LuuCC Safety documents - Leeds University Union€¦ · Web viewThese trips can be organised using the forum and in the interest of safety it is strongly urged that any club member

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LUUCC SAFETY DOCUMENTS

Revised by K.HandfordJanuary 2017

Captain: Katie Brighton

Treasurer: Katie Handford

Secretary: Chloe Saunders

Gear and Safety Secretary: Kate Loveday

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CONTENTS

LUUCC Code of Practice………………………….…………………………………………………...4

General…………………………………………………………………………………………………………………..….5

Equipment………………………………………………………………………………………………………………...5

Members …………………………………………………………………………………………………………………..6

Lines of Responsibility……………………………………………………………………………………6

How to decide who is competent …………………………………………………………………….7

Trips………………………………………………………………………………………………………………………….8

Classification of rivers …………………………………………………………………………………....9

Behaviour on the river…………………………………………………………………………………....9

Effects of trips……………………………………………………………………………………….……...10

Transport …………………………………………………………………………………………………………..……10

Chapel usage……………………………………………………………………………………………………………10

Storage of specific items………………………………………………………………………………..11

How and When to Fill in an Incident Report form………………………………………………………13

LUUCC Trip Running Document…………………………….……………………..………14

Definitions of a club trip……………………………………………………………………………………………15

Positions of responsibility…………………………………………………………………………………...……15

Trip Leader…………………………………………………………………..………………………………15

River leader…………………………………………………………………………….……………………16

Club Member……………………………………………………………………………..…………………16

Getting Started ………………………………………………………………………………………..………………16

Where…………………………………………………………………………………………..………………17

How……………………………………………………………………………………………..………………17

When …………………………………………………………………………………………..………………17

Who………………………………………………………………………………………………..……………17

Why…………………………………………………………………………………………………..…………17

Permissions………………………………………………………………………………………………………..……17

Accommodation ………………………………………………………………………………………………………17

Food……………………………………………………………………………………………………………..…………18

Food Hygiene Certificates………………………………………………………………………..……18

Transport…………………………………………………………………………………...……………………………19


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General Principles ……………………………………………………………..…………………………19

Drivers…………………………………………………………………………………………………………19

MIDAS Tests…………………………………………………………………………………………………20

Private Vehicle use…………………………………………………………………….…………………20

Union Vehicles …………………………………………………….………………………………………21

Vehicle Rental………………………………………………………………………………………………21

Booking rentals through the union……………………………………...…………………………22

No booking through the union………………….……………………………………………………22

Group Organisation………………………………………………………………………………………23

Fuel…………………………………………………………………...…………………………………………23

Club Equipment……………………………………………………………………….………………………………23

Equipment hire ……………………………………………………………………………………………23

Equipment responsibility ………………………………………………………………………..……24

Paper work………………………………………………………………………………………………………………24

Risk assessments …………………………………………………………………………………………24

Forms …………………………………………………………………………………………………….……24

Incidents…………………………………………………………………………………………………….……………24Non driving incidents……………………………………………………………………………………25Driving Incidents …………………………………………………………………………….……………

26REMEMBER……………………………………………………………………………………………………..………27

LUUCC Information for Hiring Club Equipment ……...……………..…….28

LUUCC Risk Assessments………………………………….………………………………………31 General Risk Assessment Information ………………………………………………………………………32Risk Assessments…………………………………………………………………………………..…………………32

General Paddle sports…………………………………………………...………………………………34Inland White Water River trips………………………………………………………………...……35Surf/Sea Kayak Trips………………………………………….…………………………………………36Swimming Pool ……………………………………………………………………………………………37Canoe Polo……………………………………………………………………………………………………38Transport …………………………………………………………………………………….………………39Equipment repair……………………………………………………….…………………………………40Use of The Chapel…………………………………………………………………………………………41Socials…………………………………………………………………………….……………………………42General (land Based) Trips……………………………………………………………………………43Bouncy Castle……………………………………………………………………….………………………44BBQ…………………………………………………………………………………………………...…………46


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General Sports………………………………………………………………………………………………47

LUUCC Medical Form …………………………………………………………………………………48


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LUUCC CODE OF PRACTICEGENERAL

The following document contains guidelines that members of the club should follow. They are not intended to impair your enjoyment within the club but to ensure safe practice is followed by all. If you wish to discuss any material contained within this document do not hesitate to consult with the gear and safety secretary.

All relevant information should be made available to all club members via appropriate means. This includes, but is not limited to, it being displayed in the equipment store and on the club website. Relevant information includes the participation statement; a comprehensive risk assessment; the constitution; the union driver policy and the code of practice.

All members are required to complete the Union online sign up process, including acknowledging that they have read and understood the Code of Practice. No member will be allowed on a trip until they have completed this.

All relevant medical information must be declared, using the medical form, before participation in a club event.

Every University of Leeds registered student participating in any canoe club trips (excluding pool sessions and polo sessions) must be an LUUCC member. Membership is obtained online through the union website at a cost of £40 per year with an additional cost of £10 for members wishing to also play polo.

Social events should follow the LUU social guidelines. These can be downloaded from this link http://www.leedsuniversityunion.org.uk/admin/clubsandsocieties/resource/clubsandsocieties/Social-guidelines/ . They can also be found on the club website. Members should be aware that their actions may have an effect on the club even if they act alone. All members, in particular the social secretaries, should read and be familiar LUU Social guidelines.

Members can expect the following activities to take place throughout term time:

Mon: Pool session. 9pm – 10.30pm at the edge swimming pool.

Wed: Evening social.

Thurs: Canoe polo session. 9pm – 10.30pm at the edge swimming pool.

Sun: Club trip. 9am at the chapel.

Club Trips will take place generally in the North of England or North Wales and include river trips to cater for all abilities, coastal surf trips and artificial white water courses.


http://www.leedsuniversityunion.org.uk/admin/clubsandsocieties/resource/clubsandsocieties/Social-guidelines/

http://www.leedsuniversityunion.org.uk/admin/clubsandsocieties/resource/clubsandsocieties/Social-guidelines/

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EQUIPMENT

On official club trips the club can provide: a kayak, a helmet, a spray-deck, a cagoule, a paddle and personal flotation device (PFD) to members as appropriate.

On official club trips participant must bring suitable clothing to wear on the river (non cotton thermals e.g. wetsuit, suitable shoes to wear on uneven ground e.g. wetsuit boots. Under no circumstance shall any participant wear jeans or similar clothing) and a suitable change of clothes to wear once of the river (e.g. a warm coat). Participants should adapt what they wear with changing weather conditions.

Equipment can be hired in accordance with LUUCC equipment hire policy. (Page 27-28)

Any item which is deemed unsafe must be withdrawn from use and destroyed.

No member shall paddle on rivers, white water courses and sea/surf trips without wearing a CE (or foreign equivalent) approved PFD and helmet.

It is up to individual participants to provide other equipment (such as suitable clothing and footwear).

Keys to the equipment store are held by the a member of the committee who will find it most usefull. They may only be held by members of the committee. With sufficient notice the committee will aim to provide access to the chapel. A member of the committee must be present at all times. A key can be signed out from the edge by the 3 members of the committee usually Polo Secretary, Gear and Safety Secretary and either Club Treasurer or Club Secretary.

No member may use privately owned equipment from the store without the express and prior permission of the owner.

A member responsible for damage to equipment may be held responsible for its repair or replacement at the discretion of the committee (more information available in document “LUUCC Information for Hiring Club Equipment” page 26).

Those wishing to store equipment in the chapel must be members of the club and have sports centre membership. Only Boats and Paddles may be stored in the chapel.

MEMBERS

Members should read the participation statement at the start of each academic year.

Members should read the risk assessment at the start of each academic year.

It is mandatory for participants to attend at least 1 pool session and complete a swim test prior to going on a trip. Swim tests must be repeated each academic year.


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LINES OF RESPONSIBILTY

Club Members – It is the duty of the club to ensure the safety of all members, but each individual has ultimate responsibility for their own safety. It should be considered good practice for the club to encourage members to think for themselves and assess the river with their river leader before being told what to do.

River Leaders – It is the duty of the river leader to ensure the safe running of on-water activities in accordance with club and LUU safety policy. To this extent they should make the trip safe and enjoyable for all. They must also ensure that any damage to equipment is reported to the Gear & Safety Secretary and report on on-going risk assessments. The river leader is responsible for everyone in their group.

