REGIONAL OFFICIALS’ HANDBOOK

CONVENOR’S INFORMATION

Message from the Regional Sports Officer to Convenors regarding this handbook

This handbook is to assist you with your pre planning, Regional Trials and post – trial responsibilities and I trust will assist in your preparations so that your experiences with School Sport will be as rewarding as possible.

In the Handbook I have listed a number of areas that may be of assistance as well as providing copies of the various forms that you will require in your duties.

If you are unsure or require further information regarding any aspect of your role or responsibilities please don’t hesitate to contact me at the number below.

The Department of Education, Training & Employment’sPolicies and Procedures Register [PPR] provides convenors with planning processes to identify, minimise and mitigate the inherent risks involved in school sport activities. The module Managing Risks in School Curriculum Activitiesis located in the ‘Policies & Procedures’ sections of:

  • EQ intranet:
  • EQ internet:

Handbook Table of Contents

  1. Duties of Convenors: Page 4
  1. School Sport Australia Initiatives & Policy: Page 5
  1. Regional Trial Budget: Pages 67
  1. Risk Management: Pages 8– 19
  1. Regional Trial Report: Page 20
  1. Sample Bulletin/Nomination Form: Pages 21 – 23
  1. Convenors Apparel Order Form: Page 24

Note:

Electronic copies of all forms relating to the above contents may be found on the South West School Sport web site:

1. DUTIES OF CONVENORS

  1. Compile a proposed budget for the carnival and forward it to the RSSO at least 4 weeks prior to the carnival. See Budget section for details.
  1. Send to the RSSO a bulletin regarding carnival arrangements etc at least 4 weeks prior to the carnival. The RSSO is then responsible for forwarding information on to primary district secretaries/convenors, secondary sports coordinators.

The format of the Regional Trial will vary from sport to sport. Check with the RSSO and the coach of the South West team regarding the format.

  1. Organise the venue – costs of hire etc, if any, are the responsibility of SWSSB. All accounts for approved expenses incurred in the running of the carnival are to be sent to the RSSO. Payments by the RSSO will only be made after receipt of a valid tax invoice.
  1. Organise the equipment necessary for the conduct of the carnival. Organise the carnival draw and/or program.
  1. Organise the necessary officials to conduct the carnival and supply copies of any amended rules to same. Contact official guests [eg sponsors]/community members who may assist.
  1. Organise for a first aid attendant to be present or supply a fully stocked first – aid kit at the carnival venue. Refer to the relevant PPR module for details.
  1. Organise any billets required.
  1. Organise sponsorship if possible.
  1. Arrange catering facilities. Note that for venues on school sites, catering must comply with DETE’s Healthy Choices policy. For off school sites it is the convenor’s responsibility to inform the venue owners/community group of the Healthy Choices program and ask that they comply with it if possible.
  1. Arrange for any students from districts/schools which do not send a complete team to be given playing time with other teams.
  1. Before the carnival ensure:
  2. Risk Assessment is completed.
  3. Grounds are correctly marked.
  4. Officials are conversant with their duties.
  5. Equipment is available and ready for use.
  6. Catering is organised.
  7. Wet weather contingency plan is organised.
  1. It is most important that you call a pre – carnival meeting to establish Carnival Rules [Names of selectors, Replacements, Conduct of team officials, Carnival Rules, Disputes etc].
  1. Write a written report of the carnival to be submitted to SWSSB including:
  • Carnival Results.
  • South West team.
  • Finance – including a statement of all actual costs.
  • Recommendations for future carnivals.

3. SCHOOL SPORT AUSTRALIA INITIATIVES & POLICY FROM JANUARY 2002

The following arrangements will provide a more equitable system and better reflect current trends in Education.

  1. That Age Eligibility be the only criteria for participation in SSA events provided students attend an affiliated school of a SSA member body.
  1. That Age Eligibility for all events be set as follows:
  2. For the 10 – 12 Years Management Committees:

10 – 12 Years in the year of competition.

  • For the 13 – 19 Years Management Committees:

13 – 19 years in the year of competition except where other specific age eligibility is applied eg 14 – 15 years rugby league.

“Thirteen year old students attending a primary school are eligible to participate in 13 – 19 years district, region and state championships in individual and team based sports.”

