Portsea staff to provide evidence of previous training or experience prior to working at the camp.
All new staff go through the induction process.
All staff to complete the High Element training for The Portsea Camp annually.
All staff complete the challenge ropes exam for Portsea Camp annually.
All staff must read, clearly understand and keep up to date The Portsea Camp Challenge Ropes Standard Operating Procedures (SOP) prior to becoming a Challenge Ropes conductor.
All Experience staff are signed off leading the activity by the Recreation Coordinator and observed monthly.
All relevant qualifications must be kept up to date by all Experience staff. Ie; First Aid level 2, CRC Conduct or CRC Supervisor Certificate.
Religious or medical clothing/items that cannot be taken off must be able to fit correctly within the PPE to be able to participate in activities.
Ensure footwear is secured to feet - crocs are not suitable.
Participants to ensure jewelry is removed prior to Challenge Ropes activities (rings, bracelets, dangly earrings).
Ensure all participants have hair tied low and tight towards the back of their head.
Reviewed: 2/07/25 - AG
Cuts/Sharps 4 4 High
Any noticeable wire fraying on Rope Challenge activities are to be immediately taken out of rotation and the Notify Recreation Coordinator. 2 2 Low
Helmets and harnesses are checked and recorded in the Equipment logbook before being put into service.
All Portsea Camp Experience Staff are trained to correctly inspect and fit harnesses and helmets.
Experience staff have read and clearly understood the latest Standard Operating Procedures for Challenge Ropes prior to commencing activity.
Daily inspection of harness’ and helmets to be undertaken by Experience Staff pre and post usage.
Demonstration on correct fitting of harness and helmet included in activity safety briefing.
Harness’ and helmets to be washed, used and stored according to manufacturer's recommendations.
All harnesses and helmets involved in an incident must be retired immediately to avoid further usage.
Quarterly inspections will be undertaken by staff who hold Rope Course Conduct or Supervisor Certificate.
Carabiners are checked and recorded in the Equipment logbook prior to being put into service.
All Experience Staff are trained to correctly inspect and operate carabiners.
Daily inspection of carabiners to be undertaken by The Portsea Camp Experience Staff pre and post usage.
Carabiners to be washed, used and stored according to manufacturer's recommendations.
All Carabiners involved in an incident must be retired immediately to avoid further usage.
Quarterly inspections will be undertaken by staff who hold Rope Course Conduct or Supervisor Certificate.
Ensure adequate training is provided on use of crab claws/cable grabs, particicpant and belayer rescues.
No one is to ascend/descend Challenge Ropes course unless training has been completed.
Crab claws and carabiner are checked and logged prior to going into service and each use.
Crab claws and carabiner are used and maintained as per manufacturer's recommendations.
Site Supervisor to be notified of any rescues and present when in action.
Staff using rescue equipment must hold Rope Course Conduct or Supervisor Certificate.
Ropes are inspected and recorded in the Equipment logbook before being put into service.
All Experience Staff are trained to correctly inspect, set up and manage ropes.
Correct types of rope to be purchased and used for each High Element
The Experience staff have read and clearly understood the latest Portsea Camp Standard Operating Procedures for Challenge ropes as part of the induction process.
Daily inspection of ropes to be undertaken by Experience Staff pre and post usage, report any concerns
All main ropes and safety ropes involved in a serious incident to be immediately retired from service to avoid further usage.
Poles and cables are inspected by a qualified ropes course inspector annually.
Upgrades and modifications made as per inspection report recommendations.
Daily usage checks on poles and cables and the surrounding area, report any concerns
Monthly inspections will be undertaken by staff holding Rope Course Conduct or Supervisor Certificate.
Structure inspected by qualified ropes course inspector annually.
Upgrades and modifications made as per inspection report recommendations.
Daily usage checks on structure, cables and surrounding area.
Maintenance performed by suitably qualified personnel.
Monthly inspections will be undertaken by Staff holding a Ropes Course Conduct or Supervisor certificate.
Ensure participants and Staff are wearing helmets within the fall zone.
Safety Brief includes removing objects out of pockets, shoes tied tightly and loose items removed prior to going on element.
Maintain trees so they are avoiding contact with wires and poles.
Cut back trees through fencing to prevent staff and participants from bees.
Climbing trees is strictly prohibited.
Adequate lighting in place prior to the night session.
Light up any potential hazards and areas that participants use with handheld lights and portable floodlights.
Experience leader to use head torch whilst running High Elements at night.
Giant Swing Specific Risks
Participants can only go halfway up to minimise sway.
If winds exceed 55-60 km/h then the Recreation Coordinator assesses conditions and modifies or cancels activity if required.
Ensure clear boundaries are explained in a safety brief.
Ensure the swing zone is clear from people and objects before hauling and releasing participants.
Ensure the swing zone is marked off with rope.
Participant to ascend ladder on northern side of camp ensuring that participant cannot be hauled with ladder in position.
Instructor to be in position to move ladder away prior to participant stepping off ladder.
Experience leader to check the runway is clear of people and items prior to hauling participants.
Runway is kept clear unless hauling the participant with the rope.
Experience leader to ensure hauling participants are spaced apart and standing ready prior to release.
Experience leader to ensure that they remain clear from swinging participants when in use by remaining against fence line.
Experience leaders brief the participants to remain outside the boundary fence waiting on the wooden platform; until invited into the giant swing area by a Experience leader.
Training is provided to Experience staff as to when to appropriately slow participants swing down.
Boundaries are made clear in a safety brief.
Soft fall tanbark to be spread evenly on the runway.
Experience leader to ensure main rope and safety rope are wrapped neatly to minimise loose rope.
Participants place both hands around the main line and safety line- keeping their fingers above the knots on both lines.
Experience leaders to check all ropes are free of entanglement before hauling commences.
Experience leaders check all ropes are free from entanglement prior to releasing participants.
Experience leader to feed rope into designated container following participants release.
Safety brief to include participants walking the rope back to the pole.
Experience leader to stand on the mat to release participants.
Staff to ensure fencing is intact along runway.
When on a giant swing the participants must hold on to the main rope and safety rope with two hands or keep both hands free from all moving objects- participants hold their hands above the knots on the lines.
Under no circumstances must the participant hold on to any metal objects.
Instructor ensures participants hold on to both rails and slowly ascend down the ladder.
Instructor to stabilise the ladder for participants.
Staff to check that participant’s clothing and hair is out of the way from the giant swing equipment- participants are briefed to tie long hair back to decrease the risk of an entrapment.
Flying Fox Specific Risks
Daily usage inspections are undertaken and recorded in log books.
Check for signs of damage on the body of pulleys.
Clean, maintain, use and store pulleys as per manufacturer's recommendations.
Daily usage inspections are undertaken and recorded in log books.
Staff to be trained in accordance with SOPs and correct use of Gri Gri. I.e. body picture always to climber and hand picture to dead rope.
Check for signs of damage on Grigri
Loose items of clothing and hair to be managed prior to activity.
Clean, maintain, use and store Grigri as per manufacturer's recommendations.
Safety brief outlines correct order of descent.
School Staff Member/Group Assistant is familiar with descent order to support participants if required.
Ladder is available to assist participants if required- prior to commencing the activity the assistant is briefed on how to help a participant if they become stuck.
When participants are lowering themselves on grigri, they are to ensure one hand is on the head and the other hand is controlling the lever.
The flying fox participants must hold onto the short safety rope with two hands and keep both hands clear the main rope and metal gear to ensure no slipping of rope occurs
Under no circumstances must the participant hold on to the steel wire or pulley with any body parts.
When connecting rope for retrieval onto the pulley at the bottom of the fox tower, participants must keep fingers clear before rope is returned.
Walking only up and down stairs to the Flying Fox tower.
All stairs to be maintained with grip tape, yellow paint and tan bark cleared.
Maximum of 6 people in total to be on the tower platform at any one time- participants are to be wearing a harness and helmet to gain entry.
Soft fall tanbark to be spread underneath and around the flying fox tower evenly.
Experience staff must be positioned either side of participants prior to dispatch- outside the white zone painted on the ground.
All participants must stay behind the red line until connected to the Main Rope.
Ensure clear boundaries are explained in a safety brief.
The stairs to the oval are only for ascending from the oval.
Ensure the runway is clear of people and objects before dispatching participants, communicate with the assistance on the oval, and remove the ladder from the runway after use.
Ensure a rope is across the gate until the experience leader has cleared the runway.
The runway is marked out clearly with flag bunting.
Assistants on the oval are briefed to stay clear until participants have stopped and to ensure they've moved the ladder after each use.
High Rope / Bouldering / Nitro Swing / Spider Web Specific Risks
Boundaries are clearly outlined in the safety brief including the belay area, cliff edge and fencing.
All participants and leaders are only walking in the High Ropes area.
Correct technique, spotting and spatial awareness explained in safety brief for use of The Nitro Swing.
Minimum of two spotters to be actively spotting participants when bouldering.
The Experience leader is to brief the participants on the correct spotting technique within the safety brief.
Only belayer, participant, and backup belayer to be in the belay area- marked out by the ropes which are located either side of the bouldering wall to the boundary fence line.
Soft fall tanbark to be spread evenly around the High Ropes area.
Everyone within the High Ropes area must wear a helmet.
Log shuffle pole not to be used if wet.
Rock Holds to be regularly tightened on bouldering walls.
Climbing of the spiders web structure is strictly prohibited.
Under no circumstances must the participant hold on to the steel wire with any body parts.
Hands to remain clear of participants knots and carabiners when on the High Ropes.
Before clipping the participant in, check that the rope is untangled.
Loose belay rope to be coiled and neat by backup belayer.
Reviewed: 2/07/25 - AG
Daily usage inspections are undertaken and recorded in logbooks.
Check for signs of damage on the body of Grigri, report to upline.
Correct technique of belaying skills used, keeping hands clear of device when using.
Clean, maintain, use and store Grigri as per manufacturer's recommendations.
Abseiling Specific Risks
Boundaries are clearly outlined in the safety brief.
Teacher/assistant leader to be placed at bottom of abseiling area
Slide not to be used if raining.
mats are placed either side in fall zones.
Demonstration shown how to safely fall off to side by Instructor.
Before clipping the participant in, check that the rope is untangled.
If rope becomes tangled at the bottom, group assistant to straighten out from bottom
Anchor point to be inspected before activity to ensure strength
Where possible use 2 different anchor points for the one line
Land Based Activities Risk Assesment
Portsea staff to provide evidence of previous training or experience thats relevant, prior to working at the camp.
All new staff go through the induction process which includes emergency procedures, childsafe training and our Activity Standard Operating Procedures.
All Experience staff are signed off leading the activity by the Recreation Coordinator and observed monthly.
All relevant qualifications must be kept up to date by all Experience staff. Ie; First Aid level 2, Food Handling etc.
Ensure medical summaries are up to date and inform all staff of relevant medical conditions prior to activity commencement.
Ensure participants and staff have personal medications on their person.
Leaders to be aware of the nearest first aid kit, Defib and Epipen's location. (kitchen, first aid room, each recreation first aid kit)
Portsea Camp Staff hold Level 2 First Aid to be able assist groups in first aid when needed.
Monitor severe weather conditions to manage relevant medical conditions.
Closed-toed shoes must be worn by everyone for land activities, including hikes to beach.
Shoulders must be covered by clothing on all activities.
SunSmart measures to be implemented when the UV index is rated 3 or higher. Portsea Camp has sunscreen, spare hats and spare drink bottles available.
No singlets, dresses, crop tops or short length shorts to be worn, no dangling jewllery.
Sharp objects/edges found not to be picked up and the Instructor notified. Any needles or sharpes to be disposed by staff correctly in sharps containers.
Participants verbally warned of risks involved with activity. Identify potential hazards such as box thorn, splinters etc.
Leader to inspect activity area prior to commencing activity. Make modifications to activity if hazards present. Notify Recreation Coordinator.
Any noticeable fencing or seating that is broken is to be immediately notified to Recreation Coordinator and maintenance.
Appropriate footwear must be always worn.
Fort Franklin and cliff is off-limits to all staff-led activities, and in safety brief warned for groups not to go during free time.
Areas around the camp to be cleaned from debris and trip hazards and holes on oval or pathways filled in.
Outside activity areas and pathways to be well lit at night.
Monitor the number of participants in any one area.
Staircases to be clearly marked with yellow paint and grip tape- updated regularly.
Monitor fatigue and rest accordingly.
Speed limit to be adhered to by all vehicles on site. No use of vehicles on the High Element level when activities running.
Ensure no running downhill, in High Element areas, campfire pit or Archery area.
Monitor the number of participants in any one area and modify activity accordingly.
Objects with the potential for collision to be padded or clearly marked ie; basketball hoop poles.
Outside activity areas and pathways to be well lit at night.
Reviewed: 3/07/25 - AG
Ensure supervision ratios of 1:20 with minimum of 2 Adults are adhered to for each activity.
Behavioural concerns to be identified prior to activity commencement.
Participants with behavioural issues are placed in a group with an experienced assistant leader/volunteer who is aware of the issues and has strategies to assist participant
Safety briefing outlining expectations, rules and boundaries is delivered to all participants at the start of each activity.
Ensure assistant instructor/s and volunteers monitor and manage behaviour throughout activity.
“Challenge by choice” concept is implemented to support participants' emotional wellbeing and development.
Head counts to be performed regularly throughout the session or meeting point and timed catch ups.
Maps to be provided for teacher led activities.
Ratios are adhered to for all water activities according to AAAS and Department of Education.
All participants on Making A Difference camps must wear a Portsea Camp hat to be easily identified during head counts and also to identify from general public across oval.
Boundaries are clearly explained during the safety brief.
All leaders have camp numbers in their charged mobile phone
Staff, Volunteers, Adults and youth to be respectful of other beach users at all times.
Ensure adequate distance is maintained from other users where possible.
Continually monitor behavior of bystanders and move participants away from potential risks.
Assistance can be seeked from Portsea Camp staff if required.
Leader to monitor the environment throughout the activity for any potential dangers from wildlife.
Check activity site for potential nests/hazards prior to commencing. Alter location or routes if needed.
Ensure numbers of wildlife services are available from Recreation Coordinator.
Keep safe distance from wildlife. Make modifications to location if required.
Sunmart Clothing and practices to be implemented when UV rating exceeds 3.
Staff will use weather reports to determine likelihood and plan for extreme weather.
Groups to sit in shade / staff set up shades for activities to ensure protection from the sun.
Water bottles recommended to be carried to all activities. Drinking locations to be pointed out upon arrival.
Temperature cut off/modifications are implemented at 35+ degrees.
Instructors to encourage everyone to drink water regularly throughout theday.
Staff will use weather reports to determine likelihood and plan for extreme weather.
The Portsea Camp to ensure they have spare dry, warm clothing and blankets if required.
Portsea Camp wetsuits are available for participants.
Appropriate warm clothing to be worn during cooler weather conditions.
Leader makes the group aware of low hanging branches and reports to Coordinator of any overgrown bushes/trees that need to be cut away on public access.
Trees on the campsite to be maintained regularly.