Trip Leader – The trip leader does not have to be the most experienced/competent paddler of the group, but if this is the case, they are responsible for assigning their duties to appropriate members of the group. The trip leader is responsible for: gathering all relevant medical information from participants before embarking on a trip, to organise river leaders and ensure everyone is present and accounted for, submitting an informal, verbal report to the Gear & Safety Secretary after club trips (inc. destination and river level, any accidents/near misses, any specific paddlers who had difficulties/excelled (can be discussed with river leaders), and overall feelings on the trip), and ensuring drivers know how to get to/home from their destination. For all trips, particularly weekends away the trip leader should avoid driving unless it is a necessity. This is for several reasons, the main two being that running a trip is hard work, making the trip leader tired which may be unsafe, and it enables the trip leader to organise groups and read over the medical forms. The trip leader should also make sure that all the safety equipment is taken (River leader kit, Split paddles and dry first aid kit).

The Committee – Responsible for implementation of and monitoring of safety policy, appropriate training and development of river leaders, advising river leaders of their responsibilities whilst on the river along with the Gear & Safety Secretary, advising the Gear & Safety Secretary of any change in Union policy and are ultimately responsible to the Union to adhere to the relevant policies.

Gear & Safety Secretary – Responsible for ensuring that all equipment is well maintained, safe and appropriate to the trip and to the Committee as detailed in the constitution.


Gear & SafetyCommittee

Trip Leader

River LeaderRiver LeaderRiver Leader

Club Member

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HOW TO DECIDE WHO IS COMPETANT

Members will have the opportunity to gain knowledge and experience through coaching, both formally and informally in the pool and on moving water, meetings, workshops and discussions. Members will be continually assessed in an informal manner by senior and experienced members of the club against the competencies set out below.

Club Members

Club members shall be assessed on 5 core competencies: Personal ability, reading the river, understanding of rescue techniques, understanding of group dynamics and understanding of the club safety documents and union policy.

On-going assessment of individual paddler’s ability is vital. Whilst a paddler may have been competent on grade 5 water in the past, after a long break they may no longer be able to run rapids of this difficulty in a controlled and safe manner. As such no physical records will be kept of paddling ability and decisions will be made based on the opinion of suitable river leaders for the grade of water.

River Leaders

River leaders will be assessed on the same 5 competencies as club members, but to a higher standard. For instance, a leader taking novice paddlers on grade 2 water would be expected to themselves be competent on grade 3 water and if they were leading a group of intermediate paddlers or peers, they would be expected to be competent on grade 3 / 4 water; a paddler may not necessarily be a suitable leader on all grades of water and for all groups of paddlers. Also, leaders are to be aware of group dynamics and how these affect paddlers on the water, strategies to run rivers safely as a group, and different styles of leadership. As well as the above, river leaders will be expected to introduce paddling techniques and give demonstration where the group they are leading are of a lower ability to themselves.

River leader competency will be judged by leaders who are at least already competent at that level.

Disputes over club member/river leader competency

A list of experienced paddlers, not necessarily club members, will be available with contact details. These paddlers do not require certification or qualifications as they will be vetted based on experience, experience of the rivers most likely to be used for club trips and competency, by the Gear & Safety sec. Paddlers will only be added to the list upon agreement by all current people on the list.

At least one of these people, plus the current Gear & Safety sec, is to be consulted before commencement of a trip, if possible, where the ability of an individual is in dispute, in order to deliver a verdict on whether the individual is competent enough to complete the section without undue risk to themselves or others.

If the experienced paddler is unfamiliar with the individual, then they may consult with another paddler (not on the list) who is more familiar with the ability of the individual for a second opinion.


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The decision of the experienced paddler is final, although discussion of the matter with those involved is encouraged. In the club environment, ignoring this advice will not be tolerated, and at the whole committee’s discretion, the individual maybe be prevented from attending future trips. The experienced paddlers will not be held liable for any damage/loss to equipment or injury/death to any paddler who acts upon their decision – white water kayaking is a risk sport and those involved will be made aware of the risk associated with the sport before participation in any activity.

All new members must first attend a pool session and beginner trip in order for their ability to be assessed.

TRIPS

In the event of a major incident: The trip or river leader must contact the appointed home contact and then complete an Accident Report Form and send it into the Student Activities as soon as is feasible on the clubs return to Leeds. No member may make contact with the press or any other media representative. All media representatives must be referred to the communications team in accordance with University policy. The correct incident procedure should be followed. A basic incident report must be submitted to the union within 24 hours, a full incident report must be submitted within 48 hours. This information is displayed in a flow chart format at the end of this document (page 11) and in the document “LUUCC Trip Running Document”.

No member shall paddle alone. A group of four is the minimum. Unless they are paddling on grade 1 water or below, in these cases a pair of paddlers is sufficient.

It is the responsibility of the trip leader to ensure that there are enough river leaders within each group taking to the water for the safe running of the trip.

If a river leader or participant is not happy with the group setup they should discuss a solution with the trip leader. This may include restricting numbers who take to the water.

Trip/River leaders need not have qualifications, but must have suitable experience.

The committee or trip/river leaders may refuse a member a place on a trip if they feel the person is not capable of participating safely in the planned activity. (Including – but not limited to – injury, intoxication, lack of experience)

The committee or trip/river leaders may also refuse some to get on the water even if they are on a trip for the same reasons listed above.

A representative of the union must be informed of the proposed destination of the trip before the trip leaves.

More information on club trips can be found in the document “LUUCC Trip Running Document” (page 12), including the distinction between club and private trips (page 13).


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CLASSIFICATION OF RIVERS

As with guidebooks, these should be used only as a guide for selecting an appropriate river for the group and assessment of the river and conditions by the trip leader/river leader before getting on should still be undertaken. It must be noted that grade II rivers are not necessarily suitable for beginners, and that river grading can change dramatically with river levels.

Although everyone has a responsibility for their own safety on the river, the river leader has ultimate responsibility of their group. Dynamic assessment of the river and alternative options, should things not go to plan, are essential.

BEHAVIOUR ON THE RIVER

Any concerns on the river must first be raised with the river leader. If it is within the scope of the problem, it is advised that the river leader solve it in a discreet manner as soon as possible. If this is not possible, the river leader must then report the problem to the trip leader (and captain) before further action is taken.

There will be compulsory safety lectures for all river leaders at the start of each term organised by the Gear & Safety sec. These will cover, but are not limited to, concerns raised by members, current best practice, etc. Any member of the club is welcome to attend. Throughout the year the club will also run various classroom sessions, on a variety of topics, from safety, to leading techniques. We will also look to getting respected guest speakers from the kayaking communities.

It must also be noted that individuals disrupting the group as a whole with be dealt with severely. No amount of help given on the water overrides inexcusable off-the-water behaviour.

EFFECTS OF TRIPS

Alcohol/Drugs can seriously impair judgement, decision making and coordination. It is therefore imperative that no member of the club gets on a river whilst under the influence of alcohol/drugs.

Lack of sleep and tiredness can have a similar effect as alcohol, but under normal circumstance it is generally to a lesser extent. It can also have a negative effect on group dynamics. It is strongly recommended to ensure the correct amount of sleep the night before club activities in order to minimise the effects mentioned.

Getting on a river whilst under the influence of alcohol or drugs/tiredness will put yourself and others at risk of serious harm. If in any doubt raise your concerns with the trip/river leader.


Committee

Trip Leader

River Leader

Club Member

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TRANSPORT

All drivers must adhere to the unions driving policy, and they must register with the union. This requires production of a full driving license (plastic and DVLA code) if driving union vehicles and copies of MOT, tax and insurance for private vehicles.

When travelling on a canoe club trip the decision of the driver (including when to stop/break) is final.

It is important to ensure safe and careful loading of kit vans and cars. This is not solely the responsibility of the driver, but also of trip leaders.

Drivers must have the appropriate level of insurance on any vehicle (private or hired) they are driving. The vehicle must also be taxed and have an MOT.

Drivers must leave sufficient time to allow alcohol to pass through their system before driving (including being aware that they may still be over the limit in the morning)

Passengers must wear seatbelts, and are not allowed to consume alcohol while on the vehicle.

Passengers must not distract the driver whilst they are driving.

All drivers must adhere to the unions driving policy.

On longer journeys multiple drivers must be used, and breaks of 15 mins for every 2 hours driving are recommended.

USE OF THE CHAPEL

All equipment stored in the chapel has a specific storage area. After a club, pool session, polo session or hire must be returned to its designated area.

All equipment must be stored in a safe manner in accordance to the risk assessment on page 36.

No LUUCC equipment should be removed without the permission of a committee member, the Gear and Safety secretary must also be informed.

Responsibility for equipment stored in the chapel is held by the Gear and Safety Secretary and Captain. The person who is in charge of the key, whether signed out from the edge or the club key, is responsible for storage and movement of equipment at that time.