“Twelve year old students attending a secondary schools are eligible to participate in 10 – 12 years district, region and state championships in individual and team based sports.”

lll.That future event terminology be:

  • ‘Region/District” 10 – 12 years “Regional/District Sport” [all sports].
  • “Region/District” 13 – 15 years “Regional/District Sport” [Basketball, Football, Netball, Rugby League, Touch].
  • “Region/District” 13 – 18 years “Regional/District Sport” [Rugby League, Softball, Touch].
  • “Region/District” 13 – 19 years “Regional/District Sport” [Basketball, Cricket, Golf, Netball,Football, Swimming, Tennis, Track & Field, Triathlon].

4. REGIONAL TRIALS BUDGET

At the February 2002 meetings of the South West Management Committee and the South West School Sport Board it was decided that costs associated with conducting Regional Carnivals be met from Affiliation Fees. To that end there are no team/individual nomination fees for Regional Trials and Convenors are required to submit a Budget prior to the trials. Invoices for approved expenses are to be sent to South West School Sport for payment. Convenors are reminded to check with the Regional School Sport Officer before purchasing any equipment etc for a regional trial. In some cases SWSS has access to necessary equipment free of charge and so the purchase is not necessary.

The attached Regional Trials Budget Proforma must be submitted to the RSSO at least 4 weeks prior to the regional trials. Please note that costs associated with regional trials will vary from sport to sport and from sector to sector due to a variety of factors. On the Budget Form only list those costs that are incurred in the normal running of the trials eg. Because trophies are listed on the form does not mean that trophies will be a cost associated with every regional sport.

If you have any questions or require further information please contact the RSSO.


SOUTH WEST SCHOOL SPORT REGIONAL TRIALS – BUDGET PROFORMA

SPORT: ______

Convenor: ______School: ______

EXPENDITURE ITEMS $ COST
1.0 VENUE / 1.1 Ground/Facility Hire
1.2 Lighting
1.3 Canteen Facility
1.4 PA & Equipment Hire
1.5 Tent or Shelter Hire
1.6 Ground Security
1.7 Other:
2.0 TROPHIES
[Note: No trophies are to be provided for team events without the permission of the RSO] / 2.1 Trophies
2.2 Medallions
2.3 Ribbons
3.0 ADMINISTRATION / 3.1 Photocopying
3.2 Postage
3.3 Convenor’s Expenses
3.4 Other:
4.0 FIRST AID / 4.1 Ambulance, St John’s, Sports Medicine Etc
4.2 Ice
5.0 REFEREES/UMPIRES / CARNIVAL OFFICIALS / 5.1 Fees
5.2 Lunches [not district officials]
6.0 OTHER EXPENSES / 6.1
6.2
6.3
6.4
6.5
6.6
6.7
TOTAL EXPENSES

SOUTH WEST SPORTS OFFICE:

BUDGET APPROVED:BUDGET NOT APPROVED:

DETAILS:______

______

______

TO BE RETURNED TO REGIONAL SCHOOL SPORT OFFICER AT LEAST 4 WEEKS PRIOR TO REGIONAL CARNIVAL

5. RISK MANAGEMENT

Curriculum Activity Risk ManagementGuidelines

The Department of EducationTraining (DET) is committed to the health, safety and well-being of students, staff and others involved in all curriculum activities conducted at schools or other locations. To that end a set of activity-specific guidelines outlining risk level, qualifications required, and identified hazards has been developed.

DET’s Policies and Procedures Register [PPR] provides convenors with planning processes to identify, minimise and mitigate the inherent risks involved in school sport activities. The module Curriculum Activity Risk Management is located at:

  • EQ intranet:
  • EQ internet:

Convenors of South West School Sport regional trials are required to complete the Qld School Sport Event Convenor CARA document. This form MUST be given to the RSSO prior to the commencement of the regional trial. The RSSO then retains the form as per departmental requirements.

The information presented here should be seen as the ‘minimum expected standard’ to manage risk, rather than the definitive list of requirements.


This document summarises how curriculum risk management is to be undertaken in South West Region.