Climbing of any trees is strictly prohibited.
Follow the 30:30 rule on Thunder/Lightening.
All outdoor activities cease immediately and seek shelter inside buildings.
Staff will use weather reports to determine likelihood and plan for extreme weather.
Instructor to monitor winds prior to activity commencing and make modifications if required.
Snorkelling will not proceed if extreme winds are predicted.
Northerly and easterly winds to be monitored at all times.
Winds exceeding 30 km/h will require approval from recreation coordinators depending on conditions.
Chemicals to be locked away when not in use
Chemicals to be used according to manufacturer's recommendations.
Chemicals not to be left unattended and used only by Portsea Camp staff.
Correct WHS signs are visible where chemicals are stored.
Hut Building / Pioneering Specific Risks
Participants not to stay inside the hut unless staff have checked how secure it is.
Staff to check knots/help with knot tying if making more complex huts.
When disassembling huts participants need to take pieces off one at a time not break hut down in or or two hits.
A knot information sheet is provided showing all types of knots they can use for this activity.
Knots are to be untied and ropes and pegs are to be correctly put away after each session.
Participants told to lift logs between two or three people. Instructor uses the phrase ‘if it’s bigger than you it takes 2, if its bigger than you it takes 3’.
Guests monitored by instructor to size of equipment used is appropriate for them.
Correct manual handling technique taught if larger objects need to be moved.
Participants are to stay outside of the hut when it is being built.
A permanent sign at the Hut building area outlines the rules in addition the recreation leader and school staff are handed a laminated copy of the rules and boundaries of the hut building area.
Under no circumstances are the logs or any other equipment to be swung around or used for any other purpose than what it is provided for.
Monitor number of participants in any one area and modify activity accordingly.
All staff (school and Portsea) are to actively supervise the group with foresight of any collisions about to occur.
Participants instructed to move logs and other equipment around with awareness of other participants. Use the theory of ‘bigger than me it takes 2, bigger than you it takes 3 people’ to move equipment around.
Under no circumstances must the participant put the tarp loosely over their heads.
Hands and other body parts are to remain clear of knots.
Under no circumstances are participants to push/pull the hut while people are inside.
All wood lengths are to be checked at end of day when being used.
Any broken lengths will be correctly fixed or disposed of.
All lengths will be stored correctly and bundles that are an appropriate weight to lift.
Pre Control Measures
Under no circumstances is the length of wood to be used other than for Pioneering/hut building.
Ensure hut building pieces are checked for wear, breakage and splinters.
larger/ heavier logs are to be removed if deemed too heavy or unsafe by the recreational leader.
Wilderness Skills Specific Risks
Participants not to stay inside the hut unless staff have checked how secure it is.
Staff to check knots/help with knot tying if making more complex huts.
When disassembling the huts participants need to take pieces off one at a time.
The Participants are told to lift the logs between two or three people. Instructors uses the phases “if it is bigger than you it takes two, if it's bigger than you it takes three”
Guests monitored by the instructor to the size of equipment used is appropriate for them.
Correct manual handling techniques taught if larger objects need to be moved.
Participants must remain seated unless asked by a leader to stand
A maximum of 10 people, including leaders to be standing around the fire pit while lighting and fire burning.
No body parts are to touch the fireplace at any time.
Monitor behavior around the fireplace.
Running water to be available at all times during the activity.
Leaders only to manage the fire.
Ensure fire intensity is managed at all times to a suitable level.
Fire is not to be left unattended
Fire to be fully extinguished upon completion of the session.
Correct lifting techniques are used when carrying firewood.
Leaders are to manage firewood handling.
Leaders are to brief participants not to drink the water from the water filtering activity. If the Participants want a drink they are to use the fresh water from the drinking tap located next to the stage on the oval.
Fire not to be used during days of a total fire ban.
During the fire danger period- fires cannot be lit if winds exceed 10 km/h.
Follow CFA guidelines on fire lighting regulations.
If extreme weather is predicted, no fire is to be lit.
Regulations on fire lighting to be read before lighting the fire (located on the inside of the firewood shed door).
Find Your Patient Specific Risks
Ensure correct and safe manual handling procedures when carrying patient on stretcher
First Aid Kit taken by Portsea Staff, this is seperate to activity equipment.
Leaders are to identify hazards and make participants aware of upcoming hazards, modify the route if required.
Participants receive and clearly understand the map prior to departure
The leaders understand the emergency procedures and are able to initiate alternative routes.
The leaders have the camp's number in their phone prior to departure.
Ensure the leaders are aware and identify any medical/behavourial conditions prior to departure.
Participants are to be briefed to stay as one group at all times
Leaders must work with assisting leader to manage back and front end of the group.
Leaders are to remove participants from the area if public patron/s are threatening or inappropriate
All activities are to be set up in a suitable amount of space for numbers of participants, within an appropriate distance from public patrons.
Leaders are to ensure Camp children are appropriate and representing the camp in a positive way
Spars are checked before and after each session to ensure no breakages, damage or splinters that can cause injury are present, and to replace if found.
compass is working and no sharp edges are found.
first aid equipment is clean and ready to use (expired - only for activity use)
Bush Cooking / Damper Specific Risks
Ensure the campfire pit, seating and stage is in a clean and usable condition.
Guests to maintain a safe distance from the fire & any trip hazards to be eliminated/moved where possible before using the fire.
Pathways and walkways are clear from obstructions.
When on uneven ground guests are reminded to take care when moving on uneven ground in darkness.
Speak to the group leader/teacher about guest allergens.
Ensure food selected for camp fire use is following Camp diertary & Allergen processes
Dietary requirements to be handled/stored separately to non dietary specific food.
Leaders are made aware of participants with allergies, anaphylaxis or intolerances prior to setting up activity.
Guests with known anaphylaxis need to carry epipens with them during the session.
Group to be briefed on safety around the campfire and expected behaviour/safe distance from the fire.
Monitor behaviour around the hot areas this includes active supervision.
Running water is available via the hose pipe next to the campfire area if burns occur.
Staff and Leaders know emergency procedure.
When cooking on the fire guests are encouraged to use sticks the length of their arms and as wide as their thumbs to ensure safe distance from fire when cooking damper.
Fire to be kept to a reasonable height, within the designated fire pit area
Only staff and volunteers use the kettle/pot - participants to move away from boiling water.
First aid kit is easily accessible and ready to use
Young people are well supervised by staff and volunteers during the activity
Food to be checked for use by dates.
Good hygiene practices to be adhered to such as regular hand washing, washing all dishes after use.
Dietary foods to be kept separately.
Campfire cooking to be reviewed in high winds. If wind speeds exceed 45km/h, where wind is creating large moving flames or on total fire ban days.
Archery Specific Risks
Appropriate clothing and footwear to be worn at all times.
Boundaries are made clear in the safety brief.
Area to be checked and cleared of debris and other trip hazards prior to activity.
Staff is to monitor participant body movement within red / green zones.
Staff to advise no running
Staff to ensure ratio and Supervising Adult is always adequate.
School Staff Members/Groups Assistants to ensure safety brief procedures are adhered to.
Avoid close contact with students / group members when helping with archery style.
Adjust safety gear / stances style in presence of another adult, otherwise ask group members to help each other.
Ask for permission prior to adjusting.
Ensure wrist, ear and face jewellery is removed
Long hair is held away from face and ears
Jackets or loose clothing zipped up or covered.
Participants not allowed to run on range at any time
Instructors to position themselves so that they can observe all participants.
Safety instructions/Range Rules to be given during the briefing and repeated during the session as appropriate.
By-standers to be restricted to safe viewing area.