Personal boats and paddles may be stored in the chapel subject to availability of space. To do this the owner must have club membership. If one or neither of these is possessed then the owner must remove the equipment as soon as possible, if not then the club may use the equipment. No other personal equipment should be stored in the chapel.

Any equipment used on Sea/surf trips or is particularly dirty should be washed thoroughly with water from the tap outside the chapel at the end of a trip before being brought in to the chapel.

All boat should be emptied of water before being brought in to the chapel.


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Before any equipment is taken in to the EDGE swimming pool it must be clean as not to contaminate the pool. It should be cleaned in the same way as kit after sea/surf trips.

When loading kit on to cars or into vans care must be taken so that the paths and roads are free to pass by other users. When handling kit be careful to make sure no pedestrians, property or vehicles are damaged.

STORAGE OF SPECIFIC ITEMS

All boats should be stored in the wooden racks securely as low as possible. If this is not possible then boats should be stored near the racks as neatly as possible as so the racks can be easily accessed and it does not imposed on other clubs and society’s space. Carbon fibre polo boats must be stored only with other carbon boats and in racks with padding on. Boats stored on high racks should be accessed using the ladder.

Paddles must be stored in the paddle store and hung in the racks provided canoe paddles may be stored neatly in a corner stood on the blade so that they will not fall over.

Spray decks should be stored on the back of the doors, hung on the hocks. Polo decks should be stored separately to river decks so that polo decks don’t get used on river trips.

Cags should be put on hangers and then hung on the racks in the soft kit store.

Buoyancy aids should be put on hangers and the hung on racks provided in the soft kit store.

Helmets should be hung on the hooks in the soft kit store by the chin strap.

Throw lines should be hung on hooks in the soft kit store outside the bag.

Polo buoyancy aids and helmets should be stored in the soft kit store under the cags.

River leader kits, dry first aid kits and splits should be stored under the table near the boat racks.

Boat spares and kit repair equipment should be stored in the trolley or in boxes under the table.


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HOW AND WHEN TO FILL OUT AN INCIDENT REPORT FORM


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LUUCC TRIP RUNNING


Email/Forum Post issued to club members once situation is fully resolved. To be agreed by

Committee.

Complete LUU Incident Report Form and forward to Anne-Marie

once situation is resolved.Club Captain is to remain in contact with Anne-Marie, Next of Kin, Leeds University Security and Gear & Safety sec. Relevant details must be given (i.e. Hospital, Ward no., condition....)

Chaperone is to report back to Club Captain regularly.

Send for help.

N

Y

Is hospitalisation required?

Call (in order of importance):

+ Emergency Services – 999

+ Anne-Marie Rooney – Office - 0113 380 1425

Out of Office - 07505 997092

+ Contact casualties designated home contact/next of kin.

+ University Security – 0113 343 2222

+ Club Captain (if not present)

Complete preliminary LUU Incident Report Form and forward to Anne-Marie, Captain and Gear & Safety sec. within 24 hours.

Assess the situation and casualty, administer first aid as required.

Return to base/continue with activity as appropriate.

Deal with incident.

N YCan the incident be dealt with at the scene?

Incident

Does the group have access to a phone?

Hospital chaperone to be designated by trip leader- to remain with casualty until next of kin is available to reach them or other

arrangements are made.

N

Y

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DEFINITION OF CLUB TRIP

A club trip can be defined as any trip which uses club equipment AND uses transport booked through the union AND where places are offered to club members through a formal signup either on paper at pool sessions or on the forum. Any club trip MUST follow the guidelines set out in this document. This will include ALL Wednesday afternoon and Sunday trips.

Any trip organised by members of the club specifically for members of the club (whether as an informal coaching session, skills development session or for leisure), using club equipment, but which does not use transport booked through the union will be termed as a club members trip. These trips can be organised using the forum and in the interest of safety it is strongly urged that any club member trips are organised following the guidelines in this document.

Any trip which does not depend on club equipment to proceed, and does not involve union booked transport will be deemed as a private trip. Although it is beyond the powers of the committee to monitor the safety and actions of club members whilst on private trips, club members should be aware that irresponsible behaviour reflects badly on the club and it is in their best interests as members of LUUCC, and as participants in an assumed risk sport, to act in a safe and responsible manner. It is therefore urged that private trips, where applicable, follow the guidelines set out in this document and make use of the knowledge and experience present within the club.

POSITIONS OF RESPONSIBILTY

In most cases, for club trips, the trip leader will be the Captain. This will not always be the case for member trips and private trips. This section will outline the role of the trip leader, as well as other positions of responsibility on LUUCC trips.

TRIP LEADER

The role of the trip organiser is to provide the opportunity for members of the club to participate in paddle sports; namely kayaking/canoeing, canoe polo, surfing etc and as such do not have to be the most experienced/competent paddler of the group. If this is the case, they are responsible for assigning their duties to appropriate members of the group. As a trip organiser you will be responsible for the majority of the planning and the on-site running of the trip. By adhering to the guidelines in this document, the planning of the trip should run smoothly. As the trip organiser you are also the main representative of the club and associated responsibilities are with you. It is your job to ensure that all club policies are followed. You must ensure club equipment is safe before departure, and report any loss or damage to the Gear & Safety Secretary, and make sure that all drivers know directions to and from the destination. You must ensure that the behaviour of all club members is acceptable and that any problems are dealt with quickly and responsibly. It is also your responsibility, with the help of the Treasurer to collect money and ensure that all charges to the club are paid. You must organise your river leaders and paddling groups before departure and ensure everyone is present and accounted for. Your final duty is to submit a brief report in writing to the Gear & Safety Secretary after every club trip (inc. destination and river level, any accidents/near misses, any specific paddlers


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who had difficulties/excelled (can be discussed with river leaders), and overall feelings on the trip).

Being a trip leader can be a lot of work, starting many months in advance of the actual leaving date, but it is also rewarding and you gain the invaluable experience of organising the trip. The club will always support and value a trip organiser, provided they follow club policy. It must be noted that as trip leader you carry a lot of responsibility; if you are not happy with something seek advice and do not be afraid to cancel a trip (for example if road conditions are bad or river levels and conditions are unacceptable for the group). Include contingencies in your plan, such as different get-in/get-outs, to allow for loss of time through unexpected delays, or different rivers and river sections to allow for unforeseeable river conditions.

For all trips, particularly weekends away the trip leader should avoid driving unless it is a necessity. This is for several reasons, the main two being that running a trip is hard work making the trip leader tired which may be unsafe, and it enables the trip leader to organise groups and read over the medical forms. The trip leader should also make sure that all the safety equipment is taken ( River leader kit, Split paddles and dry first aid kit).

RIVER LEADER

It is the duty of the river leader to ensure the safe running of on-water activities in accordance with club and LUU safety policy. To this extent they should make the trip safe and enjoyable for all. They must also ensure that any damage to equipment is reported to the Gear & Safety sec and report on on-going risk assessments. The river leader is responsible for everyone in their group and must ensure that all relevant medical and next-of-kin details are collected and passed onto the trip leader. It is important to realise that river leaders in the club environment are not necessarily qualified (some may be), but are widely recognised as competent to perform the role.

CLUB MEMBER

It is the duty of the club to ensure the safety of all members, but each individual has ultimate responsibility for their own safety. It should be considered good practice for the club to encourage members to think for themselves and assess the river with their river leader before being told what to do.

GETTING STARTED

The following information is intended as a guide only, not a definitive list. There is a wealth of information within the club and wider paddling community. If you are unsure about something seek advice (the committee is a good place to start) and you will find that the more experienced members of the club will be happy to help.

WHERE

As the trip leader you get to choose where you want to go paddling. For a list of popular locations used by the club, try consulting the LUUCC map on the forum. However, do not be deterred from organising a trip to places where the club does not normally venture, you may just discover a new favourite spot. Bear in mind the ability of the group you are taking and the


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weather conditions, also with regard to how these influence river conditions, and what you and the group wish to achieve from the trip.

HOW

The limiting factor on most trips is having enough transport. Ensure you have enough drivers; where possible at least one spare driver to share driving on long distances and for in the event of an accident, and transport is booked in plenty of time.

WHEN

There are no constraints over when you organise your trip, however, seasonal weather has a major influence on river conditions all over the world and it must be taken into account. University term times run through autumn, winter and spring (traditionally the wettest months of the year in Britain) and so most trips in term time will be viable.

WHO

You must decide on whom you are aiming your trip at and this will mostly be dependent on your answers to the previous three questions. You must consider the ability and experience of all paddlers you will be taking and choose appropriate river sections accordingly. If in any doubt as to the suitability of the trip for certain paddlers refer to the document “LUUCC Code of Practice” (page 6).

WHY

In order to gain the most from your trip it is wise to set objectives and have a purpose. This can be as simple as for pleasure, to work on river leading techniques or to push your boating skills. Encourage everyone to set realistic goals and objectives as it offers a confidence boost and helps to focus the group.

PERMISSIONS

Before any club trip can depart it needs the approval of the Gear & Safety. Have your plans ready to discuss with them and be prepared to answer any questions they have.

As mentioned before you will need a suitable number of appropriately experienced and skilled river leaders (if you are not one yourself or the group is too large to safely lead by yourself).

Once you have approval you can begin making bookings.

ACCOMMODATION

Accommodation can be wide and varied, from tents or caravans to hotels. As we work in a student environment it is a club policy that the trips are as cheap as possible. Generally accommodation is dictated by the time of year, geographical location and availability.


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No matter where you stay the club expects that all members respect and meet the requests and requirements of the proprietors. You need to ask the accommodation several questions, e.g.:

How much money is required for a deposit (and when that is required to keep the booking) How much money the full payment is (and when that is required) Are sleeping bags required or is bedding supplied? When you can arrive and when you need to be out of the accommodation. Cancellation procedures

It will be your job to liaise with the management and confer some of this information to all trip participants (e.g. Arrival & leaving times, bedding requirements and if there is no noise allowed after a certain time).

When you pay make the initial booking, you will be expected to pay a deposit. For all payments to accommodation, make sure to keep any receipts and invoices – so that you can be repaid at a later date, or organise with the Treasurer to pay directly from the club accounts.

FOOD

Unless otherwise specified, it is assumed that if you organising a trip – you need to organising the catering.

Well in advance of the trip, you need to establish if anyone has any allergies or other special eating requirements, it is worth either emailing round to confirm that the information the club holds is up to date or include this in the signup on the union website. As a principle the food doesn’t need to be extravagant, but avoid being too “cheap and cheerful”. Be sure to budget accordingly for the food you are proposing to prepare.

General advice for cooking on trips is to keep things simple, especially when organising a large trip: breakfast need only be cereal and toast (although bacon sandwiches can be quick and nice to make as well). For lunch, you need to think where you’ll be when it gets to lunchtime: if you will be on a river, then you will have to have prepared lunch to put in a van in the morning or rely on other club to deliver lunch to the river at a specified time. A simple lunch of sandwiches, crisps, chocolate bars and fruit will normally suffice. For the evening meal, the choice is up to you – but again simplicity is the key: chilli, spaghetti Bolognese, sausage casseroles, curries, and BBQ’s all go down well.

FOOD HYGEINE CERTIFICATES

All students that prepare and store food for LUUCC need a Food Hygiene certificate or must be under the supervision of someone who holds a food hygiene certificate. All food handlers must be trained sufficient to their activities.

Food hygiene Certificates may be obtained by doing an online course that costs £18. How to do this can be found from the Activities Office [email protected]


mailto:[email protected]

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TRANSPORT

After getting approval for your trip, you will need to think about how you get to your destination. Remember that paddling kit takes up a lot of space and so a twelve-seat minibus will not be sufficient to take twelve people and equipment.

With all journeys, being prepared is the key: make sure you know the route (and the postcode of the accommodation and location of river get-in/out etc.). Ensure to print out instructions for all drivers, so they know where they are going.

GENERAL PRINCIPLES

Due to large amount of equipment you will be transporting, a good way to start is to have all the equipment in a van and then all the participants in cars. Obviously there are other methods of transportation, but this is a starting point and generally the cheapest option. Minibuses can be rented by filling out the correct forms and handing them in at the student activities office in the union. If you are unsure about transport, ask the Secretary.

DRIVERS

Under the Union’s insurance policy, everyone that drives for a Sports Club or Society must be registered with the Union. They need to complete an LUU Authorised Drivers Form (this should be read thoroughly and signed), and must hand in both their paper and plastic drivers licence. The union accepts scanned copies of paper licences.

Those that fail to provide a copy of both parts of their drivers licence will not be able to drive any vehicles hired through the Union.

This allows students as young as 18 years of age to hire a 5 seat car and, with the MiDAS test, under 21 year olds can drive up to a 9 set MPV and21 year olds are allowed to drive up to a 14 seat minibus.

Points: The Union prefer those registered on the driver’s list have a clean licence but you are allowed to have three points (depending upon the offence) on your licence to drive for your group. If you have any more than three points, the union will send a copy of your paper licence to our insurance company and ask for authorisation and confirmation if you are able to drive for your group.

If at any point you receive points, you must notify Anne-Marie Rooney and provide the union with an updated copy of your paper licence.

Foreign Driver’s Licence: Students with a foreign driver’s licence can drive for one year on their licence for a group. After this year is up, and they still wish to drive for a group, they will need to take a UK Driver’s Test.

Drivers Details: For self drive vehicles, the Union needs to know in advance who will be driving. As the trip runner you may not always know at the time of booking your transport (three weeks in advance), who will be driving, but you must inform Anne-Marie Rooney at least a week in advance to ensure the drivers are registered and covered through our insurance.


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If the names of the drivers change from when the form is handed in, you must notify Anne-Marie Rooney with the updated changes.

Drivers Rules: Those driving need to ensure they have regular breaks, every two hours, especially on long trips. Drivers must not drive for longer than 10 hours in one day.

If any drivers are attending a social the night before driving, they must not drink at this event. Any alcohol in the system can potentially result in being close to the drink/drive limit the following morning and put the lives of those in the vehicle at risk.

MIDAS TESTS

If you require a minibus for your trip, please be aware that in order to use Union minibuses, drivers need to pass an additional driving test (the MiDAS Test). This allows individuals to drive up to a 14 seat minibus. There is a test for MPVs (7-9 seat people carriers) and one for minibuses (up to 14 seats), with eligibility requirements (listed below). The MiDAS test is made up of a 2 ½ hour Theory test and a 50 minute Practical test and costs £60 (including your practical and theory tests). Drivers will also need to pay for the hire of the minibus, which is shared amongst others taking the test on the same day, at a cost of £12.50. The club will normally pay for people to do this course.

The MiDAS test means that LUU registered drivers are able to drive a minibus at the age of 21 years, without a D1 on your licence. This is in place alongside Section 19 permits, which are displayed in the minibus window for those that drive voluntarily for organisations.

MPV: For the MPV test you must be 18 years old or over and have held your UK driver’s licence for a minimum of one year

Minibus: For the minibus test you must be 21 years old or over, and have held your UK driver’s licence for minimum of 3 years

Drivers wishing to take the MiDAS test must hold a UK drivers licence. Tests can be organised by contacting Anne-Marie Rooney ([email protected]).

PRIVATE VEHICLE USE

The most obvious source of transport is using personal cars of people going on the trip – all you have to pay is the fuel for the trip. However if you are using private cars for society based events and carrying members of the group, they must register their vehicle with the Union. Any subsidy towards club trips for private vehicle use is at the discretion of the committee.

The Union asks that vehicles are registered because of a new law that has been introduced concerning Corporate Manslaughter. The Union are liable for any injury or death caused in vehicles driven by Union groups, so they need to ensure that all of the vehicles LUU members travel in are roadworthy, driven by approved drivers, and that members are safe at all times.

To register a vehicle the Union requires a copy of the following:

Plastic drivers licence and DVLA code MOT Certificate Or new vehicle registration form if the car is under 3 years old Motor Insurance Tax Disc



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Scanned copies of these documents and a photo of the driver’s tax disc are also accepted. Drivers must inform their insurance company, to make them aware of any additional driving they will be making over the year. This will not affect insurance or costs. This needs to be regularly updated and once the driver’s paperwork expires, new documentation needs to be provided to the Union.

UNION VEHICLES

The Union owns a 9 seat MPV which can be used for trips – please note that this vehicle must be returned no later than 6pm so it can be used as the Nightbus. This means that in term time its uses within LUUCC are limited. However outside of term time the Nightbus can be used for longer periods of time.

The Nightbus is only to be used for one off hires – it isn’t to be used on a regular basis – and is booked through the Helpdesk. The Helpdesk will check that the intended drivers are on the LUU Authorised Drivers list and that they have a MiDAS certificate (either MPV or Minibus).

You must sign out the vehicle and pick up the keys from the Helpdesk at the time of your booking. If you are using the vehicle early in the morning, the keys may need to be collected from Security, as it would have been used as the Nightbus the night before. If you are running late to return the Nightbus you must contact the Helpdesk (0113 380 1400), as there maybe another booking after you.

You must inspect the vehicle for damage before taking it out and report any damage to the Helpdesk. If there is damage to the vehicle before you drive it and you do not report it to the Helpdesk you may be charged for the damage repair.

