Risk Assessment Form

Need help with your risk assessment? Visit or contact your designated staff member

(For Societies/Committees: )

Society/Committee: Various (see trip form) Date of Risk Assessment: 01/08/2017 – 31/07/2018

Event/Activity: Trip abroad with a Tour OperatorCompleted by (Name/Position): Students’ Union staff on behalf of Sheffield SU’s registered societies and committees.

Event/Activity Location: Various (see trip form) Contact details (telephone & email): 0114 222 28689

Date of Event/Activity: Various (see trip form)Other Persons Consulted (if any): Tim Bowell (Student Group Coordinator), Laura Pulley (Endsleigh), University Security Services

Please note that this is a standardised risk assessment. If there are any specific risks associated with your day trip which are not covered in this risk assessment then you must inform the relevant staff member in the Activities & Sports Zone.

SIGNIFICANT HAZARDS
What might cause harm? / RISK
Who might be harmed and how? / CONTROL MEASURES: EXISTING AND PROPOSED
What are you already doing to control the risk?
What else do you need to do? / Action by who?
Person(s) / Action by when?
Date
Participants having accident/injury / Risk of emergency situation not being managed properly / The trip leader should ask students to notify them of any relevant medical conditions or needs.
The trip leader should advise all participants to take a European Health Insurance Card (EHIC) on the trip, plus appropriate travel and medical insurance. This insurance should include the cover advised in the guide ‘How to plan a trip abroad’, available on the Society Support Hub.
The trip leader should keep a list of all participants and their registration numbers with them during the trip. In the event of a serious accident / injury, the trip leader should contact Security Services who may contact next of kins.
Students should be provided with relevant emergency services numbers via a briefing document (e.g. 112 number for Europe For Ireland). / Trip leader and all participants. / Before trip.
Fire at accommodation / Injury from smoke inhalation or flames / The trip leader should advise all students to make themselves aware of the nearest fire exits and smoke alarms to their rooms and the communal areas on arrival. / Trip leader, all participants. / During trip.
Crime / Theft / Students should be informed that they are responsible for their personal effects, and should be advised to take out separate insurance to cover their high value items.
Students should be given the relevant telephone numbers for local emergency services.
For theft or loss of money, the trip leader should carry the number for the Western Union (+44 800 833 833).
In case of a serious emergency, the trip leader should carry the University Security Services number (0114 222 4085). / Trip leader, all participants / During trip
Passport in foreign country / Loss or theft / Students advised to take out additional means of identification.
The trip leader should have number for British Consulate in the relevant country for notification. / Trip leader, all participants / During trip
External factors e.g. food, climate, hygiene which may affect health / Risk of illness or disease / The trip leader should research and take details on the trip of a local doctor’s surgery and hospital.
Students should be given a brief to advise them to bring suitable clothes and wear suncream if necessary.
Students should be advised to eat in establishments that are clean.
A fully-stocked first-aid kit should be taken on the trip. You can pick this up from the Zone Desk the week before.
If a student becomes seriously unwell, the trip leader should be notified and the emergency services (112) should be called. / Trip leader / Before and during trip
Sightseeing, visiting pubs, museums and cafes. / Getting separated from the group and becoming lost.
Becoming unwell or having an accident. / Every participant must be given the trip leader’s mobile number. The trip leader must keep their mobile on at all times.
The trip leader should carry a named list with every participant’s name and mobile number on.
A meeting point (possibly the drop-off point) should be designated in case of emergency and students should be briefed about this on the journey.
If anyone becomes seriously unwell or has an accident during the trip, the trip leader should be notified and the emergency services (999) should be called. / Trip leader / Before and during trip
Drinking alcohol / Illness and dehydration from excessive alcohol consumption / The trip leader should advise students to visit venues with free tap water available. All licensed establishments should promote sensible drinking.
Tour companies who promote responsible drinking should be chosen over those who do not.
One of the trip leaders and at least two committee members should not drink alcohol during the trip, in case of emergency. If any participant is seriously unwell, the trip leader should be notified and the emergency services (112) should be called. / Trip leader / Before and during trip
Travelling to and from destination / Somebody being left behind
Risk of accident / The trip leader should carry a named list with every participant’s name and mobile number on. They should ensure every name is ticked off before departure.
Everyone travelling should wear a seatbelt. There should be no alcohol consumption on coaches or minibuses, in line with the Society/Committee Code of Conduct.
In case of emergency, the trip leader should carry the University Security Services number (0114 222 4085). / Trip leader / Before and during trip
Unfamiliar area / Students going missing / getting lost / Students should be given the number(s) of local of taxi firm(s) and the address of the accommodation in advance, as well as the trip leader’s contact number and relevant maps. / Trip leader / Before trip
Carrying valuables in a public place and in residential accommodation / Risk of losing valuables or being mugged / Participants should be encouraged in advance not to bring expensive valuables on the trip and should keep vigilant regarding their belongings.
Students should be advised to take a copy of their passport on the trip.
Students should check that their bedroom doors are secure. If locks are loose or faulty, this should be reported immediately to the hotel staff.
Anyone who is a victim of a mugging should contact the police immediately (999). They should obtain a crime reference number if they wish to make a claim on their personal insurance. / Trip leader, all participants / During trip
Bar Crawl / Accidents, Injuries, Alcohol Poisoning / Every steward and as many participants as possible must have the lead event organiser’s mobile number and the lead event organiser must have every steward’s number. The lead event organiser and stewards must keep their mobiles on at all times and maintain contact until the event has finished.
There should be one steward per 20 students if the bar crawl is ‘led’. For ‘free moving’ bar crawls, stewards need to be placed around hot spots, e.g. traffic lights and cash machines.
The lead event organiser is advised to only choose venues with free tap water available. All licensed establishments should promote sensible drinking.
If any participant becomes seriously unwell during the bar crawl, the lead event organiser should be notified and the emergency services (999) should be called.
Stewards should not drink alcohol during the bar crawl.
Students should be advised not to start the bar crawl before 8pm and reach their final destination by 11.45pm. They should stay in every bar for at least 30 minutes in each bar to allow for sensible drinking.
Stewards should help move students out of bars but not assist them to cross roads.
One or more stewards must be first-aid trained. If this is not possible, the lead event organiser should check that venues have first-aid trained staff available. / Trip leader, all participants / During trip
Comments: Any accidents/near misses should be reported to the Students’ Union as soon as possible. / Overall Risk: / L
Undertaken By:
Tim Bowell on behalf of Sheffield Students’ Union’s registered societies and working committees. Advice taken from Sheffield Students’ Union’s Society/Committee Code of Conduct. / Contact Details:

0114 222 8689
Other Persons Consulted: Laura Pulley (Endsleigh), Emily Agius (Head of Student Groups Support) and Campus Control.
Date: / Revision Date: