

(b) the current state of knowledge about the likelihood that harm of that nature and severity will be suffered if the result is not achieved; and

(c) the current state of knowledge about harm of that nature; and

(d) the current state of knowledge about the means available to achieve the result, and about the likely efficacy of each of those means; and

(e) the availability and cost of each of those means

2) To avoid doubt, a person required by this Act to take all practicable steps is required to take those steps only in respect of circumstances that the person knows or ought reasonably to know about.

Taking all practicable steps includes identifying anything that has the potential to cause harm to any person (a hazard) and putting in place controls that either eliminate, isolate or minimise the hazard, thus avoiding harm.

A list of legislation which must be taken into consideration when planning off-campus activities is listed in section 6 of this document.

3. OFF-CAMPUS ACTIVITY PREPARATION

Thorough planning and sound preparation are the basis of any successful off-campus activity. A well managed activity will provide both staff and students with an enjoyable and rewarding experience. Prior to the start of an activity review and assess the activities, and provide any necessary training opportunities for staff and students alike on the accepted safe practices and use of equipment for the activity.

Safety is paramount in any off-campus environment. Teaching and learning in an off-campus situation differs from teaching in other venues, and it is easy to overlook a number of factors specific to everyone’s safety. The use of a hazard management identification and planning tool and a safety checklist help staff and students to recognise potential hazards, find potential problems and identify management and emergency procedures.

4. HAZARD ASSESSMENT

An Off-Campus Hazard Assessment and _Hazard_Assessment Form must be completed by the University staff member(s) overseeing, supervising, planning and managing off-campus activities. The level of hazard and subsequent hazard management will vary depending upon the activity, the duration of the activity, and the location of the activity. Schools and Central Service Units conducting off campus activities are to compile a list of off-campus activity types which may be excluded from the off-campus Hazard Assessment process.

Procedure:

1. Identify potential hazards — what situation, circumstance or occurrence has the potential to cause harm?
2. Causal factors — what might cause a hazardous situation to become a harmful situation? This can be split into 3 areas: people, equipment and environment.
3. Hazard control strategies — what can be done to eliminate, isolate or minimise the hazard. Identification of means of mitigation.
4. Emergency — what actions are to be taken in an emergency for the identified people, equipment and environment?

If a gap in equipment or training required to undertake the off-campus activity is identified during the hazard assessment process, it should be addressed immediately. If there is insufficient time for the required action either amend the activity accordingly or re-schedule until such time as the activity can be undertaken safely.

If the skills and expertise required to enable the activity to be undertaken safely are not available within the University it may be possible to contract external professionals to undertake the activity. However it is necessary to ensure that any contracted professionals have the appropriate level of skill and expertise to undertake the activity or training.

Review of the Off-Campus Activity Hazard Assessment Form after each activity is also important to build a history of possible hazards for each activity.

5. VUW SPECIFIC REQUIREMENTS

5.1 Alcohol

No alcohol is to be consumed in VUW vehicles — cars/vans/boats.

5.2 Firearms

Firearms are not to be carried on off-campus activities for private recreational use; their use is limited to the requirements of the off-campus activity only.

5.3 Hazardous Substances

A hazardous substance is any substance with one or more of the following intrinsic properties:

1. Explosiveness
2. Flammability
3. A capacity to oxidise
4. Corrosiveness
5. Toxicity (including chronic toxicity)
6. Ecotoxicity, with or without bioaccumulation

or which on contact with air or water generates a substance with any one or more of the above properties.

Anyone using hazardous substances is required to have a Material Safety Data sheet (MSDS) immediately available. MSDS’s are available from the product supplier, the school of origin or from a number of various chemical data websites.

5.4 Mechanical & Electrical Equipment

Staff or students using mechanical equipment, such as chainsaws and generators, must receive training in the safe use of the equipment. The appropriate personal protective equipment is to be worn at all times while the equipment is in use.

5.5 Antarctic Activities

Because of the nature of Antarctic Activities, these should be thoroughly planned with the co-ordination and assistance of the VUW Antarctic Research Centre and Antarctica NZ.