VEHICLE RENTAL

To make booking for hired vehicles, you will need to deal with external companies. These can be used to book cars, vans, MPV’s and minibuses. As with private vehicles, all those driving hired vehicles must be registered as an LUU Authorised Driver.

There are several companies that work with LUU to provide hire vehicles for LUU societies, the details of which are provided in the LUU Transport Booklet. There are some principles which should be followed whenever using external companies.

When taking a vehicle out, inspect it before you leave the hire depot. Walk round the vehicle with a representative from the hire company and highlight any marks, dents, scratches on the vehicle and ask them to note them down on your hire form. It is your responsibility to ensure that you return the vehicle in good condition. On returning the vehicle, check for any damage and document the return of your vehicle by taking photographs as proof you returned it in good condition (both interior and exterior). This protects LUUCC because when you return vehicles you will be asked to sign a form declaring you have brought the vehicle back and are accepting responsibility for any damage found on it.

Most vehicles will come with a full tank of fuel, unless otherwise specified at the time of hire. You must return the vehicle with the same amount of fuel when you collected it. If you are unsure whether it is petrol or diesel, please ask the hire company before you take the vehicle off site.


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If a vehicle is cancelled with 24 hours notice of your hire, you usually don’t incur a charge. However if you cancel on the day you can expect to be charged the full vehicle hire for that day or a cancellation fee (this varies depending on the type of vehicle and the hire company).

BOOKING VEHICLE RENTALS THROUGH THE UNION

When booking vehicles through the Union, you will need to complete and submit a Transport booking form at least three weeks before the trip is due to leave. If the form is not submitted within three weeks, the Union will try to book the transport – but there are no guarantees they will be successful. Normal practice is to rent transport from Salfords for Sunday trips, and from Leeds Commercial for weekend trips

If you have multiple vehicles required for a trip, even though the information is the same for each form, the Union require one form per vehicle. This allows the Union to itemise each of the vehicles on the LUUCC bank statement for payment.

Once transport is booked, you will receive a confirmation email that will list what vehicle you have booked, which company it is hired from and the hire dates and times. Your phone number may be given to hire companies so they are able to get in touch with you if there is a problem. For self drive vehicles it is important to put the driver’s contact number on the transport booking form.

After the trip, the Union usually receives the invoice two weeks later and pay it on behalf of the club. If you wish payment to come out of a specific account, please highlight this on the transport booking form.

For larger trips, it is often worth hiring a large van (which can carry all equipment) – so that cars can take all the participants. This is frequently the most cost effective method of organising transport.

NOT BOOKING THROUGH THE UNION

It is cheaper to go direct though Salford Vans, however we do not recommend this method. Booking should be made as early as possible: trip runners should book all transport 3 weeks in advance.

To drive a hired Salford van, Salford Van Hire need to see the following:

Drivers Licence. A current full driver's licence held for a minimum of 12 months. If you have the new 2-part photocard licence, we must see both the paper part, which shows the endorsements and vehicle categories, as well as the card part, which contains your photograph.

Credit or debit card. This will be required for the deposit, and in some cases the hire charge. Charges will be taken at the time of hire. Please make sure there is enough credit available on your card. Card holder is required to be present. If cardholder is not the hirer, photo I.D. for the cardholder is required.


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Two forms of identification. These must show a local Manchester or Leeds area address, e.g.: recent utilities bills, bank or building society statements, dated within the last 6 weeks. A passport is not acceptable as it does not contain your address.

Collision Damage Waiver (CDW): CDW adds a small amount onto the cost of hiring, but it reduces the amount the trip has to pay out in the event of an accident. This should be taken out every time vans are hired out.

Two individuals on the trip must be registered with the hire company (in the unlikely event of the main driver becoming unwell and being unable to drive).

Salford Vans

www.salfordvanhire.com

[email protected]

0113 244 1531

FUEL

For reimbursement of the fuel used on the trip, ask any drivers to fill up before they start the journey of the trip (i.e. just before they get to the chapel) – and fill up again just before the end of the trip. Then they can provide you with a receipt, after the event, so you are able to reclaim the money from the club account. For those without a receipt, the Union reimburses at the rate of 15p per mile.

GROUP ORGANISATION

Groups on river trips should be organised so that skill levels are balanced equaly, although if there is a relatively in experienced river leader they should have some stronger members placed in the group with them. While there isn’t a defined ratio of leaders to less experienced paddlers, it is suggested that it shouldn’t exceed 4-5 less able paddlers to leaders/more experienced paddlers.

Each group on the river should take at least a river leader kit, these contain the bare minimum that should be taken on a river. River leaders should check the contents of these before departure and if possible take extras (folding saw, extra thermals, mobile phone, ect…). If it is not possible for river leader kits to be given to each group then at least the first and last group should have one.

The back group should always take the Split paddles.

CLUB EQUIPMENT

LUUCC has a large amount of equipment available for use by it’s members. It is expected that all equipment is treated with respect and due care. While it is impossible for the organiser to personally care for every piece of kit on a trip, it is their job to ensure that all club equipment is



http://www.salfordvanhire.com/

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signed out and in accurately and that it is washed and stored correctly at the end of a trip. As the organiser you should be aware of the equipment hire fees and the responsibility and fines associated with using LUUCC equipment. For full details of equipment hire please refer to the document “LUUCC Information for Hiring Club Equipment” (page 29).

EQUIPMENT HIRE FEES

On any LUUCC club trip the cost of kit hire is included in the cost of the trip. The hire includes a helmet, a personal flotation device (PFD), cag, spray deck, boat and paddles.

However on member and private trips, LUUCC members are required to pay a set fee for the hire of club equipment (in the document “LUUCC Information for Hiring club Equipment” (page27-28)) and payment must be made to a committee member. All equipment hire must be agreed with the Gear & Safety Secretary.

Any equipment taken as spare in case of failure will not be charged for – even if it is used on the trip in the event of kit failure.

EQUIPMENT RESPONSIBILTY AND FINES

All kit borrowed from the club must be signed out to an individual for that trip – with kit signed out being the responsibility of that person until returned to the chapel and signed in. It is the responsibility of the trip organiser to ensure all kit is signed in and out correctly.

Any kit that is not accounted for at the end of a trip, which has been lost on that trip, or damaged, must be reported to the Gear & Safety Secretary within 24h of return by the trip leader.

PAPERWORK

As trip leader you are responsible for ensuring all paperwork is completed and either stored or handed to the correct people.

RISK ASSESSMENTS

Full risk assessments for a variety of activities are available in the document – LUUCC Risk Assessments. However, if you require a risk assessment for something not in the document then contact the Gear & Safety Secretary. If you feel confident enough in doing so, you can complete a risk assessment and then forward it to the Gear & Safety Secretary to check and submit.

FORMS

All forms required to be filled out (e.g. medical/allergies) are contained in the document – LUUCC Forms. If you require anything other forms contact the committee.

INCIDENTS

In the unlikely event of an incident occurring it is important to keep the Union informed of how the incident is progressing. For all incidents, Anne-Marie, the University Security & Next of Kin


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should be informed – and kept informed whenever there is a development. Following an incident, call one of the following numbers:

Anne-Marie Rooney 0113 380 1425 (during office hours)

07505 997092 (out of office hours)

University Security 0113 343 2222

Union Helpdesk 0113 380 1400

The Captain and Gear & Safety Secretary should also be informed of all incidents, at the soonest point – and similarly kept informed of any developments:

For all incidents, you will be asked to complete a report following the incident, so at the time of the incident take a record of the following:

Your full name A reliable contact number (give a landline as well as a mobile where possible) Which group are involved in the incident (LUUCC) Name of injured person(s) Where the accident occurred Where everyone in the group is now Brief details of the incident itself

These details can be recorded in any way, but to help there is a form with all the information required in the document “LUUCC Forms” (page 46).

Below is an outline of what to do in the event of an incident occurring; full details can be found in the document “LUUCC Code of Practice” (page 11).

NON-DRIVING INCIDENTS


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Y

N

Hospital chaperone to be designated by trip leader- to remain with casualty until next of kin is available to reach them or other arrangements are made.

Does the group have access to a phone?

Incident

Can the incident be dealt with at the scene?

Y N

Deal with incident.

Return to base/continue with activity as appropriate.

Assess the situation and casualty, administer first aid as required.

Complete preliminary LUU Incident Report Form and forward to Anne-Marie, Captain and Gear & Safety sec. within 24 hours.

Call (in order of importance): + Emergency Services – 999 + Anne-Marie Rooney – Office - 0113 380 1425 Out of Office - 07505 997092 + Contact casualties designated home contact/next of kin. + University Security – 0113 343 2222 + Club Captain (if not present)

Is hospitalisation required?

