Incident Management
Safety Rules & Emergency Procedures Policy & Reporting Form
Ballarat Gymsports is committed to the planning and training of all staff, coaches, participants and volunteers in emergency management, ensuring that all reasonable steps are taken to maintain their safety and welfare at all times.
In demonstrating our duty of care, we will make every reasonable effort to provide a working environment that minimizes incidents of risk or personal injury, ill health or damage to property.
This includes:
– Establishing emergency management and evacuation plans.
– Providing emergency facilities.
– Informing those affected about actions for protecting themselves.
– Applying ‘Safety Rules’ coaches need to ensure that they are familiar with all emergency procedures and safety rules.
Safety Rules
1. Coaches are responsible for recording all gymnasts’ attendance and non-attendance electronically for every session.
2. All staff, coaches and/or volunteers present at a session, need to be signed in either electronically or via manual systems.
3. All new gymnasts “trying out”, need to be noted in the daily diary at reception.
4. All equipment must be put away after use.
5. Correct gym gear (not loose clothing) must be worn and hydration must be maintained.
6. Everyone should be familiar with first aid resources & their locations.
7. Everyone should be aware of emergency exits and procedures.
Emergency Procedures
Fire & Flood
In the event of fire or flood occurring at the facility, the following procedure must be followed:
1. Remain calm.
2. The most senior staff member or coach present, will take control and delegate someone to: check toilets, changing rooms, upstairs areas and office, phone the emergency services, and if necessary, contact the Operations Manager – Jacki Pennell.
3. Decide if evacuation of the building is warranted and evacuate all persons to one of the designated evacuation zone areas. Moving everyone quickly in an orderly manner to the designated assembly area outside the building, closing doors behind them.
4. Use online and manual registers to identify all persons are present.
5. Report any missing persons to attending Emergency staff or attending SES officers.
6. Do not re-enter the building until directed by the emergency services.
7. Attend to those in need of first aid if required.
Accidents
In the event of an injury occurring at the gym, the following procedure must be followed:
1. Ensure the rest of the class is safe (ie do not leave them unsupervised).
2. The most senior qualified First Aid personnel must attend the injured person and assess the nature of the injury/give directions regarding necessary treatment.
3. If the injury is not serious, administer first aid and notify the parents at the conclusion of the class. Note injury on the ‘Injury / Incident Report form’ or via the Incident QR code.
4. If the person is seriously injured, do not move them unless there is a life-threatening danger (i.e., falling debris, fire, explosion). Stay with them and keep them as calm and comfortable as possible.
5. A manager or reception staff member should be requested to contact the parents and inform them of the situation, trying not to alarm them unnecessarily. If the parents cannot be contacted, this person has the discretionary right to call an ambulance.
6. Details of injury must be logged on the ‘Injury / Incident Report form’ or Incident QR code, detailing injury / actions taken / who informed etc.
7. Ensure that all witness’ details are available in the report.
8. Attending coach notifies and provides form or QR details to reception staff, who will then inform the Management team.
Suspicious or Unauthorised Persons
In the event of a suspicious person on the premises or an unauthorised person attempting to remove a child from the club premises, the following procedure must be followed:
1. Contact reception or manager on duty.
2. Have an adult staff member remove the child from the immediate area of the unauthorised person.
3. Do not attempt to apprehend or interfere with the unauthorised person, except in case of self-protection.
4. If possible, get a good description of the person.
5. Telephone the police/parents.
6. Submit written report or complete QR code as soon as possible.
Hostage Situation
In the event of the club being under siege, the following procedure must be followed:
1. Remain calm.
2. Remain with the participants at all times.
3. Protect participants from possible dangers. Do not aggravate the perpetrator.
4. Alert Police (000) or emergency services if opportunity arises, and is safe to do so.
5. Evacuate participants and staff ONLY when it is safe to do so.
6. When emergency is over, contact Operations Manager immediately and all parents.
7. Submit written or QR code report to management team as soon as possible.
**UNDER NO CIRCUMSTANCES SHOULD ANY UNNECESSARY RISK BE TAKEN**
Report an Incident or Injury online form:
Report via the link here
or scan the QR code