Outdoor Activity Risk Management and Trip Procedure
v3.2
Purpose. This procedure sets out how outdoor activities and journeys are planned, risk assessed, approved, led and closed out so that every Summit outdoor program meets the Australian Adventure Activity Standard.
1.Activity planning
Every activity will have a session plan or trip plan completed on the outdoor activity risk assessment and trip plan template, showing the participants, leaders, route, timings, equipment, emergency contacts and communications. Plans will be approved by the Outdoor Programs Manager before the activity and held at the Outdoor Base as the trip intentions record.
2.Risk assessment
The lead leader will identify hazards for the activity, the location, the participants and the season, assess the risk and record the controls on the template. Generic risk assessments for each activity are held in the document library and must be adapted to the specific trip. Any residual risk rated high requires the manager's written approval.
- Terrain, track condition and river levels
- Weather, temperature and fire danger
- Participant age, ability, medical conditions and experience
- Leader ratios and qualifications
- Equipment, communications and evacuation routes
- Environmental and cultural sensitivities
3.Weather and go or no-go decisions
The lead leader will check the Bureau of Meteorology forecast, fire danger ratings and river levels the day before and the morning of the activity, and will record the decision to proceed, modify or cancel. Activities will not proceed in extreme or catastrophic fire danger, severe weather warnings for the area, or river levels above the limit in the activity plan.
4.Leader ratios and qualifications
Leader to participant ratios will meet the activity's good practice guide and the age of the group. Every lead leader will hold the outdoor leadership qualification for the activity and remote area first aid, and every trip with children will include leaders holding current Working with Children Checks with the gender balance the child safety policy requires.
5.Briefing and conduct
Participants will be briefed on the route, hazards, group rules, minimal impact practice and what to do if separated. Leaders will count the group at every stop, keep the group within the pace of the slowest participant and carry the communications device, first aid kit and the trip plan. Any deviation from the plan will be recorded.
6.Emergencies in the field
In an emergency the lead leader will make the group safe, provide first aid, and contact the Outdoor Base by satellite messenger or phone using the emergency contact protocol. The Outdoor Base will activate the emergency response procedure and coordinate with emergency services. Overdue groups will trigger the overdue protocol at the time recorded on the trip plan.
7.Closing out the activity
On return the lead leader will confirm all participants and equipment are accounted for, sign the group back in, report any incident or near miss in the register, record equipment faults in the equipment and maintenance register and complete the trip debrief with the participants and leaders.