Y

N

Send for help.

Chaperone is to report back to Club Captain regularly.

Club Captain is to remain in contact with Anne-Marie, Next of Kin, Leeds University Security and Gear & Safety sec. Relevant details must be given (i.e. Hospital, Ward no., condition....)

Complete LUU Incident Report Form and forward to Anne-Marie once situation is resolved.

Email/Forum Post issued to club members once situation is fully resolved. To be agreed by Committee.

DRIVING INCIDENTS

In addition to the above, where incidents involve vehicles: The Union has its own driving insurance which allows members from 18 years old to hire vehicles. The excess for damage on all vehicles is £1000.

Damage: If you damage a vehicle or there is an accident (even if no obvious damage is caused) please inform the hire company when you return the vehicle and contact Anne-Marie Rooney. It is LUUSAC’s responsibility to pay for any damage caused, whether this is to the hire vehicle or third party vehicles.


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Collision: In the event that you have a collision, an accident report for the incident needs to be submitted to the Union (even if it is with an inanimate object). If it is with another vehicle the Union require the following details from both drivers:

Drivers Name Drivers Contact number Vehicle Registration- Colour, Make and Model Insurance Details

Accident Report: Along with the details for the accident report, we advise you to take photos of the damage where possible, and email them to Anne-Marie Rooney ([email protected]).

REMEMBER...

Organising a trip should be part of the fun so don’t get too stressed out. Following these guidelines should ensure that nothing is missed out. If you do have any queries contact a member of the committee/Gear & Safety Secretary and they will point you in the right direction.



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LUUCC INFORMATION FOR HIRING CLUB EQUIPMENT

The information below refers to the borrowing of club kit for private trips. There will still be no charge for the use of kit on club trips.

There are two pricing schemes for borrowing kit, you can either pay £35 a year for unlimited kit hire, or £7 per trip with a maximum cap of £35 per year. Therefore if you pay per trip and you pay for rent on five trips, the sixth trip you attend will have free kit hire as you have reached the cap. For rent hire for longer periods of time, there will be an addition charge of £25 per week away. Pool training sessions will have a flat rate of £1 per session.

By petition to the committee, there will be the possibility of reduced rates for kit hired for something that will benefit the club (for instance the student safety weekend). This will be decided on an individual basis, and should not be assumed.

A member of the committee and the Gear and Safety Secretary must approve the hire of any kit. This is a formality and will not be refused, without good reason. It simply allows the committee and Gear and Safety Secretary to keep track of where all the kit is.

The system will run as an honesty system. There is a book in the chapel, when borrowing kit please fill in all of the columns (including the column saying which committee member has given approval). All payments should be made to the Treasurer who will then mark you as paid in the book.

Terms and Conditions

1. Kit hire must be agreed by Gear and Safety Secretary.

2. Kit hire is for paddling days only (i.e. when kit is actually used on the water as opposed to days the kit is out of the chapel).

3. If kit is damaged in transit however, it must be repaired or replaced at cost to you.

4. LUUCC is not insured for, and cannot be held responsible for, loss of or damage to equipment outside of club sessions.

5. LUUCC is not insured for, and cannot be held responsible for, third party damage caused by club equipment or members' use of club equipment outside of club sessions.

6. LUUCC is not insured for, and cannot be held responsible for, personal injury or death as a result of the use of club equipment outside of club sessions.

7. Members borrowing club equipment for private use are responsible for repair / replacement of lost or damaged equipment.

8. The Gear and Safety secretary must be informed of any kit that is borrowed


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9. Any kit borrowed during term time must be returned as soon as possible to avoid affecting the safe running of club trips.

N.B. With condition 7 it is important that any damage is reported to the Gear and Safety Secretary. Unreported damage will be considered grounds for refusal of hire in the future. Any kit that is irreparably damaged or lost will have to be replaced. Kit that can be repaired, at little (or no) cost won't be charged - we'd rather know that you've lost a drain bung and replace it, than watch someone sink the next time the boat is used.

If there is doubt into who had responsibility for any pieces of lost/damaged equipment, the trip runner must specify what kit was lost/damaged and who had responsibility for that kit. The trip runner should also outline any circumstances surrounding the loss/damage. If the individual in question does not feel that the damaged/lost equipment was their responsibility, then a meeting will be arranged where the loss/damage of the item will be discussed by the Committee and Gear & Safety Secretary (hereafter called the panel). Individuals involved in the loss/damage may put forward their explanation of events at this meeting.

The panel will decide, either unanimously or by majority, if the loss/damage of kit was personal fault or due to extenuating factors. If the panel deems the loss/damage resulted from personal fault then the person concerned will be asked to pay for the repair or replace the item.

EQUIPMENT HIRE FEES FOR NON-MEMBERS

People that are not members of LUUCC can still hire club equipment, this must be organised through the Gear and Safety Secretary. The prices are as follows

Boat - £5

Paddle - £3

Soft kit - £2

Everything - £12

If any damage is caused to club equipment the person who hired the equipment has to pay for any repairs/replacements as the gear and safety specifies, this includes loss of the equipment.


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LUUCC RISK ASSESSMENTS


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GENERAL RISK ASSESSMENT INFORMATION

Canoeing and Kayaking carry attendant risks, of which the participant should be aware of. The purpose of a risk assessment is to allow the participant to be aware of these risks and their consequences, and the measures that may be taken to ensure that these risks are minimised.

An assessment of risk is nothing more than a careful examination of what, during any canoeing activity, could cause harm to people, so that you can weigh up whether you’ve taken enough precautions or should do more to prevent harm. The aim is to make sure that no one gets hurt, or becomes ill and the activity is completed in the safest possible way.

In order to assist in the construction of a risk assessment, we first define the terms hazard and risk:

- A hazard is anything that has the potential to cause harm.

- A risk is the chance, high or low, that somebody could be harmed by the identified hazard, together with an indication of how serious the harm could be.

There are six steps to risk assessment:

1. Identify the hazards.

2. Assess the risks arising from the identified hazards.

3. Evaluate who is at risk, when and how.

4. Assess and evaluate means of avoiding the hazard and/or minimizing or eliminating the risk.

5. Record your findings.

6. Review your assessment.

It is acknowledged that there are also site-specific hazards that are not dealt with in this document, and should be assessed by a competent person, or persons, before beginning the activity.

RISK ASSESSMENT

A first aid kit must be carried by the trip leader and all river leaders on all trips. The carrying of a first aid kit and the appropriate training of how to use it may be considered a control measure for all of the hazards stated below.

It should also be noted that incorrect use of safety equipment is potentially very dangerous, as such only group members who are proficient in the use of safety equipment should attempt to use it.

An induction (including, but not limited to, the basic strategies members should take in the event of an emergency) can be considered a control measure for all canoe club events. A formal induction must be organised at the start of the academic year (by the Captain and the Gear & Safety Secretary) for all members who wish to be involved in running trips. It is the


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responsibility of the Captain and the Gear & Safety Secretary to make sure that anyone involved in running trips understands the code of practice, laid out above, and the risk assessments, laid out below.


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GENERAL PADDLESPORTS

Hazard

Risk (1-low, 3-high)Severity Control MeasuresChance of

OccurringPossible Level of

HarmEffect of weather inc. Heat Cold Rain Swollen rivers

3 2 6 Continually assess changing weather conditions and associated hazards, and cancel trip if requiredUse of appropriate protective equipment:Drink fluids, cover up, use sun screen.Suitable windproof tops, thermals (not natural fibers), hats and gloves as appropriate.Members (particularly leaders) should be aware of the signs of hypo- and hyper-thermia, and how to treat and support sufferersWaterproof tops.Don’t paddle in unsuitable conditions either for the river leader or the group. The responsibility of cancelling a trip lies with the trip leader in liaison with the Captain.

Sports injuries 2 2 4 Common injuries include; bumps and scrapes to the head and face; upper limb injuries such as muscle tears; and particularly shoulder dislocations due to the load put on the shoulders when paddling.It is important that an appropriate warm up should be undertaken before participation in the activity.Members should also be aware of the symptoms of these injuries and how to treat them

Manual handling injury

2 2 4 Ensure all members are familiar with good lifting practice.

Slips, trips and falls 2 2 4 All members should wear suitable footwear for the activity being undertaken.

Organisms diseases and pollution

2 2 4 Participants must be made aware of the symptoms and effects of Weil’s disease and given appropriate advice on how to avoid contamination.


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Drowning 1 3 3 Correct safety equipment, everyone swim tested, dynamic risk assessments.PFDs must be worn on all river white water course and sea/surf trip

Equipment specific hazards. E.g failure or malfution.