Approaches to the range monitored and shooting to be halted as necessary if people or animals approach.
Participants warned not to walk/run when carrying arrows.
Range to be inspected for slip/trip hazards prior to commencement of session.
Arrows to point down range, towards the ground or somewhere between at all times (except when removing from the targets), even when not on a bow.
Participants to stand beside arrow when removing from ground or target, not in front to avoid collision with arrow.
Hold arrows feathers facing upwards (point down) to avoid face or other participant injuries.
All equipment to be checked by instructors prior to each use.
Damaged equipment to be withdrawn from service until repaired or scrapped.
Staff to Halt or cancel activity due to wet weather that affects running of activity
Winds exceeding 30km/h during sessions are to be monitored by Suoervising Staff, activity altered if needed.
Arts & Crafts Specific Risks
Ensure adequate numbers of leaders are supervising participants at a 1:20 ratio with a minimum of 2 Adults.
When using both inside the art room and outside the verandah, ensure leaders are split between the area properly.
Controlled storage and allocation of craft knives or any sharp objects.
Leaders to actively supervise participants to ensure no misuse of sharps.
Leaders to brief how to use sharp objects safely and correctly.
Leaders must know where the closest first aid kit is located.
Controlled allocation of irons, hot glue guns or heating objects.
Leaders to actively supervise participants to ensure no misuse of hot objects.
Leaders to brief how to use hot objects safely and correctly.
Leaders must know where the closest first aid kit is located.
Rags, cotton waste, polyurethane foam or similar materials should not be allowed to accumulate or be stored near naked flames, very hot objects or immediately against electrical equipment.
All highly flammable substances should be stored in suitably labeled, lockable cupboards.
Leaders to have cleaning equipment ready for spills, to eliminate risk of slips.
Always notify group when electric cords are running along flooring or across spaces.
Ensure no running in or outside the art room due to small space and tables and chairs.
Equipment and substances stored appropriately and do not present a manual handling hazards.
Heavy items not to be stored higher than chest height.
Flammable liquids not to be accessible by participants at any time.
All storage cupboards and doors should be locked after each day.
Non-toxic paints/glues/clay are used.
Participants are well supervised by staff and volunteers during activity.
Reviewed:
Gloves and aprons are worn if deemed necessary.
Any spillages to be cleared up immediately.
Paint Brushes instead of hands used.
Hand and eye washing facilities available.
Staff are first aid trained.
Location of the first aid kit is known to staff and easily accessible.
Electrical equipment subject to regular safety inspection test and tagging annually.
Enough outlets to support the range of equipment normally used without resorting to regular use of multi-socket adaptors.
Leaders to ensure no electronics are used near the sink.
Visual check prior to use.
Leaders to check the art room and verandah for any damage to flooring, tables or chairs prior to activities.
Ensure new staff know about fire procedures and where fire equipment is kept.
Ensure the art room is locked after each day. Pre Control Measures
Amazing Race / Portsea Apocalypse / MTWI Specific Risks
Pre-existing medical condition 5 4 Extreme
Ensure that Leaders are aware of any pre-existing medical or injury conditions that may need the activity modified to suit.
Ensure all equipment is set up neatly and stored when unused appropriately.
Instructors and teachers know the location of the first aid room and closest first aid kit.
Ensure the Leader has made participants aware of the uneven ground and care when moving to each activity.
Ensure bridge building logs are checked for wear, breakage and splinters.
Prior to each session, all equipment is checked for cracks or damage and taken out of rotation before activity commencing.
Instructors are with each group to ensure they are implementing rules and monitoring behaviour at all times.
Ensure good morale through the activity, and discourage criticism of participants.
For groups that have younger participants (younger than grade 3) pool noodles will replace timber log poles.
Ensure timber poles are carried with a minimum of two people at either end of the pole at all times.
Timber poles to be carried no higher than waist height with correct lifting techniques.
Ensure the group has an adequate number of people to move structure.
Bridge to be checked for structural integrity prior to moving. Not to be moved unless deemed safe to do so by the instructor.
When moving the bridge into position, participants and instructors ensure that the area around the group is clear from structure.
Ensure instructors demonstrate safety and explain correct knots.
All loose rope to be tied before moving the bridge.
Knots to be tight, secure and inspected by recreation staff prior to moving the bridge.
Control Measures
Ropes must be in good condition. All broken and frayed ropes to be immediately retired from service.
Ensure activity groups have the necessary quantity of ropes for securing structure.
Helmets are checked and logged prior to being put into service.
All Portsea Camp Recreation Staff are trained to correctly inspect and fit helmets.
Daily inspection of helmets to be undertaken by The Portsea Camp. Recreation Staff log pre and post usage.
Demonstration on correct fitting of helmets included in activity safety briefing.
Helmets to be washed, used and stored according to manufacturer's recommendations.
All helmets involved in an incident must be retired immediately and recorded in the Equipment logbook to avoid further usage.
and teachers enforce the rule of walking to each activity.
Recreation Staff to modify activities to minimise equipment hitting windows.
Modifications to activities to keep the ball height below 1 meter.
Ensure the safety brief and instructions are given in the shade.
Cancellation of activity is made in days of extreme temperatures greater than 37 degrees.
Recreation Coordinator to check in with the school group for change in activity.
Participants regularly drink water throughout the session.
Leader to refer to wet weather activities and run activity in a warm, sheltered environment on days of cold weather.
Ensure participants are adequately dressed for the weather prior to activity commencing.
Leaders observe participants regularly throughout the activity.
Sport Games / GAGA Specific Risks
Ensure that Leaders are aware of any pre-existing medical or injury conditions that may need the activity modified to suit.
Begin sessions with warm-up and end with cool downs, include stretching
Leaders to have a first aid cupboard stocked with eye wash equipment.
Ensure the Leader has made participants aware of the uneven ground and care when dodging or running.
Leaders pick an appropriate location for activity that has enough space, shade or cover, away from the driveway areas and enough clearance from other activity sessions.
Monitor the number of participants in any one area and modify activity accordingly.
Modifications to create low/ no contact games.
Leaders actively supervise with foresight and control over the group.
Instructor to conduct inspection of activity site prior to commencing activity.
Ensure the area is free from debris and hazards.
Ensure all equipment is set up neatly and stored when unused appropriately.
Leaders to ensure they are implementing rules and monitoring behaviour at all times.
Assign active supervision roles for leaders
Ensure good morale through the activity, and discourage criticism of participants.
Have a conflict resolution plan or timeout strategy
Ensure that a soft ball is used for dodgeball and gaga ball, Use soft/safe versions of equipment when possible.
Demonstrate proper use of equipment, supervise closely
Prior to each activity all equipment is checked for cracks or damage, taken out of rotation before activity commences.
Leader to check sand base prior to commencing the game.
Sand to be free from sharp and hard objects that may lead to injury.
Sand has adequate depth to protect feet.
Adjust intensity and length of games
Recreation Staff to modify activities to minimise equipment hitting windows when indoors
Team Building / Initiative Games Specific Risks
Instructor and Adults to actively supervise participants.
Modifications to create low/ no contact games depending on group dynamics.
Ensure good morale through the activity, and discourage criticism of participants.
Leaders actively supervise and adapt with foresight over the group.
Portsea Staff to inspect all balls and tarps are in good condition and free from damage prior to activity commencing.
Portsea Staff to inspect the slackline prior to activity to ensure it's ready for use.
Participants are not to be higher than 40cm off the ground for any initiative activities.
Campfire seating logs are not to be used for balancing/activities when wet.
to be used safely, no wrapping around any body parts allowed.
Portsea Staff to inspect all balls and tarps are in good condition and free from damage prior to activity commencing.