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Appendix A to Off-Campus Activities Policy

References and Resources

Activity / Publications / Agencies / Website
Alpine Activities / Reference Books
Lindsay Main, Mountain Craft: mountain safety manual, 2nd edition (NZ Mountain Safety Council
Blackshaw, Alan, Mountaineering: from hill walking to alpine climbing (Penguin Books)
Kjellstrom, Bjorn, Be Expert with Map and Compass (Scriber, 1976)
Understanding Weather (Pelican Books)
The New Zealand Weather Book (TVNZ)
Handbook for Expeditions (The Brathay Exploration Group and Geographical Magazine)
Institute of Biology, Safety in Biological Fieldwork: guidance notes for codes of practice (London / Mountain Safety Council
NZ Alpine Club /
Antarctic Activities / AS/NZ Standards & Codes of Practice
Antarctic Environment Protocol / Ministry of Foreign Affairs and Trade
Antarctic Research Centre, VUW
Antarctica New Zealand
Reference Books
First Aid and Field Manual, Antarctic New Zealand, 1998
Handbook for Expeditions (The Brathay Exploration Group and Geographical Magazine)
Institute of Biology, Safety in Biological Fieldwork: guidance notes for codes of practice (London
Boating / Reference Books
Harbour Regulations
Maritime Rules
Notice to Mariners
Safety in Small Craft, Scanlan, M., NZ Coastguard Federation
Understanding Weather (Pelican Books)
The New Zealand Weather Book (TVNZ)
NZ Nautical Almanac and NZ Tide Tables, Land Information NZ / Water safety NZ
Coastguard
Maritime Safety Authority
Notice to Mariners /

www.msa.govt.nz
www.maritimenz.govt.nz
Caving / Reference Books
Manual of Caving Techniques, 2nd ed (New Zealand Caving)
Cullingford, C., Cave Research Group of New Zealand (Routledge & Keagan Paul, 1960)
Handbook for Expeditions (The Brathay Exploration Group and Geographical Magazine) / Ministry of Commerce
Mines and Quarries inspectors
Activity / Publications / Agencies / Website
Chainsaws / AS/NZ Standards & Codes of Practice
A Guide to Safety with Chainsaws, Department of Labour
A Guide to Safety with Tree-Felling and Crosscutting, Department of Labour
Construction and Excavation Work / AS/NZ Standards & Codes of Practice
Guidelines for the Prevention of Falls Department of Labour
Safe Excavations Department of Labour
Approved Code of Practice for the Erection and Safe Use of Scaffolding, Department of Labour
Diving (SCUBA) / AS/NZ Standards & Codes of Practice
Occupational Diving Operations, AS/NZS2299:1999 (this is the VUW Diving Code, except where DOL have authorised changes)
Guidelines for Occupational Diving, Department of Labour
What You Need to Know About Occupational Diving, Department of Labour / Water safety NZ
Coastguard
Maritime Safety Authority
Diver Hyperbaric Unit, RNZN Hospital, Auckland /

www.msa.govt.nz
Reference Books
A System for Pre-Employment Screening and Health Surveillance of Employed Divers in NZ, Mitchell, S.
(VUW Diver Training Practice)
Diver Stress and Rescue (Concept Systems)
Open Water Manual, Scuba Schools International (Concept Systems, 1980)
Understanding Weather (Pelican Books)
The New Zealand Weather Book (TVNZ)
NZ Nautical Almanac and NZ Tide Tables, Land Information NZ
Explosives / Legislation
Explosives Act 1959
AS/NZ Standards & Codes of Practice
The Explosives Code, NZS4403:1976, and AS2187
Activity / Publications / Agencies / Website
Firearms / Legislation
Arms Act 1983
Arms Regulations 1992
Reference Books
The Arms Code, NZ Police and Mountain Safety Council, revised 1997
Generators / Reference Books
Manufacturer’s manual
International Locations / VUW Insurance Administrator (Facilities Management)
Legislation / Arms Act 1983
Arms Regulations 1992
Building Act 1991
Crimes Act 1961
Education (Early Childhood Centres) Regulations 1998
Explosives Act 1957
Hazardous Substances and New Organisms Act 1996
Health and Safety in Employment Act 1992
Health and Safety in Employment Amendment Act 2002
Health and Safety in Employment Regulations 1995
Historic Places Act 1993
Land Transport Act 1998
Maritime Transport Act 1994
Pesticides Act 1979
Resource Management Act 1991
Medical / Reference Books
Essential First Aid, New Zealand Red Cross, 1997 / Medic Alert (ph 04 528 8219)
Activity / Publications / Agencies / Website
Pesticides / Legislation
Hazardous Substances and New Organisms Act 1996
Pesticides Act 1979 / Local council Environmental Health Office
National Poisons Centre (ph. 03 474 7000)
AS/NZ Standards & Codes of Practice
Management of Agrichemicals, NZS 8409:2004
Reference Books
Material Safety Data Sheets
Container labels
Manufacturers
Roadside Activities / Land Transport Safety Authority / www.ltsa.govt.nz
Ropes and Lifting Equipment / Reference Books
Safe Lifting charts
Cookes, Lifting Equipment
Howard, Material Handling
Rural Activities / Reference Books
Safety in the Mountains (field guide only), Federated Mountain Clubs of NZ
Outdoor First Aid (Mountain Safety Manual 14), NZ Mountain Safety Council
Understanding Weather (Pelican Books)
The New Zealand Weather Book (TVNZ)
Handbook for Expeditions (The Brathay Exploration Group and Geographical Magazine)
Institute of Biology, Safety in Biological Fieldwork: guidance notes for codes of practice (London / Federated Farmers
Sports and Recreation / AS/NZ Standards & Codes of Practice
SNZ HB 8669:2004 Guidelines for Risk Management in sport and recreation
Teaching Experience / Reference Books
Quality in Action: Te Mahi Whai Hua (Ministry of Education, 1998, pp 84-85)
Safety and Education Outside the Classroom ,Ministry of Education
Transportation / AS/NZ Standards & Codes of Practice
Transportation of Dangerous Goods on Land, NZS5433:1993 / Land Transport Safety Authority
Vehicle manufacturers/suppliers / www.ltsa.govt.nz
Activity / Publications / Agencies / Website
Websites / ACC
Coastguard
Department of Conservation
Department of Internal Affairs
Department of Labour
Environmental Risk Management Authority
Land Information NZ
Land Transport NZ
Maritime Safety Authority
Ministry of Civil Defence and Emergency Management
Ministry of Education
Mountain safety
NZ Recreation Association
Outdoor Safety Institute
Sport and Recreation in New Zealand (SPARC)
Sport, fitness and Recreation training Organisation
Standards NZ
Water safety NZ / www.acc.govt.nz