1 3 3 All equipment used (both club and private) must conform to relevant CE standards and must be checked regularly for any defects.

Appropriate training must be given before equipment is used.

It is important to understand that appropriate, well maintained equipment has a very low failure rate, but paddlers must be aware of the risks, and minimise them by proper usage and maintenance

Getting lost in remote or unfamiliar places

1 2 2 Trip leader must carry a map of the area, river leaders must be informed of any necessary evacuation options, a means of communication must be carried by each group, members must be given instructions on what to do if separated from the group.

Buried and/or sharp objects

1 1 1 All members should wear appropriate footwear.


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INLAND WHITE WATER RIVER TRIPS

All rivers leaders must give their group a briefing before getting on the river, which includes at least: group roles, what to do in the event of separation, equipment being carried and the hazards outlined below. It is good practice for river and trip leaders to do extra research on hazards present, and document hazards they find, so other members are aware, and action can be take to minimise the risk.

Hazard


OccurringPossible Level of

HarmOther river hazards (rocks, trees etc…) inc. Strainers Siphons Under cuts

2 3 6 Ensure that all members have been fully briefed on the dangers posed by river hazards and the action needed to avoid them, all equipment must be of white water specification, visual inspection of river sections may be necessary from the bank. Visual inspection is encouraged even for familiar rivers, as hazards can evolve on a daily basisIf in doubt STOP.

Currents/rapids inc. Stoppers Waterfalls

3 3 9 Ensure all members have been fully briefed on the dangers of rapids and the actions needed to avoid them, all equipment must be of white water specification, visual inspection of rapids may be necessary from the bank. Visual inspection is encouraged even for familiar rivers, as hazards can evolve on a daily basisIf in doubt STOP.

Other river users/members of the public

1 2 2 The group should be considerate of other river users and aware of any associated hazards.Members should also be aware that they are representing the University when out on trips, and act accordingly.Members should be particularly of fishermen, and farmers, as there can be disagreements over access rights. Try to avoid confrontation,


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and always be respectful to any members of the public


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SURF/SEA KAYAK TRIPS

On surf trips it is advisable to have a member stationed on the shore to keep a watch of all other members on the water.

Hazard

Risk (1-low, 3-high)Severity Control MeasuresChance

of Occuring

Possible Level of

HarmCurrents 2 2 4 Identify hazardous currents to the

group (eg rip tides) and explain the appropriate action to take if caught in one of them.

Winds (offshore and cross)

2 2 4 Trip leader to keep aware of the wind and get the group back to shore if the offshore windbecomes too strong, two landmarks/markers may be used to keep the group within a pre-defined area.

Tidal changes 2 2 4 The trip leader must know the tide times and be aware that time and tide wait for no man.The group should be briefed on the effects of the changing tides.

Other water users 3 1 3 Members should be aware of other water users and the rules of the sea.

Large wave sets 3 1 3 The groups should be warned of the possibility of large wave sets and must only contain paddlers of sufficient ability for the prevailing conditions.


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SWIMMING POOL

Hazard


of Occuring

Possible Level of

HarmGetting trapped in kayak/canoe

2 3 6 Ensure appropriate supervision at all times.

Slippery Floors 2 2 4 Obey pool rules, do not runFire/building emergency

1 3 3 Follow staff instructions with regards to correct and safe evacuation procedure, and gather the group at the assembly point, as directed. be aware of the need to keep warm having left the pool.

Swimming related hazards

1 1 1 Ensure a qualified lifeguard is on duty at all times.

Overcrowding 1 1 1 Follow pool guidelines on maximum number of boats allowed, people are not allowed to swim at the same time as others are kayaking.

Scratches from pool boats

2 1 2 Tell members how to exit and enter boats before taking to the water. Try to modify boats so they cause less risk

Contamination of the swimming pool

3 1 3 Ensure boats and equipment are thouroughly washed before entering the swimming pool.


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CANOE POLO

Hazard


of Occuring

Possible Level of

HarmImpact injuries 2 2 4 Ensure all players are aware of the

rules (particularly those involving safely), avoid dangerous play, all players should wear appropriate equipment as specified in the rules of the game.

Drowning 1 3 3 Given the fast paced nature of the game it is not always possible for pool lifeguards to differentiate between what is safe and what is not. At every stage during a training session a “dry side” member will be on hand to assist the lifeguards in their decision making.

Sports injuries 1 2 2 Participants should be made aware that if they continue to play while injured they risk their long term health, sessions should start with an appropriate warm up.

Manual handling 1 2 2 Manual handling is required when erecting the polo nets. Ensure proper lifting and carrying technique, and always ask for help if required


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TRANSPORT

In the event of a serious collision it is important to make members as safe as possible, to prevent further injury. Vehicles should be evacuated and members should wait in safe place (ie a motorway verge, behind the barrier). If a member is hospitalized the standard emergency procedure should be followed. After any collision it is important to swap details with the drivers of any other vehicles involved for insurance purposes. For this reason it is essential that only drivers registered with the union drive on club trips. If a driver wishes to use their own car, this too must be registered.

Hazard


of Occuring

Possible Level of

HarmCollisions 2 3 6 Seatbelts worn by all passengers,

drivers must take sufficient breaks so as to avoid driving whilst tired, drivers should not drink alcohol prior to driving, the highway code must be followed, drivers should ask for help if they are unsure about maneuvering a vehicle in a tight space – especially in fully loaded cars or vehicles without rear view mirrors.No alcohol is to be consumed by passengers

Adverse driving conditions

2 3 6 Drivers should use sound judgment when considering whether to continue driving. “Better late than never”.

Inappropriate transport of boats

1 3 3 Boats must be tired securely onto roof rack or stowed securely in van, boats which extend to the length of the vehicle should have a brightly coloured flag tied to their ends, vehicles must not be overloaded.

Overweight Vehicles 2 3 6 MPV’s and minibuses should never carry anything other than people when near full or near fullDrivers should be made aware of

Driver Illness/tiredness 2 3 6 All vehicles, especially on weekends away, should have back up drivers so if a driver is unfit to drive they are not pressured into getting the vehicle home

Theft 1 1 1 All vehicles should be locked when unattended and the keys should remain with someone at all times.


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Keys should not be left with someone who is intoxicated or may plan to be intoxicated.

Breakdown/incident 2 1 2 Drivers should know or know where to find the contact number of the rental company.If the breakdown is repairable by the roadside by a member of the club (such as a flat tire) then this must be done in a safe place, also vehicles should not be driven at excessive speed if using a spare wheel.People who travels in vans should be capable of safe lifting and carrying of equipment in case of replacement vehicles.


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EQUIPMENT REPAIR

All mains electrical appliances must be PAT tested before they can be used in the chapel. To arrange a PAT test contact University estate services.

Hazard


of Occuring

Possible Level of

HarmUse of sharp objects 2 2 4 Care must be taken when handling

sharp objects.Working with fibreglass and similar composite materials

2 2 4 Masks and gloves must be worn at all times, work should be carried out in a well-ventilated area. These activates should take place outside of the chapel

Use of power tools 1 3 3 All safety guidelines accompanying the tool must be followed, appropriate PPE must be worn.

Handling of hot materials

1 3 3 Heat resistant gloves must be worn when handling hot materials directly. These activates should take place outside of the chapel

Use of adhesives 2 1 2 Avoid contact with eyes and skin.


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USE OF THE CHAPEL

Hazard


OccuringPossible Level of

HarmManual handling

Lifting at height

2 2 4 Ensure all members are familiar with safe lifting technique.

When storing boats in the top shelves, do not climb on the racks. If in doubt of your ability to safely store a boat up high, always ask for help

Slips and trips 2 2 4 All members should wear suitablefootwear in the chapel, the chapel is to be kept as tidy as possible.Care is to be taken when taking equipment in and out of the chapel via the stairs, and raised back door.This should be done by using two people, one at the top of the stairs receiving boats, and one on the ground passing up.

Collision (negotiating road or car park)

1 3 3 The highway code must be followed, on campus speed limits must be followed, drivers should not drink alcohol prior to driving, seatbelts must be worn

Fire 1 3 3 Fire exits must not be blocked by equipment, members should evacuate and wait by the sports centre.

Injury due to storing equipment at heights

1 3 3 All craft should be stored as low as possible on the rack, the top level of the rack should be reserved for unused/rarely used craft, multiple persons should be present when handling craft stored on the top level, all persons present in the chapel must be made aware when high level craft are moved, members are prohibited from climbing on the rack.