These curriculum risk management processes are based on the requirements of HLS-PR-012 Managing Risks in School Curriculum Activities – the DETE procedure that outlines our responsibilities for curriculum risk management.

All staff (existing, newly appointed or temporary) who have responsibilities for planning and/or delivering curriculum activities should understand this procedure and adhere to these processes.



  1. All curriculum activities should be considered in terms of their associated hazards and level of risk to students and others involved in the activity.
  2. For all curriculum activities (regardless of assigned level of Risk) Convenors MUST submit a written QSS Event Convenor Risk Assessment (CARA). This MUST be completed and approved 1 (one) week prior to the Regional Trial. Send your completed CARA to – South West School Sport –
  3. On the day of the regional trial the convenor will complete a Risk Assessment Representative Sports Event and return to the RSSO within one week of the Regional Trial.
  4. Regional Managers will complete a Risk Assessment Representative Sports Event Team managers Form prior to the State Championships and return to the RSSO one week prior to the State Championships.
  5. Regional Coaches MUST submit a written Sport Specific Risk Assessment (CARA). This MUST be completed and approved within 1 (one) weekof the Regional Trial.
  6. These people have been delegated authority to approve CARAs for Regional Teams:

Name / Position / Areas/Subjects to Approve
Phil Coleman / RSSO / All Regional Teams (Primary, Secondary & AWD)
  1. Ideally, the CARA should be completed and submitted electronically (e.g. via email).
  2. CARAs should be submitted with sufficient time as mentioned above for it to be approved or otherwise.
  3. Once approved:
  4. a printed copy of the CARA will be signed and returned to the person who submitted it
  5. if completed electronically, a copy will be saved by the RSSO
  6. the details of the CARA will be entered in the School Curriculum Activity Register.
  7. Activities are to be conducted in accordance with the approved CARA, unless there is a sound reason for variation. Any significant variations should be discussed with the person who approved the CARA.
  8. Once the approved activity has been undertaken, the Monitor and Review section of the CARA is to be completed. Any significant issues should be brought to the attention of the person who approved the CARA.

Please contact a supervisor if you would like any clarification on any of these processes or if you have any other issues relating to curriculum risk management.

Important links

  • QSS Risk Management Event Convenor -
  • QSS Risk Management Event Team manager -
  • SCM-PR-02: School Excursions

MANAGING RISKS IN SCHOOL CURRICULUM ACTIVITIES

This document aims to assist staff undertake effective curriculum risk management. The information presented here should be seen as the ‘minimum expected standard’ to manage risk, rather than the definitive list of requirements.

All the information presented should be carefully considered in respect to the nature of the activity and your specific context, such as:

  1. Which students will be involved? (Age, maturity, experience, specific needs, number)
  2. What will students be doing? (Jumping, swimming, cutting, cooking, throwing etc.)
  3. What will students be using? (Hazardous materials, sporting equipment, tools, stove etc.)
  4. Where will students be? (Classroom, outdoors, pool, creek, at height etc.)
  5. Who will be leading the activity? (Experience, qualifications etc.)

THE RISK MANAGEMENT PROCESS

The workplace health and safety risk management process involves the following steps:

  1. Identify the potential hazards
  2. Assess the risk
  3. Decide on the control measures
  4. Implement the control measures
  5. Monitor and review

Ideally, this risk management process should be integrated into routine lesson planning.

Risk assessments are best completed by more than one person thinking about the hazards, risks and controls. Therefore, you are encouraged to involve those planning and delivering the activity in the risk assessment process.

By incorporating effective risk management processes into curriculum planning, staff will be taking proactive measures to minimise the risk of harm to all involved.

Step 1. IDENTIFYING THE POTENTIAL HAZARDS

Hazards are those things that have the potential to cause harm.

Hazards come in many forms – some are common and easily identifiable, such as: using machinery, falling from heights, javelin throwing, heavy impact in contact sports and infectious diseases.

Other hazards may not be as common and may be harder to identify. For example, activities that would normally be low risk become much riskier when they are done in a new or unusual way, such as, with younger students, with large groups of students, in unfamiliar settings, or for the first time.

Once the hazards have been identified, the level of risk they pose needs to be assessed.