Portsea Staff to ensure that participants use the parachute for games only, and not to be used in any other way.
Orienteering / Geocaching / Scavenger hunt Specific Risks
Ensure participants stay clear from Giant Swing and Flying Fox runway, when bunting/ rope is in place.
Provide different courses to participants to avoid similar routes taken during activity.
Enforce walking through the campsite.
Boundaries are identified prior to activity commencing.
Map orientation and reading to be taught to participants.
Central location of leader to be clearly explained and shown prior to participants commencing activity.
A minimum of two participants per group.
Only the Teacher/ Instructor is allowed to use the methylated spirits to clean the orienteering or scavenger hunt sheets.
Portsea Staff are to refill the sponge inside a ziploc bag, so that a manageable amount is given to the group.
Portsea Staff to instruct teachers safety procedures prior to giving the equipment.
Scooters Specific Risks
Leader to explain and demonstrate safe stopping techniques, and run a skills test for each participant
Monitor the number of participants in any one area and modify activity accordingly.
Leaders actively supervise with foresight and control over the group.
Leaders to ensure all required medications are taken and easily accessible before and during activity.
Ensure modifications are made for those participants requiring assistance.
Closed toed shoes to be worn at all times.
Ensure that Helmets, wrist, elbow and knee pads are correctly fitted and worn at all times.
Skills to be taught and gradually progressed appropriate to age group and skill level.
Portsea or school staff or volunteers to be actively supervising and have foresight while watching.
Debri removed from surfaces prior to activity
Scooters to be checked that they are in safe working order prior to use including wheels, brake, connections and frame.
Any faulty scooters to be moved from service, clearly labelled and reported.
PPE is to be checked before and after each session for cracks.
If broken, retire immediately.
Helmets to be checked prior to use for cracks and damage.
Helmets to be fitted correctly as per demonstration in safety brief.
Helmets that are dropped or are involved with a crash must be retired from service immediately.
If any major cracks or uneven ground is found, corner off and create as an out of bounds area.
Not to go down the driveway road.
Water / Beach Based Activities Risk Assessment
Portsea Camp First aid kit to be with every offsite activity
Ensure Staff are aware of Defibrillator at offsite location. (Shelley Beach)
When participants are in the water, ensure the ratio policies of 1:10 & 1:8 are being adhered to.
When running activities on the beach Teachers and Instructors must not let participants in the water if they do not hold a current water qualification.
All Portsea Staff-Led activities that are leading and assisting on in-water activities has current qualifications; holding either Community Surf Life Certificate, Pool Lifeguard Certificate or higher.
Schools and groups to identify swimming ability of participants prior to water activity commencing Water awareness is undertaken at the beginning of all Making a Difference Camps to identify swimming abilities of participants.
Positive buoyancy is provided for weak or non-swimmers
Thongs, Sandals or closed toed shoes to be worn to and from the beach.
Rash shirts to be provided to all students if shoulders are not covered by suitable clothing.
Leader to check sand base prior to commencing the activity.
Sand to be free from sharp and hard objects that may lead to injury.
Leaders set rules to ensure no sand gets in eyes or faces.
Rescue boards to be carried at waist height by two people.
Enter and exit water with a rescue board to the side of body facing the direction of travel.
Ensure all rescue equipment is checked, clean and correctly stored to reduce risk of entanglement and use.
Ensure throw ropes and rescue tubes are easily accessible and rescue ready.
Appropriate training has been undertaken for persons using the rescue tube and throw ropes
Wetsuits and life jackets are fitted correctly.
During winter or longer session times, wetsuits must be worn for activities involving water submersion.
Regular checks are conducted to ensure wetsuits are ingood working order. Wetsuits are regularly cleaned and washed
All Portsea Recreation leaders and participants must know, understand and be able to explain The Portsea Camp whistle system.
All recreation staff on water activities must each carry a pealess whistle
Any holes made during activities must be filled and compacted.
Leader to be at the front of group to monitor track conditions to the water activities and to alter routes if needed.
Monitor fatigue and take rests when needed
Stair cases to be clearly marked
Ensure water areas are surveyed for rock shelves prior to activity.
Participants made aware of low hanging branches on walk to and from the beach.
Beach activities to be played in a suitable amount of space for a number of participants.
Safety briefs include awareness of other users on the water including boogie boarding, kayaking, boats, swimmers.
Must stick to the path when walking to Shelley Beach and Portsea Front Beach.
Seek alternative route if cliff edges pose risk to group safety.
Staff, Volunteers, Adults and youth to be respectful of other beach users at all times.
Ensure adequate distance is maintained from other users where possible.
Continually monitor behavior of bystanders and move participants away from potential risks.
Activities to be run in areas away from boats. Exposure
Wetsuits to be worn during Term 2 and 3 for all in water activities run ie; kayaking, SLSG.
Extra water to be taken down to the beach in days exceeding 30 degrees celsius.
If solid buildings are not available, seek shelter amongst beach boxes to the south of the beaches.
Winds exceeding 30 km/h will require approval to continue water activities from recreation coordinators.
Northerly and easterly winds to be monitored at all times.
Monitor passing boat/ship waves and tidal waves. If waves are exceeding above waist height continuously, Instructor is to pause activity and resume once safe to do so.
Monitor tides and currents at Portsea beaches prior to and during activity times and adjust activity accordingly.
Participants and instructors to proceed no more than 50 meters from shore unless approved by Recreation Coordinator or above.
Activity leaders monitor the EPA website and act accordingly- no swimmers in the water if the EPA is rated poor.
Kayaking (grade 4+) Specific Risks
Instructors to demonstrate correct techniques to mounting and dismounting kayaks.
Instructors to demonstrate to the group the correct entry and exit on water with a kayak.
Portsea Camp life jacket to be worn by all participants and recreation staff for kayaking.
Participants are briefed on capsizing procedures according to The Portsea Camp water SOP’s.
One recreation staff member on a kayak must be the first person on the water and the last person off the water.
Minimum of four people to move kayaks during activity.
Ensure bung plugs are secure prior to entering the water.
Paddles to be free from cracks, splits and sharp areas.
Safety briefing given to participants prior to activity commencing on correct use and handling of paddles.
Helmets must be worn when games are being played during activity.
Recreational leaders must be wearing a helmet.
Recreation staff to monitor winds prior to activity commencing and during activity Modifications to be made if required.
Winds exceeding 17 knots will have modifications or sessions cancelled after consultation with Coordinators.
Instructors to teach rafting up techniques to minimise risk of capsize if conditions deteriorate.
Snorkelling/Under Pier Clean-up Specific Risks
Participants have a gradual entry with skills introduced in a progressive style to cater for all abilities.
Modifications to be made to suit the skill level and age of participants.
Damaged snorkel and masks to be immediately removed from service or repaired and logged.
Instructor to demonstrate and instruct how to use the gear correctly.
Using Willy Weather or BOM, conditions must be checked and suitable for the level of competency of participants. Eg. tide, swell weather, winds.
Modifications implemented to support non-swimmers/poor swimmers including positive flotation.
Regular head counts to be conducted throughout activity by both Instructors at front and back of group.
Participants are instructed not to pull or grab anything in the water ie; fishing line, pier, pylons etc.
Participants instructed to not reach through areas that may cause entrapment eg. Pier pylons, ladders.
Instructor to ensure participants do not snorkel in the proximity of fishermen
Dive flags to be used at all times to seen by other users of water.
Snorkel, masks, fins and life jackets must be sterilised and cleaned after each use in water.
Gear must be correctly fitted.
Scissors to be carried in a container by the instructor to and from water.
Persons responsible for scissors must always point the sharp end away from the body.