Poor storage of equipment

1 2 2 All equipment should be stored in a manner which is as secure as possible, all equipment stored in its designated area, storage of equipment to be checked by the responsible member before leaving


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the chapel.

Injury to the public 1 2 3 Be aware of people passing by the chapel when lifting equipment in and out of the chapel.

Lone workers 1 2 2 People shouldn’t work alone in the chapel, including movement of large equipment


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SOCIALS

For all socials discouraging binge drinking can be seen as a control. This includes not pressurising people into drinking, not providing list of drinks to be consumed and making people aware that in any “pub crawl” drinking is optional and alcoholic and soft drinks are considered equal.

Discouraging people who are obviously intoxicated from drinking more is also a control measure for all of the points below.

To help facilitate the points above and below at every social two club members will remain sober.

Hazard


of Occuring

Possible Level of

HarmBroken Glass 2 2 4 Ensure broken glass is cleaned up as

soon as possible and movement in the area is controlled, shoes must be worn at all times.

Drinking too much and being ill (including from drink spiking)

2 2 4 First aid/evacuation to hospital as appropriate.

Injuries caused through falling over etc

2 2 4 A member to remain with affected person, until they have reached a “safe haven” – their own home/the home of a partner. If hospitalization required, someone to remain with them until advised it is safe by medical personnel.

Slips, trips and falls 2 2 4 Follow venue instructions/signs, be wary of surroundings.

Traffic 1 3 3 Encourage good road safety practice, use pedestrian crossing where possible, avoid playing in the traffic/road.

Drink spiking 1 3 3 No drinks to be left unattended, operate a “buddy system” for watching drinks, inform members that it is easier to stop a bottle being spiked than a glass.

Fire/ problem with venue

1 3 3 Follow instructions of venue staff and remain calm.

Horseplay/fighting 1 2 2 Try to calm the situation (without risking personal injury), call outside assistance (from a bouncer or the police) if necessary.

Food poisoning 1 2 2 Only use council certified venues, members look out for undercooked food.

Separation from group 1 3 3 Event organizers to try and ensure group stays together, organise an emergency meeting point, ensure all members have event organizers


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contact details.Dehydration 1 2 2 Ensure venues provide free water,

advise on effects of alcohol.

GENERAL (LAND BASED) TRIP

An induction, including, but not limited to, the basic strategies members should take in the event of an emergency can be considered a control measure for all land based trips.

Hazard


of Occuring

Possible Level of

HarmFire 1 3 3 Ensure sufficient space between

tents, remind members of basic tent safety (no naked flames or cooking etc…)

Entrapment 1 3 3 Ensure emergency exits are clear and free from obstructions (in tents and buildings).

Getting lost 1 2 2 When in unfamiliar places, ensure that members are given a central emergency meeting place and that they have contact details for the event organizer.

Theft of property 1 1 1 Organiser to ensure group stays together, organise a buddy system for members to look out for each other’s items, call the police.

Camping injuries Cuts, burns,

weather induced issues

1 2 2 Ensure safe pitching of tents, in location and security. Be aware of evolving hazards such as rising rivers and muddy fields.


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BOUNCY CASTLE

You are recommended to request:

insurance information manufacturer's instructions for use copies of the annual inspection certification for the equipment

Supervision by a responsible adult can be seen as a measure to control all of the below points as well as following the manufacturers and rental companies guidelines.

Hazard

Risk (1-low, 3-high)

Severity Control MeasuresChance of

Occuring

Possible Level of

HarmParticipants using the bouncy castle whilst intoxicated

2 2 4 Have a member of the committee manning the bouncy castle to question whether people are drunk before they are allowed to participate.People believed to be intoxicated denied entry on to the bouncy castle.

Larger participants colliding with smaller participants

2 2 4 Supervision and advise participants to respect other users.Control group sizes and participant size within groups.

Erection/dismantling 2 2 4 Ensure only trained persons dismantle or erect the equipment.

Tripping over anchorage points/spare equipment/electrical cable

1 3 3 All anchor points used as per manufacturer’s instructions and spare equipment leads etc either stowed / erected safely.In event of large numbers of participants attending, tickertape barriers erected. Where possible electrical cable does not cross public pathway. If unavoidable cable erected overhead or covered.

Petrol blower/generator

1 3 3 Where possible, Tickertape barrier erected around blower/generator. Any spare fuel stored in suitable container and in safe location. Units switched off during refueling.All electrical units/ leads PAT tested and an RCD used for all electrical items at all times.

Entrapment/suffocation 3 3 3 Nobody allowed on bouncy castle whilst deflated or deflating.

Inadequate supervision 1 3 3 Ensure at least one responsible adult is supervising the use of equipment. The committee as a


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collective of people in a position of responsibility within the club will police this.

Fire 1 3 3 No smoking on or near the equipment.

Damage to other equipment/property

1 3 3 Erect equipment far from property and other equipment as per manufacturers guidelines.

Injurys possible from above risks:CutsBruisingGrazingFracture

1 3 3 All the above control measures can be considered as control to prevent injury. Access to a first aid kit and persons trained to administer first aid to prevent further injury.

Jumping/climbing over top/falling off

1 2 2 Brief user on risk of injury / supervision

Damage to equipment from participants

1 2 2 No shoes allowed on equipment.Follow manufacturers/hirers guidelines.

Over enthusiastic participants 1 1 1 Brief users on risk of injuryOvercrowding 1 1 1 Supervision and control of group

size (dependent on size and type of equipment)

Food/drink/gum on equipment

1 1 1 No food/drink/gum allowed on equipment

Inclement weather 1 1 1 Only use equipment in conditions for which it was intended to be used by the manufacturer


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BBQ

Hazard


Severity Control MeasuresChance of

Occuring

Possible Level of

HarmFood hygiene 2 3 6 Ensure cooking is supervised

by someone with a valid food hygiene certificate.

Allergies 1 3 3 Ensure all members have completed an allergy form before being given food and no contamination of allergens with allergy sufferers food occurs.

Injury from equipment/eating

Burns Cuts

1 3 3 Only sober members to use cooking equipment. Ensure equipment is cool before dismantling.

Cross-contamination

1 3 3 Ensure separate equipment is provided for raw and cooked food and separate areas are used to prepare meat and vegetables/vegetarian food.


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GENERAL SPORTS

This risk assessment is to be considered a template for any field or court based sports. It should be modified to cover any specific aspects of the sport not included and resubmitted as required.

Hazard


Severity Control MeasuresChance of Occuring

Possible Level of

HarmPhysical injury during game

2 2 4 Players to be made aware:Ensure a warm up is done prior to play.If mixed ability/gender games are played, larger players/men are to control their hitting and be mindful of other participants.No jewelry is to be worn whilst playing.Access to a first aid kit and persons trained to administer first aid.People are not to cross the court during games.Floor is to be kept clear of litter and rocks/stones.Collisions with other players is possible and to be aware of their surroundings.Play should not continue on wet ground.

Court Hazards 1 3 3 Ensure that all posts are in good working order and hooks etc are padded around the court.

Entanglement 1 2 2 Nets are to be securely tied up and play is to be stopped if nets become loose or a collision with the net occurs in order to ensure it is still secure.

Injury to spectators

1 2 2 An area of at least 2m is to be kept clear around the playing area/court.

Improper clothing

1 2 2 All participants are required to wear suitable clothing and footwear e.g. no long flowing clothing/high heels.


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LUUCC MEDICAL FORM

Name: Date of BirthStudent Number:Phone Number:Doctor:I am registered with Leeds Student Medical Practice Y/NI am registered elsewhere Y/N (Please give details below)

Please read the following questions carefully. If you answer yes to any of them, then please give further details in the space below. Please also give details of any other medical conditions or significant disabilities that might be relevant.No condition will prevent you from participating and all details will be kept in strict confidence. LUUCC needs to have a copy of relevant medical history on file to conform to our risk assessment.

1. Have you ever been hospitalised? Y/N2. Have you ever had surgery? Y/N3. Do you have any allergies? Y/N4. Do you have epilepsy? Y/N5. Do you have diabetes? Y/N6. Do you have asthma? Y/N7. Are you currently taking any prescribed medication Y/N

(except the contraceptive pill)?8. Have you ever been dizzy during or after exercise? Y/N9. Do you have a heart murmur or any other heart problems? Y/N10. Have you ever had a seizure? Y/N11. Have you ever broken a bone or dislocated a joint? Y/N

Details here: (Continue on the reverse of necessary)

I have completed this form to the best of my ability. I have also completed a swim test and have read and understood the participation statement.Signed: Date:


Documents

LuuCC Safety documents - Leeds University Union€¦ · Web viewThese trips can be organised using the forum and in the interest of safety it is strongly urged that any club member