www.doc.govt.nz
www.dia.govt.nz
www.osh.govt.nz
www.ermanz.govt.nz
www.hydro.linz.govt.nz
www.ltsa.govt.nz
www.msa.govt.nz
www.civildefence.govt.nz
www.minedu.govt.nz

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Appendix A to Off-Campus Activities Policy

Off-Campus Activities Personal Disclosure

Name: / Student No.:
Phone and email / Date of Birth:
Address:

1. Emergency contact person:

Phone:
Address
2. I have a current First Aid Certificate Yes / No
3. I have all the required personal equipment to Yes
Participate in this off-campus activity / No
If NO, I do not have (provide details

4. Please tick if you have any of the following

Migraine / Epilepsy / Asthma
Diabetes / Travel sickness / Fits of any type
Chronic nose bleeds / Heart condition / Dizzy spells
Colour blindness / Other (please specify)
5. Are you currently taking medication Yes / No
If Yes, please state ailments
Name of medications
Other treatment

6. Have you had any major injuries (breaks or strains) or illnesses in the last six months that may limit full

participation in any activities Yes / No

If YES please state the injury / illness

7. Are you allergic to any of the following

Yes / No / Please specify
Prescription medication
Food
Insect bites / stings
Other allergies
What treatment is required

8. Outline any dietary requirements

The above information is true to the best of my knowledge ______

Signature

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Appendix A to Off-Campus Activities Policy

Off-Campus Activities Hazard Assessment

Description of activity: / Approval:
Approved By: (Name)
Organiser / Name: / Signature:
Signature:
Field Leader / Name: / Designation
Signature:
Activity / Hazards) / Controls

Off-campus Activities Hazard Assessment

Multiple Activity Sheet

Use as required to supplement page 1

Activity / Hazards) / Controls

Off-Campus Activities Itinerary Details

Contact person on campus
Ext,:……………………….. / Date and time of departure (from campus) / Communication carried with party / Means of emergency contact
Transportation / Date and time of Return (to campus) / Who will be contacted on return?
(Name) / What date / time should an emergency response be instigated?
Date:
Time
Planned route / Alternative route / Participants list (attach if necessary)

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Appendix A to Off-Campus Activities Policy

Sample Information Sheet for Participants

This form is intended primarily to provide information about the activity to undergraduate students.

Activity Leader
Name: / Contacts
Office
Mobile
Home
Email
Information:
Include here general information about the activity, points covered may include:
A description of the activity
Clothing / footwear that is essential and why
Tips about keeping clothing dry
Location of the first aid kit
Details of accommodation and facilities available (eg. Cooking, washing etc.)
Communication arrangements
Likely weather conditions
Smoking restrictions
Alcohol restrictions
Any further information that will help in preparing for and undertaking the activity
Personal Gear List
List equipment that participants need to provide and other equipment that may not be essential but would be helpful during the activity.
You Will Need
Sleeping bag
Jerseys / fleece
Medication
Boots
Inside shoes / sandals
Raincoat
Waterproof leggings
Polyprop clothing
Warm hat
Gloves
Towel(s)
Toilet gear
Sunscreen
Sun hat
Water bottle / Don’t Forget
Shorts
Tee shirts
Track pants
Underwear
Socks
Long sleeved shirts / You May Want
Bumbag (to hold battery pack)
Torch – as a spare
Batteries - for your torch
Bulbs – for your torch
Day pack
Swimwear
Book(s)
Camera
Film

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