No jumping or playing whilst holding scissors.
One pair of scissors per group of 4.
Correct usage techniques to be demonstrated prior to activity commencing.
Collection containers to be small in size to ensure weight is kept to a minimum
Containers have small holes throughout to allow for drainage.
Container to be emptied regularly to reduce weight.
Rope attaching containers to participants must be no longer than 30 cm in length.
Raft Building Specific Risks
Rafts to be floated in shallow water less than 1m depth of water.
Participants have a gradual entry with skills introduced in a progressive style to cater for all abilities. Modifications to be made to suit the skill level of participants.
Recreation staff to be “rescue ready” with rescue tubes.
Clear boundaries to be established prior to activity that is easy to monitor for recreation staff.
Set amount of participants to be in the water at any one time.
Ensure caution is taken around rocky surfaces on the seafloor to minimise risk of foot entrapment. Avoid where possible.
Ropes to be tied tightly on the rafts before entering water.
Ensure no loose jewelry is worn.
Rafts deemed unsafe for use on the water will not be permitted to enter the water.
Correct knots to be taught at the beginning of the activity.
All participants wear PFDs throughout the activity.
Briefing to include correct fitting and use of equipment, along with whistle cues and hand signals conducted by the recreation leader.
Regular head counts to be conducted throughout activity
Instructor to be rescue ready with a rescue tube.
Clear boundaries to be established prior to activity that is easy to monitor for the instructor.
Ensure no loose jewelry is worn.
Wrist straps to be appropriate length for boogie boards.
No ropes to be used in conjunction with activity.
Correct carrying technique to be demonstrated and used when transporting to and from the beach.
Damaged Boogie Boards to be retired from service or repaired if possible. Removed from service until fit for use.
Wrist straps to be in working order and on all boogie boards.
Life jackets are compulsory to all boogie boarders.
Life jackets must be correctly fitted.
Life jackets to be stored as per manufacturer's recommendations
km/h will require approval from Coordinators.
Surf Life Saving Games/swim/beach Games Specific Risks
During the Safety brief before entering the water, the instructor will make aware of any underlying rocks that may be in the sand.
Prior to entering the water the instructor will examine the water and find the best suited area to enter.
Portsea staff to check the battens are in good condition, and to include the safety around throwing or hitting battens in the safety brief.
While running Flag activity, ensure brief of safe capture processes are being followed.
Brief students how to carry and use boards safely.
Prior to activity, staff will check all for safe use.
Portsea Staff to inspect all beach equipment is in good condition and free from damage prior to activity commencing.
cracked or damaged equipment immediatley taken out of use.
Ensure before entering the water, Instructors have rescue tubes ready.
Instructors have any non or weak swimmers equipped with PFDs and actively supervise when in the water.
Rock Pool/Bay Basics/Waste Warrior Specific Risks
Slips/Trips/Falls
Ensure that all participants are wearing appropriate footwear prior to departure.
Ensure the leader is in front of the group and observing conditions ahead.
Avoid/modify route if hazards pose risk to participants and groups.
Group to stay together and walk slowly when on or around rock pools.
Instructor to brief participants on dangers of touching or picking up wildlife, and the importance of sustainability to the area if we leave things alone.
Staff and Leaders to actively supervise
Instructor to check all touch tank shells and table share shells for any broken or sharp shells and remove them immediately.
All electrical equipment to be tested and tagged annually.
All faulty equipment has to be retired from service immediately.
Recreation leader or staff inspect electrical equipment prior to use.
All cables and cords to be neatly laid out or covered with a mat if they pose an unavoidable tripping hazard.
Ensure all heavy equipment is not moved (tables, touch tank, tv).
Recreation leaders to practice correct safe manual handling techniques if needing to be moved.
Recreation staff conduct a safety check of swimming locations prior to commencing activity.
Ensure caution is taken around rocky surfaces on the seafloor to minimise risk of foot entrapment.
Participants were given safety briefs about exercising caution when stepping in, on or around rock pools.
Portsea staff select rock pool venues appropriate to age group and skill level.
Hikes / Point Nepean
Ensure all medical conditions are known and identified prior to departure.
Leaders to ensure all required medications are taken and easily accessible prior, during and after the activity.
Ensure modifications are made for those participants requiring assistance.
Ensure emergency evacuation locations are well known prior to departure.
Leaders have camp, PARKS Vic Point Nepean and emergency numbers in their phone prior to departure.
Leaders ensure that the first aid kit is fully stocked and taken on all offsite activities.
Closed toed and stable footwear to be worn on all hikes and checked prior to departure.
Appropriate clothing for conditions must be worn eg. sun smart clothing, warm clothing if cold, and a raincoat if forecasted to rain.
Leaders to check participants are prepared.
Leader to manage at a minimum assist with managing back and front of the group.
Leader to identify hazards and make participants aware of upcoming hazards. Modify route if required.
Monitor the number of participants in any one area.
Monitor fatigue and rest accordingly.
Participants understand that climbing trees, and structures are strictly prohibited.
Leaders receive and clearly understand the map prior to departure.
Leaders to understand emergency procedures, alternative routes, vehicle access and evacuation locations.
Leaders have camp numbers in their phone prior to departure.
Ensure leaders are aware and identify any medical conditions prior to departure.
PARKS Vic to be notified of activities with the Point Nepean National Park.
Leaders have PARKS Vic Point Nepean number available during the activity.
Regular head counts are conducted before, during and after activity. Camp counters must be used where 50 or more participants are involved.
Participants to be briefed on the Portsea Camp lost person procedure and how to respond.
Modify route if required to avoid potential risks.
Wildlife contact numbers to be accessible if required for any injured animals.
Avoid contact with known sites of potential hazards (bee hives, snake sighgted areas)
Leaders are to provide appropriate first aid if bitten by a snake
All participants are to be briefed on snakes and what to do if sighted.
Boundaries are made clear to avoid higher risk areas such as long grass, shrubs, off tracks etc
Recreation staff have up to date first aid kit as well as communication device at all activities.
Everyone has full water bottles prior to departure.
On days where temperatures exceed 30°C, cold water is taken to half way point.
Leader to carry spare water with them at all times.
Locations of water to be identified on the map available to leaders and to regularly remind particioants to refill bottles along hike when able.
Days that exceed 35°C must have hike alternatives.
Regular breaks are to be implemented along the hike.
Ensure weather reports are read prior to activity. If lightning is predicted, then alternative activity on camp will be provided.
In the event that lightning and or thunder occurs whilst on the hike, then the group is to seek immediate shelter under nearest secure buildings such as Quarantine Station.
Follow Flash Bang 30:30 rule for proceudres on thunder and lightning.
Ensure safety briefs and instructions are given in the shade. Groups are to sit/run activity in shade when possible to ensure protection from sun.
Modifications or cancellations to activity are made on days of extreme temperatures.
Groups to regularly check in with leader
Sunsmart clothing and practices to be implemented when the UV rating exceeds 3.
Participants are reminded to regularly drink water throughout session.
Leader to run activity briefing in a warm, sheltered environment on days of cold weather.
Ensure participants are adequately dressed for the weather prior to activity commencing. Incorperate sheltered stops and Instructors have prior knowledge of shetered areas.
Leaders regularly monitor participants throughout the activity.
School Staff Member/ Group Assistant must complete the following: Understands and is made aware of their role prior to activity commencing. Monitor and observe behaviour throughout the activity.
Actively supervise for the duration of the activity.
Ensure camp phone numbers are in their charged mobile phone
Must be able to competently perform first aid, and or contact Portsea camp staff to do so.
Behavioural issues to be identified and managed prior to activity commencement.