Step 2. ASSESS THE LEVEL OF RISK

Risk is the likelihood that a harmful consequence (e.g. injury) will occur when we are exposed to a hazard.

As such, a risk level is made up of two elements, the:

(a) Likelihood of an incident happening, and

(b) Consequence if it did happen.

Risk = Likelihood x Consequence

There are many factors that influence the likelihood and consequence of an incident. A few examples include the:

  • duration or frequency of the exposure to the hazard (e.g. sun or chemical exposure)
  • competence of those undertaking the activity (no training or inexperience may lead to an accident)
  • environmental conditions (e.g. water in the vicinity of electricity, getting injured in an isolated area)
  • speeds, heights and weights of objects being used. The greater the force, the greater the impact.

To assess the level of risk, consider the likelihood of an incident happening in combination with the seriousness of the consequence.

Use the matrix below as a guide to assist with your risk assessment.

Likelihood / Consequence
1. Insignificant / 2. Minor / 3. Moderate / 4. Major / 5. Critical
5. Almost Certain / Medium / Medium / High / Extreme / Extreme
4. Likely / Low / Medium / High / High / Extreme
3. Possible / Low / Medium / High / High / High
2. Unlikely / Low / Low / Medium / Medium / High
1. Rare / Low / Low / Low / Low / Medium
Consequence Rating / Description of Consequence
1. Insignificant / No treatment required
2. Minor / Minor injury; First Aid treatment (e.g. minor cuts, bruises, bumps)
3. Moderate / Injury requiring medical treatment or lost time of four or fewer days
4. Major / Serious injury (injuries) requiring specialist medical treatment or hospitalisation, or greater than four days lost time
5. Critical / Loss of life, permanent disability or multiple serious injuries

Step 3. DECIDE ON THE CONTROL MEASURES

Your assessed inherent risk level will determine the degree of planning and approval required.

Risk Level / Action Required / Approval
Low / Little chance of incident or serious injury. /
  • Manage through regular planning processes

Medium / Some chance of an incident and injury requiring first aid. /
  • Document controls in planning documents and/or complete a Curriculum Activity Risk Assessment
  • Consider parental permission

High / Likely chance of a serious incident and injury requiring medical treatment. /
  • Curriculum Activity Risk Assessment required
  • Principal or delegated Deputy Principal or Head of Program (i.e. HOD, HOSES, HOC) to review and approve risk assessment
  • Once approved, activity details to be entered in the School Curriculum Activity Register
  • Parental permission is recommended

Extreme / High chance of a serious incident resulting in highly debilitating injury. /
  • Consider alternatives to doing the activity
  • Curriculum Activity Risk Assessment detailing significant control measures will be required
  • Principal to review and approve risk assessment
  • Once approved, activity details to be entered in the School Curriculum Activity Register
  • Parental permission must be obtained for student participation

If a Curriculum Activity Risk Assessment Guideline( exists for a specified activity being planned, that guideline is to be adhered to. Where a minimum recommendation of the guideline cannot be met, alternative controls are to be implemented to ensure an acceptable level of safety is provided.

The Curriculum Activity Risk Assessment Templateand Guidelines set the minimum requirement for the documentation of a risk assessment. However, it is recognized that some schools or curriculum departments may adopt more detailed risk assessment proformas.

Control measures are the things we do to lower the level of risk to an acceptable level. The types of control measures are listed below in the ‘hierarchy of control’ – they should be considered and used in this preferred order:

  1. Elimination: remove the hazard completely from the workplace or activity
  2. Substitution: replace a hazard with a less dangerous one (e.g. using a softer ball, different location)
  3. Isolation: separate people from the hazard (e.g. safety barrier)
  4. Redesign: making a machine or work process safer
  5. Administration: putting rules or training in place to make a workplace safer
  6. Personal Protective Equipment: protective clothing and equipment (e.g. helmet, gloves, shin-pads)

Step 4. IMPLEMENT THE CONTROL MEASURES

You will need to implement sufficient control measures to reduce the risk to an acceptable level.

For all high and extreme risk activities, the controls measures should be implemented in accordance with the approved Curriculum Activity Risk Assessment.

Step 5. MONITOR AND REVIEW

At all times the control measures should be monitored to ensure they are providing the intended level of safety.