Participants with behavioural issues are placed in a group with a strong assistant leader/volunteer who is aware of the issues and has strategies to deal with participant
Safety briefing is delivered to all participants at the start of each activity.
Ensure assistant instructor/s and volunteers monitor and manage behaviour throughout the activity.
Situations that cannot be handled shall seek additional support from Portsea Camp Staff.
“Challenge by choice” concept is implemented to support participants emotional wellbeing and development.
Leaders are to ensure that all participants are to stay in the assigned areas.
Leaders are to remove participants from the area if public patrons are threatening or inappropriate
All activities are to be set up in a suitable amount of space for the number of participants, within an appropriate distance from public patrons. .
Leaders are to ensure Camp children are appropriate and represent the camp in a positive way.
Boundaries are made clear for all activities to avoid potential collisions.
Leaders are to understand emergency procedures
Leaders to have camp numbers in their phone prior to departure.
Leaders to use appropriate traffic control when crossing or passing roads, streets, driveways etc
Crossing paths and traffic light crossings are to be used when available.
All participants are to be briefed on
Bus Travel Specific Risks
Must carry the appropriate licencing and have a photocopy on Portsea Camp file
Must obey the Victorian road rules
Must obey the policy and procedures of the external company
Is to report any damage, near misses, or accidents immediately to camp
Are to ensure all participants have seat belts fastened before departing Driver is to log a daily safety check on the vehicle before and after use
Is to be aware of the driving/ weather conditions before departing Driver is to adjust their seat and become knowledgable of locations of pedals, signal and wiper indicators, light indicator etc. prior to driving.
Is to have adequate breaks to reduce fatigue if travelling longer distances than 1 hour.
Is to carry a phone at all times in the vehicle and must adhere to driving road rules.
Driver is to brief participants before departing to keep a low noise level and other hazards.
Is to park in safe and appropriate zones when loading and unloading participants
Driver must put the vehicle in park and the hand brake on before opening doors
Must keep bus clean at all times to avoid any tripping hazards inside or on the bus
Making sure the Vehicle has the starter kit in case of breaking down.
Before each departure the license plate and make of bus is logged for incident identifying purposes.
Emergency contact plan in place
Before each departure a name list of all youth and adults are logged, and checked off when reboarding.
Ensure modifications are made for those participants requiring assistance ie; wheelchair accessible vehicle, ramps or stairs available.
Sick/unwell participants not allowed to travel
Ensure medical details are accessible and EpiPens/inhalers are with student or staff
Known medical needs documented and medications carried
Code of conduct explained
Staff seated among students
Clear consequences for misbehavior
Participants must not run on or off the bus
Appropriate footwear must be worn at all times
One at a time entering and exiting the bus steps to avoid any collision or falls
Driver will avoid stopping at any puddles or tripping hazards where the entry/exit is.
Leaders and driver must keep the bus clean or all rubbish, equipment and personal belongings to avoid tripping hazards.
Keeping the isal clear at all times head counts during activity while off bus. Head count and Roll call done while heading onto bus.
buddy system
emergency procedure explained to participants
Driver is to park the vehicle in the shade to avoid the vehicle becoming overheated
Spare clothing onboard, and spare water available
Air-conditioned/heated bus
Bike Riding Specific Risks
Ensure all medical or beavourial conditions are known and identified prior to departure, and any amendments to briefing, skills test or trail approved by Recreation Coordinator.
Leaders to ensure all required medications are taken and easily accessible before and during activity.
Ensure emergency evacuation locations are well known prior to departure.
Leaders to ensure the first aid kit is fully stocked and taken on all rides. Ensure on-site Supervisor is known to Instructors prior to departure
Leader ensures that morning and afternoon tea snacks accommodates all recorded dietaries of participants when running double sessions.
Closed toed and stable footwear to be worn on all bike rides and checked prior to departure.
Appropriate clothing for conditions must be worn eg. warm clothing if it’s cold.
Clothing to not be baggy to reduce likelihood of entanglement.
Encourage participants to tuck in any loose trousers into their socks to prevent entanglement.
Participants to only take part in offsite trail if deemed competent on practise laps
Steep down hill sections should be done 1 participant at a time, slowly and controled by Instructors
Leader to ride at front and back of group at all times
Leader to identify hazards and make participants aware of upcoming hazards. Modify route if required.
Gradual introduction to bike riding to be undertaken. Skills to be taught and gradually progressed appropriate to age group and skill level.
Leaders ride at the front and back of the group at all times.
Portsea Camp staff and volunteers know the cycling route and take a park map with them if necessary.
Leaders to understand emergency procedures, alternative routes, vehicle access and evacuation locations.
Portsea camp staff carry radios in order to communicate with each other as phone reception can be poor.
Bike activities to follow an agreed upon path before riding. This includes staying on paths designated as suitable by Parks Victoria.
PARKS Vic to be notified of activities with the Point Nepean National Park.
Leaders have PARKS Vic Point Nepean numbers available during the activity. Participants were briefed on the lost person procedure and how to respond.
Regular head counts conducted throughout activity.
If staying in close proximity to bikes, then boundaries must be clearly identified. Bikes checked that they are in safe working order prior to use including tyres, brakes, gears, connections and frame.
Any faulty bikes to be moved from service, clearly labelled and reported. Bikes are serviced annually, and inspected/maintained monthly.
Leaders must know how to do basic bike repairs and carry a bike repair kit for any basic repairs.
Helmets to be checked prior to use for cracks and damage.
Helmets to be fitted correctly as per demonstration in safety brief.
Helmets that are dropped or are involved with a crash must be retired from service immediately. Helmets are to be stored as per manufacturer's recommendations.
Helmets with damage are not to be repaired, instead retired from service.
Caps & other headwear to be removed before fitting a helmet.
Group to be managed in a single file where traffic or members of the public are present.
Portsea staff to be in communication and interact regarding upcoming hazards
Hi Vis vests are worn by all participants and Instructors
Portsea staff have a lead instructor and a staff member placed at the back of the pack. Group leaders are encouraged to ride in the middle of the group to assist any students
Leaders check weather before departure.
If wind speed is above 30km/h or looks to be moving trees during visual check an alternate route away from overhanging trees is to be taken.
Route may change if raining, or canceled.
If an alternate route is not possible the session may need to be cancelled.
Night Activities Risk Assessments
Campfire
Participants must remain seated unless asked by a leader to stand.
A maximum of 10 people, including leaders to be standing around the fire pit during camp cooking.
Ensure supervisions ratios do not exceed 1:10
No body parts to touch the fireplace at any time.
Monitor behaviour around the fireplace.
Running water to be available at all times during activity.
Leaders only to manage fire.
Ensure fire intensity is managed at all times to a suitable level.
Fire is not to be left unattended.
All leaders and to be aware of first aid kit locations.
Fire to be fully extinguished upon completion of session.
Closed toed shoes to be worn at all times around the campfire.
Ensure a list of allergies is present and understood prior to commencing activities.
Ensure food selected for camp fire use is free from allergens eg. Nuts.
Dietary requirements to be cooked, and handled separately to non dietary specific food.
Instructors/Staff or Volunteers to conduct inspection of site prior to commencing activity to look for any potential hazards. Modifications made if required.
Leaders are made aware of participants with allergies, anaphylaxis or intolerances prior to setting up activity..
Participants are not to stand on logs under any circumstances.
Leaders to conduct inspection of the area prior to activity commencing remove or isolate any hazards if required.
No running around the fireplace area or on stage.
Correct lifting techniques are used when carrying firewood.
Leaders to manage firewood handling.
Follow the manual handling guide, located on the door of firewood shed.
Ensure all participants and leaders wash hands prior to commencing activity.
Use of gloves if participants would prefer.
Leaders check each participant's damper to ensure it is cooked through to eat.
Ensure fire sticks are used only for cooking.
Fire sticks are to be limited to using four at any one time.
Participants briefed on safe use of fire sticks.
Sticks that have hot embers on the end are not to be placed on the ground.
Fire not to be used during days of total fire ban.
During Fire Danger Period - fires cannot be lit if winds exceed 10 km/h.
Follow CFA guidelines on fire lighting regulations.
If extreme weather is predicted, no fire is to be lit.
Regulations on fire lighting to be read before lighting fire. (Located on inside of firewood shed)
Indoor Night Activities Risks
Smoke machines not to be used to minimise risk of asthma.
Strobe lights not to be used during disco.
Pre-existing medical conditions that may be affected by discos to be made aware to recreation staff operating disco. Modifications made if required.
Recreation leader to inspect the disco area prior to activity and clear from any debris, check for holes and hazards.
Participants not to be on stage during disco.
Boundaries are made clear at the beginning of the activity.
All cables and cords to be neatly layed out or covered with a mat if they pose an unavoidable tripping hazard.
Participants not to be on stage during movie or trivia.
Boundaries are made clear at the beginning of the activity.
Walking areas to be well lit at night.
All cables and cords to be neatly layed out or covered with a mat if they pose an unavoidable tripping hazard.
Supervision ratios to be no greater than 1:10.
Supervision should be evenly spread throughout the disco with all leaders actively supervising throughout the area.
Outside areas should be adequately supervised and behaviour monitored.
Recreation leader to brief participants at the beginning of disco and make adjustments to activity if required.
On Making a Difference camps, a passive low energy activity to be running at the same time as the disco.
Reminder to encourage and cheer concert participants.
Area used to be suitable for the size of the group.
Activities included in Disco that encourage spreading out.
Recreation leader to observe behaviour and movement of participants to ensure large crowds are not forming in one close area.
Leaders to monitor behaviour throughout the disco.
Mats and chairs are set up to eliminate risk for the concert.
Ensure boundaries are made clear to participants and clearly marked or cordoned off.
Supervision from leaders is spread out including boundaries.
Water available for drinking throughout the activities.
Outdoor disco to have a water table for participants access.
Leaders monitor participants throughout activity and verbally remind them to drink fluids.
Follow land/sport risk to minimise window breakages etc.
Any broken equipment will be replaced prior to activity.
All electrical equipment to be tested and tagged annually.
All faulty equipment to be retired from service immediately.
Recreation leader or staff to inspect electrical equipment prior to use.
Ensure all heavy equipment is located as close as possible to the area of the activity.
Recreation leader to practice correct safe manual handling techniques.
Where possible, minimise the weight and size of objects transporting prior to moving.
Ensure location selection is appropriate for the number of participants and suitable for weather conditions.
Ensure area has been checked prior to use.
Recreation leader is to conduct a survey of area prior to activity to ensure boundaries are clear, free from hazards and suitable for group.
Ensure tables and chairs are neatly stacked away.
Ensure adequate lighting in the rooms when participants are moving.
Ensure supervision ratios for activities are adhered to 1:10 according to AAAS.
Behavioural issues to be identified and managed prior to activity commencing.
Participants with behavioural issues are placed in a group with a strong assistant leader/volunteer who is aware of the issues and has strategies to deal with participants.
Safety briefing is delivered to all participants at the start of each activity.
Ensure all leaders to monitor and manage behaviour throughout activity.
Situations that cannot be resolved, shall seek additional support from Portsea Camp Staff.
Staff and volunteers to use correct lifting and carrying procedures.
Two people are to carry tables.
Participants use mats, cushions for extended periods of time on the floor.
Outdoor Night Activities Risks
All participants with medical conditions that may be affected by the game may have modifications made if required.
Portsea staff and Volunteers to be notified of any medical conditions including allergies or anaphylaxis.
Monitor Severe weather conditions to manage relevant medical conditions.
Safety brief to occur at the beginning of the activity.
Creatures to ensure they do not take part in rough play.
Each group must have a leader with them to assist with supervision.
Participants are reminded of no rough contact with creatures.
Lighting to be adequate in all walkways and activity areas.
Ensure that there are an adequate number of creatures for group size to ensure more spread within the group.
Leaders to ensure activity areas are clean and free from debris and potential trip hazards. All immovable hazards to be clearly identified.
Participants walk down hazardous areas such as stairs and driveways.
Participants do not cross fences, gates or out of bounds areas at any stage in the game.
Staff to assess activity start time and cross check sunset times, to enable the best daylight.
Staff to set up lights around the activity areas prior to commencing.
Trees with low hanging branches are trimmed or identified with lights if unable to trim back.
Boundaries to be made clear prior to commencing activity.
Supervision ratios to not exceed 1:10 minimum of 2 people.
Adequate lighting around camp at night time.
Exits of camp to be well lit and supervised.
Activities to ensure groups remain in relatively close proximity.
Participants that are leaving the activity area to be in groups of minimum of three.
Climbing of trees is strictly prohibited by everyone.
Campout in Tents/TIPI Risks
Boundaries are made clear during the safety briefing of camp out.
If going to the bathrooms, participants must ensure they are in groups of minimum of 2 people.
Campers must not leave the group without recreation leaders approval.
Staff and Volunteers know the emergency procedure on lost youth, and participants to understand what to do if become lost.
If a group goes on a night walk, a head count must be done before, during and after activity.
Ensure medical summaries are up to date and inform all staff/volunteers of relevant medical conditions.
Ensure participants have personal medications on their person.
During Making a Difference camps all leaders must have the on site nurses after hours phone number.
Inform all visiting staff and volunteers of Epipen and Defibrillator location.
Monitor severe weather conditions to manage relevant medical conditions.
Torches to be available to all participants throughout the night.
Hazardous areas/trip hazards to be clearly identifiable.
Doorway to tents must be kept clear at all times.
Ensure supervision ratios for overnight are adhered to 1:10 according to AAAS.
Behavioural issues to be identified and managed prior to activity commencing.
Participants with behavioural issues are placed in a group with a strong assistant leader/volunteer who is aware of the issues and has strategies to deal with the participant.
Safety briefing is delivered to all participants at the start of the activity.
Ensure all staff or Portsea Volunteers monitor and manage behaviour throughout activity.
Situations that cannot be resolved, shall seek additional support from Portsea Camp Staff.
There must be at least one female and one male leader for every camp out.
Head counts before retiring to tents, and roll call of tent buddies correctly identified,
Bed list made and logged to ensure females and makes are split correctlybetween enought tents.
Prior to camp out leaders are given the name list and number of campers.
At Least one leader have training or previous experience with leading a group at night.
Structure to be inspected by leaders prior to camp out to ensure all canvas, poles and ropes are secured.
Camp out will be cancelled when winds exceed 40 km/h from a northerly direction.
Staff and leaders will use weather reports to determine likelihood and plan for extreme weather.
Appropriate footwear must be worn at all times.
Areas around the camp to be cleared of debris and trip hazards.
Outside activity areas and pathways to be well lit at night.
Monitor number of participants in any one area.
Staircases not to be used during activity times at night.
Monitor fatigue and rest accordingly.
Climbing of trees and structures is strictly prohibited.
Areas to be well lit for participants access at night with particular attention to hazards.
Participants and leaders have portable lighting available.
Speed limit to be adhered to by all vehicles on site.
Monitor the number of participants in any one area and modify activity accordingly.
Potential collision objects to be padded or clearly marked.
Outside activity areas and pathways to be well lit at night.
